1

COVID-19: Operational risk assessment for QE school reopening of

Early Years, Year 1 and Year 6. To be implemented alongside specific risk assessments and working protocols for catering, housekeeping and Estates,

and to dove-tail with detailed risk assessment for boarding procedures.

Please note: this risk assessment should be undertaken in conjunction with the guidance on school reopening issued by the Department for

Education, from the 11th May 2020 to date.

Assessment conducted by:

Karen Kilkenny Steven Turner Lauren Blakeley

Job title: HOS Chapter House HOS King’s Magna SLT Boarding Lead

Covered by this assessment:

Staff, pupils, contractors, visitors, volunteers

Assessment overseen by: Health and Safety Team, Safeguarding and Complex Welfare Team.

Date of assessment/ version no:

27.05.2020 Version 1.0

Review interval: Weekly from 02.06.2020, or

as required

Date of next review:

02.06.2020

Date draft presented to the Board:

27.05.2020

Date of draft approval by the Strategic Team :

29.05.2020

Board final approval:

29.05.2020 JHA

Related documents

Key QE documents and Collegiate policies:

Anti-bullying Policy

Behaviour and Discipline Policy

BYOD with remote working appendix

Child Protection and Safeguarding Policy

Child Protection and Safeguarding Annex

Government guidance: Collections - Coronavirus Covid-19-Guidance for schools and other educational settings Preparing for the wider opening of early years and childcare settings from 1 June Preparing for the wider opening of schools from 1 June 2020 Safe working in education, childcare and children’s social care Keeping Children Safe in Education Covid-19-Safeguarding in schools, colleges and other providers Actions for educational and childcare settings to prepare for wider opening from 1 June 2020 Coronavirus (COVID-19): implementing protective measures in education and childcare settings Actions for schools during the coronavirus outbreak

2

Emergency Medical Procedure

E-Safety Policy

Fire Risk (Prevention) Policy and Emergency Evacuation Procedures

First Aid Policy

Intimate Care Policy

Medical Policy

Risk Assessment Policy for Student Welfare

Staff Code of Conduct and Annex to the Staff Code of Conduct

Student AUP

Coronavirus (COVID-19): implementing social distancing in education and childcare settings Coronavirus (COVID-19): guidance for educational settings COVID-19: cleaning in non-healthcare settings Working safely during Coronavirus COVID-19 - restaurants offering takeaway or delivery takeaways

Coronavirus COVID-19: Attendance recording for educational settings process

Coronavirus COVID-19: guidance on isolation for residential educational settings

Risk matrix

Risk rating High (H), Medium (M), Low (L)

Likelihood of occurrence

Probable Possible Remote

Likely impact

Major: Causes major physical injury, harm or ill-health. H H H

Severe: Causes physical injury or illness requiring first aid. H M L

Minor: Causes physical or emotional discomfort. M L L

3

Areas for concern Risk rating prior to action (H/M/L)

Control measures In place? (Yes/No)

Further action/comments Residual risk rating (H/M/L)

1. Establishing a systematic process of partial opening, including social distancing

1.1 Net capacity

Available capacity of the school is reduced when social distancing guidelines are applied

M

• Available capacity is responsive: parents emailed to collate numbers of expected children in each year group.

• Modified timetable of lessons to limit the number of adults teaching the children, to allow for more time outside for younger age groups and time for staff to continue to support home learning for those children not in school.

• Boarding students to quarantine within boarding house with amended timetable to reflect this.

• Home Learning still provided for those children not attending school via Teams, Padlet and Tapestry.

• Provision for current students as a priority, with places offered to new students when school is ready to.

Y

• Modified timetables to be created by Heads of Schools DONE

• Lesson planning by staff delivering

M

1.2 Organisation of teaching spaces

Classroom allow adequate social distancing

M

• Familiar classrooms to be used to support with emotional needs of younger students. KG split across 2 rooms, FS in FS room, Year 1 in Hever, Year 6-day students in Harewood. KM key worker children in Chatsworth, CH Key worker children in Raby. Year 6 boarders in boarding houses for 11-day quarantine period, then in Main Hall (Copperfield and Dais).

• Reduce number of students per room (maximum 15) to ensure 2m spacing on desks

• Organise classrooms and other learning environments, maintaining space between seats and desks. Remove any spare chairs and desks from the classrooms.

• Classrooms should be well ventilated using natural ventilation (opening windows) and free flow to outside areas for the Early Years children.

• Year 1 can use the KS2 playground and Year 6 will have an allocated area in the Outdoor Learning area if the staff wish to take their learning outside.

• Doors wedged open, when the rooms are occupied, but closed for fire safety when unoccupied, to limit use of door handles and aid ventilation but comply with fire prevention policy.

• Air conditioning will be turned off. All rooms have fresh air ventilation systems which can stay on.

Y

• Check hygiene signage and display in rooms

• Remove spare chairs in classrooms

• Academic staff to set up classrooms and ensure that they meet the control measures.

• Wipes and lidded bins needed to dispose of wipes.

• Estates to decommission water fountains near classrooms.

• Estates to provide door wedges.

M

4

Areas for concern Risk rating prior to action (H/M/L)

Control measures In place? (Yes/No)

Further action/comments Residual risk rating (H/M/L)

• Limit number of teachers for each group.

Large spaces used to congregate

M

• Online assemblies to be watched or form time led by the teacher in their small groups in allocated classrooms.

• Staff meetings will be held via Teams.

• No parent meetings this term.

• Meals to be delivered to building to negate the need to use the dining hall.

• Parents will be asked to leave at least 1 space between their car and the next.

• On a morning, parents will be asked to line up (1 parent per child) in the designated space (the row or parking spaces at along the hedge), 1 parent and child in each car parking space to ensure they are 2m apart, when dropping off students.

• At the end of the day, parents will be asked to wait at their cars and students will be taken to them.

Y

• Parents informed of collection and drop off procedures and not to gather in car park

• Estates and security to monitor the car park and direct parents to the designated queuing area.

• Estate team to be at the car park entrance on the first morning to explain to parents how and where they should park.

L

1.3 Availability of staff and class sizes

The number of staff who are available is lower than that required to teach classes in school and operate effective home learning

M

• Staff from other departments asked to support if necessary or KG staff brought back to work if required to cover staff holidays.

• Full use is made of those staff who are self-isolating or shielding but who are well enough to teach lessons online.

• Senior staff will be used to cover staff for breaks.

• Provision for current students as a priority, with places offered to new students when school is ready to do so.

• A staff member in full PPE (Mask, Gloves Apron) will take staff temperatures with a handheld device on arrival at school each morning. Temperature reader does not make contact with skin.

• Records will not be kept unless a problem is detected. Any records will be kept in line with Collegiate procedures for protecting sensitive data such as medical and personal information,

• Staff consulted on re-opening.

Y

• Collate information of health status of staff

• Ensure RA shared with all staff

• Ensure all staff training takes place, including records

L

1.4 Prioritising provision

5

Areas for concern Risk rating prior to action (H/M/L)

Control measures In place? (Yes/No)

Further action/comments Residual risk rating (H/M/L)

The continued prioritisation of vulnerable pupils and the children of critical workers will create ‘artificial groups’ within schools when they reopen

M

• Current government guidance is being followed.

• Liaison is continuing with parents who are key workers and the parents of vulnerable children, to agree required provision.

• Key Stage 1 key worker children will be placed with the Year 1 children and Year 6 key worker day children with others from their year group. Boarders will be taught separately.

• Other key worker children will be supervised by senior staff members in Raby or Chatsworth.

Y L

1.5 The school day

The start and end of the school day create risks of breaching social distancing guidelines

H

• Parents not permitted inside the CH and KM buildings. Parents to follow whole-school guidance on picking up/dropping off children.

• At 8:30 drop off, all parents will be asked to queue up in the designated area in the car park, 2m apart with only 1 parent per child. The student’s temperature will be taken by a staff member in full PPE then the student will be directed to their member of staff.

• Parents of KG children who are not capable of walking will be asked to bring their child in a pushchair to ‘hand over’ to staff. Pushchairs to be kept outside and subject to wiping down at handover.

• Staggered end of day times. Parents will be asked to wait by their cars and all day children will be walked out to the car park: 15:40 FS and Year 1 and CH Key worker children 16:00 KG children 16:10 Year 6 and KM Key Worker children

• KG to use outside KG doors, FS to use outside classroom door, Year 1 enter through CH Olympic Court entrance. Year 6 day students to enter main school Olympic Court entrance. Boarders to be walked to Main Hall by boarding staff.

• Parents will be asked to email, or add to Tapestry, anything that staff need to know about their child before they are brought in on a morning. In the same way, staff will do this at the end of the day. This will ensure a quick ‘handover’.

• Y1 and Year 6 single file walking with 2m distance between students.

• On entry/exit, staff member to hold door/wedge open to avoid repeated touching of the surface. Door handle to be wiped after contact.

Y

• Estates and security to monitor the car park and direct parents to the designated queuing area.

• Estate team to be at the car park entrance on the first morning to explain to parents how and where they should park.

M

1.6 Planning movement around the school

6

Areas for concern Risk rating prior to action (H/M/L)

Control measures In place? (Yes/No)

Further action/comments Residual risk rating (H/M/L)

Movement around the school risks breaching social distancing guidelines

H

• Stagger break times (including lunch), so that all children are not moving around the school at the same time.

• Pinch points and bottle necks are identified and managed accordingly.

• Movement of pupils around school is minimised as much as possible, with pupils staying in classrooms and staff moving round.

• Lesson change-overs and breaks times staggered to avoid overcrowding.

• Regular reminders to students about social distancing rules.

• Allocated areas for outside break, supervised by senior staff: KG in grassed area of FS playground FS in FS playground and/or outdoor learning area Y1 in KS2 Playground Year 6 day students in MUGGAS Year 6 boarders Abbey playground, after quarantine period.

• In the event of wet play, children will remain in their classrooms.

• Early Years and Year 6 will have allocated areas in the Outdoor Learning Areas and Year 1 will use the KS2 playground if the staff wish to take their learning outside.

• No water fountains to be used.

Y • Heads of Schools to organise

break rotas and timetable times altered accordingly

M

1.7 Curriculum organisation

Pupils will have fallen behind in their learning during school closures and achievement gaps will have widened

M

• Distance learning to continue for those not able to be in school and planning is used for a basis of what is being taught in school, so all students are receiving the same resources whether they are in school or at home.

• Any concerns with progress in learning, either at home or school, will be put on isams intervention and followed up by CH Form Tutor or KM Head of Year.

Y L

1.8 Staff workspaces

7

Areas for concern Risk rating prior to action (H/M/L)

Control measures In place? (Yes/No)

Further action/comments Residual risk rating (H/M/L)

Staff rooms and offices do not allow for observation of social distancing guidelines

H

• Specific areas to be given to staff for breaks and staff briefed on these areas. Staff will have their own labelled seats to sit on: Parent lounge for EY staff Haddon for Y1 and 6 staff

• EY staff to use EY kitchen to make drinks and Y1 & 2 staff to use CH upper floor kitchen. Kettles, water heaters, coffee machines, taps and all other kitchen equipment to be wiped down after each use. Surfaces to be wiped regularly and particularly after sneezing. There should be no more than 1 person in the kitchen at a time.

• Handwashing to be undertaken often and after use of shared facilities.

• Single-desked offices used for senior staff.

• Student supervision by senior staff to allow teaching staff to take breaks.

• There should be no lone working – there will always be a senior member of staff who can be called upon to support.

Y

• Brief staff on spaces available and procedures for breaks.

• Housekeeping to provide cleaning materials and Heads of Schools provided with a key to the CH cleaning cupboard.

M

1.9 Managing the school lifecycle

Limited progress with the school’s summer term calendar and workplan because of COVID-19 measures

M

• Timetable modified for age groups in school and planning organised by staff member taking the group.

• Lessons planned according to Distance Learning Policy.

• Events which involve large gatherings, such as concerts, Speech Day and Parents Meetings are cancelled or postponed until guidance indicates these are safe.

• School calendar for the summer term rationalised.

• Senior Leadership Team (SLT) and staff workplans to include short- and medium-term planning.

• Staff recruitment for September 2020 completed.

• Curriculum and timetable for September 2020 completed.

Y

• Revised schemes of work and lesson planning

• Planning for September to include the need to take account of missed lessons this year.

L

Pupils moving on to the next phase in their education do not feel prepared for the transition

M

• Transition events planned via Teams for children in CH and those moving to Y6 KM.

• Regular communication with the parents of new starters, including letters, video calls with senior staff and invitations to online transition events.

On-going L

1.10 Governance and policy

8

Areas for concern Risk rating prior to action (H/M/L)

Control measures In place? (Yes/No)

Further action/comments Residual risk rating (H/M/L)

Strategic Team and School Board are not fully informed or involved in making key decisions

M

• Regular meetings held via Teams, and communication via email, the Strategic Team and members of the Collegiate Board. Minutes of meetings distributed as appropriate.

• On-going liaison via Teams and email between the HOCQC, H&S Team and Board member responsible for compliance.

• Regular meetings between the Principal and the Chair of Collegiate Board.

• All senior leadership team briefed regularly on the latest government guidance and its implications for the school.

Y L

1.11 Policy review

Existing policies on safeguarding, health and safety, fire evacuation, medical, behaviour, attendance and other policies are no longer fit for purpose in the current circumstances

M

• All relevant policies including Fire, Child Protection and Safeguarding, Staff Code of Conduct, Behaviour and Children Missing in Education updated for distance learning.

• All policies under review, with relevant additions or changes applied, to take account of the current situation and guidance.

• Staff briefed via Teams and required policies put on website.

• Pupils given new guidance via Teams or during form time when in school.

Y

• Policies updated: CP/S policy - Head of Collegiate Quality and Compliance, DSL, Director with responsibility for compliance. Anti-bullying policy – Head of Faculty Behaviour policy – Head of KM Staff code of Conduct - HOCQC Major Incident Policy – Head of Faculty

L

1.12 Communication strategy

Key stakeholders are not fully informed about changes to policies and procedures due to COVID-19, resulting in risks to health

M

• All changes to policies and procedures will be highlighted with the appropriate staff and students. Parents will be notified of changes to procedures and policies relevant to them. This will be either by email or a team briefing.

Y

• Communication of policy changes with staff

• Updated policies on school website for parents to view.

L

1.13 Staff induction and CPD

Staff are not trained in new procedures, leading to risks to health

H • A link to the revised staff handbook is issued to all staff prior to reopening.

Y

• Staff meeting of academic staff who will be in school. All staff will receive a copy of this risk assessment and asked to email

M

9

Areas for concern Risk rating prior to action (H/M/L)

Control measures In place? (Yes/No)

Further action/comments Residual risk rating (H/M/L)

• Induction and CPD programmes are in operation for all staff prior to reopening, and include:

• Infection control, including all procedures on social distancing and handwashing; PPE; medical procedures; classroom organisation;

• Fire safety and evacuation procedures

• Constructive behaviour management

• Safeguarding

• School day structure to minimise transmission risks

• Staff welfare, including kitchens and staff facilities

• Risk management

that they are happy with it or if they have any further suggestions.

• Staff training implemented

• Procedures to be altered accordingly

New staff are not aware of policies and procedures prior to starting at the school when it reopens

H

• Induction programmes are in place for all new staff – either online or in-school – prior to them starting.

• The revised staff handbook is issued to all new staff prior to them starting.

Y M

1.14 Risk assessments

Risks are not comprehensively assessed in every area of the school in light of COVID-19, leading to breaches of social distancing and hygiene guidance.

H

• Risk assessments are updated before the school reopens, and mitigation strategies are put in place and communicated to staff covering:

• Different areas of the school

• When pupils enter and leave school

• During movement around school

• During break and lunch times

• Delivering aspects of the curriculum, especially for practical subjects and where shared equipment is used

• Separation of groups of pupils and staff (e.g. boarding groups, day pupils, Estates Team, Housekeeping, Catering Team)

Y

• Head of CH, with the support of H&S, to update risk assessments for the areas being used.

• SLT Boarding Lead to continue to monitor boarding risk assessments.

M

1.15 School transport

Issues with bus schedules as a result of COVID-19 adversely affect pupils’ attendance.

L

• School will not provide transport due to insurance and appropriate social distancing.

• The details of how pupils will travel to and from school are known prior to opening. Collated from questionnaire. Parents of bus users contacted individually.

Y

• Students who would normally use school transport have all confirmed own arrangements for pick-up and drop off.

L

10

Areas for concern Risk rating prior to action (H/M/L)

Control measures In place? (Yes/No)

Further action/comments Residual risk rating (H/M/L)

2. Investing in safety equipment and health and safety arrangements to limit the spread of COVID-19

2.1 Cleaning

Cleaning capacity is reduced so that an initial deep-clean and ongoing cleaning of surfaces are not undertaken to the standards required

H

• Thorough deep clean of all rooms/areas each morning between 6-8am.

• All frequently touched surfaces, equipment, door handles and toilets used during the day will be cleaned thoroughly each day, and at intervals during the day by students, teaching staff and housekeeping.

• Availability of soap, hot water and hand sanitiser in every toilet, hand sanitiser in classrooms and wash basins in early years classrooms. Paper hand towels and lidded bins for drying hands.

• Pupils told not to use hand dryers – paper towels to be used for hand drying.

• Extra location of hand sanitiser stations, for example at the school entrance for pupils and any other person passing into the school to use and ensure their replenishment.

• Lidded bins located in classrooms and in other key locations around the site for the disposal of tissues and any other waste, their double bagging and emptying. Yellow bin liners to be used to ensure this waste is incinerated.

• Ensure a good supply of disposable tissues to implement the ‘catch it, bin it, kill it’ approach in each classroom and enough to top up regularly.

• Cleaning logs for toilets to give record of cleaning. Additional cleaning of toilets during the school day during breaks/lunchtime to minimise contact.

• Cloths and bedding used by Kindergarten children will be washed daily by the Housekeeping staff.

Y

• Housekeeping to ensure sufficient supply of wipes and sanitiser.

• Sourcing of lidded bins

• Senior staff in PPE equipment will checking toilets at break times and ensure bins are emptied if full.

• Logs for daily cleaning to be produced and communicated to housekeeping

• KG laundry to be left at the laundry door at 3.45pm each day.

M

2.2 Hygiene and handwashing

Inadequate supplies of soap and hand sanitiser mean that pupils and staff do not wash their hands with sufficient frequency

H

• An audit of handwashing facilities and sanitiser dispensers is undertaken before the school reopens and additional supplies are purchased if necessary.

• Monitoring arrangements are in place to ensure that supplies of soap, hand towels and sanitiser are maintained throughout the day.

Y • Housekeeping checks carried

out 6am-2pm with staff allocated to specific areas.

M

11

Areas for concern Risk rating prior to action (H/M/L)

Control measures In place? (Yes/No)

Further action/comments Residual risk rating (H/M/L)

Pupils forget to wash their hands regularly and frequently

H

• Staff to monitor and encourage regular handwashing.

• Staff and students to clean their hands on arrival at the setting, before and after eating, after being outside and after sneezing or coughing.

• Students are encouraged not to touch their mouth, eyes and nose.

• Ensure a good supply of disposable tissues to implement the ‘catch it, bin it, kill it’ approach in each classroom and enough to top up regularly.

• Locate lidded bins in classrooms and in other key locations around the site for the disposal of tissues and any other waste.

• Relevant posters, reinforcing the need to wash hands regularly and frequently, displayed in classrooms and toilets.

• Senior staff to monitor the extent to which handwashing is taking place on a regular and frequent basis.

• No use of hand dryers, paper hand towels to be supplied.

Y

• Staff training to ensure they remind pupils of the need to wash their hands regularly and frequently.

M

2.3 Clothing/fabric

Not wearing clean clothes each day may increase the risk of the virus spreading

H

• Students from Nursery upwards, will wear PE uniform,

• Staff to wear PE kits or smart/casual clothes.

• Staff and students asked to wear a clean set of clothes each day to avoid cross contamination.

• Staff member teaching boarders, will fit a mask and gloves before entering the environment.

• Pegs for coats and belongings can be used outside classroom but items to be spaced out along corridors to avoid contact between the belongings of different children.

• Guidance communicated to parents.

Y

• Ensure parents are aware of dress code. Done in letters 22/6

• All to be asked to wear clean clothing every day.

M

The use of fabric chairs may increase the risk of the virus spreading

H • Fabric chairs used by children will be removed classrooms.

• Staff will be allocated their own labelled chair in classrooms and break rooms.

Y • HOS label chairs. M

2.4 Testing and managing symptoms

Testing is not used effectively to help manage staffing levels and support staff wellbeing

M • Staff are entitled to be tested for CV19 if they are showing systems

and this is highly recommended. Y

• Ensure staff are aware of the option for testing.

L

12

Areas for concern Risk rating prior to action (H/M/L)

Control measures In place? (Yes/No)

Further action/comments Residual risk rating (H/M/L)

Infection transmission within school due to staff/pupils (or members of their household) displaying symptoms

H

• Parents will be asked to make sure that they are adhering to external socialising rules as set out but the Government - if you have symptoms of CV19 you must stay at home and isolate along with your family.

• Parents to be asked to inform school if their child or anyone in their immediate family has had a positive Covid-19 test.

• Parents will be asked to take their child's temperature every day for a week prior to returning to school so the children are used to having their temperature taken.

• Staff and children's temperatures will be taken on arrival to the car park and after lunch by staff wearing full PPE equipment.

• If a student displays symptom, they must be removed from the classroom. The student is taken to an assigned isolation room (Head of CH’s office) and supervised by the senior member of staff on duty so they have a familiar adult with them. Access to full PPE equipment (mask, eye shield, gloves, apron) will be required in this room to be worn by the staff supervising the child. The senior member of staff will call parents and wait with the child until parents arrive, when they will be walked out to the car park to meet their parents. Student and family to self-isolate as per government guidelines. COVID-19: guidance for households with possible coronavirus infection guidance. The classrooms will then be sanitised thoroughly.

• Staff will be required to follow the whole-estate procedure: If a staff member Develops Symptoms in the workplace

(Temperature/ persistent cough) they must:

1. Return home immediately; inform their manager

immediately

2. Avoid touching anything

3. Cough or sneeze into a tissue and put it in a bin, or if they

do not have tissues, cough and sneeze into the crook of

their elbow.

They must then follow the government guidance on self-isolation

and not return to work until their period of self-isolation has been

completed

• If a member of staff has helped someone who was taken unwell

with any of the above, they do not need to go home unless they

develop symptoms themselves or the child subsequently tests

positive. They should wash their hands thoroughly for 20 seconds

after any contact with someone who is unwell.

Y

• PPE equipment needed for the member of staff taking temperature, isolation room and for academic staff teaching boarders.

• Medical staff to organise equipment needed to take temperatures

• Staff to be issued with guidance/reminders on the symptoms to look out for and government guidance H&S Co-ordinator

• SLT Boarding Lead to oversee procedure for boarders and to ensure that day duty staff are familiar with it.

• All to follow guidance, as in Coronavirus (COVID-19): implementing protective measures in education and childcare settings

M

13

Areas for concern Risk rating prior to action (H/M/L)

Control measures In place? (Yes/No)

Further action/comments Residual risk rating (H/M/L)

• Where the child, young person or staff member tests negative, they can return to their setting and the fellow household members can end their self-isolation.

• Where the child, young person or staff member tests positive, the rest of their class or group within their childcare or education setting should be sent home and advised to self-isolate for 14 days.

• As part of the national test and trace programme, if other cases are detected within the cohort or in the wider setting, Public Health England’s local health protection teams will conduct a rapid investigation and will advise schools and other settings on the most appropriate action to take.

• A record of any COVID-19 symptoms in staff or pupils is reported to H&S team who will inform the local authority and any other necessary people. RIDDOR - If a worker has been diagnosed as having coronavirus and there is reasonable evidence that it was caused by exposure at work, this must be reported as a case of disease.

• Boarders displaying symptoms will be isolated in accordance with procedures laid down in the boarding protocol already, in operation during partial opening, with specific accommodation for isolation. See boarding risk assessment for details. All isolated persons are to remain isolated in the house apart from set times for exercise, where the rest of the community on site will not come into contact with them.

• Newly-arrived boarders and boarding staff will be quarantined.

Staff, pupils and parents are not aware of the school’s procedures (including on self-isolation and testing) should anyone display symptoms of COVID-19

H

• Staff and parents will have access to this risk assessment via the school website and email.

• Any updates or changes to this guidance are communicated in a timely and effective way to all staff, parents and pupils.

Y

• Ensure operational risk assessments have been emailed to parents and are uploaded onto the Collegiate website.

M

Staff, pupils and parents are not aware of the school’s procedures should there be a confirmed case of COVID-19 in the school

H

• Staff and parents will have access to this risk assessment via the school website and email. Procedure will be communicated to all relevant parties via email.

• Any updates or changes to this guidance are communicated in a timely and effective way to all staff, parents and pupils.

Y • The RA to be supported by

provision of procedures M

14

Areas for concern Risk rating prior to action (H/M/L)

Control measures In place? (Yes/No)

Further action/comments Residual risk rating (H/M/L)

2.5 First Aid/Designated Safeguarding Leads

The lack of availability of designated First Aiders and Designated Safeguarding Leads puts children’s safety at risk

H

• First Aid certificates extended for three months.

• There will be a first aid kit, along with wipes and gloves, in Hever, FS

classroom, KG classroom, KS2 playground and FS playground.

Designated people will have access to these bases and should be

contacted, if a kit is required, to minimise transmission of infection.

Gloves need to be worn when accessing resources from the first aid

box and the outside of the box wiped down after use.

• Senior staff will be called if it is a staff member requiring first aid or if

the staff member needs support with giving first aid to a child.

• DSL and/or DDSL available on site at all times.

• Paediatric first aider on site whenever day children are on site.

Y • Organise first aid kits

M

2.6 Medical/Isolation rooms

Medical and isolation rooms are not adequately equipped or configured to maintain infection control

H

• Head of CH office will be used as an isolation room during the

school day.

• Room set up to allow for social distancing.

• Access to full PPE equipment (mask, eye shield, gloves, apron) will

be required in this room to be worn by the staff supervising the child.

• Boarding provision includes designated isolation accommodation,

equipped, staffed and configured to maintain infection control.

Y • Organise PPE and store in

rooms

• Stock check of PPE

M

2.7 Communication with parents

Parents and carers are not fully informed of the health and safety requirements for the reopening of the school

H

• Guidance will be sent to parents as part of the overall

communication sent about the reopening of school.

• Parents will be asked to make sure that they are adhering to

external socialising rules as set out by the Government.

• Parents of day pupils will be asked to take their child's temperature

every day for a week prior to returning to school so the children are

used to having their temperature taken. Staff will also be asked to do

this.

• Staff and children's temperatures will be taken on arrival to the car

park and after lunch by a member of staff in full PPE.

• Boarding staff will act in loco parentis and will be fully briefed.

Y • Letter to parents M

15

Areas for concern Risk rating prior to action (H/M/L)

Control measures In place? (Yes/No)

Further action/comments Residual risk rating (H/M/L)

Parents and carers may not fully understand their responsibilities should a child show symptoms of COVID-19

H

• Key messages in line with government guidance are reinforced regularly via email and the school’s website.

• Instructions given in the guidance will be reiterated, should a child become ill and be sent home. Parents will be reminded that a test is available and encouraged to seek one, in the interest of limiting the spread of the virus.

• No child exhibiting symptoms of COVID-19 will be allowed in school.

• Should a child have a positive test result, quarantine procedures will follow the guidance and will require the whole class/group and staff to self-isolate.

Y • All documentation to be

available to parents on qe.org

M

2.8 Personal Protective Equipment (PPE)

Provision of PPE for staff where required is not in line with government guidelines

H

• Guidance will be given to staff about when they are required to wear

PPE equipment and reminders given than that wearing of gloves is

not a substitute for good handwashing.

• Academic staff teaching boarding students to wear mask and gloves

when in contact with the students.

• Access to full PPE equipment (mask, eye shield, gloves, apron) in

the isolation and medical rooms and worn by the staff supervising a

showing symptom of COVID-19.

• Staff will adhere to the nappy changing policy when changing

nappies and wear the standard PPE gloves and apron. Access to

handwashing facilities in room and changing tables cleaned

immediately after use and in between each child with disinfectant.

See nappy changing policy.

• Training given, by school nurse, to any staff who may be required to

wear full PPE to ensure safe removal and disposal to reduce

contamination.

Y • Staff training on the wearing of

PPE equipment. M

16

Areas for concern Risk rating prior to action (H/M/L)

Control measures In place? (Yes/No)

Further action/comments Residual risk rating (H/M/L)

3. Maximising social distancing measures

3.1 Pupil behaviour

Pupils’ behaviour on return to school does not comply with social distancing guidance

H

• The Behaviour and Discipline Policy and the Anti-bullying Policy have been reviewed to include compliance with social distancing and has been shared with parents, staff and students. Expectations of behaviour shared in form time.

• Use of form time and online assemblies to share expectations and to avoid large gatherings of students.

• Different entrances to be used by each year group: KG to use outside room KG doors FS to use outside FS classroom door Year 1 and 6 enter through separate Olympic Court entrances Year 6 boarders to use the Main Hall entrance to enter and exit building they are located in.

• Stagger break times (including lunch), so that all children are not moving around the school at the same time with supervision from senior staff.

• Y6 removal room set up in Woburn and monitored by senior staff.

• It is recognised that early years children will have difficulty understanding social distancing so excellent hygiene practices will be encouraged and implemented by staff.

Y

• Ensure students have behaviour briefings every morning in form time.

• Behaviour and discipline policy amended - STU

• Behaviour expectations clearly outlined in communication with parents.

M

3.2 Classrooms and teaching spaces

The size and configuration of classrooms and teaching spaces does not support compliance with social distancing measures

H

• Organise classrooms and other learning environments, maintaining space between seats and desks where possible. Maximum of 15 students in the class.

• Free flow to outside areas for the Early Years children.

• Doors wedged open, when occupied, but closed when unoccupied, to limit use of door handles and aid ventilation but maintain fire prevention measures.

• Students to limit movement during a lesson, put up hand to attract teacher attention and teacher to remain at the desk.

• It is recognised that early years children will have difficulty understanding social distancing so excellent hygiene practices will be encouraged and implemented by staff and children grouped into smaller groups: KG split across 2 rooms and FS in FS room. Both age groups will have access to free-flow outdoor spaces.

Y

• Plan form time talks – to include expectations of behaviour, hygiene and fire procedures.

• Staff ensure that the configuration of classrooms meet the measures described.

• Estates to decommission the water fountains.

• Housekeeping to ensure there are cleaning materials and lidded bins in classrooms.

M

17

Areas for concern Risk rating prior to action (H/M/L)

Control measures In place? (Yes/No)

Further action/comments Residual risk rating (H/M/L)

• Year 1 can use the KS2 playground and Year 6 will have an allocated area in the Outdoor Learning area if the staff wish to take their learning outside.

• Remove majority of non-wipeable resources including soft furnishings, dressing up toys and soft toys. Resources not to be shared between rooms and groups of children.

• Limit the number of resources required for each lesson - store the rest in a spare classroom so that the resources can be cleaned and rotated if necessary.

• Parents will be asked to send only one bag with a change of clothes, sunhat and nappies. The children will be allowed to bring their own pacifiers and comforters in the bag if they use one. This will be given to the children by staff, wearing gloves, at sleep time only. Drinks will be provided to the children by school.

• All Nursery, Reception and Year 1 children should only bring a lidded water bottle and sunhat – no bags allowed. Year 6 and key worker children will be asked to bring a small bag with their own electronic device (which will be wiped down on entry to the classroom), lidded plastic water bottle and sunhat. Students will be asked not to share individual resources with other classmates. Water bottles will need to be filled at home as there will be no access to water fountains. Drinks will be provided by school at break times.

• All students and staff will be provided with individual resources in trays on their desk. Year 1 will be provided with an individual school iPad to use whilst in school.

• The number of shared resources used will be limited - individual print outs, books handed out by staff not children.

• Reading books will only be used in the classroom and not sent home to read with parents. Books should not be shared between classrooms.

• Staff not to take books out of the classroom – students will self-mark

• Clear signage to remind students of necessity to frequently wash their hands - also a 'hygiene' talk on first morning to remind the children.

• Regularly review arrangements.

• Own desks to be wiped down by the students at lunchtimes and when necessary e.g. after sneezing.

• Staff to wipe down door handles and light switches at break times.

18

Areas for concern Risk rating prior to action (H/M/L)

Control measures In place? (Yes/No)

Further action/comments Residual risk rating (H/M/L)

3.3 Movement in corridors

Social distancing guidance is breached when pupils circulate in corridors

H

• Stagger break times (including lunch), so that all children are not moving around the school at the same time.

• One-way systems are in place, with clear arrow signage, where possible.

• Pinch points and bottle necks are identified and managed accordingly.

• Narrow staircase up to key worker supervision room in KM to be one student at a time.

• Movement of pupils around school is minimised as much as possible, with pupils staying in classrooms and staff moving round.

• Lesson change overs and breaks times staggered to avoid overcrowding.

• Regular reminders to students about social distancing rules.

Y • Staff supervision rotas need

organising.

M

3.4 Break times

Pupils may not observe social distancing at break times

H

• Break times will be staggered for all age groups and supervised by senior staff.

• Allocated areas for outside break, supervised by senior staff: KG in grassed area of FS playground FS in FS playground and/or outdoor learning area Y1 in KS2 Playground Year 6 day students in the MUGGAS. Year 6 boarders in Abbey playground.

• Year 6 boarders in Abbey playground.

• Y1 and 6 students reminded about social distancing

• Breaktime snack (including a drink) delivered in crates to stations set up in the Parents’ Lounge. Only staff to enter the Parents’ Lounge and food to be handed out to the children by staff wearing gloves. If it is not individually wrapped it will be placed on napkins.

Y

• Break time supervision rotas to plan

• Ensure no access to Woodlands play equipment.

• Access to gloves in teaching rooms.

• Catering to provide napkins if the snack is not individual wrapped.

M

3.5 Lunch times

Pupils may not observe social distancing at lunch times

H

• Equipment and milk for KG bottles to be kept in EY kitchen and bottles to be made up in there before returning to the room.

• Students should bring their own, full water bottle into school. If a water bottle needs re-filling taps should be wiped down immediately afterwards.

Y • Provision of sterilising

equipment and materials for wiping down tables.

M

19

Areas for concern Risk rating prior to action (H/M/L)

Control measures In place? (Yes/No)

Further action/comments Residual risk rating (H/M/L)

• Cutlery, bottles, etc to be sterilised as explained in Staff Handbook.

• Lunch will be provided in individual bags and disposable containers with disposable cutlery (there will be a bottle of water in each bag): All day student and staff lunches delivered to Parents’ Lounge and set up on stations for staff to collect. Year 6 boarders’ lunch delivered to boarding house wk1, then Main Hall wks 2 and 3.

• Staff to seat children at a suitable distance away from each other and supervise in rooms whilst they are eating.

• Early Years children will have staggered lunchtimes with tables and chairs cleaned in between so that Kindergarten and Foundation Stage are not eating together.

• Tables wiped down by supervising staff in Early Years dining room and Bamburgh after they have been used. Year 6 children to wipe down their own desks if food eaten in Harewood.

• Hand washing before and after service.

3.6 Toilets and Nappy Changing

Queues for toilets and handwashing risk non-compliance with social distancing measures

H

• Students shown how to handwash effectively during form time.

• Toilets allocated to each age group (clear signage)

• Ensure that toilets do not become crowded by limiting 1 child per toilet.

• Toilets cleaned frequently and supply of soap and paper towels monitored.

• Paper towels in toilets with lidded bins to dispose them in. Senior staff to wear masks, apron and gloves to check the toilets regularly and dispose of any rubbish from bins to prevent overflow (KMMT in am and CHMT in pm)

• Younger children have access to toilets they can use independently.

• Posters to remind about regular handwashing.

• Students and staff informed not to use hand dryers

Y

• Lidded bins – Housekeeping to source these

M

Changing nappies and supporting with the toileting of Early Years children.

H

• Done in accordance with established procedure.

• Children will have access to have toilets they can use independently.

• Regular cleaning of toilets and washrooms.

• Ensure that toilets do not become crowded by limiting 1 child per toilet.

• KG children to be encouraged to use a toilet, if this is not possible, then a potty will be used and immediately disinfected.

Y M

20

Areas for concern Risk rating prior to action (H/M/L)

Control measures In place? (Yes/No)

Further action/comments Residual risk rating (H/M/L)

3.7 Sunscreen

Risk of sunburn with students spending more time outdoors

H

• Parents will be asked to apply Factor 50+ or ‘8 hour protection’

sunscreen to their child before leaving home and to provide sunhats

for the younger students.

Y • Parents reminded in letter M

3.8 Medical/isolation rooms

The configuration of medical rooms may compromise social distancing measures

H

• CH Head’s office to be used as an isolation room during the school

day and set up to allow for social distancing.

• Access to full PPE equipment (mask, eye shield, gloves, apron) will

be required in this room to be worn by the staff supervising the child.

• Medical/isolation rooms to be thoroughly cleaned by housekeeping

after suspected COVID-19 cases, along with other affected areas,

including toilets.

Y

• Provision of PPE

• Liaison with housekeeping needed

• Liaison with boarding.

M

3.9 Reception area

Groups of people gather in reception (parents, visitors, deliveries) which risks breaching social distancing guidelines

M

• No reception areas to be used.

• Deliveries of post and other materials for the Estates department will be subject to stringent controls and remote checks, in line with Estates protocol and risk assessment.

Y • Estates to monitor L

3.10 Arrival and departure from school

Pupils and parents congregate at exits and entrances, making social distancing measures difficult to apply

H

• Parents not permitted inside the CH and KM buildings. Parents to follow whole-school guidance on picking up/dropping children.

• At 8:30 drop off, all parents will be asked to queue up in the designated area in the car park, 1 parent and child in each marked bay to ensure they are 2m apart. The student’s temperature will be taken by a staff member in full PPE then directed to their member of staff.

• Parents of KG children who are not capable of walking, will be asked to bring their child in a pushchair to ‘hand over’ to staff. Pushchairs to be kept outside.

• Staggered end of day times. Parents will be asked to wait by their cars and all children will be walked out to the car park: 15:40 FS and Year 1 and CH Key worker children 16:00 KG 16:10 Year 6 and KM Key Worker children

Y

• Boarding staff to ensure that parents of boarders do not enter the site.

• Estates and security to monitor car park.

M

21

Areas for concern Risk rating prior to action (H/M/L)

Control measures In place? (Yes/No)

Further action/comments Residual risk rating (H/M/L)

• Y1 and Year 6 single file walking with 2m distance between students.

• On entry/exit, staff member to hold door/wedge open to avoid repeated touching of the surface.

• Parents of returning boarders will not enter the site beyond the car park. Students will be collected by staff.

3.11 Transport

The use of public and school transport by pupils poses risks in terms of social distancing

H • Parents will be encouraged to bring only their own child/children to

school in own vehicles.

• No school transport provided.

Y L

3.12 Staff areas

The configuration of staff rooms and offices makes compliance with social distancing measures problematic

H

• Specific areas to be given to staff for breaks and staff briefed on these areas. Staff will have their own labelled seats to sit on: Parent lounge for EY staff Haddon for Y1 and 6 staff

• EY staff to use EY kitchen to make drinks and Y1 & 2 staff to use CH upper floor kitchen. Kettles, water heaters, coffee machines, taps and all other kitchen equipment to be wiped down after each use.

• There should be no more than 1 person in the kitchen area at 1 time.

• Surfaces to be wiped regularly and particularly after sneezing.

• Handwashing to be undertaken often and after use of shared facilities.

• Single-desked offices used for senior staff.

• Student supervision by senior staff to allow teaching staff to take breaks.

• There should be no lone working – there will always be a senior member of staff who can be called upon to support.

Y • Staff chairs labelled

• Wipes in kitchen and work areas

M

4. Continuing enhanced protection for children and staff with underlying health conditions

22

Areas for concern Risk rating prior to action (H/M/L)

Control measures In place? (Yes/No)

Further action/comments Residual risk rating (H/M/L)

4.1 Pupils with underlying health issues

Pupils with underlying health issues or those who are shielding are not identified and so measures have not been put in place to protect them

H

• Parents have been provided with clear guidance and this is reinforced on a regular basis.

• Parents have been asked to make the school aware of pupils’ underlying health conditions and the school has sought to ensure that the appropriate guidance has been acted upon.

• The Collegiate and parents are clear about the definitions and associated mitigating strategies relation to people who are classed as clinically vulnerable and clinically extremely vulnerable.

• Schools have a regularly updated register of pupils with underlying health conditions.

Y • To be included in the email

communication to parents prior to opening.

M

4.2 Staff with underlying health issues

Staff with underlying health issues or those who are shielding are not identified and so measures have not been put in place to protect them

H

• All members of staff with underlying health issues, those within vulnerable groups or who are shielding have been instructed to make their condition or circumstances known to the Collegiate. Records are kept of this and regularly updated.

• Members of staff with underlying health conditions have been asked to seek and act on the advice of their GP/consultant/midwife or current government advice.

• Staff are clear about the definitions and associated mitigating strategies relation to people who are classed as clinically vulnerable and clinically extremely vulnerable.

• All staff with underlying health conditions that put them at increased risk from COVID-19 are working from home in line with national guidance.

• Current government guidance is being applied.

Y • Staff to be asked to notify their

manager if unable to work due to these criteria

M

5. Enhancing mental health support for pupils and staff

5.1 Mental health concerns – pupils

Pupils’ mental health has been adversely affected during the period that the school has been closed

H

• Student support will be provided by the pastoral team, via Teams or a phone call.

• A weekly THRIVE@QE session will be included in the modified timetable for students in school.

• DSL and/or DDSL are onsite and can be contacted for support.

Y

• Pastoral team asked to provide information

• Staff induction/training to raise awareness of possible issues associated with lockdown and

M

23

Areas for concern Risk rating prior to action (H/M/L)

Control measures In place? (Yes/No)

Further action/comments Residual risk rating (H/M/L)

and by the COVID-19 crisis in general

• Wellbeing/mental health is discussed regularly in PSHE/virtual assemblies/pupil briefings (stories/toy characters are used for younger pupils to help talk about feelings).

• Resources/websites to support the mental health of pupils are provided.

• Opportunities for students both in school and at home to participate in THRIVE@QE sessions via Teams.

• The pastoral page on the main website is being updated regularly and has further support to supplement the ‘normal’ pastoral support and THRIVE@QE sessions. The webpage offers self-help advice, recommends websites and apps that promote positive mental health and has a link for direct contact with the pastoral team.

the incidence of Covid-19 in families.

• Staff to be made aware of potential issues for pupils with SEND.

5.2 Mental health concerns – staff

The mental health of staff has been adversely affected during the period that the school has been closed and by the COVID-19 crisis in general

H

• Line managers ‘check in’ with staff to ensure they are focusing on their own wellbeing.

• Staff support can be provided by senior staff on duty in person, or a member of the staff welfare team, via phone or Teams.

• Staff briefings/training on wellbeing are provided.

• Staff have been signposted to useful websites and resources.

• Line managers to contact staff who do not come to work, to check on their well-being.

Y • Staff Welfare Team to be asked

to provide information M

Working from home can adversely affect mental health

M

• Staff working from home due to self-isolation have regular catch-ups with line managers.

• Staff are encouraged to speak regularly with colleagues, take regular breaks and exercise.

• Staff working from home may help provide remote learning for any pupils who need to stay at home.

Y L

5.3 Bereavement support

Pupils and staff are grieving because of loss of friends or family

M

• The school has access to trained staff who can deliver bereavement counselling and support.

• Support is requested from other organisations when necessary.

Y L

24

Areas for concern Risk rating prior to action (H/M/L)

Control measures In place? (Yes/No)

Further action/comments Residual risk rating (H/M/L)

6. Maintaining educational provision for children of key workers and vulnerable children

6.1 Maintaining provision

Educational provision must still be maintained for priority children when the school reopens

M

• Current government guidance is being followed.

• Liaison is continuing with parents who are key workers and the parents of vulnerable children to agree required provision.

• Key Stage 1 key worker children will be placed with the Year 1 children, Year 6 key worker children will be with Year 6.

• Other key worker children will be supervised by senior staff members in Chatsworth

• Students will be asked to bring their own devices and resources, which will be wiped on arrival and departure.

Y L

7. Operational issues

7.1 Review of fire procedures

Fire procedures are not appropriate to cover new arrangements

H

• Fire procedures reviewed: Children are made aware of the exits they should use. Children will walk out in single file 2m apart. KG and CH muster point will be the KS2 playground. Year 6 children muster point will be running track, boarders on Genesis side, day students on KM side.

• Ensure staff are aware of who the fire marshals on duty are.

• Staff, including estates staff, and children briefed on new fire evacuation procedure.

Y M

Fire evacuation drills - unable to apply social distancing effectively

H

• Briefing in form time on amended evacuation procedure.

• There will be a practice evacuation on the first day in school so that a socially distanced exit and line up at muster point can be practiced. A revised procedure will be issued to all staff and students in attendance and added to the staff handbook.

Y

• Fire drill walk through planned for Monday (KKI and DWE)

• Adapt muster points, to ensure social distancing

M

Fire marshals absent due to self-isolation

H

• Staff in attendance will be asked to be temporary Fire Marshals and are emailed prior to school opening to ensure that are aware that they will be asked to provide support.

Y M

25

Areas for concern Risk rating prior to action (H/M/L)

Control measures In place? (Yes/No)

Further action/comments Residual risk rating (H/M/L)

7.2 Managing premises on reopening after lengthy closure

All systems may not be operational

H • Estates to open up CH building, including Harewood, and ensure all

operational compliance. Y

• Estates to open up building and confirm that all necessary premises checks have been carried out e.g. legionella, utility safety, operation of fire alarms and equipment.

M

Statutory compliance has not been completed due to the availability of contractors during lockdown

M

• All statutory compliance is up to date.

• Water systems have been maintained under lockdown

• External contractors have not been required to visit the site since school closure.

Y • Estates to ensure all

compliance is up to date M

7.3 Contractors working on the school site

Contractors on-site whilst school is in operation may pose a risk to social distancing and infection control

M • All non-essential Estates work currently paused on campus.

• Should the presence of contractors become necessary, they will be subject to controls and risk assessments by the Estates department.

Y L

8. Finance

8.1 Costs of the school’s response to COVID-19

The costs of additional measures and enhanced services to address COVID-19 when reopening places the school in financial difficulties

M

• The Collegiate Board has ensured that control measures necessary to protect the future viability of the organisation have been put in place.

Y L

26

Areas for concern Risk rating prior to action (H/M/L)

Control measures In place? (Yes/No)

Further action/comments Residual risk rating (H/M/L)

9. Governance

9.1 Oversight of the governing body

Lack of governor oversight during the COVID-19 crisis leads to the school failing to meet statutory requirements.

M

• Regular meetings held via Teams and communication via email with Strategic Team and members of the School Board. Minutes of meetings distributed accordingly.

• All senior leadership team briefed regularly on the latest government guidance and its implications for the school.

Y L

10. Additional site-specific issues and risks

Settings to add any site-specific issues/arrangements here and ensure mitigation strategies are in place to address them

Policies and handbook procedures do not reflect additional provision for Covid-19

H

• Policies to update: Fire safety Behaviour and discipline Child Protection and Safeguarding Anti-bullying Staff Code of Conduct Major Incident Supervision First Aid Medical

• Procedures to update: CH End of Day Arrangements EYFS Snack and Mealtimes Fire Evacuation KG Pacifier

• Procedure to write: Break and Lunch Procedure

Y

• Updated policies on website as required

• Updated policies made available to staff

• Updated procedures to staff.

M