NORTHAMPTON PRIMARY ACADEMY TRUST PARTNERSHIP HEADLANDS PRIMARY SCHOOL SCHOOL BUSINESS CONTINUITY POLICY DISASTER RECOVERY PLAN

NORTHAMPTON PRIMARY ACADEMY TRUST

PARTNERSHIP

HEADLANDS PRIMARY SCHOOL

SCHOOL BUSINESS CONTINUITY POLICY

DISASTER RECOVERY PLAN

Headlands Primary School

Business Continuity Policy

Persons Responsible:

Headteacher,

Chairs, Governors

Review Date:

November 2015

Distribution:

Governors and staff.

Web Page:

www.headlandsprimary.co.uk

Introduction

This plan forms the basis of a structured response and action plan to maintain business continuity following a disaster.

The two main areas requiring specific planning are:

 Loss of access to office (fire, flood, lack of key services, area contaminated etc)

 Loss of Team members

The plan is structured so that each Team member will be aware of their role in the event of a disaster, and following the specific instructions from the Coordinators achieve those tasks to enable the school to remain open and maintain parental confidence. The tasks are specific and the roles have been allocated to the most suitable persons to carry out the tasks.

The intention is, as far as possible, to provide a continuation of service to minimise any negative reaction following our disruption. This is essential in dealing with not only the immediate aftermath of a disaster but ensuring our business in not affected in the longer term.

This plan will only be effective if it remains relevant and current. It should therefore be reviewed annually. The plan will require immediate updating under some circumstances, such as Team changes or office moves.

Definition of a school emergency

An event or threat of events – usually sudden, which involve experiencing significant personal distress, to a level which potentially overwhelms normal responses and procedures and which is likely to have emotional and organisation consequences. AIMS

To :- 1. Create an awareness of the need for planned arrangements to be made 2. Provide re-assurance of the practical help that is available from the Local Authority and other agencies, at short notice.

3. Give guidance on other sources of information and help.

SCOPE OF THE PLAN In school :

 A deliberate act or threat of violence, such as the use of a knife or firearm

 A school fire or explosion

 A pupil or teacher being taken hostage

 The destruction or serious vandalism of part of the school

 The death of a pupil or member of staff

Outside School :

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

 The death of a pupil or member of staff or lost party member

 A more widespread disaster in the community

 Death or injuries on school journeys or excursions

SITUATION 1 - LOSS OF ACCESS TO PREMISES FIRST 24 HOURS

Immediate response is required

Temporary headquarters have been arranged at Ecton Brook/Bellinge site A meeting room will form the HQ for implementing the business continuity plan.

A meeting of all or as many as possible, staff will be held to agree course of action, and to confirm roles and timescales for action.

ROLES - Each role is vital in ensuring recovery

Each role will be covered by a member of staff. Key personnel will be expected to actively participate in disaster recovery and continuity, where possible, of the school. The roles are not listed in order of importance or priority, as each is critical to the success of the plan. Every role should have at least one deputy, in case the primary person is unavailable.

Task Primary Deputy

Co-ordinate the business continuity plan

Head Teacher School Business Manager (SBM) Inform our insurers SBM Head Teacher Request use of the planned alternative

accommodation and replacement of office furniture

Head Teacher SBM Liaise with Fire/Police/Ambulance and/or

Hospital if applicable Head Teacher Asst Head Re-instatement of computer hardware and

reset-up of software, IT support Head Teacher EasiPc Marketing issues, press releases, interviews

with radio or television Head Teacher Asst Head Team member communication and

information Head Teacher Asst Head Company communication issues, post,

telephone, faxes, stationery SBM Head Teacher Immediate control of damaged office

Emergency rental for generators, pumps, glaziers

Salvage operation – removal of items to service/storage safe area

Site Supervisor Cleaning Supervisor Re-order office electronic equipment, fax,

photocopier machines and/or suppliers.

SBM Office Administrator Liaise with power suppliers - electricity, gas,

water, alarm company.

Site Supervisor SBM

Financial SBM Head Teacher

Co-ordinate the application of the business plan – Head Teacher

It is important that there is a central co-ordination of the various crucial tasks being performed and to ensure that resource can if necessary be diverted or increased on specific areas. Communication is a key part of making the business continuity plan work and it is

important that the co-ordinator ensures that all members of the team are aware of targets and goals.

Part of this role will be to ensure the procedures in place are operating correctly and also that the management team are performing their roles as appropriate.

Coordination of the business plan is the responsibility of the Head Teacher.

Documents to be held off site by the Head Teacher

Section Details

Business Continuity Business Continuity Plan

Key contact details including Governors, Parents/Carers via text (parentmail), NPAT Directors, Local Authority

Alarm company contact details and contract number

Financial Information Bank, insurance details as appropriate, Inventory report and Insurance policy Staff Information Staff contact details

Staff emergency contact details

Up-to-date copies of contact details for all team members and key suppliers (Phones, Services, IT, etc) should be available to the co-ordinator – copies must be kept away from the office.

Inform insurers – School Business Manager

Marsh Education Insurance :- 01444 313109 Inform current insurers and/or loss adjusters:

 Nature, time of occurrence

 Details of occurrence

 Extent of damage

 Current situation

Liaise with staff, NPAT partnership & NCC.

Liaise with Fire, Police, Ambulance and/or Hospitals if applicable Photographer duties – evidence etc. to be obtained and kept

Request use of alternative accommodation and furniture – Head Teacher

Seek advice from NCC in the first instance. To enable the school office to remain functional:

 Need to contact the alternative provider (Headlands/Bellinge)

 Need to ensure financial facilities are available to cover the costs (EFA re: temporary advance)

Liaise with emergency services – Head Teacher if appropriate will contact

 Emergency services need access to the site

Re-instatement of computer systems – Head Teacher / EasiPC

 Need to liaise with loss adjusters re actual replacement of equipment in lieu of claim

 Replacement of hardware – servers, PCs, printers, networking components, such as routers, switches, cabling, power supplies etc, remote access equipment

 Restore back-up

 Will need a copy of the backup software, in case it needs to be loaded onto the new server(s) in order to carry out the restore

 Need network diagrams to speed the re-creation of a permanent system

 Need detailed specification of all computers and associated peripherals

 Need table of user-permissions, in case a new network needs to be built from scratch

 Agree priorities for re-instatement

 Need access to software manuals as required

 Users may be operating with fresh installations on new machine, so the interface will not be exactly as they were used-to

 Consider backup and security for the duration of the temporary system – we do not want another disaster!

 Need all the passwords for applications, operating systems, remote access to the website etc

 Consider any practice, client or BACS remote banking requirements

Marketing issues and media liaison – Head Teacher / Deputy Head Teacher

 Pro-active response to the events with press releases, follow up reports

 Keep constant ‘upbeat’ reports

 Publish Website notes on situation – keep up to date

 Text/email Parents via paentmail

 Head Teacher to liaise with local press, radio and television as appropriate in line with NPAT Partnership/NCC advice.

Emailemergencyplanning1@northamptonshire.gov.uk

Team communication and information – Head Teacher / Assistant Head Teacher / SBM / Administrative Team

 All team-members due to be in the office will need to be on standby and review their specific pre-arranged tasks. Other team members, such as those on study-leave or away-jobs will also need to be kept informed of progress

 Need to keep a list of contact details for all staff away from the office

Communication issues – SBM / Administrator / IT Technician

 Transfer of telephone lines to temporary office

 Call re-routing

 Need to re-direct any fax lines

 EasiPC to arrange transfer of the schools Internet IP address to the new router, to ensure uninterrupted receipt of email

 Move team members to temporary site to take calls on an emergency basis

 Need paper and electronic copies of contact details for key contacts and clients

 Need to re-direct post

Securing disaster site – Head Teacher / Assistant Head Teacher / SBM / Site Supervisor

Seek advice from Marsh Insurance in the first instance.

 Consider staff and public safety

 Salvage – files equipment etc, furniture, cabinets etc

 Consider where the salvage will be stored in the short-term – may be wet, dirty, damaged etc

 Removal of debris – skip – confidential materials etc

 Hire of van/skip

 Boarding up facilities

 Make the property safe - fencing required for either security and/or public safety?

 Is 24 hour security required?

 Possible dealings with the County Surveyors Office

 Emergency plumbers, gas fitters, electricians, glaziers etc

 Access to emergency generator/pumps

 Plant hire details

 Possible Portakabin hire

 Rental heating/lighting

 Salvage specialists?

Re-order of electronic business equipment – SBM / Administrator

 Telephones

 Fax machines

 Photocopier

 Shredder

 Need details of current machines model numbers (for capacity of replacements) and serial numbers for insurance claim (Inventory)

 Need contact details of suppliers

 Need to consider temporary hired/loaned equipment

Liaise with power suppliers and other main services – Site Supervisor/Cleaning Supervisor

 Electricity/Gas – Kent County Council emergency line : 0800 111999

 Water Suppliers – Anglian Water 08457 145145

 Alarm Company – Bee Tee Alarms 01604 637910

Financial – Head Teacher / Assistant Head Teacher / SBM

Bank: Need details of business bank accounts, branches, contact details etc, in order to arrange temporary facilities for immediate expenses.

Suppliers: Need to ensure all key suppliers will not withdraw services and extend our credit until we are able to deal with them. Alternatively, we need to ensure our bank facility is sufficient – this may be different at different times of the year.

SITUATION 2 – INCIDENT RELATING TO PUPIL/STAFF ON OR OFF

SITE

FIRST 24 HOURS FOLLOWING A CRITICAL INCIDENT Immediate response is vital

Requesting Support Activation (Diagram 1)

In the event of a School related emergency the arrangements are outlined here:

INCIDENT OCCURS

Headteacher (HT) or Asst Headteacher (AHT) or School Business Manager is notified

Contact emergency services if required

HT, AHT, or SBM rings: NPAT Insurers : Marsh

Contact Chair of Governors AND NPAT Directors to advise them of situation OUT OF OFFICE HOURS– contact the NPAT Partnership Headteachers

(ALL AHT to have contact details)

 Activate support from Local Authority - Visits coordinator, Legal services, Health and Safety team

Principal Educational Psychologist

 Determines the level of support required in liaison with

Headteacher or nominee

 If necessary, activates the Critical Incidents Response Team

Local Authority Representative

 Advises Headteacher/ Nominee

 Determines full needs  Takes action accordingly  Informs senior managers

within NCC of the incident

Headteacher (or Nominee)  Nominates on-site

Co-ordinator

 Identifies on-site facilities  Mobilises on-site School

Emergency Response Team (if appropriate)

Emergency action list

ACTION BY:- HT, AHT, School Business Manager Stage 1 - Initial Actions

 Open and continue to maintain, a personal log of all factual information received, actions taken, and the time of those events.

 Make every attempt to clarify exactly what has happened.

 Then consider whether the incident requires support from county council services or outside agencies. It is requested that initial contact always be made with the Local Authority in emergencies in case they have wider significance.

 If so, follow the activation process shown in Diagram 1.

 Agree with Local Authority who will make contact with other support agencies.

If during term time:

 Unless there is overwhelming pressure, avoid closing the school & endeavour to maintain normal routines & timetables.

If outside term time (or outside school hours):

 Arrange

for:-o the Site Supervisor to open certain parts of the school as appropriate and to

be available (and responsive) to requests.

o Contact School Administration staff who may be required to report to the

school. Ensure that home contact/mobile phone details are kept.

 Postpone media comment until advice received from NCC Communications Team.

NB:It is especially important that if names of those who may have been involved in the incident are known DO NOT release – or confirm – them to anyone, before those identities are formally agreed and parents have been informed.

 If deputising for the Head Teacher, try if possible to contact and brief them.  Update Chair of

Governors-o of Incident and, if appropriate, of involvement of County Council services or

outside agencies.

o they should standby to be available for interview by the media.

 Call in the designated staff members to form the ‘School Emergency Management Team’ (SEM Team), and nominate one member as the On-Site Coordinator to oversee that Team on your behalf.

 Be prepared to receive many telephone calls.

Stage 2 – Once established

Brief staff member acting as On-Site Co-ordinator to oversee the following:

 If ‘Critical Incidents Response Team’ has been activated, arrange for on-site facilities for the Team.

 Agree appropriate identification of staff by using badges.  Expect to see identification of NCC/other personnel.

 Set up arrangements to manage visitors – arrange for their names to be recorded.

 Set up arrangements to enable accurate information to flow into and out of the school and for telephones calls, by ensuring:

o sufficient help is available to answer the many calls that could be received

(other NPAT Partnership schools may be able to assist with a ‘Help-Line’)

o staff maintain records of all calls received

o brief, but up-to-date prepared statements are available to staff answering

phones

o media calls are directed to the NCC Communications Team/ Headteacher or

nominee

o care is taken when answering telephone calls

o an independent telephone is made available for outgoing calls only – a mobile

phone can be useful – but remember such messages can be intercepted

o staff answering telephones are reminded that some calls could be bogus

 To arrange for all staff – not just teaching staff – to be called in and, if necessary, briefed at an early stage. (Subsequent briefings say 2 x per day for 10 minutes, should be arranged).  To be aware of how colleagues are coping.

 To arrange for all pupils to be told, in simple terms, at an early stage (ideally in small groups and initially by class teachers, wherever possible).

 To brief SEM Team to discourage staff and pupils from speaking to the media.

 To arrange, if appropriate, for SEM Team members to each have a copy of the next-of-kin list.

Parents:

 If pupils are involved, the contacting of parents will be an important early task (remember if it is a major incident, the parents may have already heard). It may be appropriate to ask the parents to come to the school for a briefing and support. This will need to be done with the utmost care.

 Maintain regular contact with parents.

 If the incident is away from school seek Police advice whether parents should travel to the scene, or whether children should be taken home.

Staff:

 Remember to have regular breaks, and advise others to do so.

 Maintain regular contact with staff (teachers, teaching assistants and office staff). Make a point of seeing that all staff involved know each other’s roles & responsibilities.

 Always try to think of something positive to say to staff and respond positively to ideas and suggestions.

 Be available to see staff when required.

 Remember some members of staff may be so affected, that they will not be able to help in supporting children.

 Recognise also that if the burden of dealing with the situation falls disproportionately on a small number of staff, they too could need professional support.

 If the incident is away from school, try to dissuade shocked staff from driving parents to the scene.

Liaison with NPAT Partnership/ Local Authority:

 Maintain liaison with both NPAT Partnership and Local Authority for the duration of the incident.

Stage 3 – Period following the close of the incident

 When appropriate, seek advice from local clergy about special assemblies/ funeral/ memorial services.

 Arrange for a member of staff to make contact with any pupils either at home or in hospital.

 Make sensitive arrangements for the return to school (as appropriate).  Prepare joint report with named Local Authority Officer/NPAT Directors.

Stage 4 – Longer term issues

The effects of some incidents can continue for years. Thought will need to be given to:  Work with staff to monitor pupils informally.

 Clarify procedures for referring pupils for individual help.  Be aware that some staff may also need help in the longer term.

 Recognise and if appropriate, mark anniversaries eg commemorative assembly.

 Remember to make any new staff aware of which pupils were affected and how they were affected.

 Remember that legal processes, inquiries and even news stories may bring back distressing memories and cause temporary upset within the school.

 Remember if the incident does attract media attention, it is likely that interest will continue for many weeks.

Emergency Action List

ACTION BY: SCHOOL EMERGENCY MANAGEMENT TEAM (SEM Team)

This team should comprise:

 senior members of staff (at least 4 in a large school)  administrative staff

 site supervisor (according to the nature of the incident)

Stage 1 – Initial Actions

 Obtain full facts of the incident from HT, DHT or School Business Manager.

 Open and continue to maintain a personal log of information received, actions taken and the time of those events.

 Assist, where appropriate, in assessing the emotional needs of the staff and pupils.  Co-ordinate rapid action to sensitively inform staff and pupils to provide appropriate

support.

 Assist class teachers who will undertake classroom briefings.  Arrange special groups for very distressed pupils.

Stage 2 – Once Established

 Under guidance from School On-Site Co-ordinator, assist HT, DHT or SBM

 Work with NPAT Partnership Directors/NCC and other staff as directed by the School On-Site Co-ordinator.

Stage 3 – Period Following Close of the Incident  As above

Emergency action list

ACTION BY:- ADMINISTRATIVE ASSISTANTS Stage 1 – Initial Actions

 Obtain full facts of incident from Head Teacher or Nominee

 Open and continue to maintain a personal log of information received, actions taken and the time of those events

 If coming in from home, remember to bring useful items, such as any keys needed, laptop, mobile phone & chargers.

Stage 2 – Once established

 Under guidance from School On-Site Co-ordinator, assist the Head Teacher (or Nominee).  Work with the Head Teacher (or Nominee), School On-site Co-ordinator and Emergency

Planning Team (if activated), as directed.

 Remember the School Office is likely to be the first point of contact for visitors, so exercise caution in making comments.

 Concerning incoming telephone calls:

o take special care when answering telephone calls early on o maintain a record of calls received

o only give out information from prepared statements that will be made available

by School On-site Co-ordinator

o remember that some calls could be bogus.

Stage 3 – Period Following Close of the Incident  As above

Acknowledgement

This document was developed from a model available on Teachernet: