Notification Process

Institutional Notification Steps

The University Executive Vice President will determine whether to activate or terminate the severe weather/emergency conditions policy and authorize communication as early as possible before the start of each shift. Once activated, the policy provisions will remain active for the duration of the work shift.

Notification Actions

Once a decision to activate or terminate the severe weather/emergency conditions policy has been made, the following actions will take place:

The University Executive Vice President will ensure notification of the following:

  • Vice President for Human Resources, who will notify the following:
    • AVP of News & Communications, who will coordinate announcement for university and medical center, contact media
    • AVP for Facilities Management, who will coordinate facility support needs (clearing of roads, parking areas, etc.) as needed
    • Director, Parking, Housekeeping & Transportation, who will coordinate busing, transit routes, housekeeping, as neeeded
    • VP for Student Affairs, who will notify residential staff, student activities, dean of students staff, and coordinate dining services and event management as needed
  • Provost, who will notify the following:
    • Deans of schools, who implement severe weather plans for respective schools
    • Registrar, who will implement severe weather plans
    • Librarian, who will implement severe weather plans
     

    The DUHS Executive Vice President will ensure notification of the following:

    • DUHS Chief Human Resources Officer, who will notify the following:
      • Presidents of Acute Care Division, who will notify hospitals and other acute care units to implement severe weather plan
      • Associate Vice President for Communications for Duke Medicine who will:
        • coordinate announcements with the Associate Vice President of News & Communication
        • notify the Health System communication officers, especially those at Duke Hospital, Durham Regional Hospital and Duke Raleigh Hospital,
      • President of Ambulatory Care Division, who will notify ambulatory care units to implement severe weather plan
      • Vice President for DUHS Administration and Heads of Corporate Services, who will coordinate with the Chancellor's office, administration, and corporate services

    It is the responsibility of senior unit/division/entity/department administrators to develop a process that ensures that all faculty and staff members are appropriately notified of the activation and termination of the Severe Weather / Emergency Conditions policy.