Phases of Operation
- On Alert
Designated University officials monitor weather threats such as ice and snowstorms. 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. 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, especially clinical students.
- Phase Two
For significant weather events, such as blizzards or other major storms, a full closure of the University will be initiated. Only essential personnel will be permitted on campus during this time to maintain critical operations.
- Recovery
Reopening decisions will be based on when the weather is forecast to clear in conjunction with Colorado Department of Transportation recommendations regarding road conditions. Communication about reopening will be distributed to the campus community.
Roles and Responsibilities
- AHU Denver Chief Operations Officer
The AHU Denver Chief Operations Officer is responsible for final decisions regarding campus closures and reopening. The COO will work closely with AHU Denver faculty to make any decisions and will be responsible for communicating any closure decisions to the appropriate administrators and faculty on the main AHU campus. The COO will evaluate risks during each phase and communicate any operational changes to the campus community. The COO also coordinates with local and state officials to ensure the University’s actions align with regional emergency directives.
- Team Members
Team members may be asked to transition to remote work when the campus enters Phase One.
Closure Decision-Making & Coordination
The AHU Denver Chief Operations Officer continuously monitors potential threats and provides situational updates to university leadership. When a significant threat is identified, the COO will brief the AHU Denver academic leaders to assess the situation, evaluate the need for closure, and determine the timing and duration of the closure.
Decision-Making Framework
- Weather Conditions
The University monitors National Weather Service advisories and local news outlets regarding dangerous travel conditions due to snow, ice, and/or other potentially dangerous conditions. Decisions are based on whether severe weather poses a direct threat to campus safety. AHU Denver will strive to make closure decisions as soon as possible, but no later than 5:45 a.m. MT (may depend on whether conditions deteriorated overnight).
- 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.
- 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.
Communication Protocol
AHU Denver will communicate closures and reopening updates through a variety of methods depending on the severity of the weather event and the campus groups which the event effects. The COO will employ the use of the most appropriate communication systems for the situation including, but not limited to, the emergency notification system, emails, website postings, and social media. The COO will also ensure that timely updates are provided to faculty, staff, and students.
Team Member Considerations
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, reopening decisions will be made by the AHU Denver COO in consultation with AHU Denver academic leaders. The COO will provide a reopening update and play to key administrators and academic leaders on the AHU main campus. Communications will be sent to all stakeholders once reopening timelines are determined.
Continuity of Operations
The AHU Denver COO will work with AHU Denver support team members to ensure their job functions stay viable during a campus closure.
The COO will also work closely with both AHU Denver and AHU Orlando academic leaders regarding program operations that may affect didactic or clinical educational experiences.
Training and Review
The AHU Denver COO will work to ensure that all AHU Denver 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 AHU Denver and/or University infrastructure.
