Date: Nov. 30, 2016
From: Linda McKnight, Director, Advisory Services, Human Resources
To: Deans, Directors, Department Heads and Administrative Managers at the Vancouver campus
Subject: Preparing for Winter Weather Conditions at UBC
The purpose of this memorandum is to remind you to review procedures in your faculties, departments and units to prepare for winter weather conditions. Students, staff and faculty should be made aware of what is expected of them, particularly with regard to communications. Information for Faculty and Staff is available on the HR website, http://www.hr.ubc.ca/faculty-staff-resources/winter-weather-conditions/.
We also refer you to University Policy #68 for full information on the University’s procedures. For those administrators with CUPE 2950 and CUPE 116 staff, please refer to Article 13.01 and Letter of Agreement Re: Article 13.01 of the CUPE 2950/UBC Collective Agreement, and Article 24.04 of the CUPE 116/UBC Collective Agreement (see all collective agreements and handbooks).
Notification of cancellations and service reduction
Pursuant to Policy 68, if UBC is subject to extreme winter weather conditions, the administration may decide to cancel classes and curtail non-essential services. Faculty, staff and students should visit http://www.ubc.ca for information. While the University will inform TV and radio stations of campus cancellations and service reductions, the UBC homepage is the authoritative spot for all information. Department Heads and Administrators should have clear procedures in place to notify students, staff and faculty when classes are cancelled and non-essential services curtailed.
Make sure all faculty and staff know the procedures, and how they are to learn about class cancellations and service reductions. This may include updates on the Faculty or Department home page, emails, recorded voice mails in offices, and telephone trees.
During the day
If classes are cancelled or non-essential services are curtailed during the day, post signs in high traffic areas, and have faculty and staff walk around to social spaces and classrooms to inform others. If you have staff in essential services positions, these positions must be pre-designated and staff need to be aware of the notification process.
If you have essential CUPE 2950 positions, follow the process as outlined in Article 13.01 and Letter of Agreement 13.01, which requires communication with Human Resources (contact: Maynard Witvoet) and the Union. This does not preclude your ability to request additional essential services should the need arise.
Winter weather communications are campus-specific (Vancouver campus, Okanagan campus, Robson Square, and the hospitals). Students, faculty and staff of the Faculty of Medicine can access site- and group-specific information on the Faculty of Medicine’s Snow Closure Information page.
Human Resources contacts
If you have any questions or concerns about staffing in the event of a winter storm, please contact your HR Advisor.