Adverse Weather Event

Course Cancellation Policy

Superior EMS takes the health and safety of our participants and staff seriously.  Weather related closures and cancellations are rare, however do occur.  When making the decision to cancel or postpone activities including courses and staff operations, we must take several variables into consideration.  This includes participant transportation methods, road safety, building safety, and forecasted weather.  It is also important to factor in appropriate timing to make the decision.  While we understand that weather can change rapidly, safety is paramount, and decisions will be made in a timely fashion to mitigate any risks.  

Superior EMS is also an active emergency services agency, and in the event of an adverse weather event, our EMS service may be put into activation, and the spaces typically used for courses may need to be utilized for our emergency operations centre. 

Rationales

Transportation Methods

Participants utilize various methods of transportation to training sessions including:

·       Personal Vehicles

·       Municipal Transit

·       Private Transportation (Taxi)

·       By Foot

When making the decision to postpone or cancel a course, the safety of all methods of transportation must be considered.  For instance, although the roadways may be cleared overnight of snow, if sidewalks are not plowed this may pose a safety risk to participants. 

Road Safety

Road safety can be affected by adverse weather events.  In the event that the city works and transportation alters the status of the roadways to state of repair from their usual status of operational, the safety of the roads is not safe for non-essential travel.  Highway closures will also be addressed based on participant demographics of the course. 

Building Safety

In the event of an adverse weather event, the potential for power outages, thermal control outages, and the potential for being forced to remain at the building for extended periods of time may occur. 

Forecasted Weather

Although weather forecasts are variable and unpredictable, any weather watches and warnings must be taken into consideration when deciding if cancellations must occur. 

Risk Assessment Procedures – Before the Course

1.     A risk assessment will be performed at 1600h the day before the scheduled course. 

2.     An assessment of each of the four categories will be completed identifying the risk as: High, medium, or low. 

3.     Based on the scoring of each category, a decision will be made by 1630h the day before the scheduled activity for cancellation or continuation. 

The decision to postpone or cancel courses will be made the day before in most circumstances based on the risk assessment, to avoid having to make a decision the day of the course.  Although weather may change where the conditions are favorable to run the course the day of, it is important to error on the side of caution, and reduce the risk of participants not receiving the notice the day of and taking unnecessary risk to attend the course if the weather event was indeed adverse.

Procedure – Before the Course

1.     Once the risk assessment has been performed, a decision will be made to either cancel or postpone the course, or to online the course as scheduled. 

2.     Once a decision to postpone or cancel a course due to an adverse weather event has been made, participants will be notified by email by 1700h the night before the scheduled course. 

3.     When possible, an alternate date will be provided immediately to the participants.

4.     The participant will be then given the option to attend the alternative date or will be issued a gift card for the cost of the course to apply to a new date of their choosing.

5.     A notice will be posted on the door when possible and safe to do so.

6.     In the event the course must be cancelled the day of, participants will be emailed and phoned as soon as the decision has been made. 

Risk Assessment Procedures – Course Cancellation during a Course

1.     If an adverse weather event occurs during the course, the course instructor will contact the on-call duty officer to review the situation.

2.     An assessment of the four categories will be completed identifying the risk as: high, medium, or low.

3.     Based on a scoring of each category, as well as consideration of the type of weather event a decision will be made to either cancel the duration of the course, continue with the course, or activate the buildings emergency plan.

Procedure – Cancelling the Course during the Session

1.     Once the decision has been made to cancel the course, all participants will be advised on the situation and the instructor will ensure that all participants can leave the building safely. 

2.     Any students who cannot leave the building safety will be asked to remain on site until safe to leave.

3.     The administration office will contact the participants after the incident to arrange for the completion of the course. 

Building Lockdown

In the event of a lockdown of the building where participants and staff are not able to leave the building for extended periods of time due to an adverse weather event, Superior EMS is equipped with a generator, power source, emergency food and water supplies, emergency heat sources, and additional emergency supplies to sustain a 72-hour lockdown factoring in all individuals on-site. 

EMS Operations

Should an adverse weather event occur where the EMS emergency operations centre must be established, or where there is suspicion that the operations centre may need to be established it is important that the course be cancelled and rescheduled promptly. 

Adverse Weather Event Guidance 

1.     If air conditioning failure at the building – Cancellation

2.     If public works and transportation provides any indication that they will not be able to maintain the roads, consider cancellation.

Building Safety

In the event of any sustained damage to the building, an immediate evacuation should occur if safe to do so, and the class be cancelled for the safety of the participants.  If not safe to evacuate, participants should remain in the classroom.  If the classroom is compromised the next location would be the front office area.  

Duty Officer

The duty officer can be paged by calling 705-253-3301 ext. 103

Last Updated: August 1, 2021