Info for faculty and staff
UVic only interrupts regular operations under exceptional circumstances. We make every effort to remain open during snow and other disrupting weather.
If adverse weather results in the closure of the UVic campus, information will be posted at uvic.ca and on UVic’s social media channels. We will use UVic Alerts (text message, email, UVic SafetyApp push notification) to notify the campus community if a delayed opening or campus closure is required.
Unit plans for reduced services / campus closure
Each unit should have a plan for if the university cancels on-campus classes or reduces/cancels on-campus services due to disrupting weather.
Leaders should identify in advance:
- staff that can or do work remotely
- those who normally work on campus and would not be able to perform their job duties during a campus closure
- staff who are necessary for the continued operation and safety of campus
Units should have procedures to notify students, faculty, librarians and staff when on-campus classes and services are cancelled.
If staff are required on campus for the continued operation and safety of campus, these positions must be pre-designated. Staff need to be aware in advance of their roles in a closure.
Contact your unit leader if you’re uncertain about your unit's plans and whether you would be required on campus during a closure.
Getting to campus
As a general rule, if BC Transit buses are travelling to and from the university, we will remain open. Give yourself extra time to reach campus. When on campus, slow down, watch for icy roads or pathways and choose appropriate footwear.
We recognize that weather may delay or prevent you from coming to campus to work. Please notify your supervisor if you do not have a safe travel option and are unable to get to campus.
Staff absences
UVic has worked to minimize the possibility that you will lose pay if you arrive late or are unable to get to campus due to weather.
Your manager may allow you to work from home or leave early, on a case-by-case basis. Depending on your collective agreement, you may apply to use vacation days, banked overtime or may be allowed to make up the time later.
Faculty and librarian absences
You’re expected to attend commitments virtually or reschedule classes, exams, meetings or appointments to support the operational needs of the department and minimize negative impacts on students and others.
The Vice-President Academic and Provost website has guidance for faculty and instructors on how to plan for and respond to winter weather conditions.
Frequently asked questions
Transportation and travel
Contact your manager/supervisor and let them know that you are unable to travel to campus.
Faculty and librarians should notify their supervisor and make suitable arrangements if they expect to miss an on-campus class or meeting.
Check with your manager/supervisor.
Residence Services may have a small number of beds/rooms available for the night for a fee. If these are not available and you are not able to leave campus, please contact Campus Security.
UVic is not able to provide staff to direct traffic on Ring Road as this is a municipal road. Please use extra caution and be patient and courteous.
Snow clearing in parking lots is done based on the campus snow clearing priority list.
Depending on factors including time of year, day of week, time of day and current and future weather, decisions may be made to either delay or adjust the snow clearing in parking lots.
Buses are expected to travel to and from campus unless BC Transit decides to reduce or stop service due to disrupting road conditions. Some bus routes may experience modified service. Make sure to check the BC Transit website for current information.
Buses will stop on Ring Road unless they are full or the bus stops are not available due to road conditions. Buses can fill up before they leave the UVic bus loop. Full buses will not stop along Ring Road unless they are stopping to let passengers off.
The Student Union Building common areas will remain open for several hours after a campus closure.
If the campus has been closed due to snow, cars on campus may park overnight without worry of a parking citation.
Roads may be quickly congested with departing traffic, so it may take time to get off campus. You may choose to wait on campus until road congestion has eased.
Pay and hours
UVic has worked to minimize the possibility that you will lose pay if you are unable to get to campus due to weather.
Your manager may allow you to work from home, on a case-by-case basis. Depending on your collective agreement, you may apply to use vacation days, banked overtime or may be allowed to make up the time later.
UVic has worked to minimize the possibility that you will lose pay if you are unable to work on campus due to weather.
Your manager may allow you to work from home or leave early, on a case-by-case basis. Depending on your collective agreement, you may apply to use vacation days, banked overtime or may be allowed to make up the time later.
Check with your supervisor for instructions and to determine if you are required to maintain the continued safe operation of campus. Normally, staff who are scheduled to work on campus and who can work remotely should work from home.
In most circumstances you are expected to continue working remotely.
During a campus closure academic and administrative functions that are available remotely will continue. The campus closure only applies to activities that must occur on the physical campus. Contact your supervisor if you aren’t sure if a physical closure of the campus affects you.
Check with your manager or supervisor to determine if your function is necessary for the continued operation or safety of the campus.
No, unless you are in a position deemed to be necessary for the continued operation or safety of the campus. Check with your manager or supervisor to confirm.
Staff who are required to work on campus during the closure will be paid according to their collective agreement or any other agreement between the university and that union. Check your collective agreement for details.
Check your collective agreement. UVic has worked to minimize the possibility that you will lose pay if you are unable to work on campus due to weather.
Depending on your collective agreement, you may apply to use vacation days, banked overtime, or, subject to scheduling and operational requirements, may be allowed to make up the time later.
If you can work remotely during a campus closure, you are expected to do so.
Depending on your collective agreement, you may apply to use vacation days, banked overtime, or, subject to scheduling and operational requirements, may be allowed to make up the time later.
Your time continues to be recorded as flex days. The reporting of your flex days is not impacted when the university closes due to extreme weather.
Your time continues to be recorded as vacation. The reporting of your vacation is not impacted when the university closes due to extreme weather.
Yes. Managers have the discretion to allow employees to leave early. These requests are handled on a case-by-case basis.
The university's practice with respect to pay has been to take reasonable steps to minimize the possibility that staff would lose pay if they are unable to come to their normal work location on campus, or arrive late, due to these circumstances.
Depending on the collective agreement, staff may apply to use vacation days, banked overtime, or, subject to scheduling and operational requirements, may be allowed to make up the time later.
Managers have the discretion to allow employees to leave early, but an employee must first request permission to leave campus early. These requests are handled on a case-by-case basis. Staff who leave without prior approval from their manager will be considered absent without leave.
The university's practice with respect to pay for an approved leave in this circumstance has been to take reasonable steps to minimize the possibility that staff would lose pay if they are unable to come to their normal work location on-campus, or arrive late, due to these circumstances.
Depending on the collective agreement, staff may apply to use vacation days, banked overtime, or, subject to scheduling and operational requirements, may be allowed to make up the time later.
Teaching, research and exams
Yes, if you are teaching a face-to-face class, you have flexibility to move your class online, even if the campus remains open and operational.
Please communicate with students in a timely manner. As per the approved Senate course code definitions, a face-to-face course may include up to 1/3 online elements, and the course syllabus must clearly indicate student expectations regarding online elements.
Yes. If campus is closed, you may move your class or mid-term assessment online. Please be aware, however, that not all students may have access to the appropriate technology or learning space, and some students may have child care responsibilities. Leniency may be needed in extreme circumstances.
Please communicate your intentions to students as early as possible, both on the day-of and as part of your course syllabus, if possible. You may also choose to cancel your class.
We will try to communicate as soon as possible once a decision is made to close campus. A campus closure due to snow is not an emergency, and an immediate departure from campus is not required.
It is recommended that you wrap up the activities at a point that makes sense within your lesson so that you and your students can begin your journeys home.
Please do not start any new on-campus classes or activities once you hear that campus is closing.
It is recommended that people wrap up their activities at a point that allows for an orderly conclusion.
A campus closure due to snow is not an emergency, and an immediate departure from campus is not required. Students may want to finish their tasks and leave campus when they are ready. The university will not force people to leave the campus.
All in person exams are cancelled during a campus closure. Instructors will work with the Office of the Registrar to determine if the exam can be rescheduled, as determined by the instructor or chair, or if another option will be made available.
Services
Services necessary for the continued operation and safety of the campus will be staffed. These include:
- Campus Security (including Safe Walk)
- Residence Services (CLs, NMs)
- The Cove
Other services on campus are closed.
Staff should check with their manager/supervisor for approval before leaving work.
Faculty and librarians should make suitable arrangements if they are in the middle of teaching or expect to miss a class and to notify their chair.
For safety, snow removal and event information, see our general FAQs.
