DISASTER RECOVERY PLAN Plan Introduction & Objectives
Dover College recognises the need for a comprehensive Disaster Recovery Plan to deal with the immediate consequences and aftermath of a major emergency situation.
The Disaster Recovery Plan (DRP) concentrates on dealing with major emergencies involving physical damage to the school, incidents that threaten the health and safety of staff or pupils, the operational structure and/or reputation of Dover College and incidents which require special measures to restore operations to normal.
The aims of the Plan are to:
protect staff, pupils and others
secure Dover College’s buildings and facilities
maintain Dover College’s reputation
protect College’s core business activities and allow them to resume as soon as possible.
The Plan makes provision for the establishment of a Disaster Management Team (DMT) of pre-nominated individuals who will be responsible for the immediate handling of any incident and for co-ordination of College’s response to it. Their first objective will be to establish the extent of the incident and to ensure correct information is provided to all relevant parties. The DMT will subsequently establish immediate response strategies and tactics, deploy appropriate resources and initiate Disaster Recovery Processes (DRP).
When activated, the DMT will meet in one of a number of pre-designated locations which will form the focus for College’s immediate response to the incident.
The Plan is reviewed annually and suitable amendments made. All pre-nominated members of the DMT will hold a copy of the Plan.
Definition Of “Disaster”
For the purposes of this Plan a “disaster” is an incident which, because of its scale or impact, is beyond the scope of resolution by normal mechanism or decision making authority within acceptable time scales.
An assessment of a reported incident will be made by the DMT at the time but the following can be used as a general guide for defining levels of incident:-
Level 1
A relatively minor or local incident causing no serious physical threat to personnel or property. May result in a limited disruption of services, involve no legal ramifications and pose no threat to the reputation of Dover College.
DRP/DMT activated? NO. Level 2
Situations or incidents which pose a potential threat to personnel or property and/or can cause disruption to the operation of Dover College. May threaten the reputation or status of the school or have potential legal ramifications. May involve the isolation and/or evacuation of part of a building and assistance from the external Emergency Services.
Level 3
Major incidents which (if not already) have the potential to escalate quickly into disasters. Will significantly affect the College’s community, and/or the reputation or status of the school. May compromise the functioning of an entire department or facility, building or group of buildings, causing disruption to Dover College’s overall operation. Major efforts required from Dover College’s own support teams as well as from the external Emergency Services.
DRP/DMT activated ? YES Procedures
Dover College’s response to and recovery from a disaster is achieved by the DMT working to Checklists (see also section 5 of this plan) provided for each Team Member within this Plan. These Checklists enable daily objectives to be set, priorities established and tasks assigned.
*The DMT shall meet as regularly as necessary for status reporting, debriefing etc and not less than every 24 hours during the first 5 days following Call-Out. Meetings will take place in the nominated Disaster HQ (DHQ) at 7.30 a.m. (unless otherwise instructed).
Any Team Member receiving notification of a potential disaster is required to implement the Team Call-Out procedure (Section 2.4).
In the event of public or media interest, (see also section 4 of this plan) all members of Common Room, including Team Members, must always refer enquiries to the Headmaster and avoid comment of their own. Where communication is essential (rarely the case) restrict comment to: confirmation of the obvious;
cause and effect are under investigation;
implementation of Dover College’s contingency plan is in progress;
a detailed statement will be provided by the Headmaster as soon as possible. Monitoring And Review
The Bursar is responsible, with advice from the other members of the SMT, for monitoring developments throughout the year that may impinge on the effectiveness of the Plan.
The Plan will be reviewed annually by the SMT as part of the school’s risk management strategy. Possible venues for the DHQ should be chosen to provide access to sufficient accommodation for the DMT, with adequate telephone and PC connections, photocopier and fax machine availability. Missing Pupil Procedure (for Crisis Management Policy)
• Were a pupil to go missing and efforts to locate the pupil prove unsuccessful, then the Deputy Head, as Child Protection Officer, or, failing that, another member of the Senior Management Team) will inform the Local Children Safeguarding Board.
• The school will cooperate fully with any Police investigation and any Local Children Safeguarding Board investigation.
• The Headmaster (or on his behalf, the Deputy Head as Child Protection Officer, or, failing that, another member of the Senior Management Team) will inform the Chairman of
Governors and the Governor nominated as having responsibility for Child Protection. • The Headmaster (or on his behalf, the Deputy Head as Child Protection Officer, or, failing that, another member of the Senior Management Team) will inform ISI.
• The Bursar will inform the schoolʼs insurers.
• If the pupil is located but found injured, then a report would be made to the Health and Safety Executive by the Bursar.
A full record of all activities taken up to the point at which the pupil is found will be made for the incident report. Procedures will all be reviewed in the light of the incident.
Actions to be Followed by Staff once the Pupil is Found • Staff will talk with, take care of and comfort the pupil.
• Staff will speak with the other pupils to ensure that they understand why they should not leave the premises/separate from a group on an outing.
• The Headmaster (or on his behalf, the Deputy Head as Child Protection Officer, or, failing that, another member of the Senior Management Team) will speak with the parents to report the incident, will then record in writing in a letter to the parents an account of the incident and a record of the meeting with the parents.
• The Headmaster (or on his behalf, the Deputy Head as Child Protection Officer, or, failing that, another member of the Senior Management Team) will carry out a full investigation involving, if appropriate, the Police and the Local Children Safeguarding Board.
• Media questions will be referred to the Headmaster. • Written statements will be requested from all concerned.
• The written report of the incident will record details of time, place, members of staff, the circumstances in which the pupil went missing, an outline of what was understood to have happened, the length of time during which the pupil was missing and an initial explanation of how the incident appeared to have arisen.
• All relevant procedures will be reviewed in the light of the incident.
Disaster Management
The Disaster Management Team (DMT)
The Disaster Management Team is composed all members of the SMT plus any others co-opted for their specialist knowledge and input. The DMT is required to pursue the aims of the Plan which are to:
protect staff, pupils and others
secure Dover College’s buildings and facilities
maintain Dover College’s reputation
protect College’s core business activities and allow them to resume as soon as possible.
Team Objectives To:
Determine the scope and impact of the incident
Develop strategy to deal with the immediate effects of the incident Prioritise immediate actions. Prevent further damage/harm
Allocate individual and/or group responsibilities for implementing action Deploy resources and equipment
Communicate information, advice and instructions Monitor and re-evaluate conditions.
Also to:-
Respond quickly and calmly as the incident develops ; To be familiar with the DRP and any updates ;
To give priority to the recovery programme and assign essential normal duties to other staff during critical recovery stages.
Team Instruction
In the event of being called from home bring the following: Your copy of the Plan, with any amendments
Your copy of any separate relevant emergency protocols Your mobile telephone.
The Headmaster and the Bursar will be pre-authorised to make immediate charges on a Disaster Management Account up to a limit of £50,000.
Team Member Roles Headmaster
The Headmaster will act as DMT Co-ordinator and is responsible for all actions of the DMT in fulfilling the objectives of the DRP. Specifically to:
Maintain overall executive control and co-ordinate actions. Be the spokesman for any direct press contact.
Co-opt any other member of College staff to assist with the incident. Headmaster’s PA
The Head’s PA will act as Team Secretary, working with the Team Co-ordinator, organising the DHQ, logging and dealing with queries, recording Team actions and decisions, maintaining an official record of events, relaying information as required.
Bursar
Responsible for checking the damaged location, dealing with Security and the Emergency Services, responsible for all aspects of business continuity and to:
Organise the containment and assessment of physical and environmental damage
Initiate and control the restoration of building services, communications and access for business continuity.
Assist in salvage, damage management and clean up operations
Locate, supply and equip alternative workspaces or accommodation as necessary
To ensure at all times the health and safety of all persons at any affected locations and to assess and provide expert advice in relation to specific hazards
Liaise with the Health & Safety Executive, Environment Agency and any other relevant statutory authority
Contact and be the liaison with the school’s Insurers/Loss Adjusters Ensure correct cost capture procedures are in place
Assess business interruption losses
Establish position of any legally binding contracts which may be threatened by the incident. Bursar’s PA
Set up and manage telephone Helplines. Deputy Head
Responsible for setting up all of school systems as is best possible in the given circumstances and to:
Manage internal communications with staff.
Director of Studies
Responsible for setting up, where possible, alternative academic arrangements so that academic continuity can be maintained, and to:
Be responsible for all aspects involving Information Restore IT systems, applications, data etc
Advise the DMT and others on the academic implications of the incident. Head of IJD
Assist the Bursar as required in the provision of workspaces and accommodation. Marketing Officer
Manage all public statements and press releases and arranging press conferences and media visits. Monitor press/media coverage and take action as required.
Team Call – Out Procedures
A confidential list of home and mobile telephone numbers pertaining to Team Members is shown in Section 3 of this Plan.
In the event of anyone in College becoming aware of a serious incident they will contact any member of the DMT.
Any member of the DMT being made aware, or becoming aware of any serious incident will assess the information and the incident (see levels guide in Section 1) and decide on whether or not to call out the team.
On the basis of the available information the DMT Member will decide whether or not to invoke the DRP. If there is a need to convene the DMT he/she will arrange for contacts to be activated and specify the meeting time and place (the designated DHQ).
Note:
There are incidents which may occur which have the potential to become major incidents albeit the initial assessment is that the incident is not, at that stage, a major incident, e.g. a Level 2 incident. Accordingly, a standby mode will be declared by the first contacted DMT Member in order that the availability of all members of the DMT, together with any potentially associated other UWIC staff, can be determined in the event a subsequent DMT Call-Out is initiated.
Designated Disaster Headquarters
The DHQ is the Operations Centre for the DMT; in descending order of selection, depending on access and availability, these are:
HM’s Office area ICT department
HM’s House (Drawing Room) Infant and Junior Department. NB
The DHQ will contain confidential and sensitive information - during incidents access must be controlled and restricted to authorised personnel only
Contact Lists& Forms DMT
Headmaster Stephen Jones 01304 203179
01304 205969 ext 229
HM’s PA Sue Kewer 01304 205969 ext 201
Bursar Philip Barry 01233 733960
07789 170665
Bursar’s PA Yvonne Sadler 01304 364285
0782 731 4491
Deputy Head Helen Tresidder 0777 192 1055
Director of Studies Duncan Ellerington 07940 189 359
Head of IJD Heather Miller 0776 415 4213
Key Staff (Mobile Phones)
Estates Administrator Rik Sullivan 0785 027 0117
Head of Maintenance Paul Smith 0776 210 0942
Head of Grounds Glenn Sartain 0785 715 8918
IT Manager Simon Roberts 07738 906915
Cleaning Tim and John 0780 465 3121
St Martin’s Housemaster Peter Donnelly Fiona Donnelly
0779 344 4714 0780 262 1425 Duckworth Housemaster Jac Palmer 0780 124 9327
Leamington Housemaster Cameron Henderson 0780 262 1415 The School House
Housemaster
Thomas Root 0780 262 1403
Priory Housemaster Benn Smith David Fletcher
0780 124 9326 0771 865 5825
Medical Staff Clare Hunt
Sarah May-Bradshaw
0772 039 8502 0771 056 1073
Emergency Services
Service Provider and Contact Telephone Numbers
MEDICAL Buckland Hospital, Dover
William Harvey Hospital, Ashford Kent and Canterbury Hospital Peter Street Surgery, Dover
01304 210624 01233 633331 01227 766877 01304 216890 DOVER DISTRICT COUNCIL
Dover District Council (Area Office) Pollution Air/Noise
Anti Social Behaviour Emergency (Out of Hours) Environmental Health
Workplace Health and Safety
Environmental Agency (Pollution Control) (Emergency only) 01304 240233 01304 872207 01304 872220 01304 821199 01304 872282 01304 872 212 0800 807 060
Health & Safety Executive
Environment Agency (Pollution Control) (emergency number)
0845 9333 3111 0800 80 70 60 GAS SUPPLIERS Transco (emergency control) 0800 111 999
ELECTRICITY SUPPLIERS EDF Energy 0800 783 8866
WATER AUTHORITY Folkestone and Dover Water Company 0800 888 5888
Southern Water 0845 278 0845
Southern Water Leak line 0800 820999 OTHER CONTACTS
INSURANCE BROKERS Marsh Insurance 01444 458 144
CHILD DEATH HELPLINE 0800 282981
Emergency Suppliers and Contact Telephone Number BOILER MAINTENANCE GAS/PLUMBING BUILDING CONTRACTORS ELECTRICAL CONTRACTORS Cofatec Dave Buddle (D.J. Plumbing Services) Shepway Builders DJ Ellis Cloke Scaffolding WW Electrical 0207 633 2300 01304 208419 0783 658 2112 10303 850288 01843 831333 01304 823501 07836 297353 01304 832971 Consultants
Architects: Hartwell Architects 01304 215336 Building Surveyor : Mr Jon Dyer (Hartwell) 01304 215336 Quantity Surveyor: Mr John Farrow, Playle & Partners 0208 300 6811 Structural Engineer: Mr Kevin Whittington (GM Consult) 07729 112091
Mr Steve Green 01304 827883
Mechanical & Electrical Engineers:
Mr Alan Catermole, Norman Bromley Partnership 01732 773737
Forms
Specimen Forms are provided as follows:- Appendix 1 Disaster Management Log Sheet Appendix 2 Disaster Management Checklist Appendix 3 Visitors Emergency Register Appendix 4 Damage Assessment Report Appendix 5 Files/Equipment Recovery Form
Appendix 1 - Disaster Management Log Sheet
Team Member
Log No. (Sequential)
Date Time Action Who
Informed
Signed This is designed as a simple log to be used by each
member of the DMT (or solely the Co-Ordinator or Team Secretary as the team feels best suits) to record all actions taken for future reference.
Appendix 2 - Disaster Management Checklist
Team Member
Day/ Date
Task Assigned to Action Accepted
(Initial)
Report Back Day Time This is a more detailed version of the log sheet and can be
used to itemise tasks given by DMT members to individuals and provides a report back facility.
Appendix 3 - Damage Assessment Report
Location ……….……… Floor ……..……. Department ..……….
Item No. Type & Serial No. Description Condition Tick Scrap OK Possibly Recover- able? OK When Required
Appendix 4 - Files/Items Recovery Form Date …….. / …….. / ……..
Files/Items Required Assigned to & Initial
Item/File Recovered?
Condition? Report Back Day Time
Housemaster/Head of Department Approval
Signature: ……….
Appendix 5 - Loss Of Personal Possessions Claim Form Date …….. / …….. / ……..
Name:
Asset/Item Claim Date of
Purchase
Approximate Replacement Price
Public Relations Notification
Notification to the media will be controlled by the Headmaster, advised by the Marketing Officer. The Marketing Officer will select media to be invited; arrange briefing venues; form of presentation and timing information release. The Marketing Officer will also identify critical information to be forwarded to the Chairman of Governors. The Headmaster’s PA alone will be responsible for contact with the Chairman of Governors and for notifying other Governors, as requested by him. All details of media contact and key reporters are held by the Marketing Officer.
A dedicated telephone number for media enquiries is to be arranged by the Marketing Officer. Handling The Media
What may transform a problem into a crisis is the reaction of the media or, in some instances the likelihood of media attention. The crucial period is during the first few hours. There may be a delicate balance between what is known, what can be done and satisfying the media’s hunger for information and “action”.
When the DRP is activated, the incident should not be made public until the DMT is satisfied it is fully briefed and can, therefore, agree what actions need to be taken and (if necessary) an
appropriate statement prepared for the media.
It is important to communicate with the media as soon as reasonably possible and it may be
appropriate to issue a short “holding” statement. The objective of the holding statement is to put the incident into perspective - particularly if the media have already got information on what has
happened.
In issuing a statement it is important to be calm and factual and to prevent the incident being blown out of proportion.
To ensure that the media are under “control” the following procedures should be applied for the duration of the incident:
All members of staff, whether teaching or support staff, are to refer media enquiries to the Headmaster.
In the event that media pressure cannot be held off, the respondent must stick only to the facts. Conjecture, supposition and opinion are not to be expressed under any circumstances. The best response to a request that begins; “What do you think about….?” is to say: “I can only tell you what I know, if you need anything else, please talk to the Headmaster, who can be contacted on …..” (See also Section 1.2).
Media Briefings
Media briefings should as far as possible be conducted away from the scene of the incident. If necessary a local hotel may prove suitable for this purpose.
After the initial briefing has taken place, consideration should be given to holding a media conference to explain the incident in more detail and to answer media questions. This will be particularly important if there is real public concern about what has happened.
The basic rules for media relations are:
Never lie.
Do not attempt to speculate.
Attempt to keep control of interviews and wherever possible use live transmissions to avoid information being taken out of context.
Rehearse the message to be conveyed and make sure it is conveyed.
Always steer questioners to attend the press conference for more detailed information and wherever possible provide attendees with a formal written statement.
Further Notes on Strategy:
Accept responsibility - Never avoid responsibility (within the limits of the legal counsel).
Being responsible - Where the answers are not clear refer to the need for vigorous enquiries before specific answers can be provided.
Pupils and Parents - The message to Pupils and Parents must be geared to providing
confidence in Dover College’s ability to look after their interests, and continuing delivery of the core activities.
Keep Staff informed - Staff must be equally informed on the events and how they will be affected by the incident. This may require a separate briefing.
Media Listings
Local Media Telephone Fax
(Television, Radio) BBC TV News 020 8743 8000 020 8749 7534 BBC Radio News 020 7580 4468 020 7636 9892 ITN 020 7833 3000 020 7430 4016 Granada 0161 832 7211 LWT 020 7620 1620 020 7261 8041 BSKYB 020 7782 3000 020 7782 3834
Daily Newspapers Telephone Fax
Daily Express 020 7928 8000 020 7620 1654 Daily Mail 020 7938 6000 020 7937 3251 Daily Mirror 020 7353 0246 020 7822 3405 Daily Telegraph 020 7538 5000 020 7538 4550 Financial Times 020 7873 3000 020 7873 3194 The Guardian 020 7278 2332 020 7837 2114 The Independent 020 7253 1222 020 7956 1558 The Times 020 7782 4000 020 7488 2353
Sunday Newspapers Telephone Fax
Mail on Sunday 020 7938 6000 020 7240 4374
Sunday Mirror 020 7353 0246 020 7822 2160 Sunday Express 020 7928 8000 020 7922 7964 Sunday Telegraph 020 7538 5000 020 7538 1330 Independent on Sunday 020 7253 1222 020 7415 1333
The Times Higher
Education Supplement 020 7782 3000 020 7782 3300
News Agencies Telephone Fax
Associated Press 020 7353 1515 020 7353 8118 Press Association 020 7353 7440 020 7936 2363
