EMERGENCY OFFICE CLOSINGS
The purpose of this memo is to standardize procedures across all local DTA office thereby establishing consistency in responding to emergency office closing. Emergency office closings can occur due to a variety of reasons including local circumstances, regional or statewide inclement weather or other state emergency. When an immediate emergency closing notice is posted on www.Mass.gov managers have been unsure as to whether they can close the office immediately or must wait for a formal message from DTA senior staff. This uncertainty, coupled with a lack of clear emergency closing protocols, has resulted in staff concerns.

To ensure safety for all staff and appropriate service to clients balanced with a prompt, professional response to an emergency closing notice the protocols below are to be followed:

 During inclement weather or other events that may cause office closing it is imperative that management monitor the mass.gov website for emergency messages and alerts.
 If it is not possible to monitor the website due to interrupted service (i.e., power outage, etc.) contact a Regional Director immediately by either calling their direct line or the Field Operations response number: 617-348-8420.

 Assure staff that they can opt to leave the office prior to an official closing notice using their own time if they have safety or other concerns.
 If office coverage becomes a concern due to the number of staff requesting to leave you must contact a Regional Director.

 When an emergency closing notice has been posted on www.Mass.gov and the closing time is in the future do the following:
 Note the time designated as closing time and inform staff and visiting service providers of the notice to close and the designated closing time.
 Determine which services can be provided prior to closing and implement a plan for staff to provide critical services (tasks that cannot wait until the next day) prior to closing. Utilize supervisors to assist in completing critical client service actions.
 Inform clients waiting to be served as to what time the office will be closed. Determine which services can be completed prior to the designated closing time.
 Post the closing time on entryway doors and in the waiting room.
 Instruct staff to change their voicemail message to reflect the office closing.
 Deliver services until closing time.

 At closing time, or if the notice on www.Mass.gov indicates a closing time that has passed carry out relevant steps from above and the following:
 Determine the most immediate service need based on clients being seen by staff.
 Post closed notices in entryway and on doors.
 Assist staff in completing critical tasks and terminating activities so that they can leave.
 Reschedule appointments as needed for individuals waiting to be served.
 Just before leaving email your Regional Director indicating the office is closed.
 Secure the office space and set alarms when leaving.

If www.Mass.gov provides advance notice of an emergency closing it is expected that all impacted DTA offices will be closed at the time designated on the website. If the closing time on the website is immediate or passed it is expected that impacted DTA offices will be vacated and closed within 30 minutes of the designated closing time. When emergency closing is posted on the website, managers do not need to wait for a DTA message to begin the closing process.