Preparing for winter weather conditions
Guidance for faculty and instructors
December 13, 2024
In the event of a major snowfall or other extreme weather event, the UVic website will have information about the status of campus operations. The university will use the website and social media channels to let the community know about safety precautions, service disruptions, exam cancellations, campus closures, or other timely updates.
General information on planning for snow or extreme weather is available on UVic's Emergency Planning website. Guidance to help instructors plan is provided below.
Plan ahead
There are several factors for instructors to consider—for yourself and your students—when developing a plan, including pedagogy, safety, travel and communications.
When campus is open
Instructors have autonomy to move their face-to-face courses online or offer other online elements, provided the stated threshold in the course modality definitions is not exceeded.
Please keep in mind that online education requires access to technology and power for both you and your students, and would not be feasible during power outages.
As an instructor, you may choose to do any of the following on a day disrupted by snow, provided campus remains open and you are within your course modality thresholds:
- Face-to-face instruction
- Hybrid (simultaneous in person and online)
- Online (assuming there is power)
- An assignment or activity in lieu of class
- Record and share your lecture with students
Students can also ask their peers in attendance for notes.
During a campus closure
During a campus closure, only on-campus services necessary for the continued operation and safety of campus will be staffed. UVic instructors have the option of cancelling, rescheduling or moving their class online. Instructors are responsible for communicating with their students about their plans regarding classes during the closure.
A campus closure only applies to activities that must occur on the physical campus, and instructors cannot require their students attend physically due to safety concerns. Online courses may still proceed.
UVic's emergency planning page and day-of messaging make this explicit to students, and we also recommend that you ensure your students are made aware at the start of the term.
If you plan to cancel your class, you may want to consider ways students can make up the missed materials and/or building flexibility into your assessment practices. For example, when planning your course, you may wish to schedule 10 labs but only mark eight, providing a buffer for cancellations, extreme weather, and flexibility for students. Note that instructors normally require approval to reweigh assessements other than what is stated in the course syllabus, as per the Academic Calendar.
Communicate with students
Instructors should communicate their plan and expectations at the start of the term.
It is recommended that you indicate what you plan to do in the event of a major snowfall or campus closure on your syllabus and/or on Brightspace so that your students know what to expect. For example, if you will cancel or move your class online and how assessments will be handled (e.g., rescheduled, moved online).
Please also indicate how you will communicate with students on the day of (e.g., Brightspace, email), and when students can expect an update from you (e.g., at least two hours in advance of the start of class).
Note that students may need extra time to travel in the event of a snowfall and not everyone may have access to technology, power or an appropriate learning space. Some students may also have child care responsibilities. Safety should always be prioritized, and you may need to exercise judgment, flexibility and leniency in extreme circumstances.
Final exams
During a campus closure, all final in-person exams are cancelled during the exam period. Instructors should work with the Registrar’s office to determine if the exam should be rescheduled, or another option made available as per the Exam Cancellation Policy.
FAQs
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.
Additional information
The Emergency Planning website includes additional information about how UVic plans and what to expect in the event of snow or extreme weather.