Inclement Weather Campus Closure Standard Operating Procedure - Florida

Phases of Operation

• On Alert

Designated University officials monitor weather threats such as hurricanes or severe storms. This phase requires departments to stay informed but does not yet require formal action. Initial communications may be sent to faculty, staff, and students advising them of potential developments.

• Preparation

When the potential threat becomes more imminent, departments are required to take proactive steps to secure facilities, back up critical data, and ensure remote work readiness. Off-site housing campuses will begin coordination efforts for potential evacuations, and additional communications are sent to keep the campus community updated on the storm's trajectory.

• Phase One

If a moderate weather event is expected, the University may close campus partially, and some services may continue remotely. Team members may be encouraged by their supervisor to work remotely, if possible, and students are advised to follow updated schedules for online learning where applicable. This phase may also include precautionary advisories for commuters.

• Phase Two

For significant weather events, such as hurricanes or major storms, a full closure of the University will be initiated. Depending on the projected severity of the event, off-site housing campuses may initiate evacuations, and all faculty, staff, and students must evacuate or shelter in place, based on directives. Only essential personnel will be permitted on campus during this time to maintain critical operations.

• Recovery

After the storm passes, the campus is assessed for damage. Essential personnel will inspect buildings for safety, restore utilities, and evaluate critical systems. Reopening decisions will be based on these assessments, and communication about reopening will be distributed to the campus community.

Roles and Responsibilities

• AHU Cabinet

AHU Cabinet is responsible for final decisions regarding campus closures and reopening. They will evaluate risks during each phase and communicate any operational changes to the campus community. The Cabinet also coordinates with local and state officials to ensure the University’s actions align with regional emergency directives.

• Campus Security and the Office of Student Affairs

Campus Security and the Office of Student Affairs monitors weather developments and manages communication to AHU Cabinet. They are responsible for implementing the emergency protocols during each phase and coordinating campus-wide preparedness, recovery, and communication efforts.

• Essential Personnel

Designated personnel in security, facilities, and IT are tasked with maintaining critical operations during closures. These individuals must ensure campus safety, handle emergency repairs, and keep communication and IT systems operational.

• Team Members

Team members may be asked to transition to remote work when the campus enters Phase One. Team members who cannot work remotely due to the type of work, evacuation orders, childcare needs, or internet disruption should coordinate directly with their supervisor.

• University Housing Staff

Staff responsible for off-site housing campuses must coordinate evacuation efforts and ensure that residents are informed of all relevant protocols. They will work closely with Campus Security, the Dean of Students, and local emergency services to ensure safe evacuations and provide updates on sheltering options.

Closure Decision-Making & Coordination

Campus Security and the Office of Student Affairs continuously monitors potential threats and provides situational updates to university leadership. When a significant threat is identified, the Dean of Students and/or the Director of Security will brief the AHU Cabinet, who will assess the situation, evaluate the need for closure, and determine the timing and duration of the closure.

The AHU Cabinet is composed of key University leaders, including:

• President/CEO (Chair)
• Provost/Senior Vice President for Academic Administration
• Senior Vice President for Finance and Operations
• Vice President for Marketing and Business Development

Decisions regarding the closure or reopening of regional sites may differ from those made for the main campus and will be coordinated with the leadership of those sites.

Decision-Making Framework

• Weather Conditions

The University monitors National Weather Service advisories, including hurricane watches/warnings, tornado watches/warnings, and/or other potentially dangerous conditions. Decisions are based on whether severe weather poses a direct threat to campus safety. AHU will close potentially impacted campuses within 12 hours of a hurricane watch alert for the designated counties.

• Government Declarations and Statutory Obligations

State and local emergency declarations, including Florida Statute 252 requirements, influence closure decisions, ensuring alignment with official directives and legal compliance.

• Local School Decisions and Commuter Safety

The University considers local county school closures and commuter route conditions, assessing regional accessibility and the impact on student and employee safety.

• Campus Infrastructure

Critical systems (i.e., power, water, internet) are evaluated. If these services are at risk for extended disruption, the University may implement a full closure.

• Academic and Operational Impact

The ability to continue academic programs remotely and maintain critical services is assessed. Plans for remote instruction are activated when feasible.

• Team Member Considerations

Team member safety and remote work capacity will be considered, especially for those affected by evacuation orders, childcare needs, or other limitations.

Communication Protocol

The University will communicate closures, evacuation instructions, and reopening updates through the emergency notification system, emails, website postings, and social media. The Dean of Students will ensure that timely updates are provided to faculty, staff, and students.

Off-site housing residents will receive specific evacuation instructions through University Housing staff.

Team Member Considerations

Remote Work

Team members who cannot work remotely due to the type of work, evacuation orders, childcare needs, or internet/power disruption should work directly with their supervisor to determine remote work options.

Leave and Pay

After close coordination with their supervisor, team members deemed unable to work due to closure should plan to use PTO.

Post-Emergency Assessment and Reopening

Once the inclement weather passes, essential personnel will conduct safety inspections of campus buildings and assess damage. Reopening decisions will be made by AHU Cabinet based on these assessments, and the University will prioritize reopening essential services first. Communications will be sent to all stakeholders once reopening timelines are determined.

Continuity of Operations

Each support department should maintain an up-to-date continuity plan to ensure that essential operations can continue during closures. This includes possible transitions to remote work, maintaining critical IT services, and managing facility security. Departments should regularly review these plans to ensure alignment with University priorities.

The continuation of academic programs during an emergency is addressed in the University’s Academic Continuity Policy. This policy outlines procedures for remote instruction, rescheduling of classes, and other measures to minimize disruption to academic activities during campus closures.

Training and Review

The University will work to ensure that all personnel are familiar with emergency closure protocols, remote work expectations, and campus reopening procedures. The Executive Owner(s) of this SOP will review it annually to update procedures based on best practices and any changes to University infrastructure.