Sun Prairie Area School District Section E Support Services PROCEDURE EBCD-R EMERGENCY SCHOOL CLOSINGS 2015-2016 Updated October 2015 Policy summary: The or designee is empowered to close the district schools, to dismiss them early, or withdraw transportation services in the event of hazardous weather or other emergencies that threaten the health or safety of students or personnel. Administrative procedures to be followed in the event of weather emergencies include: Overview: 1) The is the lead for the emergency school closing process. The Business Services assists with the process. 2) In the absence of the, the will be the lead. The Business Services will notify the to be On Alert. In the absence of the Business Services, the Business & Finance will be the lead. 3) The Executive to the annually updates the Emergency Telephone Tree members and phone numbers and makes sure media phone numbers and code words are updated. Communication with participants will occur to ensure they are prepared to complete their calls. On the afternoon preceding a day that is expected to have a snow or cold weather problem: 4) The will alert the, of Teaching, Learning, & Equity (TLE), the Communications, the Grounds, and the Business Services to be On Alert. On Alert" will mean school closing may occur and weather conditions will be monitored to engage in Procedures in the Event of Weather Emergencies. 5) In the absence of the, the Business Services will notify the to be On Alert. In the absence of the Business Services, the Business & Finance will be the lead. 6) If a severe storm is predicted, the organizes a conference call with Channel 15 (WeatherNet), the, the Communications, and the Business Services to obtain weather forecast as needed. 7) The Business Services will contact the transportation provider to be "On Alert."
On the day of a potential school closing: 8) WeatherNet will notify the Business Services starting at 4:30 a.m. of impending weather conditions that may impact school operations. If transportation provider has not been put On Alert, the Business Services will inform them. 9) Starting at 4:30 am, the will lead the school closing process by notifying the, the of TLE, the Grounds, and the Business Services to be On Alert. 10) On Alert days will mean transportation provider will monitor road conditions and safe travel (for buses and walking) to school starting at 4:30 a.m. 11) The and the Business Services will monitor road conditions and safe travel (for busing and walking) to school by monitoring Wisconsin s Road Conditions: (http://www.511wi.gov/web/default.aspx). 12) The Business Services will contact the Dane County Highway Department (266-4012) for a report on road conditions and notify the of Operations by 5:15 a.m. to be on call for an emergency decision. 13) Between 5:00 5:15 a.m., the Grounds contacts the Grounds staff to determine if snow can be cleared. 14) Between 5:00 5:15 a.m., the Grounds contacts the to inform of Grounds staff s ability to remove snow. 15) Between 5:00 5:15 a.m., the Business Services contacts the transportation provider to obtain their findings on road conditions/bus availability. 16) Between 5:15 5:25 a.m., the Business Services contacts the to provide findings on road conditions/bus availability Transportation from Dane County Highway Department and WeatherNet. 17) By 5:30 a.m., the or designee may consult with s from surrounding school districts (DeForest, Madison, Waunakee etc.). 18) No later than 5:45 a.m., the will contact and discuss a recommendation with the. The decision may be that schools will be closed for the day, or that they will be open: With bus transportation as usual, or With bus transportation at a later hour. If buses are more than one hour late, partial day classes will be canceled for the day. When school is delayed for 2 hours, there will be no morning 4K or morning Early Childhood. No breakfast will be served. 19) In the absence of the, the will make the final decision concerning an emergency school closing. 20) Following a decision, the Emergency Telephone Tree, will be implemented immediately. 21) If it is determined that the district should be closed, the Communications is notified as soon as possible to post a message on our website and through social media that Sun Prairie Area School District is closed for all activities. In the Communications s absence, this will be done by the Technology. 2 of 13
In the event of potential after school closures: 22) The communicates with the Athletics and Activities Director and the Grounds to make an informed decision. 23) If it is determined that the district should be closed after school, the consults and confirms the decision with the. 24) If a recommendation is made to close or modify the school day, the notifies the Communications. The Communications notifies staff and the community. 25) The notifies the Athletics and Activities Director, the Grounds, and the Executive to the. 26) The Athletics and Activities Director will notify the transportation provider. 27) The front desk at the District Office will receive an update from the Executive to the to be able to provide timely and accurate responses to inquiries. After school events: 28) If the district does not cancel district-wide after school events, then individual sites may not close. However, individual events can be cancelled or held. If an individual cancellation occurs, the following people are responsible for communicating: Weekend closures: Elementary School Principal Middle School, Upper Middle School, and High School - Athletics and Activities Directors 29) In the event of weekend closures, The Grounds or designated staff will determine if the parking lots, sidewalks and grounds are safe to allow visitors on school grounds. 30) If it is determined that the district should be closed on the weekend, the Facilities & Grounds will inform the Athletics & Activities Director and notify the Communications as soon as possible to post a message on our website and through social media that Sun Prairie Area School District is closed for all activities. If needed, an emergency Blackboard Connect message will be sent. In the Communications s absence, this will be done by the Technology. 31) Kobussen shares the drivers personal cell phone numbers with the Athletics and Activities Secretary on Thursday/Friday before a weekend event. 3 of 13
Tables of the Procedures in the Event of Weather Emergencies Emergency School Closing Annual Preparation Time Lead Action Prior to November Prior to November As soon as available by media Executive to the Executive to the Review and update the Emergency School Closing Procedure annually Update Emergency Telephone Tree members and phone number for school closings annually Communicate with participants to ensure they are prepared to complete their calls Update or confirm media phone numbers and code words 4 of 13
Day Before Potential School Closing Time Lead Action Afternoon Afternoon As soon as known As soon as known of the ASO, the will be the lead and the Business Services will notify the to be On Alert ) Business Services of the Business Services, the Business & Finance will be the lead) The is the lead for the emergency school closing process. The Business Services assists with the process. Alert, - TLE, Facilities and Grounds, Communication, and Business Services to be On Alert On Alert" will mean school closing may occur and the, - Operations, - TLE, Facilities and Grounds, Business Services, and transportation provider are to monitor weather conditions and engage in Procedures in the Event of Weather Emergencies. If a severe storm is predicted, a conference call with Channel 15 (WeatherNet),,, Communications, and Business Services is conducted to obtain weather forecast as needed. Contact transportation provider to be On Alert 5 of 13
Day Of Potential School Closing Time Lead Action Starting at 4:30 a.m. Business Services WeatherNet will notify the Business Services of pending weather conditions that may impact school operations. On Alert Will monitor weather conditions for safe travel (bus and walk) to school Notify of Operations and Transportation Provider to be On Alert Will monitor road conditions & Wisconsin s Road Conditions for safe bus travel: http://www.511wi.gov/web/default.aspx. Starting at 4:30 a.m. On Alert Will lead school closing process Notify, TLE, Facilities and Grounds, and Business Services to be On Alert Starting at 4:30 a.m. Starting at 4:30 a.m. Transportation Provider & Business Services On Alert Will monitor road conditions and safe travel for buses Will monitor road conditions and safe travel (for busing and walking) to school by monitoring Wisconsin s Road Conditions 5:15 a.m. Business Services 5:00-5:15 a.m. Grounds Contact the Dane County Highway Department (608.266.4012) for a report on road conditions and notify the to be ready for an emergency decision Contact Grounds Staff to determine if snow can be cleared 6 of 13
5:00-5:15 a.m. Grounds Contact of Operations to inform of Grounds staff s ability to remove snow 5:00-5:15 a.m. Business Services Contact transportation provider to obtain their findings on road conditions/bus availability 5:15-5:25 a.m. Business Services Call of Operations to provide findings on road conditions/bus availability from transportation provider, Dane County Highway Department, and WeatherNet 5:30 a.m. Consult with local s from surrounding school districts De Forest Waunakee Madison By 5:45 a.m. Contact and discuss a recommendation with the of the, the will make the final decision concerning emergency school closings.) The decision may be that schools will be closed for the day, or that they will be open: 1. With bus transportation as usual, or 2. With bus transportation at a later hour: If buses are more than one hour late, partial day classes will be canceled for the day. 3. When school is delayed for 2 hours, there will be no morning 4K or morning Early Childhood. No breakfast will be served. If schools closed/delayed, initiate Emergency Telephone Tree for School Closings 7 of 13
As needed Communications of the Communications, the Technology will be the lead) Post a message on the District website and through social media that Sun Prairie Area School District is closed for all activities If needed, send an emergency Blackboard Connect message 8 of 13
After School Closures Time Lead Action As needed Communicate with the Athletics & Activities Director and the Facilities & Grounds to make an informed Decision As needed Grounds of the Grounds, the Environmental Services will be the lead) Determine if the parking lots, sidewalks and grounds are safe to allow visitors on school grounds As needed Consult and confirm the decision with the Once District closing determined As soon as determined As soon as determined Communications of the Communications, the Technology will be the lead) Athletics and Activities Director Notify Communications, Athletics and Activities Director, Facilities and Grounds, and Executive to the Post a message on the District website and through social media that Sun Prairie Area School District is closed for all activities If needed, send an emergency Blackboard Connect message Notify the transportation provider 9 of 13
As soon as determined (if known prior to 4:30 p.m.) Executive to Grounds Update front desk at the District Office Notify additional facility leads 1. Pool 2. Performing Arts Center 10 of 13
Weekend Closures Time Lead Action As needed Grounds or designee of the Grounds, the Environmental Services will facilitate this process) Determine if the parking lots, sidewalks, and grounds are safe to allow visitors on school grounds If it is determined that the district should be closed, the Facilities & Grounds will notify the Athletics & Activities Director and the Communications as soon as possible and then other activity leads. 1. Athletics & Activities Director 2. Communications 3. Pool 4. Performing Arts Center As needed As needed Communications of the Communications, the Technology will be the lead) Athletics & Activities Director of the Athletics & Activities Director, the Athletics & Activities Secretary will assist with this process) Post a message on the District website and through social media that Sun Prairie Area School District is closed for all activities If needed, send an emergency Blackboard Connect message Kobussen shares the drivers personal cell phone numbers with the Athletics and Activities Secretary on Thursday/Friday before a weekend event. 11 of 13
Emergency Telephone Tree for School Closings Person Responsible for Calling of Operations Communications Calls the Following People Notify and Consult with: 1. s from local districts: Waunakee, De Forest, and Madison 2. Business Services 3. Human Resources Notify: 1. Communications * 2. of Teaching and Learning *In the Communications s absence, the Technology is the back-up Post a message on the District website and through social media that Sun Prairie Area School District is closed. Send an emergency Blackboard Connect message to all staff, School Board, select numbers from Rhonda (Kobussen, Durst, Taxi cabs, Prinicipal at Sacred Hearts, and Principal at Peace Lutheran), and parents. Business Services * of the Business Services, the Business & Finance will be the lead) of Teaching, Learning, & Equity Human Resources Contact: 1. T. Durst Bus Company: Teri Durst-Bedner 2. Kobussen Bus Company: Simon Gilham 3. Union Cab 4. Madison Taxi 5. Sun Prairie Taxi 6. Van Go Taxi 7. Alternative Schools for Students with special needs Contact: 1. Business and Finance 2. Grounds Contact: 1. Channel 15 2. District Office Receptionist 3. Human Resources Secretary 12 of 13
Business and Finance Grounds Contact: 1. WKOW Channel 27 WMMM 105.5 FM Charlie FM 105.1 WOLX 94.9 FM 2. WIBA 1310 AM/101.5 FM Z104 104.1 FM WTSO 1070 AM WMAD 96.3 FM WXXM 92.1 FM Contact: 1. WISC TV Channel 3 WMGN 98.1 WTDY 1480 AM WJJO 94.1 FM Q106 FM/1550 AM WHIT-AM/WWQM-FM WNWC 102.5 FM 2. WBEV 1430 AM WXRO 95.3 FM WTTN 1580 AM 3. Grounds Staff District Office Receptionist Human Resources Secretary Update the School Closure Voice Mail Hotline Call subs to notify of closing / delay 13 of 13