Catastrophic Events Policy

Catastrophic Events Policy

I. PURPOSE

This policy establishes Wiley University's commitment to protecting students, ensuring continuity of educational services, and safeguarding institutional records during catastrophic events. This policy fulfills the institution's obligations under the State Authorization Reciprocity Agreements (SARA) as administered by the Texas Higher Education Coordinating Board (THECB), specifically addressing Requirement 14 of the SARA Institution Participation Application.

II. SCOPE

This policy applies to all Wiley University students, faculty, and staff, with particular emphasis on students enrolled in distance education programs offered under SARA agreements. The provisions herein govern institutional response to events that significantly disrupt normal university operations.

III. DEFINITIONS

Catastrophic Event: Any occurrence that significantly disrupts normal university operations, including but not limited to: natural disasters (hurricanes, tornadoes, floods, severe weather), public health emergencies (pandemics, disease outbreaks), infrastructure failures (extended power outages, critical system failures), security incidents (cyberattacks, physical threats), fire or structural damage, and circumstances requiring extended campus closure.

Disaster Recovery: The process of restoring critical institutional functions, systems, and services following a catastrophic event.

Business Continuity: The capability of the institution to continue delivery of educational services at acceptable predefined levels following a disruptive incident.

IV. CONTINUITY OF INSTRUCTION

In the event of a catastrophic disruption, Wiley University will implement the following measures to ensure continuity of instruction:

A. Transition to Remote Delivery

• Face-to-face courses will transition to remote/online delivery within 72 hours when feasible, utilizing the Canvas Learning Management System

• Faculty will communicate alternative arrangements through Canvas announcements and university email

• The Dean of Graduate and Online Studies will coordinate with academic departments to ensure consistent implementation

• Technology support will be provided through the Office of Information Technology

B. Academic Accommodations

• Students unable to complete coursework due to the catastrophic event may request Incomplete grades

• Medical/emergency withdrawal without academic penalty will be available

• Extended deadlines for assignments and examinations will be granted as appropriate

• Alternative assessment methods may be implemented at faculty discretion, with approval from the appropriate academic dean

V. STUDENT CONSUMER PROTECTIONS

Wiley University ensures that students impacted by catastrophic events receive the services for which they have paid or reasonable financial compensation through the following mechanisms:

A. Tuition and Fee Protections

• Pro-rata refunds for terms not completed due to institutional disruption or closure, consistent with federal Title IV requirements

• Waiver of late fees and penalties for students affected by the catastrophic event

• Financial aid coordination to ensure students maintain eligibility and receive appropriate adjustments

B. Program Completion Assurances

• Teach-Out Provisions: In the event of extended institutional closure or program discontinuation, Wiley University maintains articulation agreements with partner institutions to facilitate student transfer and program completion. Partner institutions include members of the HBCU consortium (Bennett College, Clinton College, Morris Brown College, Paine College, and Shorter College)

• Transfer Assistance: Academic advising and transcript services to facilitate transfer to other accredited institutions

• Degree Completion Support: Students near completion may be afforded opportunities to fulfill remaining requirements through directed study or approved course substitutions 

VI. PROTECTION OF STUDENT RECORDS

Wiley University maintains robust systems to protect student records and ensure their availability during and after catastrophic events.

A. Cloud-Based Infrastructure

Wiley University utilizes enterprise cloud-based systems that provide inherent disaster recovery capabilities:

• Jenzabar One (Cloud ERP): Primary student information system for academic records, enrollment data, financial records, and degree audits. Jenzabar maintains geographically distributed data centers with automatic failover and 99.9% uptime SLA.

• Canvas LMS (Instructure): Course content, gradebooks, student submissions, and learning analytics. Canvas operates on Amazon Web Services (AWS) infrastructure with multi-region redundancy.

• Watermark (Cloud): Assessment data, clinical evaluations, field observations, and accreditation documentation. Watermark provides enterprise-level backup and recovery services.

B. Backup and Recovery Strategy

• Vendor-Managed Layer: All three primary platforms (Jenzabar, Canvas, Watermark) perform automatic daily backups with retention periods meeting or exceeding institutional requirements

• Institutional Supplemental Layer: Weekly data exports, monthly archival snapshots, and annual compliance archives maintained by the Office of Information Technology

• Recovery Time Objective: Critical academic systems targeted for restoration within 24-48 hours of a declared disaster

C. Record Custodianship in Event of Closure

In the event of permanent institutional closure, Wiley University will ensure the preservation and accessibility of student records through the following measures:

• Student academic records will be transferred to the Texas State Library and Archives Commission or another designated custodian in accordance with THECB requirements

• Official transcripts will remain available through the National Student Clearinghouse

• SACSCOC will be notified immediately of any closure plans, and the institution will comply with all requirements for teach-out plans and record disposition

• Students and alumni will receive advance notification of record transfer procedures and alternative transcript request processes

VII. COMMUNICATION PROTOCOLS

A. Emergency Notification

• Students, faculty, and staff will be notified via university email, Canvas LMS announcements, and the university website within 24 hours of a declared emergency

• Emergency updates will be posted to the university's designated emergency information webpage

• Social media channels will be utilized for time-sensitive communications

VIII. REGULATORY COMPLIANCE

This policy ensures compliance with the following regulatory requirements:

• SARA Policy Manual, Section 4 (Consumer Protection): Requirement 14 regarding catastrophic events policies and disaster recovery procedures

• SACSCOC Principles of Accreditation: Standards related to institutional effectiveness, student services, and administrative capability

• Title IV Requirements: Federal financial aid regulations governing refund policies and institutional closure procedures

• Texas Education Code: State requirements for private postsecondary institutions regarding student record retention and consumer protection

IX. POLICY REVIEW

This policy shall be reviewed annually by the Office of the Provost in coordination with the Dean of Graduate and Online Studies, Chief Technology Officer, and other relevant university administrators. Updates will be made as necessary to reflect changes in institutional systems, regulatory requirements, or best practices in emergency management and business continuity.

X. RELATED POLICIES AND PROCEDURES

• University Emergency Management Plan

• IT Disaster Recovery Plan

• Student Complaint Resolution Policy

• Refund and Return of Title IV Funds Policy

• Records Retention Policy

• Academic Catalog

State Authorization

As a member of the National Council for State Authorization Reciprocity Agreement (NC-SARA), the university has the opportunity to deliver our distance education programs to as many learners as possible. Through our NC-SARA membership, we have obtained authorization to operate in a majority of U.S. states. In states where NC-SARA does not apply, please contact the specific program for which you are interested prior to applying and enrolling to inquire if an opportunity exists for students to enroll from that state.

Wiley University's Emergency Response Statement

Academic Continuity is the preservation of teaching and learning. Crises in higher education impact different aspects of the university and warrant institutional responses in a variety of ways, depending on the type, scale, and level of crisis. Emergency preparedness is a systemic way to deter or avert crises or manage those that do occur. Sound planning can help to avert potential crises or result in more successful outcomes. Please access this link for more information:

https://www.wileyc.edu/about/wildcat-report-it

https://www.wileyc.edu/about/police-department

NC-SARA maintains a directory of SARA State Portal Entities.