Situation
The college is susceptible to inclement weather events that may impact travel, utility services, and, as a result, life safety.
The college Emergency Management Coordinator will monitor for potential impacts with information provided from the National Weather Service beginning 120 hours in advance (H-120) of a storm. During this time the EOC will be at Level 4: Monitoring activation.
This hazardous weather support annex section for inclement weather events is established to aid in closure or delay determinations.
Students, faculty, and staff should monitor Dallas College notifications, the college website, social media, local television, and radio stations for weather closing announcements.
Winter Weather Closure Protocol
The Winter Weather Decision Support and Action Guidance below will be followed for all winter weather events impacting the college. Closure and delay determinations may also be made at the discretion of the College President outside of the decision guidance.
Most winter weather closing decisions will be made during the night prior to the impact of a weather event; however, the institution may be closed during the regular class/work day if warranted.
In most cases the Dallas College will close as a college (all locations) after evaluation by the Chancellor’s Cabinet. Early dismissal during regular instruction and operational hours may occur upon order of the Chief Executive Officer or designee. Only the Chief Executive Officer or designee is authorized to close, delay opening, or accelerate the end of the class day. Inclement Weather Alerts will only be issued by Public and Governmental Affairs.
Winter Weather Decision Support and Action Guidance
The decision support and action guidance table is divided into 5 phases of a winter storm. Each phase occurs during a time period (H) from an hour marked window with H hour zero being the point of first weather impact.
- H-120 to H-48
Winter Weather Outlook Issued
- H-48 to H-12
Winter Weather Watch (or Moderate Forecast Confidence)
- H-12 to H-3
Winter Weather Warning or Advisory
- H-3 to H+1
Winter Weather is Occurring in the Region
- H+1 to Conclusion
Winter Weather Event Has Severely Impacted the College
The following table identifies each phase, required actions, and responsible parties.
NWS Issues Winter Weather Outlook (H-120 to H-48)
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Action | Responsible Actor(s) | Special Considerations |
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Communicate with NWS and TXDOT to obtain more information on probability and potential severity. Attend SOC briefings. | Primary | EMC | EOC is Active at Level 4: Monitoring. |
Support | NWS & TXDOT |
Communicate information from the subject matter experts to the EOC. | Primary | EMC | N/A |
Support | EOC |
Identify and communicate with organizers of planned large or outdoor events about the potential for winter weather. | Primary | EMC | Consider third party events scheduled to use campus facilities (UIL, High School Athletic Tournaments, etc.) |
Support | Athletics, Student Life, Performing Arts, Student Services, Campus Operations |
Review and check inventory of emergency supplies to address potential winter weather event. | Primary | Facilities | N/A |
Support | Dallas College Public Safety & Security, EMC |
Review notification and communication procedures for winter weather. | Primary | PGA (Public & Governmental Affairs) | N/A |
Support | EMC |
NWS Issues Winter Weather Watch or Moderate confidence of impact to Dallas College Service Area (H-48 to H-12) |
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Action | Responsible Actor(s) | Special Considerations |
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Initiate conversations with EOC and the Chancellor's Office to discuss possible scenarios, probability of occurrence, and potential severity of the event. | Primary | EMC | Can initiate conversations either in person or virtually through VEOC, email, and/or phone calls. |
Support | EOC |
Discuss with employees the potential for winter weather and possible actions to reduce impacts and disruption to operations | Primary | Department chairs and heads | N/A |
Support | EMC, Dallas College Public Safety & Security, and Facilities |
Initiate implementation of protective and mitigation measures to prevent or reduce possible damage to infrastructure. | Primary | Facilities and ITS | Will need to follow projected timeframes to complete individual protective actions. |
Support | Dallas College Public Safety & Security | |
NWS issues Winter Weather Warning or Winter Weather Advisory (H-12 to H-3) |
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Action | Responsible Actor(s) | Special Considerations |
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Contact or monitor local ISDs and neighboring universities to discuss their operational status. Police Commanders report to the Chief of Police, who will brief concerned parties. | Primary | Chancellor's Office | May need to call each institution to discuss their current thinking as it will likely impact the college's staffing. |
Support | Local ISDs, EMC |
Attend State and local conference calls to discuss the latest winter weather information and actions taken. | Primary | EMC | State calls are coordinated by TDEM. |
Support | Dallas College Public Safety & Security |
Discuss with NWS, TXDOT, local city and county agencies as needed on the severity and timing of the winter weather event for the service area. | Primary | EMC | N/A |
Support | NWS and TXDOT |
Convene meeting (physical or virtual) to involve members of the Chancellor's Cabinet to discuss the winter weather situation, potential disruption of operations, and timeframe for making decision to possibly close campuses. | Primary | Chancellor's Cabinet | The decision to close a campus at a particular time should be made during this meeting, unless the severity and impacts of the possible winter weather are uncertain. Then the college should hold this decision until the H-3 to H+1 phase of the event. |
Support | EMC or any needed Subject Matter Experts (Ex: NWS and TXDOT) |
Initiate or continue implementing protection and mitigation measures to protect vulnerable infrastructure from winter weather and below-freezing temperatures. | Primary | Facilities | Status on the progress of these measures will be provided to the EOC or EMC to maintain situation awareness. |
Support | Dallas College Public Safety & Security |
Initiate or continue implementing mitigation measures to treat uncovered parking lots, sidewalks, and other walkways to reduce or prevent accumulation of ice and/or snow. | Primary | Facilities | Status on the progress of these measures will be provided to the EOC or EMC to maintain situation awareness. |
Support | Department's faculty and staff |
Winter Weather is Occurring in the Region / Neighboring Counties (H-3 to H+1)
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Action | Responsible Actor(s) | Special Considerations |
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Hold an immediate discussion to make a decision on the operational status of the college. (Partial or complete closure of campuses) | Primary | Chancellor's Cabinet | This action will only need to occur if a decision on campus closure was not made in the previous phase of the event. |
Support | PGA and EMC |
Communicate decision on operational status of college and coordinate closure or delay notifications. | Primary | EMC | The primary method for sending notification will be Dallas College's Notification System |
Support | EOC |
Contact local TV and radio stations to inform them of the Dallas College's operational status. | Primary | PGA | The following are media outlets that should receive information on the operational status:
- KDFW-TV (Ch. 4)
- KXAS-TV (Ch. 5)
- WFAA-TV (Ch. 8)
- KTVT-TV (Ch. 11)
- KXII-TV (Ch. 12)
- KRLD 1080AM
- WBAP 820AM
|
Support |
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Make information on campus closures available on the college website's weather closure page. | Primary | PGA |
|
Support | |
Update the main telephone number's automated message to reflect the college's operational status. | Primary | Marketing and Public Relations, ITS | Message will need to be consistent with current messaging from PGA. |
Support | PGA |
Update electronic access systems and secure mechanically locked exterior doors when closed to secure facilities when closed. | Primary | Dallas College Public Safety & Security | Ensure exterior doors are secure during the period the campuses are closed for inclement weather. |
Support | Facilities |
Communicate to staff and faculty of their option to use leave if they feel staying on campus could impact their safety. | Primary | Department heads and chairs | This action will only occur if conditions are beginning to affect campus and a decision to close has not been made. Faculty and staff should contact or speak with their supervisors directly to inform them of their decision. |
Support | EMC, and Dallas College Public Safety & Security |
Contact essential personnel to inform them that they will need to check in should the need for support efforts in addressing issues related to the winter weather event arise. | Primary | Department heads that are pre-identified essential personnel |
|
Support | Dallas College Public Safety & Security |
Winter Weather Event Has Severely Impacted the College (H+3 until close of event) |
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Action | Responsible Actor(s) | Special Considerations |
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Perform damage assessments and provide information to the EOC on the extent and location of damage to infrastructure, buildings, and equipment. | Primary | Facilities, EMC, Dallas College Public Safety & Security | N/A |
Support | EOC |
Secure any buildings or areas to prevent people from entering potentially hazardous areas. | Primary | Dallas College Public Safety & Security | N/A |
Support | Facilities |
Hold virtual meetings to discuss the winter weather situation and prospects on when it will be feasible to restore operations and open campus. This meeting and decision to continue suspended operations will need to occur on each day the college is closed. | Primary | Chancellor's Cabinet | N/A |
Support | Dallas College Public Safety & Security |
Communicate with and notify the campus community of information on current operational status of the college by the early evening hours of each day the college's operations are partially or fully suspended. This will allow students and employees enough time to make plans and report. | Primary | PGA | If long-term closure is planned, then notifications should include the date range. If long-term status is unknown, then notifications should be made for daily status. If a decision is made to open the next day, then a notification should be sent to the campus community to make this decision clear. |
Support | EMC | |