Faculty and staff: be prepared
In the event of adverse weather that results in the closure of the UVic campus, information will be posted at uvic.ca and on and Facebook. Faculty, librarians and staff are reminded to personally prepare for snow or other disrupting weather when adverse weather is in the forecast.
Academic and operational leaders should have unit plans for use in the event that the university cancels on-campus classes, or reduces or cancels on-campus services due to disrupting weather. Leaders shoud identify in advance which staff can or are already working remotely, those who normally work on-campus and are not able to perform their job duties during a campus closure due to snow, and those who are necessary for the continued operation and safety of campus. They should also have procedures to notify students, faculty, librarians and staff when on campus classes are cancelled and on-campus services are curtailed. If staff are required on-campus for the continued operation and safety of campus, these positions must be pre-designated and staff need to be aware in advance of their roles in a snow closure.
Faculty, librarians and staff should learn about their unit's plans in the event that the university cancels on campus classes, or reduces or cancels on-campus services during disrupting weather.
Employees who are uncertain about their unit's plans and whether they would be required on-campus in the event of disrupting weather should contact their unit leader.
In the event of inclement weather
The university can experience snow and other disrupting weather but will make every effort to remain open. Having said that, the university recognizes that, despite best intentions and efforts, inclement weather may delay or otherwise prevent employees from reporting to on-campus work.
As a general rule, if the BC Transit bus system is operating and buses are travelling to and from the university, the university will remain open. UVic only interrupts regular operations under exceptional circumstances. We encourage staff, faculty and librarians to use caution travelling to and from UVic and around campus, and allow yourself extra time to reach campus.
When on-campus, slow down, watch for icy roads or pathways and choose appropriate footwear. The university cares about your safety and well-being. Plan ahead and make safe choices for travel to campus during snowy weather. If your vehicle is not equipped for winter driving conditions, please use other transportation options including public transit or carpool with someone whose vehicle is winter-ready. If you do not have a safe travel option available and are unable to attend work on-campus, please notify your supervisor.
UVic's practice with respect to pay has been to take reasonable steps to minimize the possibility that staff will lose pay if they are unable to come to work on-campus, or arrive late, due to these circumstances. Managers have the discretion to allow staff and librarians to leave early on request. These requests are handled on a case-by-case basis. 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.
Faculty unable to attend campus for in-person activities are expected to make arrangements for on-campus classroom coverage, attend commitments virtually, or reschedule classes, exams, meetings or appointments so as to support the operational needs of the department and minimize negative impacts on students and others.
For those staff who currently perform their duties on the UVic campus, there may be exceptional circumstances during a period of inclement weather where a staff member may request to perform some or all of their work from home for a short duration. Unit leaders may consider the operational impact of these requests on a case-by-case basis and are welcome to consult with Human Resources or Faculty Relations as needed.
Frequently asked questions
Transportation and travel
Staff should contact their manager/supervisor and let them know that you are unable to travel to work.
Faculty and librarians are asked to make suitable arrangements if they expect to miss an on campus class or meeting and to notify their chair.
BC Transit 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: https://bctransit.com/victoria/home.
Buses will stop on Ring Road unless the buses are full or the bus stops are not available due to 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 allow passengers to disembark.
The SUB common areas will remain open for several hours.
For those staff who currently perform their duties on the UVic campus, there may be exceptional circumstances, during a period of inclement weather, where an employee may request to perform some or all of his/her work from home for a short duration. Deans, chairs, directors and other administrators may consider the operational impact of these requests on a case-by-case basis and are welcome to consult with their Human Resources consultant or Faculty Relations as needed.
Plan ahead and make safe choices for travel to campus during snowy weather. If your vehicle is not equipped for winter driving conditions, please use other transportation options including public transit or carpool with someone whose vehicle is winter-ready. If you do not have a safe travel option available and are unable to attend work, please notify your supervisor. 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. For this reason it may take time to depart the campus. You may choose to wait on campus until the congestion on the roads has eased.
UVic is not able to provide staff to direct traffic on Ring Road as this is a municipal road. When walking or driving on campus please use extra caution and be patient and courteous.
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 the campus, please contact Campus Security.
Snow clearing in parking lots is done based on the campus snow clearing priority list. Depending on a variety of 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.
Pay and hours
Staff should check with their supervisor for instructions and to determine if they work in a function that is required on campus (e.g. if required to maintain the continued safe operation of campus). Normally, staff who were scheduled to work on campus and who have the ability to 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 those activities that must occur on the physical campus. If you are in doubt if a physical closure of the campus affects you please contact your instructor or supervisor.
Contact your manager/supervisor. 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 may be allowed to make up the time later (subject to scheduling and operational requirements).
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.
Consult 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. Refer to your collective agreement for further guidance.
Refer to your collective agreement for further information. 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.
Staff who can work remotely during a campus closure are expected to continue their work day once safely home.
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.
The reporting of your flex days is not impacted when the University closes due to extreme weather. Your time continues to be recorded as flex days.
The reporting of your vacation 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. Your time continues to be recorded as vacation.
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
It is recommended that you wrap up the activities in your on campus class/lab at a point that makes sense within your lesson to allow students to begin their journey home before the road system becomes difficult to use. Please do not start any new classes or activities once you hear that on campus classes have been cancelled.
It is recommended that people wrap up their activities at a point that allows for an orderly conclusion. Campus closure due to snow is not an emergency. However, students may want to finish their tasks and leave the campus when they are ready. The university will not force people to leave the campus. Note that the road system will likely become more difficult to use as more snow falls.
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 are asked to 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.
