Inclement Weather Protocols

The information and sources considered include:

• Consultations with local emergency management, law enforcement, and weather experts. In addition to monitoring local weather forecasts, San Marcos CISD participates in ongoing Hays County emergency management conference calls. Calls are scheduled by county officials any time weather threatens the central Texas region.
• Information on road and sidewalk conditions from transportation operations staff.  The transportation staff serves as the internal experts on area roads. Eyewitness reports from staff provide an invaluable addition to regional emergency management reports.
• Weather related disruption to facilities. San Marcos CISD must evaluate any disruption to facilities that might prove hazardous, such as electrical, heat and water services.
• Current and projected weather conditions. Because students and staff walk, bike and ride in cars to school beginning as early as 5 a.m., San Marcos CISD evaluates current and predicted weather conditions after consulting with regional experts. Reports of accumulated, projected and clearing of road hazards are taken into consideration in the early morning hours.
• Consideration of neighboring school district and university decisions. San Marcos CISD collaborates with area districts to gain a better understanding of how the entire region is affected by inclement weather conditions. While each district is unique, this partnership allows all districts to have a more complete understanding of weather conditions.

A team of district leadership gathers information and makes recommendations from the information and sources above. Ultimately, the Superintendent, or a Chief in the Superintendent’s absence, decides whether or not to modify the regular school schedule.

Whenever possible, San Marcos CISD will make the decision by 5:30 a.m., or earlier if possible, in order to begin the notification process. The first buses leave the transportation center by 5:45 a.m. and those employees leave home much earlier. Additionally, early notification allows parents, guardians and staff to make informed travel and childcare decisions. Despite every effort to decide and notify the community early, weather can change rapidly. Sometimes notifications are later than what the district would like.

If an inclement weather event is predicted or unfolding in evening hours:

• Announce the district’s observance of inclement weather and procedures.
• 2:00 p.m.: Make a decision, when possible, whether after school activities need to be canceled or adjusted in order to communicate prior to the end of school for elementary and departures for most after school competitions and events.
• 7:00 p.m.: Monitor temperature and precipitation levels to project threat to roads, driveways and sidewalks.
• 8:45 p.m. or up to 11:59 p.m.: Communication will be sent if the temperature/precipitation model meets standard.
  • Phone calls, emails and text will go out to all contacts if the district has either canceled or adjusted the school day.
  • If the district continues to monitor inclement weather during the evening, all contacts will be notified via email and reminded that if conditions warrant a delay or cancellation of classes, communication will be sent. If you do not receive a call or email with delay or cancellation information, classes will go on as scheduled.
  • At or below 32º and any chance of reported precipitation may result in a 2-hour delay.

If threat of inclement weather is predicted or unfolding in early morning hours

• 3:00 a.m. – 4 a.m. Monitor temperature and precipitation levels to project threat to roads, driveways and sidewalks. Analyze information reported in regional conference calls
• 5:30 a.m. – 6:15 a.m. Communication via phone call, email, and text will be sent if the school day is adjusted or canceled. If you do not receive a call or email with delay or cancellation information, classes will go on as scheduled.
  • If changes occur, updates on delays or school closures will also be posted on the District website, Twitter and Facebook pages.
  • At or below 32º and any chance of reported precipitation may result in a 2-hour delay.

Students are not typically released early unless there is reason to believe it is necessary to avoid potentially unsafe situations, such as an approaching ice storm. Students will not be sent out of a safe building into bad weather. We also do not want to risk sending students home unsupervised if parents or guardians are not typically home during the school day. Teachers will supervise all students until parents can pick them up. 

If there is a cancelation or delay, parents, guardians and staff will be notified by phone, email and text if their contact information is up to date. If you do not receive communication with delay or cancellation information, classes will go on as scheduled.

If the district is continuing to monitor inclement weather, all contacts will be notified via email and encouraged to stay connected to the District’s website for the latest news.

• If school is canceled or the start of the school day is delayed:
  • Parents, guardians and staff registered to receive messages from the District will receive communication from the District the night before or by 6:15 a.m. that morning.
  • Parents, guardians and staff will receive a phone message notifying them the night before or starting as early as 5:45 a.m. on the day of.
• Updates on school closures will also be posted on the District website, Twitter and Facebook pages.
• The news media will be notified of school closures by 6 a.m.

For parents or guardians who wish to update or check their contact information, they may do so by contacting the Registrar’s office at their student’s campus.