DELAYS, CLOSINGS, AND EARLY DISMISSALS: WHAT GOES INTO MAKING THE CALL?

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1 DELAYS, CLOSINGS, AND EARLY DISMISSALS: WHAT GOES INTO MAKING THE CALL? A PRESENTATION FOR THE FACULTY AND STAFF OF THE CUMBERLAND VALLEY SCHOOL DISTRICT.

2 VARIABLES IN THE DECISION Cumberland Valley School District buses log 11,800 road miles a day and 2.2 million miles a year. Delays and cancellations due to inclement weather and for other reasons are determined primarily on the safety of our children in buses and their safety at the bus stops. In all weather school buses are the safest way to and from school.

3 VARIABLES IN THE DECISION While student safety to and from bus stops and during the bus ride are the primary determining factors, other variables that go into the decision include: Travel conditions for parents who need early morning childcare, employees/bus drivers. Travel conditions for staff and faculty. Condition of district owned drives, parking lots and pedestrian walk ways. Ability to remove snow/treat parking lots effectively. Amount if any of pre-treatment on roads and salting/sanding schedules. Media and parent notification. Assure proper functioning of building systems prior to the arrival of faculty, staff, and students. Impact on Food Service Department operations. * The desire to open school to, get the day in, is not part of the decision making process.

4 DECISION RESOURCES Local Police and Roadmasters from all four townships. Cumberland County Emergency Management School bus contractors and bus drivers CV Administrators on-site/roads PennDot Accuweather & NOAA Superintendents in Neighboring School Districts Local Media Forecasts

5 DECISION TIMELINES EARLY MORNING (Delay or Cancel) The decision needs to be made between 4:45-5:15AM - Optimum 5:00AM. The call system begins making calls at 5:30AM. Beginning around 4:00AM, or earlier, Mr. Rondinelli (Director of Transportation) is in discussions with township roadmasters. Beginning around 4:00AM Mr. Willis (Director of Operations) is in discussions with Jim Koontz (Director of Buildings and Grounds) and crews regarding our buildings and grounds. Beginning around 4:00AM Dr. Withum (Superintendent) conferences with Superintendents in Cumberland and Northern York.

6 DECISION TIMELINES EARLY MORNING (Delay or Cancel) As road conditions can vary greatly across the district, from 4:00 to 5:00AM, Dr. Withum, Mr. Rondinelli, and Mr. Willis may also drive district roads, visiting those points that are known to be hazardous for buses. Between 4:30 and 4:50AM - Dr. Withum and Mr. Rondinelli compare notes and information to determine course of action. Unless it is clear that a cancellation is required, a delay is preferred as the first course of action. A second round of calls, especially with local Superintendents, and a review of information from resources is again completed if necessary.

7 DECISION TIMELINES EVENING BEFORE (Based on forecast) When possible, this is best for our parents. Notification to parents no later than 9:00PM. The decision needs to be made no later than 8:45PM. Factors making this decision include: Once the decision is made it is impossible to reverse. Current weather conditions, the reliability of the forecast, timing of the event, and NOAA and PennDot weather statements Anticipated volume of snow, time for snow removal, and workload anticipated to be placed on our crews. Potential for declining safety conditions on the roads and on our property. Calling a two hour delay the night before should signal to faculty and staff that there may be the need for a closure the following day.

8 DECISION TIMELINES MID-MORNING (Delay that turns into cancellation) If, at the onset of the two hour delay, there remains a threat of a cancellation, the whole re-evaluation process begins almost immediately. If a two hour delay needs to changed to a cancellation, the decision must be made by 7:00AM. For safety, the evaluation process cannot be expedited and can take right up to the 7:00AM deadline. Faculty/public notification begins by about 7:15AM. Act 93, professional staff, and non-designated support staff should not report prior to 7:15AM and should report only after they are sure the delay is not being changed to a closing. If for some reason you will be late due to road conditions, please notify your supervisor.

9 A note on extreme cold The phrase Polar Vortex has crept into out vocabulary over the last two years and we have called delays and cancellations based on weather conditions that include extreme cold: Generally, area Superintendents are defining extreme cold as an air temperature between -10 and -15 degrees Fahrenheit with wind chill factors of an additional -5 to -10 degrees, which results in exposed skin perceiving the temperature as -15 to -20 degrees. Beyond the physical safety of students, routine mechanical operations of building systems and buses, especially diesel engines, become stressed. In addition, extremely cold winds can add to the likelihood of frozen pipes, stuck air dampers, and the failure of mechanical systems adjacent to and on rooftops. Bright sunshine may increase the perceived temperature by 10 to 18 degrees Fahrenheit.

10 Decisions & staff classifications Faculty and staff are divided into three categories*: 1. Designated Employees** include custodians, maintenance employees, facilities, transportation, and food service secretaries. 2. Act 93 Staff Act 93 staff include principals, directors, supervisors, and other administrative level employees. 3. Professional Staff and Non-Designated Support Staff (12- month and less than 12-month support staff) include CVEA employees, aides, monitors, paraprofessionals, secretaries, technology technicians, and food service employees. *Any employee who is unsure of his/her classification should contact Human Resources. **Designated employees are responsible for knowing how to contact their immediate supervisor 24/7. If a designated employee is unsure of how to do so they should contact their supervisor.

11 In the event of a two-hour delay Message (two hour delay): All Cumberland Valley School District schools will operate on a two hour delay with modified kindergarten. Designated employees should report as directed by your supervisor. All other employees should follow procedures previously set forth by the District. Designated Employees - Report as directed by your supervisor. Act 93 staff - Arrive two hours later than your normal start time unless otherwise directed by your supervisor. Professional staff and all non-designated support staff (12-month and less than 12-month support staff) - Arrive two hours later than normal start time. Occasionally, special circumstances may necessitate a different message than detailed above. Please always listen to the message in its entirety for reporting instructions.

12 Two types of closings (School closing & building closing) 1. Schools Closed Are prompted by weather events that make roads and bus stops unsafe for students. However, roads are passable for adult drivers who exercise proper caution. Typically on these days community businesses are open and government offices are open or working on a flex schedule. Designated staff report as directed by their supervisor. Act 93 and non-designated 12-month support staff typically report two hours after their regular start time, but can use flex, personal, or vacation days with the approval of their supervisor. Professional staff and non-designated support staff who work less than 12- months do not report on this day.

13 Schools closed message All Cumberland Valley School District schools will be closed. Designated employees should report as directed by your supervisor. All other employees should follow procedures previously set forth by the District. Occasionally, special circumstances may necessitate a different message than detailed above. Please always listen to the message in its entirety for reporting instructions.

14 Two types of closings (School closing & building closing) 2. Buildings/Offices Closed Are prompted by weather events that make roads and bus stops unsafe for students, parking lots and walkways on our campuses difficult to navigate, and/or the normal operations of building systems may be jeopardized. Generally. on these days, roads are difficult for adult drivers unless they exercise the highest possible precautions. Typically, on these days, community businesses are closed or plan to close early, and government offices are working on a flex schedule or may be closed. In extreme cases the state, county, or township officials may declare a state of emergency and restrict travel and limit government services. Designated employees report as directed by your supervisor. Act 93, professional staff, and support staff (except designated support staff as outlined in the bargaining agreement) - Do not report on this day.

15 All schools/buildings closed message All Cumberland Valley School District schools will be closed. All district buildings and offices will also be closed. Only designated personnel are to report. Occasionally, special circumstances may necessitate a different message than detailed above. Please always listen to the message in its entirety for reporting instructions.

16 DECISION TIMELINES EARLY DISMISSAL Decision between 10:30-11:00AM, Optimum 11:00AM. Process utilizes same resources/process as early morning cancellation. Impacted by dismissal/transportation of AM kindergarten, students in placements outside the district, and students from other districts attending CV programs. Identify and review any special issues such as testing and field trips that are out. Impacts on lunch preparation-schedules. Conference call/contact - Superintendents. Conference with transportation and grounds crews - 2 hour early dismissal timing works best from all perspectives, but it may be earlier or later. How best to handle the schedule until dismissal times; especially over lunches. Travel conditions for student drivers, staff, and faculty. Media and parent notification (call volume impacted) After the decision is made, must consider how to handle any after school activities (typically at the high school level).

17 Two early dismissal types (School closing & building closing) 1. Schools Closing Prompted by weather or other events that increase the potential for roads and bus stops to become unsafe for students by normal dismissal times or will not allow students and/or faculty to safely remain in school. These events may be district-wide or occur at a single site and they may occur on a normal school day, Act 80 Day, or contract day that faculty and/or staff are present but students are not. If in the event of a non-weather related closing specific instructions shall be provided. Designated staff should contact their supervisors. Act 93 and 12 month staff should, as instructed, finish the day in place or report to the district office. In some situations, the use of 0.5 flex, personal, or vacation days may be granted. Professional staff and non-designated staff will be given specific instructions which may include finishing the day in place, transferring to another facility, or being dismissed.

18 Two early dismissal types (School closing & building closing) 1. School(s) Closing Prompted by weather or other events that increase the potential for roads and bus stops to become unsafe for students by normal dismissal times or will not allow students and/or faculty to safely remain in school. These events may be district-wide or occur at a single site and they may occur on a normal school day, Act 80 Day, or contract day that faculty and/or staff are present but students are not. If in the event of a weather related closing in which roads remain passable for adult drivers who exercise proper caution, community businesses are remaining open, and government offices are open or working on a flex schedule: Designated staff should contact their supervisors. Act 93 and 12 month staff should finish the day in place. In some situations, the use of 0.5 flex, personal, or vacation days may be granted. Professional staff and non-designated staff will be dismissed at 1:00PM or another designated time dependent upon the student early dismissal schedule.

19 Two early dismissal types (School closing & building closing) 2. Building(s) Closing Prompted by fast moving weather events for which the rapid deterioration of road conditions, safe travel, or unsafe situations at bus stops is predicted. This may also include other unforeseen events that require the rapid closing of building(s). These events may be district-wide or occur at a single site and they may occur on a normal school day, Act 80 Day, or contract day that faculty and/or staff are present but students are not. If in the event of a weather related closing during which roads are difficult for adult drivers unless they exercise the highest possible precautions, community businesses are closed or plan to close early, and government offices are working on a flex schedule or may be closed. In extreme cases the state, county, or township officials may declare a state of emergency and restrict travel and limit government services. Designated employees dismiss as directed by supervisor. Act 93, professional staff, and support staff (except designated support staff as outlined in the bargaining agreement) are dismissed after students.

20 Emergencies not detailed There is no way to script every possible scenario or fit every event into a predetermined category. Every situation must be evaluated based on its unique circumstances. In all cases, the safety of our students and staff is paramount and we will rely on input from district, township, county, state, local, and federal officials in making decisions. The district maintains an emergency plan for atypical events which may prescribe overriding typical procedures. Emergency procedures range from the need to shelter in place to closing schools due to a flu epidemic. It should be noted that many of CV s schools are designated as Red Cross emergency shelters and we are always open to supporting faculty, staff, and students in neighboring districts if they suffer a catastrophic event that we do not. We may be called to support our community in ways that have nothing to do with our normal operations or emergency procedures. There is no doubt CV would step-up.

21 Communications systems Cumberland Valley School District maintains a variety of ways to communicate delays, cancellations, and closings to faculty and staff. Current systems include: Our Website ( ) Automated calling system Twitter ) The CV App - push notification (itunes & Google store) Enews/Text message ( ) Media (which increasingly relies on our s and text messages for notification).

22 Order of updates Once the decision is made notification typically begins within 15 minutes and is generally done in the following order: Our website is updated first and is the most immediate way of knowing changes to the schedule. (Barring any major power outage) Automated calling system While typically initiated within about 15 minutes of the decision, there is a lag time of one to several minutes before calls begin to be received. (NOTE: morning calls typically are not sent before 5:30AM) Twitter Although initiated third, it has been reported it sometimes can beat the phone system. The CV App (push notification) Enews/Text Message Like the phone system, some lag time exists. We push early dismissals through to supervisors early and often to faculty and staff as well. Media is often the last to report depending on how they cycle information. Increasingly they rely on our s and text messages for notification that you get at the same time they do.

23 Additional parent considerations (especially for teen drivers) There are things that parents and students should know when you are communicating with them regarding delays and cancellations. Making the decision to delay or cancel school is like weather forecasting -- all of the data can lead you to a clear conclusion, but mother nature may change her plans. A few degrees can produce a snow that is slightly wetter or drier than anticipated and can cause conditions to change rapidly. Parents best know the limits of their teenage drivers and we rely on them to make additional decisions. Driving their student to school - We do plan for extra vehicular traffic on bad weather days. Statistically, the safest way to and from school - rain, shine, or snow - is on our buses. Students can use the transportation system even if they have parking permits and we prefer that they would. Conditions vary greatly from White Rock Acres to the Carlisle Pike to at the base of the North Mountain in Middlesex. School may be canceled while roads outside your window appear fine or school may be in session while your driveway is slick. The school code allows for family emergency days. If there is clearly inclement weather and the excuse is not being abused, parents can call their own snow day.

Temporary College Closure Due to Inclement Weather or Other Adverse Conditions.

OTHER TOPICS Index No. X-1 PROCEDURES MEMORANDUM TO: FROM: SUBJECT: MCC Students and Staff Office of the President Temporary College Closure Due to Inclement Weather or Other Adverse Conditions. DATE: