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Campus Snow and Ice Management Plan

Snow and Severe Weather ProceduresThe following is the procedure to cancel classes and close the administrative offices of the University. Certain functions (e.g., research and clinical activities, residential housing facilities) require that the University never entirely close. On rare occasions, severe winter storms may necessitate that the University cancel classes and close many of its administrative offices. The closing of the Laboratory Schools will be authorized by the Director of the Laboratory Schools or designee.

Procedure for Canceling Classes and Closing Offices

1. The Executive Director of the University Police Department and the Associate Vice-President for Facilities Services (or designee of either) will confer with the EC if they believe that weather conditions make travel to or around the campus unsafe.

2. If they believe taking action is appropriate, the Associate Vice-President for Facilities Services (or designee) will confer with the IC for authorization. If the IC is unavailable, the Associate Vice-President for Facilities Services will confer with other available members of the Policy Group (If no member of the Policy Group is available, the alternate EC may act using his/her best judgment

3. Upon receipt of authorization, the Associate Vice-President for Facilities Services will in turn notify the following departments:

1. University Police Department;2. Emergency Manager;3. Provost’s Office;4. Information Technology Services (to provide information on Web site);5. Emergency Closing Center (to provide information to local media);6. University Housing (to notify residents);7. University Human Resources Management (to notify academic divisions and administrative

offices); and8. Residential Services.

EMERGENCY MANAGEMENT

Contacts

Facilities Services Work Center 4-1414 24 hour per day, 7 days a week

Landscape Services Office 4-5218 Regular Hours of Operation: Monday - Friday, 6:30am – 3:00pm

Transportation & Parking Office 2-8969 Regular Hours of Operation: Monday - Friday, 8:00am – 5:00pm

Facilities Services Office 2-1700 Regular Hours of Operation: Monday - Friday, 8:00am – 5:00pm

Building Services Office 4-1310

Regular Hours of Operation: Monday - Friday, 8:00am – 5:00pm

Custodial (contractor) 2-0196

Regular Hours of Operation: Monday - Friday, 8:00am – 5:00pm Supervisor - Home: (708) 672-2040 Cell: (773) 263-0531

Pager: (312) 933-7756

Because of the potential hazards to University students, faculty, staff, and visitors, the Snow and Ice Management Plan is part of The University of Chicago Emergency Management Plan. The goal of the Snow & Ice Management Plan is to ensure that the core functions of the University continue as scheduled, despite the occurrence of winter weather. In order to achieve this goal, management must identify essential personnel to ensure that snow and ice events are addressed as quickly as possible. Essential personnel are any employees who are vital to the operation of critical services and research and whose presence is required regardless of the existence of an emergency condition.

  The responsibility of snow and ice control for the University of Chicago campus, including

parking lots, passages in the main quad, sidewalks, loading docks, entryways and steps rests upon the Facilities Services Landscape Services Department, Residential Properties and Transportation & Parking Services and will be coordinated by Landscape Services Supervision. Therefore, all Landscape Services and certain Residential Properties and Transportation & Parking Services employees are considered essential personnel, and may be required to work as needed for snow and ice removal during the winter months. Currently, Landscape Services is made up of 2 Supervisors and 20 Grounds personnel. There are presently 12 Building Maintenance Workers and 2 Parking Monitors involved in the general snow plan.

Some limited snow removal responsibility will be performed by custodial staff at specified buildings. They will be contacted by Facilities Services in anticipation of a snow event that may require shoveling of steps and entryways. Residential Properties employees handle their building entrances and walkways and currently employ a contractor for their parking areas. The University of Chicago Medical Center is responsible for snow and ice management for their properties.

Introduction

It is the goal Facilities Services to make all campus facilities safe and accessible as soon as possible following a winter storm. Facilities Services will attempt to clear primary walkways, entrances, loading docks, parking lots and University streets of snow and ice within 24 hours following the completion of a snow or ice event. Secondary locations may take longer to complete.

  Snow and ice removal will be conducted in a systematic manner giving priority,

when possible, to buildings where operations have been identified as essential.   No two storms are identical, and such things as the rate and accumulation interval

of snowfall, moisture content, temperature, time of day or night, wind direction and velocity, and duration of the event are all factors that interact to create unique aspects of each storm. For that reason it may be necessary for the crews to reevaluate their approach and alter their specific response to meet the needs of each storm as needed. This may include alterations to the order in which things are done, or changes in the number and/or assignment of employees.

* NOTE: LANDSCAPE SERVICES EMPOYEES DO NOT PUSH, TOW, JUMP START OR OTHERWISE ASSIST VEHICLES THAT ARE STUCK IN THE SNOW.

Goal

Weather forecasts will be reviewed on a daily basis during the winter season by the Director of Building & Residential Services and Landscape Services Supervision. To the best of their ability and, given the information available at the time, a determination will be made as to the need to schedule employees for snow and/or ice removal operations. A tentative plan will be approved, when possible, prior to the end of the shift each day so that the affected personnel can be notified of any changes to their schedule prior to leaving for the day. Regardless of the outcome of this meeting, there is always the possibility that some or all personnel may be called in to address the needs of the University.

Weather conditions are unpredictable, and may change at any time so it is imperative, and the responsibility of each individual employee, to provide Landscape Services Supervision with all current and available contact information so that they may be notified in the event of a snow or ice emergency. In the event of a lack in staffing or significant snowfall, Supervision and, in some cases additional Facilities Services employees, will be required to work in order to complete snow removal on a timely basis. Supervision will review the most current version of the snow plan with the members of the Service Crew each year prior to the anticipated start to the winter season.

Throughout the winter season it is the responsibility of each individual employee to update this information or to provide Supervision with an alternative mode of contact should those available be invalid for any reason. This includes instances in which an employee may be away from home for the evening, or will be otherwise unreachable with any of the modes of contact on file.

In order to ensure that the university functions as normal, snow of 4” or more may require that all available vehicles be employed to address the volume of snow to be moved. This will include the possibility of Supervisors working with the crew, expanded use of Transportation & Parking Services employees, and additional Facilities Services employees from other units.

Procedures

Special Needs and Events Coverage

As a rule, Landscape Services will schedule snow and ice removal operations around the known needs of the University according to normal operating hours. Clients in buildings that are scheduling special events, or have specific needs will need to coordinate with Facilities Services for after-hours or special needs coverage. This can be done by contacting the Facilities Services Work Center at 4-1414 during normal hours of operation, or on an emergency basis by calling the University Police. Facilities Services will attempt to answer all calls to the best of their ability, but only those events where specific parameters are established before-hand can be guaranteed coverage.

Other InformationAll known entrances, walkways, etc. have been included in specific snow removal routes, however please be aware that during the course of a storm it takes the crews some time to cover the entire campus. Customers who have special requests or wish to report difficulties should contact the Facilities Services Work Center at 4-1414. The Work Center will create a work order and contact Landscape Services Supervision with areas of concern. Please do not attempt to contact the Landscape Services Crew directly during the course of a storm, or during the clean-up that immediately follows. We are busy trying to address the needs of the campus as a whole, and are unable to take individual calls.

Parking Lots

Loading Docks1 Cummings Hall - west side of building.2 Bookstore - loading dock and small lot behind building.3 Hinds Geophysics Lab - small loading dock, west of the back steps.4 Ingleside Hall - small loading dock for Post Office.5 Administration Bldg. - small loading dock, off of Ellis Ave.6 Eckhart Research Center - long drive and dock off of 57th St. (under construction)7 Biological Science Learning Center (BSLC ) - loading dock, off of 57th St.8 Crerar Library - loading dock, off of 57th St.

9High Energy Physics (HEP) - in front of large overhead door on 56th St. and long drive in front of ground elevator.

10 Ratner Center - loading dock, off of 56th St.11 Accelerator Bldg. - sunken loading dock, at the corner of 56th St. and Ellis Ave.12 Regenstein Library - long drive and sunken loading dock, off of 56th St.13 Court Theatre - sunken loading dock, off of Ellis Ave.14 Smart Museum - small loading dock off of 57th St.15 Crown Field House - small loading dock, off of 56th St.16 Pierce Hall - loading dock on east side, off of University Ave.17 Kent-Jones Halls - loading dock on back of building.18 Anatomy-Zoology Bldgs.- loading dock at service elevator.19 Mandel Hall - loading dock, off of University Ave.20 Oriental Institute - loading dock behind building.21 Robie House - small loading dock facing Woodward Ave.22 Lab School Belfield Hall - loading dock on northeast corner of the building.23 Booth School/Ida Noyes Hall - loading dock and parking area off of Kimbark Ave. 24 Wieboldt Hall - loading dock off of 59th St. 25 Burton-Judson Courts - sunken circular loading dock, off of Ellis Ave.26 Edelstone Bldg. - loading dock behind building, off of Ingleside Ave.27 Law School - dock on west side of building.28 Chapin Hall - small dock, off of the parking lot29 Orthogenics School - long dock at the east end of Chapin parking lot.30 Press Bldg. - long drive and dock, south of the building31 5720 Woodlawn - small driveway off of Woodlawn Ave.32 5710 Woodlawn - long driveway, off of Woodlawn Ave.33 5733 University - small gravel area, in back off of the alley34 5737 University - small paved area, in back off of the alley35 Logan Center - loading dock off Ingleside Ave.

Walkways

Route 1

Route 2

Route 3

Route 4

Route 5

Approaches & Entryways

Route 1

Route 2

Route 3

Route 4

Route 5

Route 6

Custodial Assistance

BUILDING PRIORITY SHIFT DAY TIME LOCATION

Administration Bldg. 1st1 3

m - f5am -1:30pm 11pm-7:30am

East & West Entrances

Bond Chapel 2nd 3 m - f 11pm -12:30am East Entrance

Cobb Hall 2nd 3 s - th 11pm -7:30am East & West Entrances Culver Hall 2nd 1 m - f 10:30am-2:15pm West Entrance Eckhart Hall 2nd 3 m - f 11:30pm-7:30am South Entrance Erman Hall 2nd 1 m - f 10:30am-2:15pm East Entrance Foster Hall 2nd 2 m - f 4-8:30pm North Entrance Green Hall 2nd 1 m - f 5am 1:30pm West Entrance

Harper Memorial Library 2nd3rd

13

m – f s - th

5am -1:30pm 11pm-7:30am

2 North & 1 South Entrances

Haskell Hall 2nd 2 m - f 6pm -12:30am East Entrance Hinds Geophysics Lab. 2nd 1 m - f 5am-1:30pm East Entrance & ADA Ramp Ingleside Hall 2nd 1 m - f 5-7am South Entrance Jones Lab 2nd 1 m - f 5am -12:30pm South Entrance Kent Lab 2nd 1 m - f 5am -1:30pm South Entrance Kersten Physics Lab 2nd 1 m - f 5am -1:30pm North & South Entrances LASR Bldg. 2nd 2 m - f 4- 9:30pm South Entrance

Logan Center 1st 3 su-sa 11pm-7:30am South & North Entrances Mott Bldg. 2nd 2 m - f 6pm-12:30am North Entrance & ADA Ramp

Oriental Institute 1st 1 m - f 7am -3:30pm North Entrance & ADA Ramp Press Bldg 2nd 2 m - f 4pm -12:30am North & South Entrances Pick Hall 2nd 1 m - f 5am -1:30pm East & West Entrances

Regenstein Library1st1st

13

m - f s - th

7am -3:30pm 11pm -7:30am

East Entrance

Reynolds Club2nd2nd 

32

s - th m - f

11pm -7:30am 5-8:30pm

North Entrance

Rosenwald Hall 2nd 2 m - f 4pm -12:30am North Entrance Ryerson Hall 2nd 1 m - f 5am -1:30pm South Entrance Searle Chemistry Lab. 2nd 1 m - f 5am-1:30pm West Entrance Social Science Research Bldg. 2nd 2 m - f 4pm - 2:30am North Entrance Stuart Hall 2nd 3 s- th 11pm-7:30am West Entrance Swift Hall 2nd 2 m - f 4- 11:30pm North Entrance Walker Museum 2nd 2 m - f 4pm-12:30am North Entrance Young Bldg. 2nd 2 m - f 4 -10pm North Entrance

BUILDING PRIORITY SHIFT DAY TIME LOCATION

Blackstone Hall 2nd 1s-wm-f

7am-3:30pm8:30am-5pm East Entrance

Breckinridge Hall

2nd 1

s-w

m-f

7am-3:30pm

8:30am-5pm

South Entrance

Broadview Hall 2nd 1s-w

m-f

7am-3:30pm 8:30am-5pm East Entrance

Burton-Judson Courts 2nd 1s-w

m-f

7am-3:30pm 8:30am-5pm Northwest Entryway

5700 Stony Island 2nd 1s-wm-f

7am-3:30pm8:30am-5pm

West Entrance

International House 1st 1s-wm-f

7am-3:30pm8:30am-5pm

South Entrance

Maclean Hall 2nd 1 m-f 8:30am-5pm Central Entryway

Max Palevsky Central

Max Palevsky East

Max Palevsky West

1st

1st

1st

1

1

1

su-sa

m-f

m-f

7am-7pm

8:30am-7pm

7am-7pm

North & South Entrances

Southwest Entrance

Southwest Entrance New Graduate Residence Hall

1st 1 m-f 7am-3:30pm North Entrance

Pierce Hall

1st1 m-f 8:30am-5pm West & East Entrances

South Campus Residence Hall

1st 1su-s m-f

7am-3:30pm 8:30am-7pm North Central Entrance

Buildings Main WalksRatner Center Ellis AvenueBookstore 57th Street Post Office Woodlawn Ave - Booth School to MidwayRegenstein Library University Ave. Ellis Ave. Parking Structure Main QuadCourt Theatre Smart Museum Bartlett Commons Max Palevsky Halls Alumni House Crerar Library Administration Bldg. Bond Chapel President's House Oriental Institute Rockefeller Chapel Mandel Hall Reynolds Club Ida Noyes Hall International House South Campus Residence Hall New Graduate Residence Hall Law School Drexel Ramp - University Police Logan Center

Routine Weekend Coverage

Anti-icing – The Preventive StrategyThe key to safer surface conditions and more efficient use of deicers is to apply them just prior to or at the beginning of the storm for the primary purpose of preventing the formation of an ice-surface bond.  Removing the snow pack after it has bonded is more difficult than keeping it from forming in the first place.  This approach has many advantages including the need to use less chemical de-icer. 

Deicing – The Reactive StrategyAlthough anti-icing is fast becoming the preferred strategy, deicing is still a necessary approach in snow and ice control.  Deicing is a reactive response; its purpose is to break the bond of already bonded snow and ice.  The process begins during, or after, a significant amount of snow has already settled on the surface. Crews generally plow first, then apply deicer. Ice events are an exception. Which strategy to use is not an either/or decision when deciding upon a strategy.  Many times the circumstances of a winter storm are such that a reaction approach is the only option.

Application Strategies

Treatment Protocols

ProductsProduct Data Sheet ECOSALT® Medium Granule

ECOSALT® is treated with GEOMELT® 55 Liquid Organic Accelerator natural agriculture product (beet juice) that features snow and ice control performance superior to traditional rock salt, but is less corrosive to equipment and the environment. ECOSALT® effective working temperature -30°F will reduce salt consumption by 30% increasing equipment and employee efficiency.

Utilized on most walks and entryways

Anti-icing pre-storm, prevents snow and ice from bonding with pavement, making removal easier

Deicing cuts through hardpack breaking bond with pavement, making removal easier Reduces application rate by up to 30% Lowers maintenance costs by reduced application rates Reduces corrosion up to 60%

Lowers operating costs through increased equipment and employee efficiency Reduces bounce and scatter loss during application by 80% Reduced application rate lowers negative impact on the environment

Used on drives & parking lots

Economical Reduces salt consumptionReduces laborIncreases equipment life

Effective Works longer; 2-3 DaysWorks in lower temps - Up to -30°F

Environmentally Friendly Less corrosion to surfacesLess harmful to green spaces

GEO-BLEND S7Sodium/Calcium/Magnesium

ChloridesAnti/De-icing UsesSpray on pavementSpray on spinner

Mix at augerEffective to -30°

Up to 80% less corrosive than “brines"

Multi-day residual

Liquid option

CRYOTECH CMA®SOLID COMMERCIAL

DEICERBENEFITS• Low corrosion: less corrosive than tap water• Safe for concrete: the safest deicer for concrete• Excellent inhibitor: reduces chloride corrosion• Safe for the environment: biodegradable, low toxicity• Residual effect: requires fewer applications• Multi-purpose: use straight, with salt, with sand, or as a liquidPERFORMANCE• Works best above 20 ° F (-7 ° C)• Has long lasting effect - better than salt or urea• Breaks/inhibits bond between snow/ice and pavement• Creates a dry, powdery snow which improves tractionAPPLICATION• Apply early in the storm to prevent snow/ice bonding• First application:Commercial = 15-20 lbs/1000ft2 (75-100 g/m2)Highway = 300-400 lbs/lane mile (20-40 g/m2)• Wait at least 20 minutes to remove snow/ice• Re-apply when new snow/ice accumulation shows first tendency to bondENVIRONMENT• Biodegrades to carbon dioxide and water• Calcium and magnesium increase soil permeability• Essentially non-toxic to aquatic species• Poor mobility in soil - unlikely to reach groundwater• Safe for vegetation• Does not contain nitrogen or chlorides

FOR ORDERING INFORMATION CONTACT:Ph: 319.372.6012 or 800.346.7237 Fax: 319.372.2662 E-mail: deicers@cryotech.comCryotech Deicing Technology . 6103 Orthoway . Fort Madison, IA . 52627 WWW.CRYOTECH.COM

FAQsWho is responsible for snow removal at the University?Facilities Services’ Landscape Services Crew is charged with ice and snow removal for the University. The scope includes: Building entrances, sidewalks, footpaths, loading docks, parking lots (with Transportation & Parking Services) and the vacated streets that are considered University property such as the Main Quadrangle and Kimbark Avenue between 58th and 59th Streets. At the Medical Center, the UCMC Physical Plant accomplishes similar tasks. Residential Properties manages snow removal for the University-owned residential properties, both on and off campus.

Who is responsible for removing snow from the city streets?In Chicago, snow removal is the responsibility of the city and property owners. The City of Chicago has responsibility for the public right-of-way. This includes the travel lanes of the streets. The City of Chicago requires property owners to remove snow from sidewalks and walkways that adjoin their property. Off-street parking facilities are also the responsibility of the operator.Who removes snow from the Midway?Paths throughout the Midway Plaisance are the responsibility of the Chicago Park District. Although within the purview of the Chicago Park District, in an effort to aid pedestrian traffic from the south campus, Facilities Services clears the Ellis ,Woodlawn and Dorchester Avenue sidewalks that bisect the Midway Plaisance from 59th to 60th Streets. At the Laboratory Schools, Facilities Services will clear the path across the northern panel from 59th to the westbound lane of the Plaisance.

Who removes the snow from the University parking lots and garage? How soon can we expect snow to be removed by the University?Facilities Services Landscape Services Crew handles snow removal for the University. They are assisted by Transportation & Parking. Depending on the time of day a snow event occurs, snow removal may occur periodically during an event. However, it can be difficult to get ahead of a snow event. Complete removal may not occur until the snow event ends.

Parking lots are best plowed when as few vehicles are parked in them as possible. Plowing in lots therefore is ideally done during overnight or early morning hours to ensure as many spaces as possible are clear. Until the snow event ends, vacant spaces, drive lanes and entry/exit points will be plowed. Drivers can assist the effort by clustering vehicles together to facilitate plowing,

When can the secondary streets be expected to be plowed?The city has a protocol they follow to keep the city safe and functioning during snow events. Primary routes are plowed first and are continually plowed until a snow event ends. Once a snow event ends, hospital routes, streets near emergency services and schools are cleared. Then secondary roads are cleared, but only the travel lanes.

Does snow get removed from the curb lane?Unless a road has a winter parking ban (such as the Midway Plaisance and S. Hyde Park Blvd.), snow is not removed from the curb lane where cars park.

Why do the main roads get cleared, but the secondary roads remain unplowed hours or days after a snow fall? It is the city’s priority to have the primary roads cleared and safe before proceeding to plow secondary roads and side streets. Depending

on the amount of snow that falls and how long a snow event lasts, it could take several days before the city plows all secondary streets.The following is according to the City of Chicago’s website: “Whenever the arterial streets are deemed safe for travel during or after a snowfall, the city's salt trucks are dispatched to the secondary, residential streets for salting and plowing operations. This work continues until all city streets have been treated.”

Who removes snow from bus stops/shelters?The city has a contract with a vendor to maintain and clear snow from the bus shelters in the city. CTA will clear snow from bus stops if necessary.

Who can I call about removing snow?On University property, you can call the Facilities Services Work Center at 4-1414 or submit the online Service Request Form.For Residential Properties buildings, contact them at 3-2200.For the UC Medical Center, contact their security department at 2-6262For city streets and the Park District, you can call 311 to report snow removal. You can also report this on the city’s website at www.cityofchicago.org.

I can’t park on the street after it snows. Where can I park?The University has parking permits available at the parking garages. Some lots on south campus may also be available. You can contact the parking office at 2-8969 or stop by the parking office to sign-up for parking. Employees may use payroll deduction to pay for their parking, which saves up to 20%. The University also has a free lot at 60th & Stony Island, available on a first come, first served basis. Free CTA routes 171 and 172 provide bus service from the Ellis Garage to points south.

I don’t want to drive during the winter. What are my options?The University has a number of programs to help you get to campus without having to drive. We offer discounted and free parking for carpools, free local bus routes and routes to connect to CTA, Ls and Metra. We also offer programs, such as guaranteed ride home, occasional parking and car-sharing to help with leaving your car at home. Visit the Transportation and Parking website for more information.

Why doesn’t the University plow the city streets?The University must devote its limited snow removal resources to the walkways, sidewalks and parking facilities for which it is responsible. Redirecting these resources to city streets would make it difficult to adequately clear snow on University property. In addition, the University would be liable for any damage caused by plowing the city streets.