Weather decisions are among the most challenging responsibilities in school leadership. These decisions are made with the safety of students, staff, bus drivers, and student drivers as the top priority. They are based on real-time conditions, multiple data sources, and collaboration — not convenience.

We recognize that delays, closures, and NTI days can create disruptions for families and staff. They are disruptive for all of us. However, every decision follows a consistent process designed to balance instructional time with safety.

Guiding Principle

Student and staff safety is always the first consideration.

If credible safety concerns arise, particularly from our Transportation Department, those concerns significantly influence the final decision.

Commitment to In-Person Learning

Our goal is always to return students to in-person instruction as quickly and safely as possible.

School provides:

A warm, heated environment
Reliable access to breakfast and lunch
Stability and routine
Academic continuity

Especially after extended closures, we make every effort to resume in-person learning when it can be done safely.

Information Sources and Monitoring

Weather decisions are based on multiple sources of information, including:

Participation in National Weather Service briefings and calls when inclement weather is forecasted
We monitor National Weather Service watches, advisories, and warnings; however, final decisions are based on real-time local conditions and transportation safety within Allen County.
Review of forecasts from multiple platforms, including weather.gov (National Weather Service), AccuWeather, Storm Shield, and other reputable meteorological sources
Real-time radar and temperature monitoring
Direct collaboration with surrounding school districts to share observations and insights
Communication with local emergency management and road departments when applicable

While we consult with neighboring districts, conditions can vary significantly from county to county and even within different areas of our own county. For that reason, decisions are ultimately based on conditions specific to Allen County and our transportation routes.

We do not rely on a single forecast. In our region, temperatures frequently hover around the freezing mark, where one or two degrees can significantly change road conditions. Forecasts are valuable tools, but real-time conditions ultimately guide decisions.

Road Assessments

When inclement weather is possible, district leadership and transportation personnel begin checking road conditions as early as 3:30 a.m.

This includes:

Driving primary and secondary routes
Checking known trouble spots and low-lying areas
Evaluating bus turnaround locations
Assessing refreeze risk and black ice potential
Monitoring real-time temperature changes

These early-morning assessments allow us to evaluate actual conditions rather than relying solely on forecasts. However, weather patterns in our region can be unpredictable. Temperatures may be slightly above freezing during early checks and then drop again around sunrise, creating new slick spots due to refreeze. Because of this variability, conditions can change within a short window of time.

For that reason, road assessments are ongoing during the early morning hours, and decisions may be adjusted if new concerns arise.

Following these assessments, district leadership and transportation personnel meet to review conditions and discuss the appropriate course of action. Weather decisions are made collaboratively whenever possible. In situations where conditions are clearly hazardous or urgency in communication is necessary, a decision may be made more immediately to ensure timely notification to families.

During extended closures or multiple NTI days, we implement a consistent standard practice of having bus drivers run their routes prior to reopening. Drivers assess roads and turnaround areas, identify concerns, and communicate directly with impacted families if isolated roads are not passable. When appropriate, alternate pickup locations may be arranged.

Because our district includes rural and secondary routes, isolated hazardous areas can significantly impact overall transportation safety. While targeted adjustments such as alternate pickup locations may be used when appropriate, the number, location, and severity of isolated concerns are carefully weighed as part of the overall risk assessment.

This practice has been used in the past and is now a formalized component of our reopening protocol.

When a Delay May Be Appropriate

A delay may be used when:

Conditions are marginal but improving
Additional daylight is needed for assessment
Temperatures are expected to rise above freezing
Isolated areas require further evaluation
We believe most routes are safe but want additional time to confirm

A delay allows us to reassess conditions before buses and student drivers are fully on the road.

When a Closure or NTI Day May Be Necessary

A closure or NTI day may occur when:

Refreezing creates widespread slick spots
Freezing mist, fog, or light precipitation develops
Multiple areas present transportation concerns
Temperatures remain at or below freezing, increasing risk
Conditions are unstable or unpredictable
High wind events create safety concerns for bus travel, including the potential for downed limbs, debris on roadways, or hazardous conditions for high-profile vehicles.
Widespread power outages impact school facility operations, including heat, lighting, food service, and overall building safety. In addition, extended power outages may limit the district’s ability to effectively implement NTI, particularly when students and staff rely on home electricity and internet access to utilize district-issued devices.

In addition to roadway conditions, we consider exposure risks for students waiting at bus stops during extreme cold or wind chill events. Prolonged wait times combined with severe temperatures can present additional safety concerns.

We also evaluate facility readiness, including parking lot and sidewalk conditions, building access points, and the ability to safely receive students upon arrival.

Even after announcing a delay, conditions may change. If new information significantly alters the risk assessment, adjustments may be made in real time. Adjusting a decision when conditions change reflects our commitment to safety.

Adjustment of Decisions

A change from a delay to a closure or NTI day is not common practice, and we fully recognize that such adjustments create complications for families and staff. We do not make those changes lightly.

However, when conditions deteriorate unexpectedly or new safety concerns emerge during early-morning assessments, we will adjust accordingly. In situations where temperatures are near freezing, even minor precipitation or refreeze can significantly impact road safety within a short period of time.

While we strive to provide as much advance notice as possible, safety must remain the deciding factor. If updated, real-time information alters the risk assessment, we will respond accordingly.

Decision Timeline

When possible, decisions are communicated the evening before. However, conditions may require early-morning reassessment.

Final decisions are communicated before normal drop-off times whenever possible. If a delay has been announced, families are informed that reassessment will occur in the early morning hours if needed.

Communication Channels

Once a decision is made, we communicate through:

ParentSquare for immediate notification to families and staff
Local television stations
Local radio station
District social media platforms
District website updates

Our goal is to communicate clearly, consistently, and as early as reasonably possible.

Use of Delay Hours and NTI Days

The district is afforded five hours of delay time annually. These tools are used strategically to balance instructional time and safety considerations.

NTI days are utilized when travel conditions present safety concerns but instruction can continue remotely.

Our team makes the best possible decision using the information available at the time. Weather events can evolve quickly, especially in conditions where temperatures hover near freezing. We evaluate forecasts, conduct road checks, collaborate with transportation, consult weather briefings, and assess real-time data before making a determination.

Following significant weather events, we review our decision-making process to identify any adjustments or improvements that may strengthen our response in the future.

Weather decisions are never made lightly. They are made with care, diligence, and a deep responsibility to the safety and well-being of our students and staff.

Allen County Schools, KY

Allen County Schools, KY