UVA Rolls Out New "Operations Status Board" to Display Weather-Related Schedule Changes

Dear Members of the University Community,

We are entering the season when the University may need to make schedule modifications because of inclement weather. As the Executive Vice President and Chief Operating Officer, I am designated by the President to make the final decision on weather-related schedule changes for the University academic schedule and the Medical Center. I make this decision by coordinating directly with EVP-Provost Tom Katsouleas and EVP for Health Affairs Rick Shannon.  Our top priority is life safety.  We monitor current weather conditions and forecasts, and consider the potential impact on bus operations and our ability to keep University sidewalks, roadways, and parking open.  I appreciate your understanding and flexibility during these unexpected events.   

Knowing Your Emergency Reporting Status

In an effort to ensure that only those employees essential to critical services report to work when UVA has closed or altered its schedule, the University has assigned an emergency event status to all employees:“designated” or “non-designated.”  Designated Academic Division employees – including School of Medicine and School of Nursing employees who support clinical operations and critical research – should report as directed by their supervisor. Academic Division employees can check their status in SSTL on the University Human Resources site.  Designated Medical Center employees should refer to HR Policy 510, Emergency Event Declaration.  All designated employees should have a backup plan for childcare or eldercare assistance. Employees should know their emergency reporting status and understand their responsibilities.  If you have any questions, please talk to your supervisor. 

Communicating Operating Schedule Changes

When the University or Medical Center modifies the academic schedule or its health care operations, we will communicate this information to you through several channels:

Emergency Homepage and Operations Status Board: This year, we have improved our online features to provide clear and comprehensive timely information:

Emergency Homepage: The most current and detailed information on changes to the Academic Division schedule will be posted on the Emergency Homepage.  I encourage you to bookmark it.  During an emergency or weather event, the University’s homepage will include a link to this site.

Academic Division Operations Status Board: Academic Division employees, including School of Nursing and School of Medicine employees, can find the schedule for critical services, such as dining halls, parking and transportation, libraries, IM-Rec facilities, and Student Health, on the Operations Status Board linked to the Emergency homepage. 

Medical Center Hospital Command Board: The Medical Center maintains a Hospital Command Board where all Team Members should look for information on Medical Center Operations, employee reporting, accommodations, weather, and parking.

"The Hotlines"(434) 243-7669 or (434) 924-7669 - Recorded messages will provide information on operations in both the Academic Division and the Medical Center. 

Academic and Medical Center Email - The Academic Division and Medical Center both send email announcing weather-specific information. 

Radio and Television - The University and Medical Center will issue announcements to local radio and television stations.

Academic Faculty and Instructors

Faculty and instructors should check University email and the Emergency homepage to determine if their classes will be held.  UVA will not issue individual email relating to specific classes.   

School- or Department-specific Special Event Changes

Schools and departments have discretionary authority to cancel or alter schedules for special events within their area and should have systems in place to communicate these changes.¬† Please also send these changes to [email protected]¬†and the Office of Safety and Emergency Preparedness at [email protected]. If you have questions or concerns about decision-making for your special event, contact Marge Sidebottom, Director of Safety and Emergency Preparedness, at (434) 924-8745 (office) or (434) 964-7912 (mobile).¬†

Finally, I recognize that our employees travel from a wide geographic area, and weather conditions can vary greatly.  If the University opens during inclement weather conditions, I have asked supervisors to be flexible in granting leave to non-designated employees who feel that travel is not safe or who have childcare or eldercare issues or other conflicts. 

As always, I encourage your suggestions about how we can improve our handling of weather situations. Thank you for your support.

Sincerely,

Pat Hogan

Executive Vice President and Chief Operating Officer