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How Universities Prepare for Snow Days with Regroup Mass Notification

How Universities Prepare for Snow Days with Regroup Mass Notification

The Challenges of Campus Snow Days

Managing snow days presents significant challenges for universities, including disruptions to academic schedules, financial implications, and safety concerns. Effective communication is crucial to ensure that students, faculty, and staff are informed promptly about closures or delays due to inclement weather.

Snow Day Statistics and Impact on Universities

  1. Operational Disruptions: Snow days can lead to the cancellation of classes and campus events, affecting the academic calendar and requiring adjustments to ensure that educational objectives are met. For instance, during the February 2007 North American blizzard, 13 lives were lost. Numerous universities, including Ohio State University and Syracuse University, canceled classes, marking rare closures in their histories. WebArchive
  2. Financial Implications: While specific financial data on university closures due to snow is limited, it’s acknowledged that closures can result in financial strains due to overtime payments for essential staff, loss of revenue from events, and additional costs associated with reopening. For example, George Mason University considers factors like overtime pay and loss of revenue when deciding on snow day closures. Connect2Mason
  3. Safety Concerns: Ensuring the safety of the campus community is paramount. During severe winter weather, universities must assess risks such as hazardous travel conditions and potential accidents on campus premises. Institutions like Virginia Tech actively monitor weather conditions to make informed decisions about closures to protect students and staff. Virginia Tech News

Proactive Snow Day Preparedness

To effectively manage snow days, universities implement comprehensive policies and utilize advanced notification systems:

  • University Snow Day Policies: Institutions develop detailed inclement weather policies outlining procedures for closures, delays, and communication strategies. For example, the University of Cincinnati has a comprehensive Winter Weather Closure Policy that specifies the decision-making process and communication plans for severe winter storms. University of Cincinnati
  • Campus Weather Alert Systems: Advanced notification systems enable real-time communication with students and staff. These systems can disseminate information through multiple channels, ensuring timely and widespread notifications. For instance, Indiana University advises using weather apps and online resources to inform the campus community during adverse weather conditions. Protect IU

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8 Factors and Criteria for Closing or Delaying Operations Due to Snow Days

Deciding to close or delay campus operations during snow days involves assessing multiple factors. Universities must prioritize safety, operational efficiency, and policy compliance while ensuring timely communication with all stakeholders. Integrating a mass notification system like Regroup into these decision-making processes can streamline responses and enhance overall preparedness.

1. Weather Conditions and Forecast Accuracy

Criteria: Universities use accurate weather forecasts to predict snowfall, ice accumulation, and storm severity. They consider the likelihood of hazardous road conditions and the potential for prolonged power outages.

How Regroup Helps:

  • Regroup integrates with weather services like the National Weather Service (NWS) and NOAA to deliver real-time automated alerts.
  • These updates provide administrators with timely and reliable data to make informed decisions.
    Use Case: A university safety officer receives an early snowstorm warning through Regroup’s automated system at 3 AM. Using this data, they issue a campus-wide closure notification by 5 AM, ensuring students and staff stay off the roads.

2. Campus Accessibility and Infrastructure

Criteria: Universities evaluate whether essential areas like parking lots, sidewalks, and access roads can be safely cleared. They also consider the readiness of snow removal teams and equipment.

How Regroup Helps:

  • Geo-targeted notifications allow universities to alert specific areas of campus about unsafe conditions or delayed openings.
    Use Case: A university with multiple campuses sends geo-targeted alerts to close one campus due to icy conditions while keeping another operational. Maintenance teams are directed to focus on high-priority areas for snow clearance.

3. Transportation Challenges

Criteria: Public transportation disruptions and unsafe driving conditions for commuters often influence decisions. Universities also consider students who may live on campus but work off-site.

How Regroup Helps:

  • Regroup sends multi-channel alerts via SMS, email, and voice calls to ensure all students, staff, and faculty receive timely updates, regardless of location.
    Use Case: During a severe snowstorm, Regroup alerts commuter students about canceled classes while updating on-campus residents about dining and safety services.

4. Operational and Budgetary Implications

Criteria: Snow day closures can result in increased costs for rescheduling classes, staffing, and snow removal, as well as revenue losses from canceled events.

How Regroup Helps:

  • Pre-written templates enable administrators to quickly send notifications about operational changes, minimizing disruptions and allowing faster recovery.
    Use Case: After a snow day closure, a university uses Regroup’s templates to schedule makeup classes and notify students about revised exam dates, reducing confusion and operational delays.

5. Student and Staff Safety

Criteria: Universities assess the risk of accidents due to icy walkways, slippery stairs, and unsafe commutes. Delayed or unclear communication can increase these risks.

How Regroup Helps:

  • Two-way messaging enables students and staff to report safety concerns in real-time, helping administrators respond quickly.
    Use Case: During a snowstorm, students use Regroup’s two-way messaging to report icy conditions on campus walkways. The maintenance team is immediately notified and resolves the issue before injuries occur.

6. Class Disruptions and Academic Continuity

Criteria: Universities aim to minimize the impact of closures on academic schedules, ensuring students continue learning with minimal interruptions.

How Regroup Helps:

  • Regroup supports transitions to remote learning by sending updates with virtual class schedules and links.
    Use Case: A snowstorm forces the cancellation of in-person classes. Regroup notifies students and faculty about virtual classes, including Zoom links and participation requirements, ensuring academic continuity.

7. Emergency Preparedness and Compliance

Criteria: Universities must meet federal requirements, such as Clery Act compliance, for timely warnings and emergency notifications during snow days.

How Regroup Helps:

  • Regroup’s audit trail and reporting features ensure universities can document notifications and meet compliance standards.
    Use Case: After a snow day, a university reviews Regroup’s detailed reports to confirm alert delivery times and compliance with Clery Act requirements.

8. Communication Across Diverse Groups

Criteria: Universities must communicate effectively with diverse groups, including international students, faculty, and staff, to ensure everyone understands the situation.

How Regroup Helps:

  • Automated translation ensures alerts are delivered in multiple languages, increasing inclusivity.
    Use Case: A university sends snow day notifications in English, Spanish, and Mandarin, ensuring international students receive clear updates in their preferred language.

By integrating Regroup’s advanced mass notification system, universities can address critical snow day criteria efficiently and precisely. From real-time alerts to two-way messaging, Regroup empowers institutions to protect their communities, minimize disruptions, and maintain compliance during unpredictable winter weather.

University Testimonials 

Universities face diverse challenges, from sudden snowstorms to unexpected cyberattacks. Regroup has consistently proven to be a reliable partner in ensuring seamless communication and operational continuity. 

Below are two examples of how universities have used Regroup to overcome critical challenges and safeguard their communities.

Emily Carr University of Art + Design, Vancouver, BC

Challenge: Communicating effectively during a dangerous snowstorm to protect students and staff.
Solution: Using Regroup’s intuitive platform, the university successfully issued an early closure alert at 4 a.m., keeping staff and students safe by ensuring they stayed off icy roads. The platform’s geo-targeted messaging allowed specific groups to receive relevant updates quickly.
Client Testimonial: “We appreciate the ability to send out an alert very quickly to distinct groups.”
Read the Full Story: Emily Carr University of Art + Design Case Study

Regis University, Denver, Colorado

Challenge: Maintaining communication during a ransomware attack that disrupted traditional systems and during severe weather events.
Solution: Regroup’s mobile app became the university’s sole communication tool, enabling administrators to send timely updates to over 8,000 students and 2,000 staff members. From managing logistical details to alerting about severe weather conditions, Regroup ensured operations continued smoothly.
Client Testimonial: “Without the Regroup app, we would have had no ability to disseminate vital information.”
Read the Full Story: Regis University Case Study

These testimonials highlight the critical role of Regroup in empowering universities to respond efficiently to emergencies while prioritizing safety and operational continuity. Whether it’s early alerts for snowstorms or maintaining communication during cyber disruptions, Regroup delivers proven results tailored to the unique needs of higher education institutions.

Beyond Snow Days: Comprehensive Campus Safety

In addition to snow day preparedness, universities rely on Regroup’s tools for other emergencies, including:

  • Active Shooter Preparedness: Real-time lockdown alerts and two-way communication.
  • Emergency Drills: Tailored templates for campus-wide safety exercises.
  • Pandemic Response: Rapid updates during health crises to maintain transparency.

Explore guides and solutions tailored to higher education:

Why Regroup Stands Out

Regroup Mass Notification is more than just another communication platform—it’s the most versatile, efficient, and user-centric solution for universities and campuses seeking unparalleled communication capabilities. 

Here are 12 reasons why Regroup continues to set the standard in mass notification systems:

  1. Unmatched Message Throughput
    Regroup sends up to 80,000 SMS/text messages per minute with the industry’s fastest message throughput, ensuring critical alerts are delivered instantly. Other providers typically fall short, operating at speeds between 10,000 and 60,000 messages per minute.
  2. Global Messaging Without Limitations
    Regroup allows clients to send messages worldwide, seamlessly supporting international students, faculty, and staff. Unlike many competitors, Regroup ensures no barriers to global communication.
  3. Comprehensive Desktop Notifications
    Regroup’s cloud-based Desktop Notifications integration is more reliable than traditional on-premises systems. It ensures that alerts reach devices without delay, even during system outages.
  4. Automatic Message Translation
    Supporting over 80 languages via email, text, and voice, Regroup ensures inclusivity and effective communication for diverse campuses. Many providers either lack translation capabilities or support significantly fewer languages.
  5. Flexibility with Open API Integrations
    Regroup’s platform integrates seamlessly with existing campus systems like security platforms, digital signage, and weather alert systems. Unlike competitors, Regroup offers robust API capabilities for enhanced adaptability.
  6. Unlimited Training and Support
    Regroup provides unlimited training and support at no extra cost, empowering campuses to maximize the platform’s potential. Many providers restrict training hours or charge additional fees for support.
  7. Multi-Location Threat Intelligence
    Regroup delivers multi-location threat intelligence through partnerships, enabling campuses to monitor events worldwide. This feature ensures informed decision-making, even across international sites—a capability limited in other systems.
  8. Custom Branding for Familiarity
    Regroup offers app customization to increase user adoption and campus engagement. This level of personalization is unavailable on most other platforms.
  9. Single App for All Users
    With one unified app for admins and recipients, Regroup simplifies usage and eliminates confusion. Many competitors require separate apps for different user roles, adding unnecessary complexity.
  10. Flexible Contracts
    Regroup offers a 12-month minimum contract, compared to the typical 3-year commitments required by other providers, giving institutions greater flexibility.
  11. FEMA-Approved for Reliability
    Regroup was among the first in the industry to achieve FEMA approval, ensuring compliance and reliability. Not all competitors meet this critical standard.
  12. Scalable for Campuses of Any Size
    Whether you manage a small college or a sprawling university system, Regroup effortlessly scales to meet your needs with unlimited groups, templates, and users.

By focusing on speed, inclusivity, flexibility, and unmatched support, Regroup remains the top choice for universities looking to safeguard their campuses, enhance communication, and simplify operations.

Is Your Campus Ready for Winter?

Snow day preparedness is about communication, safety, compliance, and operational efficiency. With tools like Regroup’s emergency notification system, your campus can seamlessly navigate winter challenges.

Ready to prepare your campus for snow days and beyond? Book a Demo with Regroup today!

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