Rainy Day Procedures
Procedures Categories

Important Phone Numbers

Office procedures for day before rain is forecast
(prepare students, instructors and rec. sups)

Recreation Supervisor procedures

REC SUP Morning Shift
REC SUP Afternoon Shift

Instructor procedure

Office follow-up, to be completed by reception, office manager AND program staff

1. Call all students scheduled for weekend classes and notify them of rainy day procedure:

a. Have each student call (510) 642-7707 for recorded message prior to going to marina.  Message will be left at 7am.

b. Have each student follow instructions on the message with regards to cancellations or calling back about afternoon classes (if a weather change is anticipated).

2. Call all instructors for weekend classes and notify them of rainy day procedures:

a. Have each instructor call message for information on status of class.

b. If class was not explicitly cancelled on the message, have instructors go to marina as scheduled to help in decision making process.

3. Call all recreation supervisors who are scheduled for the day(s) in question; inform them of the rainy day procedures (recreation supervisors’ procedural flow sheet will also be posted at the marina).

Specific Closure Guidelines: Close the yard if there is heavy rain and/or a strong southerly wind (10-15 mph and up).

a. Close the yard for morning only if the above conditions are present and weather forecast calls for clearing in the afternoon.  In recorded message, inform students to call back one hour prior to scheduled start time for information regarding the status of the yard and afternoon classes.

b. Close the yard for the entire day if above conditions are present and forecast calls for conditions to remain the same.

c. If morning conditions are good but the forecast calls for worsening of weather conditions, stay open in the morning and reassess if conditions worsen.

d. If you should need to close the yard during your shift, consult the schedule of classes and make class-cancellation calls to the appropriate instructors and students by one hour prior to the class start-time.

1. Show up by 6:45am

2. Observe current conditions at UCAC and get forecast from weather radio.

3. Decide whether or not the yard should remain open or closed and for how long (based on UCAC conditions and forecast for the day).  CONSULT GUIDELINES ABOVE

4. If yard remains open, proceed as normal but reassess the conditions as necessary.

5. If yard is closed, leave recorded message including the following information:

a. your name
b. day and date
c. time
d. current conditions at the UCAC
e. status of yard (open/closed)
f. classes affected in chronological order with instructions to students (see script)
g. plans for the remainder of the day (depending on the forecast)

6. Call the instructors whose classes have been cancelled.

7. Call the students whose classes have been cancelled; refer to rosters for their numbers.

8. Call Cal Adventures office manager (643-0995).  List cancelled classes.  Ask reception to call affected students with makeup or reschedule information.

9. Call program manager or director (642-7666) about any cancellations.  Give a summary of actions taken.

10. Call equipment operations manager (643-1299) to inform him/her of the closure of the facility.

11. Stay on duty until all people who are affected by closure are contacted by phone or spoken with personally (some people may show up anyway because they didn’t get the phone message in time).

12. Upon departure from the UCAC, leave a sign on the gate for others who may show up.  Include the recorded message number so they can call for more details.

1. Show up at scheduled time.

2. Observe current conditions at UCAC and get forecast from weather radio.

3. Decide whether or not the yard should remain open or closed and for how long (based on UCAC conditions and forecast for the day).  CONSULT GUIDELINES ABOVE

4. If yard remains open, proceed as normal but reassess the conditions as necessary.

5. If yard is closed, leave recorded message including the following information:

h. your name
i. day and date
j. time
k. current conditions at the UCAC
l. status of yard (open/closed)
m. classes affected in chronological order with instructions to students (see script)
n. plans for the remainder of the day (depending on the forecast)

6. Call the instructors whose classes have been cancelled.

7. Call the students whose classes have been cancelled; refer to rosters for their numbers.

8. Call Cal Adventures office manager (643-0995).  List cancelled classes.  Ask reception to call affected students with makeup or reschedule information.

9. Call program manager or director (642-7666) about any cancellations.  Give a summary of actions taken.

10. Call equipment operations manager (643-1299) to inform him/her of the closure of the facility.

11. Stay on duty until all people who are affected by closure are contacted by phone or spoken with personally (some people may show up anyway because they didn’t get the phone message in time).

12. Upon departure from the UCAC, leave a sign on the gate for others who may show up.  Include the recorded message number so they can call for more details.

1. Call recorded message to check if your class has been cancelled.  If it has not been explicitly cancelled, show up at the yard to help with the decision making process.  If the yard has been closed for the morning and your class is scheduled for the afternoon, call back one hour prior to class time to check the status of the yard.  Again, if your class has not been explicitly cancelled, show up at the yard to help with the decision making process.

2.  If your class is cancelled call the program manager or director early in the following week to discuss rescheduling options.

1. Gather information about cancelled classes from the office manager and the program manager or director.

2. Double-check class-specific information, including refund, credit or rescheduling details  (refer to the director or program manager for this).

3. Call all affected students with these details by end business day on the Wednesday following.