How Schools Decide on Closings: A Superintendent’s Look

At 3:47 AM, district decision-makers begin reviewing weather data, road conditions, and building safety updates. This early morning evaluation is a key part of how we decide on closings, ensuring every choice is based on real-time information.

This isn’t just a weather check; it’s a complex, data-driven ritual where student safety hangs in the balance, and I am pulling back the curtain to show you exactly how schools decide on closings. This early morning routine is a carefully coordinated effort, involving a team of experts, real-time data, and a deep sense of responsibility for every child in our district. Understanding this process can help demystify why these crucial decisions are made.

The 4 AM War Room: Who Makes the Final Call?

It’s never one person alone in a room. My first call is always to my Director of Transportation, a former bus driver with 30 years of experience reading our district’s roads. He and his team are the first line of defense, providing crucial on-the-ground intelligence that no weather app can match.

This core group of decision-makers forms our 4 AM war room, a network of professionals who bring different expertise to the table.

• The Superintendent (The Decider): I hold the ultimate accountability for the final call, synthesizing all information to make a decision that prioritizes the safety of thousands of students and staff.
• Director of Transportation (The Road Expert): This is my most crucial partner. Starting at 3 AM, drivers are physically inspecting bus routes, reporting on everything from icy patches on rural hills to visibility in foggy valleys.
• Head of Facilities (The Building Guru): This team member reports on the status of our school buildings. They check for power outages, ensure heating systems are operational, and confirm that parking lots and walkways can be cleared for safe access.
• Local Meteorologist (The Forecaster): We don’t just watch the morning news. Our district pays for a dedicated meteorological briefing service that provides hyper-local, route-specific forecasts on the timing and type of precipitation.
• City Public Works Director: This partnership is vital. I need to know the city’s plowing schedule. Their ability to clear the main arteries directly impacts whether our buses and staff can get to school safely.

The Decision Matrix: How We Weigh the 5 Key Factors

To make a consistent and objective decision, we rely on a decision matrix, a live dashboard of weighted factors that guide the process. This isn’t about gut feelings; it’s about a systematic risk assessment where student safety is always the top priority.

• Road & Route Viability (40% Weight): This is the most significant factor. It’s not about whether your own street is clear; it’s about the most dangerous hill on the most remote bus route. If even one route is deemed unsafe, we cannot safely open the entire district.
• Temperature & Wind Chill (25% Weight): We adhere to a strict chart based on National Weather Service data. For example, a wind chill of -20°F can cause frostbite in as little as 10 minutes. For me, that kind of cold triggers an automatic closure, as we can’t guarantee the safety of our walkers or students waiting at bus stops.
• Precipitation Type & Timing (20% Weight): Freezing rain is our worst nightmare. A few inches of snow are manageable, but a thin, invisible glaze of ice on roads and sidewalks is a game-changer. The timing also matters snow that starts at 8 AM is very different from snow that has been falling all night.
• Facility Readiness (10% Weight): This is a simple pass/fail. If a school has no heat or no power, it’s an automatic no-go. We cannot hold classes in a building that isn’t safe and warm.
• The Human Element (5% Weight): Finally, we consider the practical realities. Can our youngest elementary students navigate deep snow or icy sidewalks? What about the staff members who commute from 50 miles away? This factor ensures we don’t lose sight of the people our decision affects.

A Minute-by-Minute Timeline: My Alarm to Your Alert

The process of calling a snow day is a race against the clock. Every minute counts in ensuring families have enough time to adjust their plans.

10:00 PM (The Night Before): After the evening weather briefing, sleep is restless. I review the latest forecast models one last time and set my alarm for 3:00 AM.

3:00 AM: I am awake, coffee in hand, immediately checking radar loops and temperature trends. The first text messages from my transportation and facilities directors are already coming in.

3:30 AM: The core team holds a conference call. What are you seeing? This is my first question. The Director of Transportation reports black ice forming on the north-side routes, which are typically the most hazardous.

4:15 AM: This is the critical call with our meteorologist. He confirms that the freezing rain will end by 5:30 AM, but temperatures will stay below freezing until mid-morning. This information is pivotal; it suggests that a 2-hour delay might be a viable option instead of a full closure.

4:45 AM: This is the moment of truth. I run through the decision matrix one last time. With conditions still dangerous, the delay seems like the safest bet. I have to make the call now to get the official alert out by our 5:15 AM deadline.

5:00 AM: This is the Superintendent. All schools will operate on a two-hour delay today. I give the final word to my communications director.

5:05 AM: The communications team executes the plan, sending out a blast of texts, emails, and phone calls. The district website is updated, and official social media accounts post the announcement.

The Hardest Call I Ever Made: A Personal Case Study

Two years ago, the forecast was for a manageable 2 inches of snow. But by 4 AM, we already had 5 inches on the ground, and it was still coming down hard. Every piece of data in our decision matrix screamed, CLOSE.

The conflict was immense. It was a critical state testing day, and I knew that closing the schools would cause massive disruption for thousands of parents who were counting on us to be open. The pressure to stay open and not overreact was intense.

I made the call to close the schools. An hour later, a major multi-car accident occurred on a key bus route that would have been filled with our students. My transportation director called me, his voice shaking, and said, Boss, you saved lives today. I still think about that morning. It serves as a constant reminder that this job isn’t about being popular or convenient; it’s about prioritizing safety above all else.

Beyond the Snow: Other Reasons We Close Schools

While severe weather is the most common reason for closures, the same fundamental decision-making framework applies to other emergencies as well. We use a similar risk-assessment process to decide on closures for:

• Widespread power outages
• Boiler or heating system failures
• Water main breaks
• Public health crises, such as a pandemic
• Security threats in the community

In every scenario, the core question remains the same: Can we guarantee a safe environment for our students and staff?

Your Action Plan: How to Get the Official News First

When there’s a potential for a school closure, information spreads quickly—and not all of it is accurate. Here is how to ensure you get the official word as fast as possible.

✅ Opt-in for District Texts: This is always the fastest and most direct channel for official announcements.

✅ Follow Official Social Media: Follow our district’s official Facebook and Twitter accounts and turn on notifications for our posts.

✅ Bookmark the District Website Homepage: We post a prominent banner on the homepage with the latest information.

❌ Stop Refreshing Unofficial Pages: Parent gossip groups and unofficial community pages often spread rumors or outdated information. Rely only on official sources.

How Do Schools Decide on Closings? Your Top Questions Answered