SURVIVING SNOWMAGGEDDON IN OUR NATION’S CAPITAL Patrick Ledesma Assistant Director, Operations University Center American University

LOCATION: WASHINGTON DC -Population – 600,000 - Federal Govt is the #1 source of employment, #2 GWU - Main subway line (Metro) run through 3 jurisdictions - February avg snowfall -12”

SNOWMAGGEDDON! Feburary 5 – 13, 2010

- Total snowfall for the week – 70” through 2 waves (2/5-6 and 2/9-10) -Federal Govt shut down for 1 week - Limited Metro access - VA spent $20 million over budget for snow removal (overall $100 million)

At least the pandas enjoyed it…

LEARNING OBJECTIVES Understand one school’s method in dealing with emergency school closure Develop creative ways to communicate with students about closure and events Train student staff to handle opening and closing procedures on their own with minimal supervision Provide quality, unique, and quick ideas for programs to provide students

DID AU STOP? Jeff Jones – Coach, AU Men’s Basketball SUNDAY - Food service was running on limited basis MONDAY -Classes were cancelled on Monday, 2/8/10 (announced on Sunday, 2/7) - All events were cancelled - Food service was open but running on limited hours on Monday, 2/8 TUESDAY - The weather was good, but classes were cancelled due to high levels of snow -Food service deliveries were able to arrive WEDNESDAY -More snow – Classes were cancelled - Food service limited to dining hall - Basketball game cancelled THURSDAY -Classes cancelled - Snow ceased FRIDAY - Classes resumed despite transportation problems for faculty/staff/students

AU COLLABORATE! Facilities management and snow removal staff were housed on campus in temporary housing built on a parking lot Dining staff and Public Safety staff were housed in nearby hotel Other essential staff were housed on campus No budget for this emergency Resident Directors and RA’s were key ways to communicate with on-campus students Listservs through ISSS, Multicultural Affairs, Residence Life and Student Activities reach out to larger audiences

UNITE! MASS COMMUNICATION - Main Info line and website provided updated school opening/closing status -Digital Signs across campus were main method of communication with on-campus residents for programs - Mass s to students via listservs also provided information about food service and programs (partnership with on-campus ResiDent Directors) - Facebook and Twitter updates also provided updates on new events to engage students during the break

STUDENT STAFF COVERAGE -Students were asked to work, if they lived on-campus and can get to work on time - Meetings and events were generally cancelled, however supplemental events were added to provide entertainment - Telephones were covered from 8 am – 12 am during the week, despite the snow

ENTERTAINMENT -Students had limited access to food all week - No late night options available - No possible way to get to supermarket due to road conditions - Long lines at stores and limited options available due to supply and demand -No student center recreation location. Fitness Center was open on limited schedule.

ENTERTAINMENT - University Center Events committee developed and provided over 8 original events for ad hoc programming all week -Remote Guidance from home provided from Grad Assistant for Programming and Assistant Director of Operations - Coverage for events and programs provided by University Center staff - Food for events provided by University Center and Bon Appetit catering (when available) - Promotion of events was primarily done via , facebook, and Digital Signage - Partnership with other student groups and departments was important -COMBAT CABIN FEVER!

MONDAY

TUESDAY -Canopy over a bridge on campus collapsed due to weight of ice/snow (UC staff reported and worked with Public Safety to secure area, evaluated by architects office) -Trees were uprooted and snapping at the trunks around campus (Grounds crew and tree removal service)

TUESDAY

LOST PARTY

WEDNESDAY Partnered with Residence Hall Association

WEDNESDAY NIGHT Partnered with Residence Hall Association

MOVIE MARATHONS Partnerships with School of Communication and Chaplains office to provide movies

THURSDAY

DANCE PARTIES! -Collaboration across campus from food service, housing, and student center -DJ was in-house with University Center equipment

RELAY FOR LIFE KICKOFF! University Center Events committee partnered with the Colleges Against Cancer group to add a Relay for Life kickoff event during the dance party… during the event, it was announced at classes were on for Friday.

AFTERMATH Over 8 programs were provided in University Center by the University Center events committee There were 8 reported alcohol or drug related incidences, 0 alcohol transports Damages incurred in residence halls = $7500 AU budget for snow removal increased for future years by $100,000 Students were satisfied with outcome from the week (4.2 of 5.0 scale of satisfaction) Survey results showed that 85% of on-campus students attended a spontaneous event at least once that week, 76% attended 2 events or more Review of closing procedures by officials

LESSONS LEARNED Always have snacks, water, and other non-perishable goods available prior to threat of snow emergencies and find storage Ensure that listservs are up-to-date and facebook groups include a large population (75%, digital signs 68%) Partner and collaborate with groups throughout the year. You’ll never know when you’ll need their help. (Housing, Student groups) Keep positive vendor relations (food service, movies) Hire students that live close to campus Keep generating ideas, use late night ideas There is no clear cut method when it is decided that school is open/closed When school closes early, just go home

CONTACT INFORMATION Patrick Ledesma American University Assistant Director, Operations, University Center Washington, DC THANK YOU FOR ATTENDING!