Campus Closure Course Session Cancellation (ACAD 100-018)

1.0 Purpose

The purpose of this policy is to establish clear guidelines and expectations regarding course cancellations due to campus closures and the subsequent make-up procedures for both synchronous and asynchronous online courses. This policy ensures that students are informed promptly, the integrity of the course is maintained and alternative arrangements are made to minimize disruption to the learning experience. 

2.0 Definitions

Campus Closure - A temporary suspension of campus operations, including all on-campus classes and activities, typically due to severe weather, natural disasters, public health emergencies, power or utility failures, hazardous material incidents, security threats, government mandates,  or other unforeseen events that affect the safety and accessibility of the campus.

Canvas LMS - Canvas LMS is an open-source Learning Management System that serves as a central hub for online, hybrid, and in-person classrooms.

Course Session - A single scheduled class meeting in a course.

Learning Management System (LMS) - A learning management system or LMS is a software platform that allows organizations to host and track learning content such as online courses and webinars. Baker College uses Canvas as the LMS.

Location - Geographic area of a campus that includes buildings, grounds, and other related property. It can also refer to additional locations, such as branch campuses and other facilities where the institution offers programs.

In-Person - Students meet at a campus or other facility with the instructor in a classroom.

Modality - Describes how (delivery mode) and when (convening method) a class will meet. Modality includes In-person (face-to-face), online synchronous (Online Live), and Online Asynchronous.

Online Asynchronous - Online forms of education, instruction, and learning that do not occur in the same place or at the same time. The instructor provides students with a sequence of units which the students move through as their schedules permit. The instructor guides the students, provides them with feedback, and assesses them as needed.

Online Live - Online Synchronous modality used by Baker College. 

Online Synchronous - Online forms of education, instruction, and learning where the instructor and students in the course engage with the course content and each other at the same time, but from different locations. The instructor interacts with students in real time by means of tools such as Zoom or Google Meet.

3.0 Scope

This policy applies to all academic courses at Baker College taught in-person on campus during situations where a campus closure results in the cancellation of scheduled classes. The policy applies to all faculty, staff, and students  and outlines the responsibilities in the event of a campus closure. This does not apply to off-campus courses, such as clinicals and externships.

4.0 Policy Statement

In the event of a campus closure, all on-campus courses will be canceled for the duration of the closure. It is the instructor’s responsibility to notify students and program administration as early as possible regarding a clear course of action for making up the missed content and assessments. It is the goal of this policy to ensure that students experience minimal disruption to their learning and that the course’s intended outcomes are met. 

5.0 Procedures

Non-Finals Week

Initial Notification of Cancellation:

• If the campus needs to close due to inclement weather or another anticipated reason, the College will notify students, faculty, and staff, of campus closures by 6:00am EST for day classes and 3:00pm for evening classes, using the Emergency Alert System (email, text message, phone call, school website, social media, and the Learning Management System (Canvas)). If an unforeseen emergency arises, the College will notify students, faculty, and staff as soon as possible.

Course Session Make-Up:

Online Synchronous:

• If the course is suitable to the Online Synchronous (Online Live format), the primary option is for faculty to hold the class session in this modality during the originally scheduled day and time to minimize disruption and keep the course on track.
• If a student is unable to join the Online Live session due to technological difficulties, the student will be provided with alternative materials or accommodations to ensure equitable access to missed content.
• Instructors must communicate this alternative as soon as possible immediately following the campus closure announcement

In-Person: 

• If an Online Live option is not suitable to meet the learning outcomes of the course session, the next option should be to schedule an in-person make-up session within one week of the original course date. 
• The make-up session will be scheduled at a time mutually agreed upon by the instructor and students.
• Students unable to attend the make-up session will be provided with alternative materials or accommodations to ensure equitable access to missed content.
• The Program Director must verify time and location with the Campus Director before sending it to students.
• Instructors must complete the course session cancellation make-up plan which requires Program Director approval before implementation.
• Instructors must communicate this alternative plan within 24 hours after the campus closure announcement.

Online Asynchronous:

• If it is not feasible for an in-person course session cancellation to be made up using the format of the original course session delivery or Online Synchronous delivery, Online Asynchronous should be used as the make-up modality. 
• Instructors must complete the course session cancellation make-up plan which requires Program Director approval before implementation. 
• Center for Teaching Excellence (CTE) will reach out to the instructor to offer suggestions and strategies as needed.
• Instructors must communicate this alternative within 24 hours of course session cancellation.
• Students will be given a reasonable time to complete asynchronous assignments, typically within one week.

Student Support:

• Instructors are encouraged to provide additional resources or office hours to support students in completing make-up work.
• Communication regarding any changes to deadlines or expectations should be clear and accessible to all students.

Documentation:

• Instructors must document all course cancellations and the corresponding make-up arrangements in the course management system.
• Dean will keep all make-up session proposal plans on file.
• This documentation will be reviewed periodically to ensure compliance with this policy.

Finals Week

Initial Notification of Cancellation:

• If the campus needs to close due to inclement weather or another anticipated reason, the College will notify students, faculty, and staff, of campus closures by 6:00am EST for day classes and 3:00pm for evening classes, unless it is  using the Emergency Alert System (email, text message, phone call, school website, social media, and the Learning Management System (Canvas)). If an unforeseen emergency arises, the College will notify students, faculty, and staff as soon as possible.
• The notification will direct students to review the LMS for final exam make-up days and times. Make-up times for each course should be posted on the LMS before the semester begins.

Setting Make-Up Exam Dates:

• Instructors work with the Campus Director to ensure there are no classroom conflicts.

Time Frame for Make-up Exams:

• 16-Week Courses: If the College closes one day during the first four days of final exam week, that day’s exam will be moved to Friday of exam week. Should the College close on a second day or on the Friday of exam week, the exams scheduled for that day will be moved to Monday of the following week.
• 8-Week Courses: A College closure during finals week will result in the exam being moved to Friday of finals week. A College closure on a Friday will result in the exam being moved to Saturday afternoon of that week.

Transition Exams to Online:

Instructors may move in-class final exams to an online format in response to an unplanned closure only if the following conditions are met:

• The course syllabus/LMS indicated (at the start of the semester) that the final exam would move online if the College closed.
• The faculty member must notify their Program Director/Dean that the exam will transition to online and the exam will take place on the same day/time that the final exam was originally scheduled. The Dean must notify the Campus Director.
• Final exams originally scheduled to be online (e.g. online or hybrid classes) will be administered during the originally scheduled time frame regardless of the changes to the in-class exam schedule due to unexpected College closures.

Alternative Arrangements:

• Instructors are encouraged to make alternative arrangements for students who are not able to access the exam because of inclement weather.

6.0 Responsibilities

Campus Administration

Makes the decision, in conjunction with other campus leadership, on campus closure and communicates the decision to faculty, staff, and students via the Emergency Management System (Rave).

Campus Director

Responsible for communicating course make-up plan (if in-person) to the Director of Facilities, Director of Campus Safety, Director of Student Affairs, and campus administrative assistants/support personnel.

Collaborates with the Program Director to find an alternative campus location if it is an in-person make-up. Final exams will take place in the same classroom unless there is a conflict with another course.

In the event of a classroom conflict, the Campus Director will work with faculty to ensure the best solution.

Center for Teaching Excellence

Responsible for collaborating with instructors, if necessary, to develop optimal learning strategies and suggestions for the make-up session.

Responsible for developing and updating the Asynchronous Alternative Delivery Using Canvas document as a support resource.

Dean

Reviews make-up plan and collaborates with Program Director regarding questions or concerns with the plan, if applicable.

Instructor

Communicates course make-up plan with the Program Director by completing the Course session cancellation make-up plan template. Notifies students of cancellation and provides clear instructions regarding rescheduling or alternative arrangements.

Ensures final exam make-up day is in LMS prior to the start of the semester and reaffirms through an LMS course announcement once classes are cancelled. Work with the campus Director of Student Affairs to coordinate students’ exam accommodations.

Students

Responsible for checking Canvas for updates and completing make-up assignments in a timely manner.

Responsible for attending the make-up session if possible, and communicating with the instructor if unable to attend.

Vice President for Academic Affairs

Provides oversight for the policy and ensures proper implementation. Responsible for reviewing the policy annually.

7.0 Citations & Related Information

Document A: Course session cancellation make-up plan template