critical incident and business continuity plan€¦ · the critical incident plan and business...

Critical Incident and Business

Continuity Plan

Approved: Summer 2015

Critical Incident and Business Continuity Plan

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Contents

Section 1 Overview

a. The Critical Incident Response Team (CIRT)

b. Definition of the Plan

c. Objective

d. Scope

e. Procedure for closing the school

f. Business Recovery in the event of a loss of buildings or site

space

g Pandemic threat/ Mass unavailability of staff

h. Death of a student /member of staff on a school trip

i. Review

j. Support for the School

Section 2 Emergency Response Procedure/Documentation

a. Emergency Response Pack

b. Activation of Major Event – Procedure

c. Initial Report Form

d. Team Members Action Cards

e. Information Recording Sheet

Section 3 Major Event Action Plan Check Lists

a. Immediate Action

b. Action within 24 hours

c. Ongoing Action

d. Action 24 hours to 2 weeks

e. After the incident

Section 4 Additional Notes

a. Accommodation (Incident Room) Requirements


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SECTION 1

The Overview

The Critical incident plan and business continuity plan has been written for those

who will be involved in re establishing the operational delivery of the service

following a major incident .

a. The Critical Incident Response Team (CIRT)

The Headteacher or their Deputy is responsible for the

implementation and the coordination of the Plan

Name Designation Emergency Response team Role

Contact Number To be inserted

Headteacher Incident Manager

Director of Business and HR

Deputy Incident Manager

Deputy Headteacher

Critical Incident Team

Deputy Headteacher


Assistant Director of resources


Assistant Headteacher


Assistant

Headteacher


Assistant

Headteacher


Assistant

Headteacher


Assistant Director

of resources


Premises Manager Critical Incident Team

b. Definition of the Plan An event or events, usually sudden and unexpected which involve experiencing

significant personal distress, to a level which potentially overwhelms normal responses

and procedures and which is likely to have emotional and organisational consequences

and damage to property or significant business disruption


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A disaster is the escalation of an emergency to the point where normal conditions are not

expected to be recovered for at least 24 hours

c. Objective • Ensure swift and appropriate action takes place

• Offer and/or coordinate immediate and appropriate action

• Offer reassurance to parents, carers, families and the community

• Provide prompt and accurate information

• Maintain as far as possible, normal routines

• Keep accurate records of events and actions taken

d. Scope of the Plan This plan covers the following aspects of the management of a Major Incident defined as an

incident causing significant disruption to School operations which may affect the entire

buildings, or number of buildings, pupils and staff, with the potential to escalate, and may

involve external Emergency Services:

• A deliberate act of violence or any other criminal act

• A fire or explosion

• A pupil, child or employee being taken hostage

• The destruction or serious vandalising of part of the school/establishment

• Building collapse

• Significant injury

• Death

• Extensive damage to property

• A serious accident

• Industrial incident

• Infectious disease

• Evacuation of the immediate area

• The death of a child or member of staff through natural causes

or accidents

• A transport-related accident involving pupils and/or members of staff

• A more widespread disaster in the community

• Civil disturbances and terrorism

• Death or injuries on school/establishment holiday or trips which have been

organised by school/establishments or other groups

• Death or injuries on school/establishment transport

Associated documents

Emergency Evacuation and Lockdown Procedure

Action in the event of a school closure due to adverse weather conditions

Business Operations Disaster Recovery Plan

Education Visits Policy

Strike Action Procedure


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e. Procedure for closing the School Closure of the school in advance of a school day

The school can be closed in advance of a normal school day or during a school day

using the following system

Closure authorised by the Headteacher or Deputy

Notification of the closure using the LA Central Control website

Implementing the closure of school due to adverse weather conditions

procedure

Recording the closure on the school web site

Informing parents by text message that students will be going home

Undertake a risk assessment of the safety of students and their means of

getting home

f. Business Recovery in the Event of a Loss of

Buildings or site space

Replacement of the buildings and facilities that have been damaged or made

unavailable will be covered under the terms of the RPA Insurance

Business Interruption costs is covered under the terms of the RPA Insurance

g. Pandemic Threat/ Mass Unavailability of Staff Loss of staff is considered a generic threat to operations. The spread of a virus capable

of impacting on operational service delivery is considered genuine and serious

The headteacher will assess the threat and make partial closures if appropriate ,

protecting the curriculum delivery of key stage 4 and 5

If appropriate close the school using the procedure as described above

h. Death/serious incident involving a student or

member of staff on a school trip All visit leaders must ensure that adequate arrangements are in place for first aid and emergency numbers are carried (see Appendices 3 & 4 Educational Visits Policy– Emergency Card for visit leaders, Emergency Card for home contacts). The school should be notified at the earliest opportunity in the event of an emergency. In the event of an emergency the School’s critical incident team will assess and respond to the situation with support from The LA EVA if required. The EVC will normally act as the 24/7 emergency contact, with support from other senior staff as required. The Emergency Contact(s) will have 24/7 access to all details of the visit, including medical and next-of-kin information regarding staff and young people (via Evolve or hard copies), and the Emergency Card for Home Contacts.


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Activate the critical incident procedure as detailed in section 2

i. Review It is imperative that the Plan is kept up-to-date.

Formal updates will be issued annually.

Interim updates will be issued should there be any major change.

The plan will be reviewed annually by the Governors .

j. Support For School A nominated Oldham Council Service Director will liaise with the school facing a critical

incident.

The following information should be provided:

• Information about the emergency

• Who is co-ordinating the school response and how and where to contact them

• A copy of the school Critical Incident Action Plan (CIAP)

• Actions that the school has already taken

• Any other agencies involved and what they have been asked to do

Once the information has been received the Incident Manger will call a briefing

Tasks, personnel and time scales will then be agreed. This is likely to be subject to review

and co-ordination with other involved agencies by the individual(s) co-ordinating the

response.

Other points for consideration:

• Relevant contact points/agencies

• The need for and provision of additional telephones

• Arranging supply teachers

• Additional administrative support for the following day(s) especially to assist with

telephone enquiries

• Contacting relevant professional agencies

• Making arrangements for school/establishment closure, partial closure, change of

time, changes to transport and school/establishment meals

• Arrangements for liaising with the Police and other emergency services involved.

• The School Attendance Improvement Service

Where appropriate the School Attendance Improvement Service Manager should

be informed as soon as possible.


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The School Attendance Improvement Service Manager may call on the school

designated Attendance Adviser or Officer, to help offering counselling skills or other

duties as necessary.

• Health, Safety and Wellbeing

Where the health and safety of staff, children and visitors are compromised, the

Health and Safety Advisor will be contacted

The Health and Safety Advisor will respond, taking into account the risks presented

by the crisis and will liaise with the appropriate agencies

• Human Resources

The Employee Assistance Programme / school counsellor will support staff by

organising support for those affected by the incident, and will also liaise with

professional associations, where necessary.

• Civil Resilience

Members of Civil Resilience can provide professional advice and assistance when

dealing with major incidents and other emergencies. They can mobilise a team to

attend the scene of an incident at the request of the emergency services and act as

liaison between the Authority and the Emergency Services. They have contacts with

other professional organisations that can assist in the coordination and response to

an incident and can provide assistance in the production, audit and reviews of

CIAP’s.

• Insurance

The school purchases insurance through the Dept of Education, Risk Protection

Arrangement


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Section 2 : EMERGENCY RESPONSE PROCEDURE &

DOCUMENTATION

Contact Information for First Response Unit and School Emergency Response Team

Blank ‘Initial Report’ Forms

Blank ‘Log Sheets’

Blank ‘Call Sheets’

List of School First Aid Officers

First Aid Box

Copy of Critical Incident Plan

Log in details for Evolve

Governors details


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b. ACTIVATION OF MAJOR EVENT – PROCEDURE

In the event of a School related emergency the procedure is outlined below:

INCIDENT OCCURS

Headteacher informed

Headteacher

(in her absence Director of Business and HR ) rings:

The relevant emergency service, and

The Central Control Room (24-hour)

(Schools)

Completes Initial Report Form

First Response Unit informs

Civil Resilience

Children, Young People and Families Executive Director

Head of Communications

Confirms that emergency services have been requested – if this is not confirmed the relevant emergency service to be contacted.

The Civil Contingencies Officer, Communications Team, Health Safety and Wellbeing

Service:

Establishes contact with Headteacher or Director of Business

Headteacher

Activates CIRT as per contact list, to attend the school

Allocate roles and issue action cards

Emergency Response Team

Establish contact with Headteacher and attend the school

Once all parties have been contacted complete the initial report form and refer to

Action Cards for further guidance


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c. Initial Report Form

To be completed by Headteacher/Director of Business as soon as possible.

Time of incident

Date

Brief description

Location

Witnesses

Information to provide to Emergency Services

Names of those involved

Number of people injured

Total number in group

Details of injuries as known

Action taken so far


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Contact point

d. Emergency Response Action Cards

Role: Incident Manager

When Alerted (Date and time)

Contact First Response Unit and provide following information

Clarify Incident Details

Complete the Initial Report form

Start a written log of all information received, relayed and actions taken.

Call together the Critical Incident response team

During non-school hours, arrange for the school premises to be opened if necessary.

During school hours unless there is overwhelming pressure, avoid closing the school and endeavor to maintain normal routines and timetables

Arrange for set up of an incident room and arrange for an initial briefing.

Continuing the response

Continue to collate incident updates and all relevant information

Ensure all decisions are communicated to relevant internal and external parties

Ensure regular briefings for staff and pupils

Arrange further regular staff briefings as appropriate.

Longer Term issues

Give people the opportunity to talk about their experiences

Conduct a debrief meeting

Monitor staff and pupils informally

Ensure procedures are in place for referring people to relevant agencies for further support

Continue to keep a record of continuing issues and actions

Advise any new and temporary staff what has happened and potential effects so that they can be aware.


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Emergency Response Action Card

Role: Deputy Incident Manager


Clarify Incident Details

Complete the Initial Report Form if necessary and start a written log of all information received, relayed and actions taken.

Assist the Incident Manager in alerting colleagues and establishing the Emergency Response Team

Help to alert all other staff of the incident.

Deputy Headteacher to contact the Governors and the Diocese

Continuing the response

Ensure that all staff are aware of the incident response role and responsibilities

Assist the incident manager as required

Help to keep all staff regularly updated

Organise a staff roster and ensure that staff breaks are scheduled

Monitor Staff responses and arrange support where necessary


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Role: Communication

When Alerted (Time and Date)

Clarify Incident Details Start a written log of all information received, relayed and actions taken.

At the school

Allocate telephone numbers for incoming calls (mobile or landlines) for Parents, Families, Media, Responding Agencies and School Governors

Allocate a number of lines for outgoing calls.

Inform staff of the designated telephone numbers

Ensure there is a stock of blank log sheets and other stationery

Collate all relevant information e.g. parent/next of kin contact details.

Log all incoming and outgoing calls and ensure that messages and notes are passed to the Incident Manager for allocation. Make a note of:

Date and Time of call

Name of caller/Person called

Organisation

Message

Response

Action taken

Make a record of any costs incurred, for example, extra staff hours, refreshments, transport etc

Assist in recording details of visitors to the site and in providing means of identification

Assist the Emergency Response Team as directed


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Role: Media /Publicity



Council Communication Team, Incident Manager and nominated Service Director to agree media strategy. Ensure any strategy is communicated to the rest of the Emergency Response Team.

Ensure all relevant parties are aware of your contact details and provide first point of contact for all media enquiries.

Make arrangements for regular internal communication to members of staff.

Prepare briefing notes and media statements in conjunction with the Council’s Communications Team and Incident Manager.


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Role: Parents’ Liaison Officer



At the school

Obtain briefing by Incident Manager and agree information/briefing possibly a prepared text, so that a consistent message is given out to all callers.

Confirm contact details and be ready to act as first point of contact for incoming enquiries.

Where appropriate, obtain and offer further contact numbers for support and additional information.

Ensure all incoming and outgoing calls are logged. Details to include:

Name of caller/person called

Time and Date

Message received/given

Response

Further action taken

Arrange a meeting/greeting point on site for any parents & relatives visiting the school.

Ensure the names of all visitors are recorded

Make arrangements to ensure that parents/relatives are not left alone on site.

Consider the need for additional support for visiting parents & relatives i.e. tea, coffee, counseling etc

Where appropriate and if families give their consent, offer the contact numbers of other families involved in the incident. (Wherever possible, parents of all other children in the school should be warned that the school has experienced a crisis and that their child may be upset).

Attend staff briefings and ensure that all information and briefings are updated regularly.


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e. Information Recording Sheet

Name………………………………………………………………………………

Page……........of…….....

Date Time Action Request Action Taken


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Section 3: MAJOR EVENT CHECK LISTS

a. MAJOR INCIDENT – immediate action

ACTIVITY

WHO BY? WHEN?

Call emergency services

Activate evacuation procedure - assemble at agreed locations and ensure Safety of Pupils and Staff

Roll call

Everyone safe (including joint users)

Restrict access to the affected areas

Pupils are assembled in the designated area and supervised

Contact the Central Control Room or First Response Unit (24 hr)

Declare an emergency situation exists

Activate School Critical Incident Management

Team - identify a suitable meeting area

Complete Initial Report Form

Obtain a copy of pupils, staff and their families

contact lists

Liaise with emergency services incident officers

at the scene

Record the details of casualties:-

Obtain information on: Names

Obtain information on: Injuries

Obtain information on: Current location of

casualties

Obtain information on: Where will be

moved to

Obtain information on: Whether next of kin

have been informed

INJURY


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Who is accompanying injured person(s) to hospital

Provide accommodation which is restricted to

next of kin, pupils and staff, as appropriate

Provision of immediate transport, assistance, and

counseling as appropriate

INCIDENT IN SCHOOL TIME

Decide whether to keep other pupils in school

Decide whether to send pupils home (all or some)

Arrange transport and make arrangements to

manage those pupils who remain

Review services for pupils/staff e.g. catering

Provide letter for pupils to take home to their

parents, explaining what has happened so they

receive your version of the facts and the actions

that the school are taking.

INCIDENT OUTSIDE SCHOOL TIME

Decide how to contact parents to inform them of

the incident and taken course of actions; for bad

news avoid phone chains

Consider announcements via the local radio

stations

b. MAJOR INCIDENT – action within 24 hrs

Action Contacts / Comments Completed Who By

Ensure notification of the First

Response Unit, of the Incident,

via the emergency number

Phoning the number will activate the LA Incident Management Team (IMT) part of the plan including notifying all relevant people/groups. A representative of the LA IMT will attend the site as a matter of urgency.

Establish an Incident

Management Centre (SIMC)

On or off school’s

premises – liaise with First

Response Unit if

necessary

Delegate individual(s) to notify e-mail, manual call,


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all staff

meeting

Ensure radio station contact

details and passwords are

accessible to all your recovery

team.

This will allow the

communication of any

Help Line number to all

interested parties (if

necessary).

Provide current incident

information to staff dealing with

calls

Activate procedure for informing

parents

This might be undertaken

via the school answer

phone/website/Sims in

touch (all accessible

remotely) or other agreed

procedure e.g. radio

station.

This procedure could also

inform other relevant

people such as trades

people, out of hours users,

support staff, etc.

Actively manage pupils and

assess what welfare support is

required

Establish media communication

via the LA.

Pass media enquiries to

the LA as soon as

practically possible

Establish priorities for

salvage(BBW) and advise

emergency services and

recovery team

These might include e.g.:

Equipment, records,

registers, chequebooks

Make alternative arrangements

for examination groups

Assess disruption to education

process

Update Chair of Governors

Record Financial expenditure

Set up internal/perimeter

notices


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(If necessary)

c. MAJOR INCIDENT- ongoing

(This can be added to as necessary)

STAFF Completed

Review Health & Safety

Hold a staff briefing session as soon as possible

Ensure all health & safety risks have been identified and are being

managed

Provide staff at set points to meet students coming to / returning to school

Provide written information regarding the incident and how it will affect the

school

Alteration to duty rotas

Review courses/timetabling

Issue new fire notices and procedures and record in the Fire Log Book

Hold a fire drill as soon as possible, so pupils and staff will know their exit

routes and assembly points. You may feel it appropriate to talk the pupils

through the practice first.

Alter/adapt school programmes

Communications: Internal and External

Consider imminent examination issues

PREMISES

Obtain plans of the building. Mark on them the parts which have been

affected by the incident


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Walk through the buildings to amend (and then transfer to the plan):

Check for obstacles to pupils movements

Review services/deliveries to site including catering / cleaning etc

Check/re allocate toilet facilities

Identify new routes

Review entrances/exists

Identify new entrances/exists

Check fire escape requirements (consult with the Fire Service if necessary)

Walk through the yards and establish areas where access will have

restricted access for contractors and their vehicles

Reallocate space e.g. parking, pupil areas etc

Review site security

Review Health & Safety

Review fire prevention arrangements

Review lettings / joint use arrangements and hold meetings to discuss

changes

PUPILS / STUDENTS

Assembly – Pass on information to pupils verbally and via email/ VLE (if

necessary)

Issue new timetables (if appropriate)

Inform students of restricted areas etc

Issue an information sheet to pupils and parents (if necessary)

Review what support students require

PARENTS

Hold parents/teachers meetings if appropriate or keep informed via school

answer machine, website, Sims in touch (all accessible remotely)

GENERAL

Change the message on the school answer-phone/website regarding

changes to pupil attendance/access etc

Provide notices around the school perimeter regarding progress (if

appropriate)


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d. MAJOR INCIDENT - 24 hours to 2 weeks

Action

Comments

Person/ Group

Responsible

Complete

d

Review Stage 1

Identify most urgent issues

The school will need

to focus particularly

on key educational

needs

Evaluate damage to the building

and the likely disruption to the

education process

Identify useable facilities on site

Ensure building and

site safety and

security (including

risk assessments,

safe working

practices

Review health & safety and

Security/fire prevention on site

Review welfare support for

pupils and staff

Review of accommodation,

catering and supervisory staff

for pupils arriving at or

remaining on site

Relocation of all or parts of the

school

Consider alternative

accommodation needs

e.g. specialist

facilities

Prepare inventory to furnish

alternative accommodation

Consider the introduction of

contemplator areas

There should be

suitable areas

where pupils and

staff have the

opportunity to talk


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through and express

their emotion e.g.

areas for quiet

thought or small

meeting areas, etc.

Establish alternative timetables

Establish supply cover for

teaching/support staff

Check/reschedule examination

arrangements

Update information to school

users and local community

Website/Answerpho

ne/Email

Formalise any revised transport

arrangements

Provide instruction

to companies to

proceed or advise of

alternative

arrangements

If necessary

consider

arrangements for

getting pupils home

Review services/deliveries to

site

Catering

Maintain information update to

staff

Update governors and parents

Notification of Insurance

Company, agreed Loss

Adjusters and Intermediaries

Initiate salvaging of contents In conjunction with

the appointed loss

adjustor.

Prepare inventory of destroyed /

damaged items

Cleaning

Liaise with other interested

parties

Determine the

stakeholders

involved, e.g. night

classes, after-school

clubs, other

agencies, voluntary

groups using the

school premises

Liaise with diocesan authorities

where appropriate


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Manage Financial expenditure

Repair/reinstate communication

systems

Repair/reinstate IT systems

Instigate welfare support for

pupils and staff

Inform parents and pupils of

alternative temporary

arrangements and transport


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e. MAJOR INCIDENT – AFTER THE INCIDENT

Actions for consideration

Action Comments Responsibility

Review Stages 1 and 2

Review welfare support for pupils

and staff

Review any temporary

accommodation

Scaling down of LA involvement

Continue with the

communications to outside

interested bodies

Update media information as

necessary

Planning new building (if

necessary)

Rebuilding and occupation of

new/ repaired premises


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Section 4: ADDITIONAL NOTES

a ACCOMMODATION RESOURCES

The following is a suggested list of accommodation requirements for effective

management of a major incident:

• A designated room for the Emergency Response Team with:

At least one telephone line for incoming calls

At least one telephone line for outgoing calls

A computer with access to the internet

A plan of the school/establishment buildings and grounds

Enough space for the Emergency Response Team and any other services/agencies

involved.

Stationery such as Information logs, note pads, pens, staplers, whiteboard and/or flip

chart pens etc

Refreshment facilities (kettle, coffee, tea, etc)

• A designated room for Media Management (away from the Emergency

Response Team:

At least one telephone line

A computer with internet facility

Access to toilet facilities

Enough space to conduct briefings

Refreshment facilities (kettle, coffee, tea, etc)

• A designated room(s) for parents/families (away from the Media and

Emergency Management Response Team)


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Section 4: ADDITIONAL NOTES

a ACCOMMODATION RESOURCES

The following is a suggested list of accommodation requirements for effective

management of a major incident:

• A designated room for the Emergency Response Team with:

o At least one telephone line for incoming calls

o At least one telephone line for outgoing calls

o A Fax Machine

o A transistor radio for public information and news briefings

o A TV for news bulletins

o A computer with access to the internet

o A plan of the school/establishment buildings and grounds

o Enough space for the Emergency Response Team and any other

services/agencies involved.

o Stationery such as Information logs, note pads, pens, staplers,

whiteboard and/or flip chart pens etc

o Refreshment facilities (kettle, coffee, tea, etc)

• A designated room for Media Management (away from the Emergency

Response Team:

o At least one telephone line

o A Fax Machine

o Access to toilet facilities

o Enough space to conduct briefings

o Refreshment facilities (kettle, coffee, tea, etc)

• A designated room(s) for parents/families (away from the Media and

Emergency Management Response Team)

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