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TRANSCRIPT
Critical Incident and Business
Continuity Plan
Approved: Summer 2015
Critical Incident and Business Continuity Plan
2
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
Critical Incident Team
Assistant Director of resources
Critical Incident Team
Assistant Headteacher
Critical Incident Team
Assistant
Headteacher
Critical Incident Team
Assistant
Headteacher
Critical Incident Team
Assistant
Headteacher
Critical Incident Team
Assistant Director
of resources
Critical Incident Team
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
When Alerted (Date and time)
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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Emergency Response Action Card
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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Emergency Response Action Card
Role: Media /Publicity
When Alerted (Date and time)
Clarify Incident Details Start a written log of all information received, relayed and actions taken.
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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Emergency Response Action Card
Role: Parents’ Liaison Officer
When Alerted (Date and time)
Clarify Incident Details Start a written log of all information received, relayed and actions taken.
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)