Tyler Junior College

Emergency Procedures

Inclement Weather

The procedures below were developed to serve as a model for College response in the event of severe inclement weather or power outages affecting or potentially affecting the College. All portions of the procedures are subject to the discretion of the College president. Interruptions in electrical power to the Main campus may impede any or all of the notification methods described below.

During the Night or Prior to the Start of Class Day

  1. In the event of inclement weather during the night that may cause the cancellation of classes the next day, the campus safety night-shift officers on duty will, by 4 a.m., notify the Director of Campus Police and advise him of the current conditions.
  2. The Director of Campus Police will:
    1. monitor the National Weather Service station and local radar for forecasts
    2. contact the Texas Department of Public Safety for road condition reports for surrounding areas
    3. attempt to ascertain if the Tyler Independent School District has closed or intends to alter its schedule.
  3. By 5 a.m., the Director of Marketing & Public Information will be contacted with a decision in the event of school closing or decision to alter the schedule of operation and will, in turn, notify media.
  4. Once a decision to cancel or alter the schedule of operation is made, the Director of Campus Police will notify the Director of the Physical Plant and the Director of Purchasing and Central Services so that the appropriate accommodations may be made by maintenance staff, residential operations staff and dining hall staff.
  5. By 5:30 a.m., the Director of Campus Police will make a recommendation to the Vice President of Student Affairs as to any decision affecting normal operation of the College schedule.
  6. By 5:30 a.m., Director of Marketing & Public Information will cause the following notification systems to be put in place:
    1. area news media outlets will receive the latest word regarding changes to the regular operation schedule for the College
    2. the voice mail for 903–510–3000 will let students, faculty and staff know the status of operation for credit and non-credit classes
    3. on the Public Web site, the status of operation for credit and non-credit classes will be noted at www.tjc.edu/news
    4. on Apache Access, an Announcement will be sent to all roles (faculty, staff, student) regarding the status of operation for credit and non-credit classes
    5. on the College’s Educational Access station, Channel 20 for Tyler and Whitehouse cable television subscribers, a notice of the status of operation for credit and non-credit classes will be placed into rotation and
    6. for subscribers of Apache Alerts, the College’s opt-in text message notification system, a text message about the status of operation for credit and non-credit classes will be sent to subscribers. (NOTE: More information about Apache Alerts is offered in the Security/Crime Alert section of this document.)

During Daytime Classes

  1. In the event of inclement weather during the operation of day classes that may warrant the cancellation of classes during a portion of the day and/or the evening, the Director of Campus Police will
    1. monitor National Weather Service forecasts and local radar
    2. contact the Texas Department of Public Safety for road condition report of surrounding areas and
    3. attempt to ascertain if the Tyler Independent School District has closed or intends to alter its schedule.
  2. As soon as possible and by no later than 4 p.m., the Director of Marketing & Public Information will be contacted with a decision in the event of school closing or altered schedule and will, in turn, notify media.
  3. The Director of Campus Police will make a recommendation to the Vice President of Student Affairs as to any decision affecting the normal operating schedule of the College. The Vice President of Student Affairs will notify the College President and the Provost as to the decision.
  4. As soon as receiving information regarding a decision to alter the schedule of operation, instructional deans will inform faculty at their own discretion.
  5. As soon as possible, and by no later than 4 p.m., Director of Campus Police will utilize the Immediate Notification System over the voice-over IP telephone system to announce any alteration of the normal operating schedule.
  6. As soon as possible and by no later than 4 p.m., the Director of Marketing & Public Information will cause the following notification systems to be put in place:
    1. an “everyone,” high-priority e-mail will be sent across the TJC e-mail system for faculty and staff
    2. area news media outlets will receive the latest word regarding changes to the regular operation schedule for the College
    3. the voice mail for 903–510–3000 will let students, faculty and staff know the status of operation for credit and non-credit classes
    4. on the Public Web site, the status of operation for credit and non-credit classes will be noted at www.tjc.edu/news
    5. on Apache Access, an Announcement will be sent to all roles (faculty, staff, student) regarding the status of operation for credit and non-credit classes
    6. on the College’s Educational Access station, Channel 20 for Tyler and Whitehouse cable television subscribers, a notice of the status of operation for credit and non-credit classes will be placed into rotation and
    7. for subscribers of Apache Alerts, the College’s opt-in text message notification system, a text message about the status of operation for credit and non-credit classes will be sent to subscribers. (NOTE: More information about Apache Alerts is offered in the Security/Crime Alert section of this document.)

Tornado

The Campus Police office will monitor the National Weather Service reports. In a severe weather alert, the City of Tyler sounds sirens to indicate the need for safety measures to be implemented. If the sirens are sounded, Campus Police will activate the Ramey Tower Alarm System which is similar to the wail siren from the City of Tyler. With the activation of this system, all persons will need to take cover.

Under a tornado warning, employees and students are encouraged to proceed to designated safe areas as indicated according to building emergency exit signage. If no safe areas are indicated, proceed to interior hallways, basements, or interior walls, avoiding windows and open areas. Individuals should remain in these safe areas until notification is given over the Ramey Tower System or by an informed college representative.

Power Outage

The procedures below were developed to serve as a model for College response in the event of severe inclement weather or power outages affecting or potentially affecting the College. All portions of the procedures are subject to the discretion of the College president. Interruptions in electrical power to the Main campus may impede any or all of the notification methods described below.

During the Night or Prior to the Start of Class Day

  1. In the event of a power outage lasting more than 10 minutes, Campus Police will notify the Director of the Physical Plant that a power outage has occurred.
  2. Maintenance will determine if the outage is external or internal.
  3. If the source of the outage is internal and the best information available to the Director of the Physical Plant is that the outage may be short-term, the Director of the Physical Plant will cause Campus Police to be advised and the existing operational schedule will remain in effect.
  4. If the source of the outage is external and the best information available to the Director of the Physical Plant is inconclusive or indicates that the outage may be long-term, the Director of the Physical Plant will notify Campus Police and will cause the Director of Marketing & Public Information to be advised. The Director of Marketing & Public Information will, in turn, notify instructional deans via “high priority” e-mail or by cell phone.
  5. Regardless of the source of the outage, internal or external, instructional deans will advise their respective faculty members to hold classes until, in the view of the faculty member, doing so is no longer possible. (This will be considered the routine reaction to power outages and should be communicated to faculty members on an ongoing basis. Classes will meet unless extenuating circumstances and/or the unavailability of electricity makes doing so impossible.)
  6. Regardless of the source of the outage, internal or external, a decision regarding the resumption of classes for the night schedule will be based upon the best information available to the Director of the Physical Plant at a time no later than 4 p.m.
  7. As soon as possible and by no later than 4 p.m., the Director of Marketing & Public Information will be notified of any decision regarding the resumption of or continued cancellation of classes meeting after 5:30 p.m., based upon the recommendation of the Director of the Physical Plant. The Director of Marketing & Public Information will, in turn:
    1. notify area media outlets
    2. record the appropriate outgoing message on the voice mail line, 903–510–3000
    3. produce a slide on the College’s Educational Access station, Channel 20 for Tyler and Whitehouse cable television subscribers, notifying all viewers of the situation
    4. send a text message to subscribers of Apache Alerts, the College’s opt-in text message notification system (Note: all resources for notification may not be available in the event of a power loss.)

During Daytime Classes

  1. In the event of a power outage lasting more than 10 minutes, Campus Police will notify (or verify with) the Director of the Physical Plant that a power outage has occurred.
  2. Maintenance will determine if the outage is external or internal.
  3. Once the source of the outage is determined, the Director of the Physical Plant will notify the College President and Campus Police. Campus Police will then notify the Director of Marketing & Public Information, who will, in turn, report it to:
    1. The Provost
    2. instructional deans;
    3. Information Technology;
    4. the Director of Purchasing and Central Services;
    5. the HPE Center Director; and
    6. West Campus
  4. If the source of the outage is internal and the best information available to the Director of the Physical Plant is that the outage may be short-term, no campus-wide schedule alteration will occur and the parties listed in entry #3 will be so advised.
  5. If the source of the outage is external and the best information available to the Director of the Physical Plant is inconclusive or indicates that the outage may be long-term, parties listed in entry #3 will be advised that class cancellations may be possible. Instructional deans will notify their respective faculty members to hold classes until, in the view of the faculty member, doing so is no longer possible. (This will be considered the routine reaction to power outages and should be communicated to faculty members on an ongoing basis. Classes will meet unless extenuating circumstances and/or the unavailability of electricity makes doing so impossible.)
  6. Regardless of the source of the outage, internal or external,  if power has been off for a period of one hour or more by 4 p.m., and the best information available to the Director of the Physical Plant remains inconclusive or negative, the Director of Marketing & Public Information will be notified and will, in turn, make announcement of the cancellation of night classes to:
    1. the College president
    2. Campus Police
    3. the Provost
    4. instructional deans
    5. Information Technology
    6. the Director of Purchasing and Central Services
    7. the HPE Center Director and
    8. West Campus
  7. The Director of Marketing & Public Information will:
    1. notify area media outlets
    2. record the appropriate outgoing message on the voice mail line, 903–510–3000
    3. produce a slide on the College’s Educational Access station, Channel 20 for Tyler and Whitehouse cable television subscribers, notifying all viewers of the situation
    4. send a text message to subscribers of Apache Alerts, the College’s opt-in text message notification system

Inclement Weather/Power Outages – West Campus Operation

In all cases, unless an exception is recommended by the dean of continuing studies and communicated to the president, the West Campus will follow the same operational schedule as the Main Campus. In the case of a power outage affecting only the operation of the West Campus, the dean of continuing studies will cause the Director of Marketing & Public Information to be notified of any altered or cancelled classes. The Director of Marketing & Public Information will, in turn:

  1. notify the College president, Campus Police, the provost, instructional deans, Information Resources, the HPE Center Director
  2. notify news media
  3. produce a slide on the College’s Educational Access station, Channel 20 for Tyler and Whitehouse cable television subscribers, notifying all viewers of the situation
  4. publish a news announcement on the public Web site at www.tjc.edu/news
In such cases, the West campus staff shall cause a voice mail message announcing the schedule change or cancellations to be recorded on an extension or extensions determined by the dean of continuing studies.

Media Notification

All news media notifications will be the responsibility of the Director of Marketing & Public Information, who maintains a database of area news media contacts and inclement weather/power outage passwords.

Flash Flooding

In the event of severe weather and rain storms, areas adjacent to the Tyler Junior College campus are prone to flood. Campus safety officers are aware of these areas and will take appropriate action to inform those who are leaving, if hazardous conditions exist.

Campus Police

Emergency: 903-510-2222
Non-Emergency: 903-510-2258

Address: Corner of Baxter and Lake St.