WA M

S.09-116

For Information

MEMO

ATTENTION Pat Hibbitts Vice President, Finance

Environmental Health & Safety

and Administration

TEL

FROM Apollonia Cifarelli Director, EHS

RE GPO4 Revisions

DATE Seotember

TIME 9:22 AM

Draft Policy GPO4 revisions were circulated to

all

SFU group, and revisions have been made to address

the feedback. The attached Sept. 22nd-version should be forwarded to the VP's for their

recommendation to the Board of Governors.

Five responders suggested the following revisions:

• ?

Include the Associate VP, Students in the consultation, when considering class cancellation

• ?

Clarify language in Procedure C—Postponing and Examinations,

•

Notify the Dean of Continuing Studies if closing SFU Vancouver

• ?

Two formatting errors

The current draft is substantially different from the March

20,h,

2006 version. The following provides an

overview of the key changes.

Added definitions for:

• ?

Class Cancellation

• ?

Closure

•

Service Units

•

Regular Hours of Operation

• ?

Emergency Operation Centre

• ?

Policy Group

Policy

• ?

Moved decision making to Procedures A and B and combined it with notification procedures.

• ?

Clarified the protocol for exam postponement

• ?

Clarified responsibility for event cancellation.

•

Supervisors to communicate who is acting in their position if they are absent.

• ?

Clarified effect on employee time and absence

Procedures - Class Cancellation or University Closure

Exam Postponing and Rescheduling

A - During Regular Hours of Operation

• ?

Complete revision of the notification, cancellation and closure procedure.

• ?

Outlines detailed procedures for deciding, and actions required at each campus location during

regular hours of operation.

B - Before or

After

Regular Hours

Operation

•

Outlines detailed procedures for deciding, and actions required at each campus location before

or after regular hours of operation.

C - Postponing and Rescheduling of Undergraduate Final Examinations

• ?

Added the need for the Vice president Acidemic and Provost to confirm postponement with

the University Registrar and communication with the Deans and Chain

•

Added the need to advise Residence and Housing of modifications to the academic schedule.

•

Outlines the criteria for exam rescheduling.

• ?

Added a provision for alternate exam arrangements

STREET ADDRESS

8888 University Drive,

Burnaby BC V5AIS6

MAILING ADDRESS

MTF Room 256

Discovery Park

8888 University Drive,

Burnaby BC V5AIS6

Canada

ror

rupc1ry

THIN<I ?

OF TH E

WORLD

SIMON FRASER UNIVERSITY ?

Date ?

Number

Policies

and Procedures ?

December 6, 1974

GP 4

Revision Date

Revision No.

September 22, 2009

Subject: Unscheduled Cancellation of Classes

1.0 Purpose:

From time to time, an unusual occurrence may make it necessary to cancel classes, postpone exams or

close the University to ensure public safety. The purpose of this policy is to set out how and by whom

decisions to cancel classes or close the University will be made and to establish what other conditions

may pertain to staffing and compensation during cancellations and closures. Also addressed are

procedures pertaining to the postponement of final examinations.

2.0 Definitions

Class Cancellation:

When and where it is deemed necessary, classes may be cancelled. Notice that

classes are cancelled means that classes will not meet as scheduled during the cancellation period. During

regular hours of operation a notification to cancel classes will specify when and where the class

cancellation goes into effect. For example, a notice published at 12:00pm may specify that classes on the

Burnaby campus that begin at 1:30pm or after are cancelled. Notice that classes are cancelled does not

necessarily mean that other University events also are cancelled. In cases when classes are cancelled but

the University remains open, faculty and staff are expected to work their regular hours.

Closure: Closure refers to a decision to suspend some of its operations and activities within a specified

area of the University. If closure is announced, staff and faculty scheduled to work at the specified site are

not required to report to work. During a closure, staff in some units who are responsible to provide critical

services may be asked to remain at, or to report for, work.

Service Units: Service Units are those units responsible for providing critical services to the University

and its members. Service Units may, depending on circumstances, include units providing facilities

services, information technology, security, communications, risk assessment, finance, lodging, food

services, human resources, volunteer coordination, student services and health services.

Regular Hours of Operation:

Regular hours of operation are those times when academic, administrative

and other activities and events are normally scheduled. Regular hours of operation may vary based on the

campus and/or the nature of the work or activity.

Emergency: An event that is caused by accident, fire, explosion or technical failure, or by the forces of

nature, and requires prompt coordination of action of persons or property to protect the health, safety, or

welfare of people or to limit damage to property.

Emergency Operations Committee (EOC):

The EOC brings together representative stakeholders

engaged in coordinating the University's response to unusual conditions. Its duties may include the

setting of priorities, establishing and maintaining communications and access to resources during an

emergency Event. The EOC Director reports to and takes direction from the Policy Group.

Policy Group:

Policy Group membership is drawn from the University President and Vice Presidents.

The Director of the EOC makes recommendations to, and seeks policy direction from, the Policy Group.

3.0 Policy:

3.1 The University will continue to operate during all scheduled working hours unless a situation

significantly increases the difficulty and/or risk to faculty, staff or students from remaining on

University grounds or in University facilities.

3.2 The primary criteria in determining whether to cancel classes or close a part of the University will be

the University's ability to continue safely to offer classes, tutorials and labs, and the ability of faculty,

staff and students to travel safely to and from the University. University Administrators may close the

campus if it is deemed unsafe to remain open. In exceptional circumstances, the University will

extend its normal hours of operation to provide food and shelter for people unable

leave. When an

event requires a coordinated response, the EOC will be activated.

3.3 The decision to cancel classes, or close the University will be made by the President after consulting

with the designated Vice President or Executive Director at each campus.

3.4 Decisions to cancel classes, postpone examinations or close the University may be made separately

and may affect each campus differently. During regular hours of operation the University will strive

to remain open; however, classes and events may be cancelled to prevent students and others from

travelling to campus.

3.5

Postponed examinations will be rescheduled or alternative arrangements made.

3.6 Units responsible for organizing University events are responsible for assessing the risks and deciding

whether an event should proceed or be cancelled based on the safety of participants, the operation of

utility services and life safety systems. They will also be responsible for communicating their

decision to event participants, Campus Security, Facilities Services or Operations and Public Affairs

and Media Relations.

3.7 In some situations the University will need to keep certain facilities open even when classes and

events are cancelled, examinations postponed or the University closed. A list of departments and

services that may be required to provide critical services appears in Appendix II). It can be anticipated

that some or all of the employees in such departments may be asked to remain at work or to report for

work to provide emergency services. Under emergency conditions, particular attention may need to

be paid to certain research operations, including Animal Care.

3.8 Senior administrators are expected to remain available during emergency situations. Supervisors who

are away or unable to get to work should ensure that someone on-site is appointed to act with the

OP 4 Unscheduled Cancellation of Classes, draft 4, page 2

authority and responsibility needed to provide direction for the employees they supervise. The

supervisor should communicate the name of the person in the acting role to both the employees and

his/her supervisor. Supervisors, will give due consideration and provide accommodation for

employees with legitimate needs.

3.9 University employees will be compensated as follows when a partial or full closure of the University

is implemented under this policy:

3.9.1 Employees (continuing and temporary) scheduled for work at the University site and who

would have been at work except for the closure will have their salary maintained. The time

will be recorded as "T" on the Payroll Report, University Closure 530 for salaried employees

and

285

for hourly employees. Release from attending the work-site under a notice of closure

shall not be considered University holidays.

3.9.2 Employees scheduled to work at home or off-site will be expected to work the scheduled

work hours and paid at their regular rate:

3.9.3 Employees who were not scheduled to be at work and who had instead scheduled vacation,

sick leave, compensating time off for overtime, days off in lieu of statutory holidays,

modified days off, normal days off or personal leave will have their time recorded as

scheduled before the closure was announced.

3.9.4 Employees who are not covered by collective agreements and who are asked to report for

their regularly scheduled hours of work to provide critical services shall be given the

equivalent time off for all hours actually worked during a closure, with such time to be taken

within the following calendar month.

• ?

3.9.5 Employees who are covered by collective agreements shall be governed by the provisions in

their agreements.

3.9.6 Where a supervisor has accommodated an employee with speëial needs by allowing them to

leave prior to a University closure, scheduling of make-up time must be approved by the

supervisor.

4.0 Scope:

The Policy applies to all Lower Mainland campuses of Simon Fraser University.

5.0 Roles and Responsibilities

Roles and responsibilities not established above are set out in "Procedures: Class Cancellation or

University Closure, and Notification."

6.0 Authority:

This policy is administered under the authority of the Vice President, Finance & Administration.

GP 4 Unscheduled Cancellation of Classes, draft 4, page 3

Appendix I: Related Polk! s

This policy should be read and understood in conjunction with the following policies and procedures:

• UP 17 University Occupational Health & Safety

• GP

Response to Violent and Threatening Behaviour

• GP 31 Emergency Management of Physical and Other Disasters

• GP 36 Use of University Space

• AD 9.13 Working Conditions

• AD 10.13 Work Schedules

• T 20.01 Grading and the Reconsideration of Grades

• 1 20.02 Final Examinations

• T 30.01 Course Scheduling

Appendix II: Service Units

The following departments and/or units may be called on to provide critical services during a course

cancellation or University

closure. At such times, these departments may have to continue in full or

partial operations as set out in OP 4, section 3.7.

• Dining Services

• Health and Counselling Services

• Campus Security

• Environmental Health and Safety/Volunteer Support Groups

• Public Affairs and Media Relations

• Human Resources

•, Information Technology

• Facilities Services/Operations

• Residence & Housing

• Animal Care Facility

• Finance

• Student Services

GP 4 Unscheduled Cancellation of Classes, draft 4, page 4

Procedures: Class Cancellation or University Closure, and Notification

During Regular Hours of Operation

SFU

Burnaby

• The Director, Campus Security in consultation with the directors of Facilities Services and

Environmental Health and Safety, will recommend class cancellation or closure to the Vice

President, Finance & Administration.

• The decision to cancel classes or to close SFU Burnaby will be made by the President after

consultation with the Vice-President, Academic, Associate Vice President, Students and the Vice-

President, Finance & Administration, who will notify the directors of Campus Security, Facilities

Services, Public Affairs and Media Relations and Environmental Health and Safety of the

decision.

• The Director, Public Affairs and Media Relations will send out a Notice to faculty, staff and

students, update the SFU home page and alert local news media.

• campus Security will notify BC Transit and the RCMP, liaise with off-campus emergency

services and update the road conditions web page and telephone message.

• Environmental Health and Safety or Campus Security will activate the Emergency Operation

Centre (EOC), when required.

For event cancellation, see GP 4, section 3.6. While a partial closure may be ordered at SFU Burnaby,

the campus may remain open for some events due to the international travel component or other

special circumstances for many external event participants and some non-credit courses.

In the event that classes are cancelled and the roads leading to and from, SFU Burnaby are not able to

safely handle the traffic volume, the University may implement traffic management protocols that

include the closure of gates at parking lot exits. The objective of the gates will be to affect a

controlled release and safer routing of traffic.

SFU Surrey

The Manager, Facilities Services will recommend class cancellation or closure to the Executive

Director, SFU Surrey.

• The decision to cancel classes or close at SFU Surrey will be made by the President after

consultation with the Executive Director of SFU Surrey or, in his or her absence, the Manager of

Facilities Services, the Vice-President, Academic and the Vice-President, Finance &

Administration.

• The Executive Director, SFU Surrey will communicate the decision to the Manager, Facilities

Services, Director, Public Affairs and Media Relations, and Environmental Health and Safety.

• The Director Public Affairs and Media Relations will send out a message to all faculty, staff and

students and update the SFU Burnaby home page and liaise with SFU Surrey Public Affairs and

Media Relations to update the SFU Surrey home page, and alert local news media.

• The Manager, Facilities Services will notify BC Transit and the RCMP and liaise with off-

campus emergency services.

• The Manager, Facilities Services or Environmental Health and Safety will activate the EOC when

required.

GP 4 Unscheduled Cancellation of Classes, draft 4, page

For event cancellation, see Policy GP 4, section 3.6. While a partial closure may happen at SFU

Surrey, the campus may remain open for some events due to the international travel component or

other special circumstances for many external event participants and some non-credit courses.

SFU Vancouver

• The Manager, Operations will recommend class cancellation or closure to the Executive Director,

SFU Vancouver.

• The decision to cancel classes or close at SFU Vancouver will be made by the President after

consultation with the Executive Director of SFU Vancouver or, in his or her absence, the

Manager, Operations, the Vice-President, Academic and the Vice-President, Finance &

Administration.

• The Executive Director, SFU Vancouver will communicate the decision to the Manager,

Operations, the Director Public Affairs and Media Relations, Dean of Continuing Studies or

designate and Environmental Health and Safety.

• The Director Public Affairs and Media Relations will send out a message to all faculty, staff and

students, update the SFU Burnaby home page and liaise with SFU Vancouver Public Affairs and

Media Relations to update the SFU Vancouver home page, and alert local news media.

• The Manager, Operations will notify BC Transit and the RCMP and liaise with off-campus

emergency services.

• The Manager, Operations or Director, Environmental Health and Safety will activate the EOC

when required.

For event cancellation, see Policy GP 4, section 3.6. While a partial closure may happen at SFU

Vancouver, the campus may remain open for some events due to the international travel component

or other special circumstances for many external event participants and some non-credit courses.

B. Before or

After

Regular Hours of Operation

All efforts will be made to communicate morning closure decisions b

6:00am.

SFU Burnaby

The Director, Campus Security will make a recommendation to the Vice-President, Finance and

Administration who will consult with the President and notify the Director, Campus Security of the

decision.

If it is decided to proceed with closure:

• Campus Security will notify the director of Residence & Housing, and the Dean of Library

Services, update the road conditions web site and phone message, and advise BC Transit and the

RCMP of the closure; and

• The Director, Public Affairs and Media Relations will notify SFU faculty staff and students and

ensure all SFU home pages are updated.

SFU Surrey

GP 4 Unscheduled Cancellation of Classes, draft 4, page 6

The Manager, Facilities Services will make a recommendation to the Executive Director, SFU Surrey

who will consult with the Vice President, Finance & Administration and the President.

If it is decided to proceed with closure:

• The Executive Director, SFU Surrey will notify the Director, Public Affairs and Media Relations

and the Manager, Facilities Services at SFU Surrey.

• The Director, Public Affairs and Media Relations will advise SFU faculty, staff and students and

coordinate with SFU Surrey Public Affairs and Media Relations to update the SFU Surrey home

page.

• SFU Surrey Facilities Services will provide direction to Security Operations, liaise with the

Property Manager, maintain critical services and alert the Surrey Police Dept.

SFU Vancouver

The Manager, Operations will makea recommendation to the Executive Director, SFU Vancouver

who will consult with the Vice President, Finance and Administration and the President.

If it is decided to proceed with closure:

• The Executive Director, SFU Vancouver will notify the Director, Public Affairs and Media

Relations and Operations at SFU Vancouver and the Dean of Continuing Studies or designate.

•

• The Director, Public Affairs and Media Relations will advise SFU faculty, staff and students and

coordinate with SFU Vancouver Public Affairs and Media Relations to update the SFU Surrey

home page.

• SFU Vancouver Operations will provide direction to Security Operations, liaise with the Property

Manager for leased sites, maintain critical services and alert the Vancouver Police Dept.

OP 4 Unscheduled Cancellation of Classes, draft 4, page 7

Procedures for Postponing and Rescheduling Undergraduate Final Examinations - Final

Examination Period

Purpose

The procedures described below are to be followed should the University postpone final examinations in

the interest of safety.

1) Procedure for Postponing Final Examinations

The exam postponement will be announced via SFU alerts, and notices on the SFU home pages.

The Vice President Academic and Provost will confirm the postponement with the University Registrar

and notify the offices of the Deans and Chairs responsible for courses for which scheduled final

examinations will be affected by the postponement.

The Chairs, or designates, will notify the impacted faculty members. The University Registrar will

arrange for the end-of-term academic evaluation process and release of grades to be delayed if necessary

and will advise Residence & Housing of any modifications to the academic schedule.

2) Procedures for Rescheduling Final Examinations

The Associate Registrar, Information, Records and Registration will reschedule the examinations as

follows:

If an entire day of final examinations is to be rescheduled, that day will be added to the end of the

examination period.

If some portion of a day of final examinations is to be rescheduled, the portion of the day to be

rescheduled will be added to the end of the examination period.

If two or more days of final examinations are to be rescheduled, then they will be moved to the end

of the examination period in the same sequence as originally scheduled.

Whenever possible, rescheduled examinations will take place at the same time and location as

originally scheduled -- only the day(s) will be changed.

If the rescheduled examinations are moved to the next Monday, which is a statutory holiday, then the

examinations will be rescheduled to Tuesday.

3) Student Attendance at Rescheduled Examinations

Students with scheduled travel plans should contact their course instructor for approval to make alternate

exam arrangements. All other students are expected to attend their rescheduled examination(s) on the

rescheduled date. Students, who received approval to not attend the rescheduled examination, will be

assigned a deferred grade (DE) for the course until the final grade can be submitted. Existing policies

governing the approval of grades will apply.

4) Alternate Exam Arrangements

When a final examination has been postponed under policy GP-4, and a course instructor determines that

alternate arrangements need to be made for students with scheduled travel plans or for all students in the

GP 4 Unscheduled Cancellation of Classes, draft 4, page 8

course, approval must be sought from the department chair. Instructors may choose alternate

arrangements such as:

a take home exam;

an alternate assignment; and/or

scheduling an additional exam for the first week of classes of the next term.

Dates for completion must be set to ensure that marks are submitted in a timely manner. Existing policies

governing DE grades and the approval of grades will apply.

5) Cancellation of Final Exams

If alternate arrangements cannot be made and the department chair or head makes the decision to cancel

the scheduled final examination(s) and not to reschedule, students will be assigned a grade based on

completed course work to date. Existing policies governing the approval of grades will apply.

GP 4 Unscheduled Cancellation of Classes, draft 4, page 9

SIMON FRASER UNIVERSITY ?

Date ?

Number

Policies and Procedures ?

December 6, 1974

GP 4

Revision Date

Revision No.

J4September -220, 2009

Subject: Unscheduled Cancellation of Classes

From time to time as a re.;uli ofm tmu3ual eeeEirrefiee it may be necc;ary

to cancel claae, po:;tpon

cxa, or close the Univert

y for mason of public

safety.

The purpose ofthic policy is to

cstablih

undarlying principles related to the University's ability

to continue to offer classes and maintain

services

examinatione or closing the Uuiverit.

21.0 Purpose:

Whether narrowly

defined (a.;.. regulation of

university trade

sustainability, the

lays

punee stateinnt

out wh

the policy exists an ,

hat it is inteieded-t&&hieve.

lkiesen_l^reamblere

soinetimes4+terehangtahk_FrOm time to time, an unusual occurrence may

make it necessary to cancel classes,

postpone

exams or close the University to ensure public safety. The

purpose of this policy is to set out how and by whom decisions to cancel classes or close the University

will

be made and to establish what other conditions may pertain

to staffing

and compensation during

cancellations and

closures. Also addressed are procedures pertaining

to the

postponement

final

examinations.

32.0 Definitions

Class Cancellation: When

and

where it is deemed necessary, classes may be cancelled. Notice

that

classes are cancelled means

that

classes will not meet as scheduled

during

the cancellation period. During

regular hours of operation a notification to cancel classes will specie' when

and

where

the

class

cancellation goes into effect. For

example, a notice

published at

12:00pm may specie that classes on the

Burnaby campus that begin at 1:30pm

or after

are

cancelled. Notice that classes are cancelled

does not

necessarily mean

that

other University events also are cancelled.

cases

when classes are

cancelled

but

the University remains open, faculty and staff are expected to work their regular hours.

{

Formatted:

Bullets and Numbering

p ?

59 ?

perations and

activities

withinaspecified ?

..-. ?

Ital

ic

area of the University. If closure is announced, staff and faculty scheduled to work at the specified site are

-Formatted: Font: Not Italic 

not

required to report to work. During a closure, staff in some units who are responsible to provide critical

services may be asked to

remain at,

or to report for, work.

riticalService Units: .ji

al-a unii; Critical Service Units are those units reonsible for pro

viding ?

.....{ rmatted:

Font:

Bold,

Not

Italic

csscntialcritical -services to the University and its members. Critical Service Units may, depending on

circumstances, include units providing facilities services, information technology, security,

communications, risk assessment, finance, lodging, food services, human resources, volunter

coordination, student services and health services.

fatted: Font: Bold,

Not Italic

R

egular Hours of Operation: Regular hours of operatio

naretho

e

finç4

as

!iffle when. 

academic, administrative and other activities and events are normally scheduled. Regular hours of

operation -andvmay vary based on the campus and/or the nature of the work or activity.

mergency:.poiioniathe loveis of respon cot out

rnthe policy

refer sqyral

situations" that require a different level of response (e.g., the sections that require CSUs and senior

administrators to be present and enguged). Nov;here do we define what constitutes what an "emergency"

is. Is it a situation of sufficient direness that the EOC is activated? It seems to me that we need to define

this more clearly.n eventhat is caused

byaccident,

fire, explosion

..b

the forces ? 

of nature, and requires prompt coordination of action of persons or property to protect the health, safety,

or welfare of people orto limit damage to property.

,ET^^g^ncy Operations Committee 

(EOC)- 

The

EOC

brings together representative stakeholders 

..............

engaged in coordinating the University's response to unusual conditions. Its duties may include the

setting of priorities, establishing and maintaining communications and access to resources during an

emergency Event. The EOC Director reports to and takes direction from the Policy Group.

Polip

.is

drawn f

m the

iv ?

y President and Vice Presidents:

The Director of the EOC makes recommendations to, and seeks policy direction from, the Policy Group.

WA M 

Formatted:

Font: limes New Roman, 11 Pt

Formatted:

Bod y

Text, None

Formatted: Font:

limes

New Roman, 11

pt,

Font color: Auto

Form 

atted:

Font: limes

New Roman, 11 Pt

Formatted: Font:

Times

New Roman,

ii pt,

I Font color: Auto

Formatted: Font:

Times

New Roman, 11

Formatted:

Font: Bold, Not

Italic

Formatted:

Font: Bold, Not Italic

43.0

Policy:

3.1 The University will continue to operate during all scheduled working hours unless a situation

significantly increases the difficulty and/or risk to faculty, staff or students from remaining on

University grounds or in University facilities.

3.2 The primary criteria in determining whether to cancel classes or close a part of the University will be

the University's ability to continue safely to offer classes, tutorials and labs, and the ability of faculty,

staff and students to travel safely to and from the University. University Administrators may close the

campus if it is deemed unsafe to remain open. In exceptional circumstances, the University will

extend its normal hours of operation to provide food and shelter for people unable to leave. When an

event requires a coordinated response, the EOC will be activated.

3.3 The decision to cancel classes, or close the University will be made by the President after consulting

with the desi

g

nated Vice President or Executive Director at each campus.

GP 4 Unscheduled

Cancellation of

Classes, draft

page

3.4 Decisions to cancel classes, postpone examinations or close the University may be made separately

and may affect each campus differently. During regular hours of operation the University

will strive

to remain open; however, classes and events may be cancelled to prevent students and others from

travelling to campus.

3.5 Postponed examinations

will be rescheduled or alternative arrangements made.

3.6 Units responsible for organizing University events are responsible for assessing the risks and deciding

whether an event should proceed or be cancelled based on the safety of participants, the operation of

utility services and life safety systems. They

will also be responsible for communicating their

.decision to event participants, Campus Security, Facilities Services or Operations and Public Affairs

and Media Relations.

3.7 In some situations the University

will

need to keep certain facilities (Critical Service U-nits3 open even

when classes and events are cancelled, examinations postponed or the University closed. A list of

departments and services that may be required to provide critical services function as Critical Service

Uis-appears in Appendix II). It can be anticipated that some or all of the employees in such

departments may be asked to remain at work or to report for work to provide emergency services.

Under emergency conditions, particular attention may need to be paid to certain research operations,

including Animal Care.

3.8 Senior administrators are expected to remain available duringemengency situations-(scc note above):

....[Formatted: No underline

Supervisors who areaway or unable to get to work should ensure that someone on-site is appointed to

act with the authority and responsibility needed to provide direction for the employees they supervise.

The supervisor should communicate the name of the person in the acting role to both the employees

and his/her supervisor. Supervisors,

will

give due consideration and provide accommodation for

employees with legitimate needs.

3.9 University employees

will

be compensated as follows when a partial or full closure of the University

is implemented under this policy:

3.9.1 Employees (continuing and temporary) scheduled for work at the University site and who

would have been at work except for the eI

ease..losure-will have their salary rnaintained4eF

the clozure. The time

will

be recorded as "T' on the Payroll Report, University Closure 530

for salaried employees and

285

for hourly employees. Release from attending the work-site

under a notice of closure shall not be considered University holidays.

3.9.2 Employees scheduled to work at home or off-site;

will

be expected to work the scheduled

work hours and paid at their regular rate.

3.9.3 Employees who were not scheduled to be at work and who had instead scheduled vacation,

sick leave, compensating time off for overtime, days off in lieu of statutory holidays,

modified days off, normal days off or personal leave

will

have their time record as

scheduled before the je4ease....

3.9.4 Employees who are not covered by collective agreements and who are asked to report for

their regularly scheduled hours of work to provide critical services shall be given the

equivalent time off for all hours actually worked during a closure, with such time to be taken

within the following calendar month.

3.9.5 Employees who are covered by collective agreements shall be governed by the provisions in

their agreements.

.Where a supervisor has accommodated an employee with special needs by allowing them to leave prior

to a University closure, scheduling of make-up time must be approved by the supervisor.

3.9.6

rmatted: No underline, Font color: Aut

fatted: No underline, Font color:

fFormatted: Bullets and Numbering

1111111)

[Formatted: Bullets

Numbering

Formatted: Indent: Lst line:

Line spacing: single, ?

ot at

.0.13'

0 ?

1 ?

GP 4

Unscheduled Cancellation

of Classes, draft 43, page 3

Formatted: Indent: Left: O

- -

Formatted: Font: l9rnes New Roman

Formatted: None, Outline numbered + Level:1

3 + Numbering Style:

1, 2, 3,

Start at:

1 + ?

Alignment Left + Aligned at:

0.25 +

Indent

at:

0.75"

3.9.6

4.0 Scope:

The Policy applies to all Lower Mainland campuses of Simon Fraser University.

65.0 Roles and Responsibilities

Roles and responsibilities not established above are set out in "Procedures: Class Cancellation or

University Closure, and Notification."

76.0 Authority:

This policy is administered under the authority of the Vice President, Finance & Administration.

GP 4 Unscheduled Cancellation of Classes, draft4. page

Appendix 1: Related Policies

This policy should be read and understood iii conjunction with the

following

policies and procedures:

• GP 17 University Occupational Health & Safety

• GP 25 Response to Violent and Threatening Behaviour

• OP 31 Emergency Management of Physical and Other Disasters

*(;P31 SFU Emergency Plrn

• GP 36 Use of University Space

• AD 9.13 Working Conditions

• AD 10.13 Work Schedules

• T 20.01 Grading and the Reconsideration of Grades

• T 20.02 Final Examinations

• T 30.01 Course Scheduling

Appendix H: Critical Service Units

• 1eedDining -Services

• Health and Counselling Services

• Campus Security

• Environmental Health and Safety/Volunteer Support Groups

• Public Affairs and Media Relations

• Human Resources

• Information Technology

• Facilities Services/Operations

Faeilities Operations

• Residence & Housing

• Animal Care Facility

• Finance

• Student Services

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The following departments and/or units may be called on to serve as Critical Service provide critical

services Us-during a course cancellation or University closure. At such times, these departments may

have to continue in full or partial operations as set out in OP 4, section 3.7.

OP 4 Unscheduled Cancellation of Classes, draft G. page

Procedures: Class Cancellation or University Closure, and Notification

A. During Regular Hours of Operation

SFU Burnaby

• The Director, Campus Security in consultation with the directors of Facilities Services and

Environmental Health and Safety, will recommend class cancellation or closure to the Vice

President, Finance & Administration.

• The decision to cancel classes or to close SFU Burnaby will be made by the President after

consultation with the Vice-President, Academic, Associate Vice President, Students and the Vice-

President, Finance & Administration, who iAll notify the directors of Campus Security, Facilities

Services, Public Affairs and Media Relations and Environmental Health and Safety of the

decision.

• The Director, Public Affairs and Media Relations will send out a Notice to faculty, staff and

students, update the SFU home page and alert local news media.

• Campus Security will notify BC Transit and the RCMP, liaise with off-campus emergency

services and update the road conditions web page and telephone message.

• Environmental Health and Safety or Campus Security will activate the Emergency Operation

Centre (EOC), when required.

For event cancellation, see GP 4, section 3.6. While a partial closure may be ordered at SFU Burnaby,

the campus may remain open for some events due to the international travel component or other

special circumstances for many external event participants and some non-credit courses.

In the event that classes are cancelled and the roads leading to and from, theSFU -Burnaby campus-.

are notable to safely handle the traffic volueme,

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-the University may implement traffic management protocols that include

the closure of gates at parking lot exits. The objective of the gates will be to affect a controlled release

and safer routing of traffic. This is especially impertant if the reason fer the cancellation of elases or

partial closure is due to the read cenditiens (snow, ice, etc.).

SFU Surrey

The Manager, Facilities Services will recommend class cancellation or closure to the Executive

Director, SF0 Surrey.

The decision to cancel classes or close at SF0 Surrey will be made by the President after

consultation with the Executive Director of SF0 Surrey or, in his or her absence, the Manager of

Facilities Services, the Vice-President, Academic and the Vice-President, Finance &

Administration.

The Executive Director, SFU Surrey will communicate the decision to the Manager, Facilities

Services, Director, Public Affairs and Media Relations, and Environmental Health and Safety.

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GP 4 Unscheduled Cancellation of Classes, draft 4. page 6

The Director Public Affairs and Media Relations will send out a message to all faculty, staff and

students and update the SFU Burnaby home page and liaise with SFU Surrey Public Affairs and

Media Relations to update the SFU Surrey home page, and alert local news media.

The Manager, Facilities Services will notify BC Transit and the RCMP and liaise with off

campus emergency services.

The Manager, Facilities Services or Environmental Health and Safety will activate the EOC when

required.

For event cancellation, see the policy statement Policy GP 4, section 3.6. While a partial closure may

happen at SF0 Surrey, -the campus may remain open for some events due to the international travel

component or other -special circumstances for many external event participants and some non-credit

courses.

SF.0 Vancouver

• The Manager, Operations will recommend class cancellation or closure to the Executive Director,

SFU Vancouver.

• The decision to cancel classes or close at SFU Vancouver will be made by the President after

consultation with the Executive Director ofSFU Vancouver or, in his or her absence, the

Manager, Operations, the Vice-President, Academic and the Vice-President, Finance &

Administration.

• The Executive Director, SFU Vancouver will communicate the decision to the Manager,

Operations, the Director Public Affairs and Media Relations, Dean of Continuing Studies or

designate and Environmental Health and Safety.

• The Director Public Affairs and Media Relations will send out a message to all faculty, staff and

students, update the SFU Burnaby home page and liaise with SF0 Vancouver Public Affairs and

Media Relations to update the SFU Vancouver home page, and alert local news media.

• The Manager, Operations will notify BC Transit and the RCMP and liaise with off-campus

emergency services.

• The Manager, Operations or Director, Environmental Health and Safety will activate the EOC

when required.

For event cancellation, see Policy GP 4, section 3.6. While a partial closure may happen at SF0

Vancouver, the campus may remain open for some events due to the international travel component

or other special circumstances for many external event participants and some non-credit courses.

B. Before or After Regular Hours of Operation

All efforts will be made to communicate mornin g

closure decisions b

6:00am.

SFU Burnaby

The Director, Campus Security will make a recommendation to the Vice-President, Finance and

Administration who will consult with the President and notify the Director, Campus Security of the

decision.

If it is decided to proceed with closure:

GP 4 Unscheduled Cancellation of Classes, draft 4, page 7

• Campus Security will notify the director of Residence & Housing, and the Dean of Library

Services, update the road conditions web site and phone message, and advise BC Transit and the

RCMP of the closure; and

• The Director, Public Affairs and Media Relations will notify SFU faculty staff and students and

ensure all SFU home pages are updated

SFU Surrey

The Manager, Facilities Services will make a recommendation to the Executive Director, SFU Surrey

who will consult with the Vice President, Finance & Administration and the President.

If it is decided to proceed with closure:

• The Executive Director, SFU Surrey will notify the Director, Public Affairs and Media Relations

and the Manager, Facilities Services at SFU Surrey.

• The Director, Public Affairs and Media Relations will advise SFU faculty, staff and students and

coordinate withSFU Surrey Public Affairs and Media Relations to update the SFU Surrey home

page.

• SFU Surrey Facilities Services will provide direction to Security Operations, liaise with the

Property Manager, maintain critical services and alert the Surrey Police Dept.

SFU Vancouver

The Manager, Operations will make a recommendation to the Executive Director, SFU Vancouver

who will consult with the Vice President, Finance and Administration and the President.

If it is decided to proceed with closure:

The Executive Director, SFU Vancouver will notify the Director, Public Affairs and Media

Relations and Operations at SFU Vancouver and the Dean of Continuing Studies or designate.

The Director, Public Affairs and Media Relations will advise SFU faculty, staff and students and

coordinate with SFU Vancouver Public Affairs and Media Relations to update the SFU Surrey

home page.

b*SFU Vancouver Operations will provide direction to Security Operation; liaise with the

Property Manager for leased sites, maintain critical services and alert the Vancouver Police Dept.

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OP 4 Unscheduled Cancellation of Classes, draft 4, page 8

[]

Procedures for Postponing and Rescheduling Undergraduate Final Examinations - Final

Examination Period

Purpose

The procedures described below are to be followed should the University postpone final examinations in

the interest of safety.

1) Procedure for Postponing Final Examinations

The exam postponement will be annbunced via SFU alerts, and notices on the SFU home pages.

The Vice President Academic and Provost will confirm the postponement with the University Registrar

and notify the offices of

the

Deans and Chairs responsible for courses for which scheduled final

examinations will be affected by the postponement.

The Chairs, or designates, will notify the impacted faculty members. The University Registrar will

arrange for the end-of-term academic evaluation process and release of grades to be delayed if necessary

and will advise Residence & Housing

-i-f-the official end of term date is changed of any modifications to

the academic schedule.

2) Procedures for Rescheduling Final Examinations

The Associate DircctorRegistrar, Information, Records and RegistrationSehed4eb will reschedule the

examinations as follows:

If an entire day of final examinations is to be rescheduled, that day will be added to the end of the

examination period.

If some portion of a day of final examinations is to be rescheduled, the portion of the day to be

rescheduled will be added to the end of the examination period.

If two or more days of final examinations are to be rescheduled, then they will be moved to the end

of the examination period in the same sequence as originally scheduled.

Whenever possible, rescheduled examinations will take place at the same time and location as

originally scheduled -- only the day(s) will be changed.

If the last.day of the published examinatien schedule eeeurs en a Saturday, then the rescheduled

examinations will-be-are moved to the next Monday, provided that day is not-which is a statutory

holiday. In the event the Menday is a statutery heliday, then the examinations will be rescheduled to

Tuesday.

3) Student Attendance at Rescheduled Examinations

Students with scheduled travel plans should contact their course instructor for approval to make alternate

exam arrangements. All other students are expected to attend their rescheduled examination(s) on the

rescheduled date.udeu4*Students, who

€,t-e-tw.i-areceived approval to not attend the .rescheduled

examination, will be assigned a deferred grade (DE) for the course until the final grade can be submitted.

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Existing policies governing the approval of grades grade

, aiid the

will apply.

OP 4 Unscheduled Cancellation of Classes, draft 4, page 9

4) Alternate Exam Arrangements

When a final examination has been postponed under policy GP-4, and a course instructor determines that

alternate arrangements need to be made for students with scheduled travel plans or for all students in

the

course, approval must be sought from the department chair. Instructors may choose aAlternate

arrangements may conit ofsuch as:

a take home exam;

an alternate assignment; and/or

scheduling an additional exam for the

first

week of classes of the

next term.

Dates for completion must beset to ensure that marks

are

submitted in a timely manner. Existing policies

governing DE grades and -the approval of grades will apply.

5) Cancellation of Final Exams

If alternate arrangements cannot be made and the department chair or head makes the decision to cancel

the scheduled final examination(s) and not to rescheduleWhen the deeision is made by to eaneel-the

scheduled final examination(s) and not to reschedule, students will be assigned a grade basedon

completed course work to date. Existing policies governing the approval of grades will apply.

GP 4 Unscheduled Cancellation of

Classes, draft 4.

page 10

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