Gaywood Primary School Disaster Recovery Plan ~ 2018

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1 Date Approved: 10/01/2018 Date of Review: 10/01/2019 Signed: A.Moyes Gaywood Primary School Disaster Recovery Plan ~ 2018 Definition An event or 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 organisational consequences. Although is it unlikely that a major emergency will occur in our school, we need to consider the procedures and practices that will be used should such an incident take place. Thus we may ensure that, as far as possible, the emergency will be dealt with efficiently and speedily, thereby limiting hazardous, dangerous and distressing circumstances. Aims 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 Trust, Local Authority and other agencies, at short notice. 3. Recommend the need for our school to develop complementary emergency arrangements. 4. Pass on advice based upon previous experiences. 5. Give guidance on other sources of information and help. Scope of the Plan In School A deliberate act of violence, such as the use of a knife or firearm A school fire A pupil or teacher being taken hostage The destruction or serious vandalising of part of the school Outside School The death of a pupil 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 Death or injuries on school journeys or excursions Civil disturbances and terrorism 1

2 Types of Emergency A major emergency in a school can arise out of many different events, examples would include: A serious accident involving children and school personnel on or off the premises, A violent intrusion onto school premises by malicious persons, either in person or by means of arson or a bomb, A school building becoming unsafe as a result of fire or structural damage, The release of hazardous substances (chemicals etc) near or on the school site, Severe weather such as floods, high winds, extreme storms, etc., Epidemic (e.g. meningitis, legionnaires disease), The death of a child, staff member or governor (through accident, suicide or murder). Other events may also be deemed to be emergencies in schools because of the impact they have on teachers, pupils or other staff, sometimes for a protracted period of time. Such events could be: An incident in the community which is seen or experienced by the pupils or staff, An incident affecting relatives of pupils and which is known about within the school, An incident affecting a nearby or comparable school, An incident of the type described in the above 'in school' incident list. Not all of these incidents will require a full-scale response from all the agencies and services listed in this guide. However, plans must not overlook the long-term effects of even 'indirect' involvement in incidents and be prepared to make provision for these. Guidance on Emergency Procedures In an emergency, many demands are made on all involved. In order for people to cope effectively, it is helpful if information that will be needed is up-to-date and easily accessible. The following information is held within our school and duplicated off-site. It is kept upto-date, with senior staff knowing how to access it: A copy of this emergency plan, A list of pupils names, address, contact numbers, mobile numbers and known medical conditions, A list of staff names, addresses, contact details and mobile phone numbers, A list of the governing body's addresses, contact details and mobile phone numbers, A list of local emergency services contacts details, A list of Trust and LA contact numbers for emergency use, A list of Trust and LA numbers for dealings with the press and media, A detailed site plan for the school buildings and grounds, Site plans indicating evacuation routes, fire exits, fire alarm sites, isolation points, assembly points, fire extinguisher points, storage areas for flammable and hazardous products, Information to cut off the electricity and water (no mains gas on site), 2

3 Details for contacting the utility services, Keys to all doors, Location of helicopter landing site, Details for agreed meeting point for emergency services, Checklists with details for dealing with crisis events. A named person in school with responsibility for: o dealing with the media, o updating the plan, o keeping the inventory up-to-date and off site, o keeping back up procedures up-to-date and off site. A programme of testing the plan with arrangements, and also the follow up procedure for monitoring and evaluating such tests. Actions to be taken by person receiving a call about an off-site emergency affecting the school. Any contact details should apply 24 hours a day (not just office hours or answer machines) and should be tested at least once every six months. Our Precautionary Measures At Gaywood Primary School, we: Ensure that we have emergency support if our Head or Secretary are absent. Ensure that all staff involved in school activities both during and out of school hours are familiar with the school's fire and emergency routine, Ensure staff are familiar with the school's security regulations and that persons not wearing a visitor's badge are challenged and escorted to reception. Ensure the pupils sign in / out when they arrive late or leave early, Ensure staff are aware of pupils in their class with health problems and their treatment, Make all staff aware of their responsibility to be vigilant at all times. 3

4 Schools Emergency Response Team The Schools Emergency Response Team will consist of: Head Teacher: Name: Mr Neil Mindham Address: 60 Deas Road, King s Lynn, Norfolk. PE30 3PE. Telephone: Home ; Mobile Deputy Head Teacher: Name: Mr Andy Bazeley-Smith Address: 31 Seagate Road, Hunstanton, Norfolk. PE36 5BD. Telephone: Home ; Mobile Child Protection: Name: Mrs Sophie Dickson Address: 27 The Birches, Kings Lynn, Norfolk. PE30 3JG. Telephone: Home ; Mobile Secretary: Name: Mrs Jo Coe Address: 14 Kensington Road, Kings Lynn, Norfolk. PE30 4AS. Telephone: Home ; Mobile Caretaker: Name: Position Vacant Address: Position Vacant Telephone: Position Vacant (Mr Neil Mindham is responsible for instigating telephone tree for school closure) 4

5 The Local Authority Support Team Activation In the event of a School related emergency the proposed arrangement is outlined here: INCIDENT OCCURS Head Teacher is notified Head Teacher closes school on website: LEA Emergency Closure Location code: 2187 OUT OF OFFICE HOURS The LEA contact a Designated Senior Officer from the LEA EMERGENCY SUPPORT TEAM The Senior Officer Activated: Establishes contact with the Head Teacher Activates First Response Officers as per contact list, to attend the school (e.g. Communications Experts, Public Relations and an LEA Team Co-ordinator.) LEA Team Co-ordinator Puts Support Team Officers on Standby Attends site Mobilises Supports Team Officers as required Senior Officer Attends site to: Assist/advise Head Teacher Determines full needs Takes action accordingly Head Teacher Nominates on-site Coordinator Identifies on-site facilities Mobilises on-site Team (if appropriate) 5

6 Appendix 1 Emergency action list ACTION BY:- Head Teacher or most senior person in school 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 Incident requires involvement of Local Authority Support Team NB it is requested that initial contact be always made with the Local Authority in emergencies in case they have wider significance. If so, contact one of the single point contact numbers listed on page 11. Establish whom they will contact. Check this includes the Education Committee Chair. If during term time Unless there is overwhelming pressure, avoid closing the school and endeavour to maintain normal routines and timetables. If the Incident does attract Media attention, you are likely to be inundated with requests for interviews and statements. Try to postpone Media comment until after the Trust s PR Officer has arrived or you have discussed arrangements with the PR Officer on the telephone (who will be part of the Local Authority Support Team ). If you cannot, see Appendix 2 for some key points to remember. If outside term time (or outside school hours) Arrange for: o the Caretaker to open certain parts of the school as appropriate and to be available (and responsive) to requests, o Immediate School Administration support. Think about what you are wearing when you go into school, in case you are unavoidably drawn into a TV interview. If the Incident does attract Media attention, you are likely to be inundated with requests for interviews and statements. Try to postpone Media comment until after the Trust s PR Officer has arrived or you have discussed arrangements with the PR Officer on the telephone (who will be part of the Local Authority Support Team ). If you cannot, see Appendix 2 for some key points to remember. 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 are informed. If deputising for the Head Teacher, try if possible to contact and brief him/her. 6

7 Inform Chair of Governors and Trust: o of the Incident and, if appropriate, of the involvement of Local Authority Support Team, o they should standby to be available for interview by the Media. Call in the designated staff members to form the School Emergency Response Team, and nominate one as the On-Site Coordinator to oversee that Team on your behalf. Be prepared to receive many telephone calls. Recognise the relevance of multi-cultural and multi-faith factors in the response. Stage 2 Once established Brief Staff Member acting as On-Site Co-ordinator to oversee the following: If Local Authority Support 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 Local Authority Support Team Officers, 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 (The Local Authority Support Team will 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 Trust s PR officer, 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 readily intercepted, o telephone staff 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 twice 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 and early stage (ideally in small groups and initially by class teachers, wherever possible). To brief Team to discourage staff and pupils from speaking to the Media. To arrange, if appropriate, for Team members to each have a copy of the Next-of- Kin List. 7

8 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 well 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 Incident away from school seek Police advice whether parents should travel to the scene, or whether children should be taken home, Consider sending a letter to all parents to include brief details of the incident, current situation, impact on the school, (i.e. closure period, partial relocation, etc.), expected duration of temporary arrangements, contact points for further details. Staff: Remember to have regular breaks and advise others to do so, Maintain regular contact with staff (teachers and office staff). Make a point of seeing that all staff involved know each other s roles and 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 Incident is away from school, try to dissuade shocked staff from driving parents to the scene. Local Authority Support Team Maintain liaison with Local Authority Support Team Senior Officer for duration of Incident. Stage 3 Period following the close of the incident When appropriate, seek advice from Local Authority Support Team and local clergy contact on special assemblies/funeral/memorial services. Prepare joint report with named Senior Officer, for Director of Education. 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). 8

9 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, i.e. stress counselling for staff, Recognise and if appropriate, marking anniversaries, 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, Be aware of needs of parents and pupils, i.e. stress counselling. Emergency Action List ACTION BY EMERGENCY RESPONSE TEAM Stage 1 Initial Actions Obtain full facts of Incident from Head Teacher. 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 Head Teacher. Work with LA Support Team the Head Teacher and School On-Site Co-ordinator as directed. Stage 3 Period Following Close of the Incident As above 9

10 Emergency Action List ACTION BY ADMINISTRATIVE STAFF Stage 1 Initial Actions Obtain full facts of Incident from Head Teacher 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. Stage 2 Once established Under guidance from School On-Site Co-ordinator, assist the Head Teacher work with LA Support Team, the Head Teacher and School On-Site Co-ordinator 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 especial 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, o remember that some calls could be bogus. Stage 3 Period Following Close of the Incident As above 10

11 INFORMATION AND ADVICE WITH REGARD TO EMERGENCY EVACUATION OF THE SCHOOL Alarm Exit Procedure Continuous two tone, high pitched siren. Instructions with regard to this are clearly displayed in all rooms. On discovering a fire, the nearest fire alarm will be activated. It is normally the responsibility of the secretary to inform the fire brigade. On hearing the alarm, pupils and staff will immediately walk quietly (without running) via the fire exits to the assembly area on the playground. If possible, shut windows on vacating rooms. Ensure all doors are closed. No electrical apparatus should be disconnected or touched. Checks Assembly As per fire/school evacuation policy (tested half termly) Assemble at Key Stage assembly point. In the event of a catastrophic emergency which necessitate evacuation of all children from the school grounds the children and adults will make their way to St Martha s Primary School (Field Lane), which will be a rendezvous point. 1. Secretary (or admin staff in her absence) to take children/adult contact folder, visitor s book and mobile phone. 2. Teachers to take with them the class register and check pupils against to confirm numbers. 3. Head Teacher to check all staff and visitors are present. Class teachers are responsible for adults working within their classroom set up. 4. No one should re-enter the school after the fire alarm sounds. 5. Return only when the all-clear is given by the Head Teacher. General Information: All fire blankets in school are asbestos free. It is a legal requirement that staff report to the Health and Safety representative, (Office Manager, Head Teacher or Deputy) anything that in their opinion constitutes a hazard or danger to any person. We carry out an emergency evacuation fire drill at least twice per term. Full fire risk assessment is carried out annually by a suitable qualified person 11

12 PLAN OF ACTION IN SEVERE WEATHER CONDITIONS If the school is to be closed, our Head Teacher will inform Norfolk County Council, the trust and notify the local radio stations by 7.30am. School also pays into a system (Pupil Asset) by which we are able to text those parents who have given their mobile numbers as contacts. Radio announcements will be given on a day-to-day basis. Whether or not the school is closed to pupils, staff should make every effort to report for work without putting themselves at risk. Where the school remains open but staff are unable to travel due to adverse weather conditions, staff must contact the Head Teacher or Deputy. In the event of weather conditions deteriorating during the day and the need to send pupils home early, children should have emergency arrangements organised by their family. These contacts are held in the pupil file located in the school office. 12

13 Appendix 1 Points to note with media interviews Have a member of the Trust with you. Have another person with you, if possible, to monitor the interview If possible, agree an interview format i.e. establish what the interviewer wants to ask. Be prepared to think on your feet, but try to decide beforehand what you want to say. Do not read it out. Remember you could be quoted on anything you say to a journalist, even if it is not part of the formal interview. Be prepared to say you cannot comment. Don t over-elaborate your answers. Refuse requests for photos or schoolwork of children/staff involved. Try to keep a grip on your emotions during interviews-especially if it is TV. Most journalists are responsible, but check where interview/camera team go, when interview is over. 13

14 Appendix 2 Contact List The names and telephone numbers of organisations and individuals who may be useful to the School in an emergency: Organisation Name Telephone No. Gaywood Primary School West Norfolk Academy Trust Head Teacher Neil Mindham Deputy Head Andy Bazeley-Smith Assistant Head Sophie Dickson SENCO Anne Waters Chair of Governors Andy Moyle Caretaker Position Vacant School Secretary Jo Coe Executive Head of the Trust Andy Johnson Position Vacant Emergency Services Police, Fire & Ambulance 999 Queen Elizabeth II Hospital Norfolk and Norwich Hospital Suppliers Electricity Gas Total Gas & Power Water Anglian Water Intruder Alarm The Alarm Company Fire Alarm T & P LEA Emergency Closure No. Press / Media Radio Local Radio KLFM Lynn News Local press Eastern Daily Press Local press (Norwich) Anglia Television Local press

15 GAYWOOD PRIMARY SCHOOL INCIDENT LOG Incident: Location of Incident: Date: Time: Maintain a log below of your actions taken as the incident progresses. Date Time Event / Action Taken Reason(s) Please attach any s sent and received Name: Signature: Date: 15