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Notice on Evacuating Facilities During Final Exams

Stuart Day, Interim Vice Provost for Academic Affairs
Tuesday, Dec. 6, 2016, 10:19 a.m.
KU Lawrence Faculty
KU Lawrence Unclassified Professional Staff
KU Graduate Teaching Assistants

TO:                 All Members of the Instructional Staff

FROM:           Stuart Day, Interim Vice Provost for Academic Affairs

With final examinations scheduled to begin on Monday, December 12, I want to review University procedures for evacuating buildings, the policies and procedures that govern administration of examinations that are disrupted by evacuations, and the procedures for canceling or postponing examinations due to severe weather conditions.

A building evacuation may be necessary if there is a fire, power failure, lack of water, hazardous material release, structural damage, or any other situation that makes the facility unsafe or uninhabitable.  An evacuation may be initiated by the building alarm, by notice from a public safety officer or fire official, or by administrative decision.  If an alarm sounds, or if a public safety officer or fire official gives an evacuation notice, everyone must leave the building.

The KU Office of Public Safety and the Office of the University Registrar have developed a system to identify replacement classrooms in the event that evacuation is necessary while an examination is in progress or is scheduled to be administered.  Please inform your students that no final examination will be canceled or postponed to a later date because of a building evacuation. You also might let them know that there are real personnel and material costs associated with each evacuation.

In the event that weather conditions are so severe that examinations cannot safely be held, a decision to postpone examinations will be made and announced in accordance with existing policies and procedures on inclement weather.  (See the “Inclement Weather” portion of the "Winter Weather Policy and Procedures" on the Policy Library website at http://policy.ku.edu/provost/winter-weather-policies for further information.)

Detailed information about the policies and procedures affecting evacuations during final examinations is available on the Policy Library website at http://policy.ku.edu/provost/final-exam-evacuation-policy.  Please review the information and contact the Provost's Office (864-4904 or provost@ku.edu) if you have questions.

Stuart Day
Interim Vice Provost for Academic Affairs
Office of the Provost
The University of Kansas

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