Recent weather forecasts have been all over the map, from calling for “possible snow from 0 to 4 inches at anytime, most likely mid-day with 1-2 inches, or nothing at all” to “a crippling and potentially historic blizzard with life-threatening conditions” that ended up being a minor snowfall. With forecasts like these, how in the world does the WW-P superintendent, charged with ensuring the safety of more than 9,800 students and hundreds of staff members, decide whether or not to close the 10 schools under his charge? Does he look out the window? Flip a coin? Ask the groundhog?
In fact, Superintendent David Aderhold considers many factors before ultimately making the decision whether to close the schools due to weather and other conditions, which must be made by no later than 5:30 a.m.
Explains Aderhold, “School administrators work hard to determine if it is safe for students to be transported to schools. Ultimately, the decision to close, delay, or early release school rests with me, the superintendent. My decision occurs after the consultation with key district personnel such as the director of building and grounds, assistant superintendent of finance, and the coordinator of transportation.”
“In the very early hours of the morning, the director of buildings and grounds will contact local police and the directors of public works for West Windsor and Plainsboro townships, study various weather forecasts, and review conditions on district property. The transportation coordinator communicates with bus contractors and key department employees. While they discuss the road situation, I review conditions across the region, discuss the local conditions with Larry Shanok, assistant superintendent for finance (who oversees the transportation department), and confer with other superintendents in the area.”
“There are numerous factors to weigh in making the decision to close schools or to have an early closing,” says Aderhold. “First and foremost, I must consider the safety of students and staff. Questions to ask include, ‘Can the buses deliver students to and from home? Can students safely wait outside for school buses? Have crews cleaned the roads sufficiently so staff can drive to school or back home?’”
Of course, weather reports from various sources are monitored to determine if students and staff can be transported safely. In addition, road conditions beyond West Windsor and Plainsboro must be evaluated as employees might have delays in getting to work. If road conditions permit, a 90-minute delay can be utilized. And if the governor declares a state of emergency or issues a travel ban there is a direct and immediate impact on the district’s decision-making process for school closings, he adds.
The option of a 90-minute delay, as opposed to an even longer delay, is chosen for a reason. As Aderhold explains, “there is a state requirement for the number of hours in a school day. A 90-minute delay allows us to have a full day of school.”
With all this information, Aderhold then makes his decision, which is then disseminated to district administrators. A message is placed on the district web site, and on the district telephone system. In addition, the district sends out emergency notifications through Twitter, which are sent to anyone who signs up to receive the notifications.
Throughout the morning, Aderhold monitors road conditions and keeps principals advised of any changes to the daily schedule, and delivers any updated information through the same channels: the district web site, the district main telephone number, and Twitter. Early dismissal decisions must be made by no later than 10 a.m. to ensure that the staff and community are properly informed about the unfolding events of the day.
For working parents, in particular, early dismissals can be even more disruptive than schools closed for the entire day. But Aderhold believes that parents will support the process. “Student and staff safety are the concerns,” he says.
At the end of the day, despite all of his planning, the superintendent is still at the mercy of weather forecasters, who, despite all of their technology, can still make colossal forecasting mistakes, as shown recently by the Blizzard That Wasn’t. Maybe it is better to rely on the groundhog after all.
