THE HEATH ACADEMY TRUST SCHOOL EMERGENCY MANAGEMENT & BUSINESS CONTINUITY PLAN

Transcription

1 THE HEATH ACADEMY TRUST SCHOOL EMERGENCY MANAGEMENT & BUSINESS CONTINUITY PLAN inspire transform together Summary Policy Reference Number: 023 Category: Authorised By: Committee Responsible: Risk Management Board Of Directors Full Trust Board Version: Status: 21/03/2018: Approved at Full Trust Board. Next Review Date: 21/03/2019 The Heath Academy Trust Registered Address: S.t Ives Primary & Nursery School, Sandy Lane, St. Ives, Ringwood, Hampshire, BH24 2LE Registered in England and Wales Registration Number: Page 1 of 12

2 Contents Trust Address & Contact Details Page 4 School Addresses & Contact Details Page 4 Introduction Page 5 Definitions Page 5 Associated Documents/Information Page 5 Emergency Contact Information Page 5 Strategy Page 5 Responsibilities Chief Executive Headteacher Or Their Deputy Page 6 Procedure For Closing The Schools Page 6 Closure During A School Day Page 6 Immediate Places Of Safety Page 6 Off-Site Place Of Safety Page 6 Lockdown Procedure Page 6 Silent Evacuation Page 7 Business Recovery In The Event Of A Loss Of Buildings Or Site Space Page 7 Insurance Page 7 Replacement Site Facilities Or Temporary Relocation Page 7 Temporary Relocation Page 7 Pandemic Threat/Mass Staff Unavailability Page 7 Other Threats Page 8 Business Continuity Purpose Of The Business Continuity Phase Page 9 Critical Function Analysis & Recovery Resources Page 9 Strategies For Continuity Of Service Page 10 Recovery & Resumption Page 12 Page 2 of 12

3 Definitions Note: these terms are standard throughout all policy documents and are designed to provide clarity. Section 1: The MAT the Academy Trust and Trust the Board the Directors Finance Committee Accounting Officer Chief Finance Officer (CFO) Trust Business Manager ( TBM ) Leadership Team mean the Heath Academy Trust Company. means the Board of Directors of the Heath Academy Trust Company. refers to the group of (up to 12) Directors who make up the Board, and who are also the Heath Academy Trust s Trustees under charity law. refers to the Finance and Audit Committee formed by the Board to manage the financial affairs of the Trust. is a role held by the Chief Executive Officer ( CEO ) of the Trust, and one which includes a personal responsibility for the financial resources under the Trust s control. He is accountable for the Trust s financial affairs. is the Trust s finance director, and also the Trust Business Manager, to whom the Accounting Officer delegates responsibility for delivery of the Trust s financial processes and reports, and for the oversight and consolidation of the Academies financial data. Fulfils the CFO role within the Trust, including compliance and statutory returns, as described in the Academies Financial Handbook. is a team representing the Academies, consisting of the Headteachers and the CEO, and the TBM. A full description of the positions listed and their responsibilities will be found in the current Academies Financial Handbook. Section 2: The Schools Academy Academies School Finance Officer Governor Headteacher School s Leadership Team One of the six schools making up the Heath Academy Trust. All of the six Academies. means an Academy within the Trust. The person responsible for the day to day management of an Academy s financial operations. means a formally elected and appointed member of a School s Governing Body (generally referred to as the LGB). means the senior person at an Academy who may also be an Executive Headteacher and/or elected as a Director of the Board. A group within each School consisting of the Headteacher, senior staff and the local Governing Body. Page3of12

4 TheHeathAcademyTrust c/ost.ivesprimary&nurseryschool SandyLane St.Ives Ringwood Hampshire BH242LE OakhurstCommunityFirst&NurserySchool ShaftesburyRd WestMoors Ferndown Dorset BH220DY Headteacher:MrsAnnClark St.IvesPrimary&NurserySchool SandyLane St.Ives Ringwood Hampshire BH242LE Headteacher:MrsLauraCrossley St.MarysCEFirst&NurserySchool 240StationRd WestMoors Ferndown Dorset BH220JF Headteacher:MrRoySewell TheHeathAcademyTrust TrustAddress&ContactDetails SchoolAddresses&ContactDetails ChiefExecutiveHeadteacherPJustineHorn ChairofTrustPNickMusselwhite St.James CEFirstSchool ParkLane Alderholt Fordingbridge Hampshire SP63AJ Headteacher:MrsJoHudson SixpennyHandleyFirstSchool SixpennyHandley Salisbury Wiltshire SP55NJ Headteacher:MrsClareHewitt ThreeLeggedCrossFirst&NurserySchool ChurchRoad ThreeLeggedCross Wimborne Dorset BH216RF Headteacher:MrsJustineHorn Page4of12

5 Introduction TheHeathAcademyTrustBusinessContinuityPlan(BCP)hasbeenwrittenforthosewhowillbeinvolvedin rep establishingtheoperationaldeliveryofservicesfollowingamajorincident.itshouldbereadin conjunction with: The Trust schools Critical Incident Plan (the operation of which does not necessarily activate the BCP). Definitions Anemergencyisanyevent,whichcauses,orhasthepotentialtocauseinjury,lossoflife,damageto property orsignificantbusinessdisruption. A disaster is the escalation of an emergency to the point where normal conditions are not expected to be recoveredforatleast24hours. AssociatedDocuments/Information AssociatedDocumentsinclude: CriticalIncidentPlan FireEvacuationPlans Fireriskassessment Contactlist EmergencyContactInformation ACriticalIncidentPlaniskeptineachschoolreceptioninthemainschoolofficeandincludes: Copiesofthisdocument ContactList Access to staff and pupil data(those on roll) with home phone numbers can be accessed via each school office. Strategy IfaTrustSchooldeclaresadisastereithertheHeadteacherortheirdeputy,theschool scriticalincidentplan andthehat sbusinesscontinuityplanwillbeactivated. Communicationwillbevia andthewebsiteifthisisoperable,orbyuseofthesnowplanandtelephone listsifnot. ThefollowingorganisationsmayneedtobeadvisedoftheimplementationoftheBusiness ContinuityPlanas soonaspossible: ChiefExecutiveHeadteacher TrustFinanceOfficer/TrustBusinessManager Health&SafetyAdvisor Health&SafetyExecutive(HSE) InsuranceAdvisors LocalPolice LocalFireService Page5of12

6 Responsibilities ChiefExecutiveHeadteacherOrTheirDeputy The Chief Executive Headteacher is responsible for the implementation and copordination of the BCP, including: CoPordinationofstatus reports/communicationfor the benefitofall audiences(including Academies TeamatDFE,press) Maintaining the BCP in an upptopdate format by delegating responsibility to the School Business Managerforupdates. ProcedureForClosingTheSchools Allschoolshaveaprocedureinplacefortheclosureinadvanceofaschooldayorclosureduringtheschool day.inaddition: 1. Closureinadvanceofaschoolday. 2. NotificationofschoolclosuretotheHATChiefExecutiveHeadteacher. 3. Notificationoftheschoolclosureusingschoolprocedure. 4. Recordingtheclosureonthehomepageoftheschoolwebsite. 5. Sendingouttextmessagestoallparents. ClosureDuringASchoolDay It is never a preferred option to close the school during a school day but it can be carried out using the followingprocedures: 1. NotificationofschoolclosuretotheHATChiefExecutiveHeadteacher. 2. Recordingtheclosureonthehomepageoftheschoolwebsite. 3. Sendingouttextmessagestoallparents. ImmediatePlacesOfSafety Intheeventofamajorincidentonsiterequiringtheschooltobeclosed,pupilswillassembleat theprimary assemblypoints. Ifthesearenotuseablestaffwillescortpupilstothesecondary assemblypoints. OffESitePlaceOfSafety If it becomes necessary to evacuate the site completely, pupils will be escorted from where they can be collectedorfromwheretheycanbereleasedtomaketheirownwayhome. School OffESiteAssemblyPoint OakhurstCommunityFirst&NurserySchool WestMoorsMiddleSchool St.IvesPrimary&NurserySchool AllSaintsChurch St.Mary scefirst&nurseryschool St.Mary schurch St.James CEFirstSchool AlderholtChapel SixpennyHandleyFirstSchool SixpennyHandleyChurch ThreeLeggedCrossFirst&NurserySchool ThreeLeggedCrossVillageHall LockdownProcedure Itisnowpossibletoenvisagecircumstanceswheretheschoolmaywishtolockitselfin,tosecure staffand pupilsfromanoutsidethreat. Thiscircumstanceisdescribedasa lockdown. Ifalockdownisdeclared: TheChiefExecutiveHeadteacherwillbeinformedassoonaspossible. Page6of12

7 SilentEvacuation ThisispersonalisedbyeachHATschool. BusinessRecoveryInTheEventOfALossOfBuildingsOrSiteSpace General Replacement of the buildings and facilities that have been damaged or made unavailable will be the responsibilityoftheheathacademytrust. Intheeventofbuildingunavailability, theschoolwillbeentitledtofinancialunavailabilitydeductionstooffset theunitarycharge. Temporary working facilities are the responsibility of the School and Academy Trust for which it holds insurance(seebelow). Insurance Theschoolsholdinsurancetocover thecostoftemporaryaccommodation. ReplacementSiteFacilitiesOrTemporaryRelocation Thesizeandscopeoffacilitiesrequiredfortheschoolwillvaryaccordingtocircumstance.Inthe firstinstance contactshouldbemadewiththechiefexecutiveheadteacher. TemporaryRelocation School PrimaryLocation SecondaryLocation OakhurstCommunityFirst& WestMoorsMiddleSchool St.Mary scefirst&nursery NurserySchool School St.IvesPrimary&Nursery ThreeLeggedCrossFirst& WestMoorsMiddleSchool School NurserySchool St.Mary scefirst&nursery WestMoorsMiddleSchool OakhurstCommunityFirst& School NurserySchool St.James CEFirstSchool SixpennyHandleyFirstSchool AlderholtChapel SixpennyHandleyFirstSchool St.James CEFirstSchool VillageHall ThreeLeggedCrossFirst& St.IvesPrimary&Nursery WestMoorsMiddleSchool NurserySchool School The location of the temporary accommodation will be determined based on the space required and circumstances at the time. Two possible locations that have been identified for consideration should temporaryaccommodation/buildingsneedtobesitedare: Erectingadditionalbuildingsonthecurrentschoolsiteswillalwaysbethepreferredsolution. PandemicThreat/MassStaffUnavailability Loss of staff is considered a generic threat to operations. The spread of a virus capable of impacting on operationalservicedeliveryisnowconsideredgenuineandserious. Intheeventofmassstaffillness,theHATwillshuttheschooltopupilsusingthesameprocedures described above. Page7of12

8 OtherThreats Thefollowingotherthreatshavebeenconsidered PhoneandICTcommunicationsloss Financeprocessbreakdown paymentstostaff&suppliersfail Utilities/Energysupplyfailure ServicedeliveryLossofgeneralnature Keysupplierfailure catering,transport EvacuationduetonearbyIncident Prolongedbadweather Strikes Terroristattackorthreat Page8of12

9 BUSINESSCONTINUITY PurposeOfTheBusinessContinuityPhase Thepurposeofthebusinesscontinuityphaseofyourresponseistoensurethatcriticalfunctionsareresumedasquicklyaspossibleand/orcontinuetobedelivered duringanydisruption.thismayinvolveactivatingoneormoreofyourbusinesscontinuitystrategiestoenablealternativewaysofworking.duringanincidentitis unlikelythatyouwillhaveallofyourresourcesavailabletoyou,itisthereforelikelythatsome noncritical functionsmayneedtobesuspendedatthistime. CriticalFunctionAnalysis&RecoveryResources FunctionDetails ResourceRequirements CriticalFunction MTPD RTO Minimum ServiceLevel Staff Data/ Systems Premises Equipment 3 rd Party Dependencies 1 Delivera timetableof educationfor Year6 7days 1day 1memberof qualifiedstaff per?pupilswith keyresources 1memberof staffqualified to?standard per?pupils N/A Heatedroomwith accesstowaterand toiletfacilities Tables/chairs/ learningresources N/A 2 Maintain attendance records 7Days 1day Maintainpaper records 1trained memberof staff N/A N/A Paperrecord sheets N/A 3 Maintainfinance records 14days 7days Maintain manualrecords 3trained membersof staff PSF Heatedroomwith accesstowaterand toiletfacilities Laptops 4 MaintainIT infrastructure 2days 1days Remoteaccess to ,psf andstored documents Headteachers andfinance officers PSF Internet Access SIMS N/A Laptopsordesk topsforremote access AcademyIT

10 StrategiesForContinuityOfServices ArrangementsToManageALossOrShortageOfStaffOrSkills a. Useoftemporarystaffe.g.supplyteachers,officestaffetc. MultiZskilling and crossztraining to ensure staff are capable of undertakingdifferentrolesandresponsibilities,thismayinvolve b. identifying deputies, job shadowing, succession planning and handoverperiodsforplanned(alreadyknown)staffabsencee.g. maternityleave. Usingdifferentwaysofworkingtoallowforreducedworkforce, thismayinclude: Largerclasssizes. Useofteachingassistants,studentteachers,etc c. PreZprepared educational materials that allow for independentlearning. Team activities and sports to accommodate larger numbers ofpupilsatonce. d. Usingmutualsupportagreementswithotherschools:emergency secondments. Ensuring staff management issues are considered i.e. managing e. attendance policies, job description flexibility and contractual requirementsetc. ArrangementsToManageLossOfTechnology/Communication /Data/Power FurtherInformation (e.g.keycontacts,detailsofarrangements,checklists) Headteachers will organise and inform the Chief Executive Headteacher of outcome. FurtherInformation (e.g.keycontacts,detailsofarrangements,checklists) a. Back upsofkeyschooldata/itinfrastructure Reverting to paperzbased systems e.g. paper registers, b. whiteboardsetc. Contact the utility company responsible or appropriate repair c. contractor. Seecriticalincidentplansforindividualschools Page10of12

11 ArrangementsToManageDenialOfAccessToFinance System/IT FurtherInformation (e.g.keycontacts,detailsofarrangements,checklists) ArrangementsToManageLossOfUtilities FurtherInformation (e.g.keycontacts,detailsofarrangements,checklists) a. Usingmutualsupportagreementswithotherschools. b. PreZagreedarrangementswithotherpremisesinthecommunity Outlinedearlierinplan. Localising the incident e.g. isolating the problem and utilising c. differentsitesorareaswithintheschoolpremisesportfolio. CriticalIncidentplanforindividualschools d. Staggerlessonsacrossbreaktimesandlunchtomaximiseuseof available space, and extend the school day to expand the time availableinclassrooms. ArrangementsToMitigateTheLossOfKeySuppliers,Third PartiesOrPartners a. PreZidentifiedalternativesuppliers. b. Ensuringallexternalprovidershavebusinesscontinuityplansin placeaspartofcontractterms. c. Insurancecover. d. Usingmutualsupportagreementswithotherschools. FurtherInformation (e.g.keycontacts,detailsofarrangements,checklists) Page11of12

12 RECOVERYANDRESUMPTION PurposeOfTheRecovery&ResumptionPhase Thepurposeoftherecoveryandresumptionphaseistoresume businessasusual workingpractisesfortheschoolasquicklyaspossible.wheretheimpactofthe incidentisprolonged, normal operationsmayneedtobedeliveredundernewcircumstancese.g.fromadifferentlocation. Recovery&ResumptionActions ACTION 1. Agree and plan the actions required to enable recovery and resumption of normal working practises. 2. Respond to any ongoing and long term supportneedsofstaffandpupils. 3. Once recovery and resumption actions are complete,communicatethereturnto business asusual. 4. Carryouta debrief oftheincidentwithstaff (andpossiblywithpupils). Complete a report to document opportunities for improvement and any lessonslearnt. 5. ReviewthisSEMBCPinlightoflessonslearnt fromincidentandtheresponsetoit. ACTIONED? FUTHERINFO/DETAILS (tick/crossas appropriate) Agreedactionswillbedetailedinanactionplanandsetagainsttimescaleswith responsibilityforcompletionclearlyindicated. Depending on the nature of the incident, the School Emergency Management TeammayneedtoconsidertheuseofCounsellingServices. Ensure all staff/chief Executive Headteacher are aware that the SEMBCP is no longerineffect. Thiswillbecommunicatedtoeachschoolofficevia andschoolprocedures will be followed for informing staff. Parents will be informed immediately from eachschoolofficethatnormalworkingpracticehasbeenresumed. The incident dezbrief report should be reviewed by all members of the School EmergencyManagementTeamtoensurekeyactionsresultingfromtheincident areimplementedwithindesignatedtimescales.governorsmayalsohavearolein monitoring progress in completing agreed actions to further develop the resilienceoftheschool. ImplementrecommendationsforimprovementandupdatethisPlan.Ensureany revisedversionsoftheplanarereadbyallmembersofthesemt. Page12of12