OUTDOOR EDUCATION AND OFF-SITE EDUCATIONAL VISITS Reviewed Spring 2017 By Finance and Resources Committee Adopted by Governors: Spring 2015 Review Spring 2019
CONTENTS: 1. Introduction 2. Roles and Responsibilities 3. Guidance Notes for Off-site Educational Visits Appendix A Internal Permission/Cover arrangements Appendix B Checklist for all Off-Site Activities Appendix C Parental Consent Appendix D Assessment RAOSI form Appendix E OE2 External Providers form Appendix I - Emergency Response Plan 2
Learning Outside the Classroom 1. Introduction 1.1 Fernhurst Primary school provides many opportunities for its children to enrich and enhance their on-site learning through use of Outdoor Education and Off-site Educational Visits. This encompasses residential activities, environmental studies, sports, physical and cultural activities, business visits, conference and adventurous activities. We feel that all children should be able to experience a wide range of outdoor/offsite activities to enhance their learning experiences. 1.2 The value of off-site educational visits is well recognised by the Governing body and fully supported throughout the school. It is emphasised that a culture of safety must prevail and there is a need for careful planning and adherence to statutory procedures. Off-site educational visits must be well managed, information communicated and responsibilities recognised. 1.3 This document outlines the specific policies and procedures for Fernhurst Primary school. It supplements and follows the advice and guidance contained within the following significant publications: - West Sussex County Council s Regulations for Educational Visits and the use of EVOLVE and national Guidance: March 2013. See: https://www.westsussex.gov.uk/learning/west_sussex_grid_for_learning/cu rriculum/outdoor_education/offsite_activities/regulations_and_guidance_for_o.aspx - Departmental advice on health & safety for schools, regularly updated. See: http://www.education.gov.uk/aboutdfe/advice/f00191759/departmentaladvice-on-health-and-safety-for-schools/key-points - Department for Education advice on Legal Duties and Powers For Local Autjhoities, school leaders, school staff and governing bodies, available at: http://media.education.gov.uk/assets/files/pdf/h/dfe%20health%20safety% 20advice%20181212.pdf - The Health and Safety Executive statement: School Trips and Outdoor Learning Activities Tackling the Health & Safety myths. available at: http://www.hse.gov.uk/services/education/school-trips.pdf 3
2. Roles and Responsibilities 2.1 The Governing Body satisfies itself that the appropriate procedures, risk assessments, and control measures are in place and that the documented guidance notes are being followed. All off-site visits that are residential, abroad, or hazardous need to be approved by the Governing Body. Such approval must be recorded in the minutes of the Governing Body. 2.1 The Head Teacher is delegated by the Governing Body to approve all off-site educational visits of a perceived low risk, local, daily or regular nature. This is recorded through use of the Internal Permission/Cover Arrangements/Checklist form. 2.2 The Educational Visits Co-ordinator (EVC) ensures that all off-site activities follow the correct procedures. The person with these responsibilities will approve the group leader for every visit and monitor the written risk assessments to ensure good practice. In addition, the following responsibilities and duties are undertaken: - Support the group leader in identifying the purpose for the visit and the selection, training and briefing of appropriate supervising adults and volunteer helpers. - Ensure that Vetting & Baring Scheme / Disclosure and Baring Service (DBS) disclosures are in place where necessary - Arrange Emergency Contact Duty Officer and draw up proper procedures to be followed in such an event. (see Appendix I) - Keep records and make reports of accidents and near misses - Review and regularly monitor procedures - Liaise with the Outdoor Education Adviser where necessary to ensure the proposed visit complies with the WSCC policies for Learning Outside the Classroom. 2.3 The Group Leader is responsible for identifying the purpose of the visit and following the checklist published in the Local Authority guidance. A risk assessment is necessary for all off-site visits. Significant risks and their control measures will need to be recorded and attached to the EVOLVE visit form (available on http://www.westsussexvisits.com/). See Appendix B This will take account of: - Generic risks as published in this document and the WSCC Regulations for Educational Visits and the use of EVOLVE March 2013 and Section B (Adventurous Activities) of the Regulations & Notes of Guidance for Off-site Actvities 2007. - Event Specific Risks as identified from a pre-visit or thorough knowledge or experience of the environment, accommodation, the leader s competence, the group and other factors such as transport. 4
- On-going risks identified by the professional staff responding to changing circumstances and the success of planned activity and procedures. The participants and staff will be fully briefed on the purpose and the risk assessment control measures - - 2.4 Participants are encouraged to consider risks involved in an offsite educational activity and to assist in the design of appropriate risk management strategies that support their learning. They will be fully aware of the purpose of the visit and understand expectations of behaviour. 3 Guidance Notes for Off-Site Educational Visits To ensure proper good practice and compliance with the necessary regulations it is expected that: 3.1 All group leaders will familiarise themselves with the published advice and guidance. Further information is available from the Evolve web-site (www.westsussexvisits.org) and the West Sussex Grid for Learning. Training for group leaders will be arranged to include all aspects of supervision, ongoing risk assessments (including being prepared to stop an activity that has become too hazardous) and how to deal with an emergency. Access to such training is also available through the Outdoor Education Office (0330 222 8344) 3.1.1 In order to plan an off-site activity the EVC should be involved in discussing plans at an early stage. Routine or local visits such as games matches need to planned ahead also. It may be possible to approve a series of events on a termly basis. No financial commitment should be agreed until all relevant approvals have been achieved. 3.1.2 Parental Consent. Copies must be available for the Emergency Contact and the Group Leader to take on the visit. See Appendix C 3.1.3 Internal Approval Form. See Appendix A This local form is to achieve any necessary cover arrangements. 3.1.4 An Evolve Visit form must be completed for all residential visits and for those that are either visits abroad or for adventurous/hazardous pursuits. Out of county visits are also required to use this system. The form will need to be submitted to, and approved by, the Head of Establishment (or EVC) one month in advance and certainly before becoming financially committed. These types of off-site activity also need the Governing body s approval. School Journey Insurance is automatically covered by the Local Authority unless the establishment has opted-out of the WSCC arrangement with Chartis. (NB: this cover is not included within a Service level Agreement with academies.) Off-site Group Leaders should check to see if such cover is already being provided by a tour operator, or external provider. A refund may 5
be possible. The details are published at Appendix Z in the WSCC Regulations and Notes of Guidance for Off-site Activities 2007 and are available on the Evolve website. 3.1.5 OE2 form: This optional form provides information on what WSCC expects an external provider to deliver. It should be sent to any provider being considered for the first time and attached to the evolve form as evidence of the planning process. See Appendix E 3.1.6 Evaluation Report: On return the Group Leader must report to the EVC and, where necessary, an evaluation report should be completed in order to achieve any learning about a near miss or where an incident took place. A new on-line accident reporting procedure is now available. If such a form was completed at the venue, there is a need to place such an occurrence on the record at the home establishment. A general evaluation of the visit is possible, within 28 days, through the EVOVE visit form. This can inform future visits and may be a useful check on the value of the risk assessments undertaken. 3.1.7 Risk Assessment forms (eg. RAOS1) should be completed and attached to the Evolve form when risks are perceived as significant. External providers will have their own risk assessment documents that can be used to help in this process. For certain activities an Adventurous Activity Licence is legally required. (See www.aala.org.uk ) If this is the case, the provider s licence number should be quoted instead of copies of their risk assessment documentation. See Appendix D 3.1.8. Providers that hold a LOTC (Learning Outside the Classroom) Quality Badge have been externally assessed and are acceptable as a checked provider on the EVOLVE site. 6
Appendices Appendix A INTERNAL APPROVAL FOR OFF-SITE ACTIVITIES Please note the following guidance points before completing this form: 1 All offsite activities are to be planned well in advance (at least one month before). Letters to parents must be sent out at least 3 weeks before the date of the visit. 2 Before any plans are made they are to be discussed with and approved by the Headteacher / Educational Visits Coordinator. 3 The checklist below maybe used to support the planning your visit. 4 Please read Regulations and Notes of Guidance for Educational Visits and Offsite Activities before completing this form. 5 Please read Outdoor Education and Offsite Educational Policy. 6 Please read Working WITH Young People in the Outdoors Risk Assessment & Risk Management before completing risk assessment form. OFFSITE ACTIVITY PREPARATION CHECKLIST 1 Have you allowed at least ONE MONTH for preparation before the date of your off-site activity? 2 Have you checked in the diary for available dates for your offsite activity? 3 Have you liaised with the Admin Team regarding the cost of the trip including the cost of the admission and coach journey if applicable? 4 Have you liaised with the Admin Team about booking the venue and booking the travel arrangements? 5 Have you liaised with the Admin Team about the production of a parent s consent letter / medical questionnaire? This must be sent out at least 3 weeks before the date of the visit. 6 Have you made a list of available parent helpers (including mobile telephone numbers) or teaching assistants who will be available to accompany you on the visit. (One party member MUST HAVE a First Aid Certificate) 7 If you are using parental transport do we have a photocopy of their driving licence and current insurance details on file? 8 Have you completed a Staff Medical Questionnaire and ensured that you have one for all your party including teaching assistants and other helpers? 9 Have you consider the impact on any clubs that you run or who are run by other teachers/aspire coaching? 10 Have you considered other extra curricular events in the timetable such as individual/small group music lessons or Key2Music 11 Have you considered who will cover playground duty/assemblies TICK 7
ANNEX B 8
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ANNEX C PARENT S CONSENT FORM A journey to place) from (date) to (date) 20 I wish my son/daughter (Full name of child in capitals please) to be allowed to take part in the above-mentioned school journey and, having read the information sheet, agree to his/her taking part in any or all of the activities described. I have ensured that my child understands that it is important for his/her safety and for the safety of the group that any rules and any instructions given by the staff in charge are obeyed. I understand that, while the school staff and helpers in charge of the party will take all reasonable care of the children, unless they are negligent they cannot be held responsible for any loss, damage or injury suffered by my son/daughter arising during or out of the journey. (Note: A School Journey Insurance Policy is available through West Sussex County Council, though claims arising from a pre-existing condition are exempt.) Please delete and complete the following as is appropriate. My child has No illness, allergy or physical disability * The following illness, allergy or physical disability * * Cross out which does not apply which necessitates the following medical treatment Date of Birth: / / Doctor s Name: Doctor s telephone no. I consent to any emergency medical treatment necessary during the course of the visit. Signed Date Parent/Guardian Address HOME WORK Telephone No. HOME WORK Mobile No. If not available at the above, please state an alternative contact. Name: Telephone No: Mobile No: (Three copies of this form are desirable, one for the parent to keep, one for the head of establishment/evc/ Emergency Contact and one for the group leader to take with him/her on the visit/activity/journey. NOTE: Photographs may be taken that include your son/daughter. If you do not wish such pictures to be used for normal publicity purposes including publication on the establishment s website please tick box: All personal information will be processed in accordance with the provisions of the Data Protection Act 1998 13
MEDICAL QUESTIONNAIRE PUPIL S NAME PARENT S NAME AND INITIALS HOME ADDRESS TELEPHONE NO. NAME AND ADDRESS OF FAMILY DOCTOR TELEPHONE NO SCHOOL Has your child had any of the following:- Asthma or Bronchitis YES NO Heart condition YES NO Fits, fainting or blackouts YES NO Severe headaches YES NO Diabetes YES NO Allergies to any known drugs or medication YES NO Any other allergies e.g. material, food, insect bites etc. YES NO Other illness or disability YES NO Any recent contact with contagious diseases and infections YES NO If the answer to any of these questions is YES please give details on a separate sheet which should be firmly attached: Immunisation Status Has your child received vaccination against Tetanus in the last ten years? YES NO Is your child receiving medical treatment of any kind from either your Family Doctor or Hospital? YES NO Has your child been given specific medical advice to follow in emergencies? YES NO If the answer to either of these questions is YES please give the details here:- (including dosage of any medicines/tablets) SIGNED Parent/Guardian 14
ANNEX D RISK ASSESSMENT AND RISK MANAGEMENT GUIDE WHAT IS RISK ASSESSMENT? Risk assessment is a careful analysis of an activity, its environment and the individuals involved, that could if it went wrong, harm some or all of those involved. This analysis is followed by considering precautions or control measures that are or could be in place, that should reduce significantly the chance of any accident, injury or illness. WHAT DOES THE PROCESS INVOLVE? A step-by-step approach to managing safety: 1. looking for and at the significant hazards involved; 2. deciding who might be harmed if an incident occurred; 3. evaluating the risks and deciding if the precautions you would normally take as a leader (control measures) are adequate to cope with the wide range of circumstances you may be involved in and if your decisions or operating procedures are already recorded, e.g. in West Sussex guidance or your establishment s guidelines. Important note: It is not necessary to record what is considered the normal professional or leadership action that controls many situations. Only the significant hazards or those you don t normally meet require extra attention. Remember: Do not over-complicate matters. 4. if they are not already, record the findings and complete the risk management strategy, before disseminating them to everyone concerned. Date your comments and any amendments. 5. reviewing the procedures in practice and revising them as necessary, e.g. evaluate visits and events, pre-visit new venues, consider different circumstances such as poor weather on the day. WHAT DOES RECORDING INVOLVE? Normally the use of an agreed pro forma to aid the process (see the recommended RAOS1 form attached. An elecronic version is available on West Sussex Grid for Learning). 1. listing of the significant hazards 2. deciding who is at risk 3. the recording of control measures that are to be put in place 4. space for reviewing and noting actions for future trips. KEY TERMS AND ISSUES Hazards Anything with the potential to cause harm, significant hazards could cause injuries requiring first aid knowledge or medical attention. For example, an assessment would be needed of: 1. the activity and tasks undertaken 2. the environment they take place in, including the range of physical and weather conditions it presents 3. the equipment used 4. the nature of and experience of the group and their leaders. 15
RISK The chance, great or small, that someone will be harmed. The key processes are: 1. Look at the hazards Stand back from your activities and look afresh at what could cause harm. How severe is the hazard - what are the possible consequences? Concentrate on significant hazards (those which could result in serious harm or affect several people) and then 2. Decide who might be harmed The young people, their teachers or leaders, voluntary helpers or others who share the site. 3. Evaluate the risk How likely is it to occur? Do you need to reduce this risk? Remember, even after precautions have been taken, some risk may remain. 4. Decide whether existing precautions are adequate or more should be done For each significant hazard, are the existing precautions adequate or do you need some more? The aim is to control the risk so that harm is unlikely. 5. Put control measures into place What control measures can you put into place to reduce the risk? CONTROL MEASURES The active management of situations to reduce the risk of an incident, injury or illness occurring, eg: Using the WSCC Regulations and Notes of Guidance for Off-site Activities and other Safety Manuals, e.g. when deciding on what is a competent or qualified leader, correct supervision ratios etc. Having appropriate knowledge about the group, e.g. known medical conditions. Having good group management and behaviour strategies, with clear group expectations. Having good activity procedures and routines that are understood and used by everyone. Obtaining activity training for leaders and/or the young people. Obtaining specific training in leading outdoors (e.g. Basic Expedition Leader Award, etc). Having a First-Aider with qualifications suitable for the situation and the time needed to get medical help. Being capable of responding to an emergency. HOW DETAILED DOES THE PROCESS HAVE TO BE? As a leader, you have a duty of care to the young people you take responsibility for and are charged with being similar to a reasonable, prudent and careful parent. Your assessment should, therefore, ensure you have made a proper analysis of the situation and developed management strategies accordingly and that you could show that you have done so. Relatively straightforward risks arising from routine activities are covered by normal professional activity and group management and need not be formally recorded. It is a reasonable expectation that an appropriate leader would exercise that awareness and have the strategies to cope. Where the activity or the environment is unfamiliar to the participant, it is reasonable to record the particular control measures you will adopt. 16
Many activities are assessed and controlled by the West Sussex Regulations and Notes of Guidance for Off Site Activities. These need not be detailed again, providing the advice on current good practice is understood and followed. Many establishments and groups have further policies and procedures which should be used consistently and recorded accordingly. These need not be repeated. If after your analysis some risks remain and you consider the hazards to be significant, your assessment and control measures should be recorded (use RAOS1) and disseminated to everyone concerned and then monitored in practice as suggested. Remember that West Sussex County Council values and supports off-site activity leadership through its indemnity and insurance arrangements. CONCLUSION This process is an aid to improving and maintaining the quality of your leadership and use of current good practice. It should support your logical thinking through both routine and exceptional situations and it should enable you to record your views on actively managing significant risks. Remember to involve the children and young people as part of their learning to manage risk for themselves. Prevention, and being prepared, make working in the outdoors the exciting and stimulating place we all hope it will be. FURTHER ADVICE Please contact: Martin Tomlinson Outdoor Education Office Tel: 01243 777210 email: martin.tomlinson@westsussex.gov.uk Health and Safety Group Tel: 01243 752025 email: healthandsafety@westsussex.gov.uk Form RAOS1 is recommended to help you in completing your risk assessment. A guide and a blank form are given as an example:- (an electronic version is available on wsgfl or from the Outdoor Education Office) 17
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Issued November 2014 1
Emergency plan If you are dealing with an emergency right now, go straight to: Section 2 (page 5) for ON SITE emergencies; or Section 4 (page 12) for OFF SITE emergencies on learning activities. Issued November 2014 2
Plan administration Name and address of establishment Version number: 2.0 Fernhurst Primary School Haslemere Road Fernhurst Surrey GU27 3EA Date of issue: November 2014 Date of annual review: November 2015 Plan approved by: Person responsible for review: Copies of this plan are held: Copy submitted to Emergency Planning Unit Community & Site Committee Gary Parkes (HT) Chris Taylor (Chair of Governors) i:\staff room documents\governors\community & site\emergency plan 2014.doc Paper copies in School Office Submitted by L Isaac, 15/12/14, to schools.emergencyplan@westsussex.gov.uk Issued November 2014 3
Contents Section 1: Introduction... 5 Levels of Emergency... 5 Sad Event... 5 Critical Incident... 5 Major Emergency... 5 Section 2: On site emergencies activation... 6 Section 3: On site emergencies roles and responsibilities... 9 Section 4: Off-site emergencies activation... 14 Section 5: Off-site emergencies roles and responsibilities... 17 Section 6: Activity Card for off site Leader in Charge... 19 Section 7: Post incident welfare, stand-down and recovery... 20 Section 8: Support and assistance... 22 Section 9: Closing the school due to extreme weather... 25 Section 10: Pandemic influenza plan... 27 Section 11: Bomb threats and suspicious packages... 28 Section 12: Training and exercising... 31 Section 13: Emergency arrangements for other services using the school site... 32 Appendix 1: Establishment site information and risk assessment... 33 Appendix 2: Emergency contacts list... 35 Appendix 3: Communications... 37 Appendix 4: Evacuation and shelter plan... 38 Appendix 5: Business continuity... 42 Appendix 6: Pandemic Influenza Arrangements... 47 Appendix 7: Training records... 50 Appendix 8: Log keeping... 51 Issued November 2014 4
Section 1: Introduction This plan relates to: An event which threatens the safety of children, staff or the school premises An incident which affects the community within which the school is based A crisis which might affect the public reputation of the school. This plan provides a generic guide to actions that should be considered by the Headteacher, his nominated deputy, and the school s Emergency Management Team in case of an emergency in the school, local community or during an off-site activity. It also covers procedures for an incident occurring both during the working day and out of hours. Sad Event Levels of Emergency An emergency of a minor nature that can happen on a regular basis. Incidents of this type involving people can be classed as a Sad Event and will normally be managed by school staff under normal day-to-day arrangements. Minor emergencies affecting premises are also dealt with in this way. Critical Incident A Critical Incident is of a more serious nature than a Sad Event. Managing the response will require some assistance from West Sussex County Council or other agencies, but not so serious as to warrant a full major emergency response. Major Emergency A Major Emergency would include incidents at educational establishments (including off-site trips) in which children, residents or staff have suffered a traumatic event, lifethreatening injuries or are in danger. These types of incidents will require a full major emergency response, including support from West Sussex County Council and other agencies. To provide appropriate support to educational establishments, WSCC has defined the term major emergency as An event which seriously threatens the safety of vulnerable adults, children and young people and which requires a coordinated response from the Adults and Children s Directorate. Issued November 2014 5
Section 2: On site emergencies activation [If you are dealing with an emergency which has taken place during an off site visit, please turn to Section 4.] Information about an incident may come from a staff member, child, parent, member of the public, the emergency services or West Sussex County Council. Whoever receives the alert should ask for, and record, as much information as possible. Name and contact details of the caller (Try to authenticate caller) Details of the incident (Including actual words used by caller) Who else has been informed? Exact location of the incident Casualties Any action taken so far Name of contact at the scene Notes If appropriate, call 999 for the police, fire or ambulance service, giving the information above. If in doubt, call 999. Issued November 2014 6
Immediately inform the Headteacher, Mr. Gary Parkes. If he is not able to respond (he may be involved in the incident) the senior person present must follow the instructions from the Checklist of Initial Action below. Checklist of Initial Action by Headteacher or nominee 1. Assess the situation. 2. Take immediate action to safeguard children and staff where necessary. 3. Determine whether or not to implement the School Evacuation Procedures (see Appendix 4) where necessary. 4. Call for support: Dial 999, if appropriate Then: During office hours call WSCC emergency no: 01243-642104 Inform them of the situation and request assistance from West Sussex County Council, if required Out of office hours call: 01444 411738 Inform them of the situation and request assistance from West Sussex County Council, if required Note: These numbers should only be used in an emergency. Do not give them to the press, parents or members of the public. 5. Log all communications and actions (see Appendix 8). 6. Depending on the scale of the incident, consider assembling an Emergency Management Team from available staff and governors to assist with the response, and relieve them of their normal duties. 7. Refer to the list of emergency contact numbers in Appendix 2 for additional support, if required. 8. Where possible, avoid closing the school and try to maintain normal routines. 9. Having activated this emergency plan, go on to Section 3. Issued November 2014 7
Section 3: On site emergencies roles and responsibilities Stage 1 Establishing the response for the Emergency Management Team Check list for Lead Coordinator (Headteacher or nominee) Ensure you have an overview of the situation and don t become bogged down in responding try and delegate tasks to appropriate staff Tick Act as a central contact point for information both internally and externally BUT leave most of the communications and disseminating information tasks to the person allocated that role Take time out if you need it this is YOUR emergency and you won t be able to respond effectively if you burn out Ensure relevant authorities are informed of the emergency (e.g. Fire, Police and Ambulance). Ensure that accurate, factual information is available for those arriving at the scene. Have a designated person to meet emergency services to give information - exact location of the emergency, who may need rescuing and their location and any individual hazards (e.g. chemicals) that may be present Liaise with the police, fire and ambulance services, West Sussex County Council, and other organisations who may become involved. Act as the main contact to coordinate the response and provide your contact details. Allocate tasks amongst the Emergency Management Team as appropriate, immediate focus on safeguarding. Inform the Chair of Governors, if applicable. Consult with the emergency services / West Sussex County Council regarding informing parents of injured and non-injured children. Ensure parents of any injured children are immediately informed of what has happened and where their son / daughter is. In event of a major incident, the police will give advice regarding naming badly injured people or fatalities. You may also need to inform next-of-kin of any staff who have been involved. Arrange administrative / secretarial support for your team, if required. Issued November 2014 9
Hold regular Emergency Management Team meetings to keep everyone up to date with current information. Check list for Welfare Coordinator Remain calm, as this will then calm other staff and children. Tick Take actions to secure the immediate safety of children and staff this may include evacuation or keeping children and staff inside the building/classroom (sheltering). Refer to the Evacuation Plan at Appendix 4. Establish the whereabouts of all children, staff, and visitors using timetables, registers and the visitors book, and make a list of those unaccounted for. Pass this information on to the emergency services. Consider any welfare needs for children with special needs and medication. Consider any welfare needs and support to staff. If a prolonged response, ensure a rota is established to ensure proper rest. Check list for Communications Coordinator Consider emergency communications needs. Dedicate lines for incoming and outgoing calls and arrange extra support for reception. Use designated emergency centre / room. Tick Line to be used for incoming calls only: 01428 653144 Line to be used for outgoing calls only: 01428 653770 (Dial 82 to obtain this outside line, this will leave 653144 free for incoming calls) West Sussex County Council s Communications team may be able to assist dealing with enquiries from the public. During office hours, call them on: 01243-777722. Outside office hours call: 07767-098415. Inform people quickly, simply and factually to prevent rumours which can cause great distress in a crisis situation. Check list for Media Coordinator West Sussex County Council can give advice on briefing the press and help with the preparation of statements and press releases. During office hours, call them on: 01243-777722. Outside office hours call: 07767-098415. (See also Appendix 3). Tick Issued November 2014 10
Ensure that any media access to the site, staff and children is controlled. In a major emergency, the police may deal with the press and prevent intrusion onto the site. Be aware of the potential problems caused by the spread of misinformation through children / staff use of mobile phones. If applicable, try to direct media enquiries to WSCC s Communications team. It may be appropriate and beneficial for the Headteacher or a nominated representative to make a press statement or be interviewed after liaising with WSCC. Do not allow the press onto school premises or give them access to children unless there is a specific reason and permission and consents are in place the police may help with this in a major emergency. If there is likely to be a high media presence at the school, it may be appropriate to pre-designate an area for media vans and journalists if they arrive at the school and from which interviews can be given. This may prevent the media blocking access routes to the school or intimidating children and staff. Check list for Resources Coordinator Activate the designated emergency centre / room. Tick Ensure access to the site for emergency services. Turn off water, gas and electricity supplies if necessary refer to Appendix 1. Open / close parts of the school as required. Ensure the security of the school premises. If there is damage to property or resources then a list will need to be made of what has been damaged or destroyed for insurance purposes. It may be necessary to procure resources for use in the emergency WSCC may be able to help with this. Issued November 2014 11
Stage 2 Ongoing response Check list for Lead Coordinator (Headteacher or nominee) Provide regular briefings for staff, and continue to liaise with the emergency services and West Sussex County Council (Core Support Group or Area Team). Tick Consider assembling Recovery Team from available staff to implement Section 7. Try to maintain normal routines as far as possible. Tell the staff involved to prepare a written log of their involvement, noting events and times. Inform West Sussex County Council's health and safety staff (01243-752311) who will advise on reporting procedures and inform trade unions if necessary. In the event of serious injuries or a fatality, the Health and Safety Executive should be informed within 24 hours. Staff may wish to submit draft reports to trade union legal officers. Allocate tasks amongst the Emergency Management Team as appropriate. Check list for Welfare Coordinator Establish a staff rota and ensure that staff take regular rest periods. Tick Identify children and staff who are badly affected by the incident and may require extra support. Make arrangements for reuniting children with their parents. Take account of religious and cultural factors, and consider contact with leaders of local faith communities. In particular, some faiths may wish to hold funerals within 24 hours of death, so swift and sensitive enquiries must be made to ascertain whether it would be appropriate for representatives of the school, including children, to attend. Liaise with the police. Check list for Communications Coordinator Inform children, in groups as small as practicable, considering the best way to impart tragic news Educational Psychology Department may be able to assist. Tick Inform parents of children not directly involved in the incident, as decided by the Headteacher or nominee. Use any existing arrangements, such as a telephone tree, for contacting parents quickly and efficiently. Issued November 2014 12
Receive visitors to the school, ensuring they sign in and out and are issued with identification badges. Check list for Media Coordinator Liaise with West Sussex County Council communications staff to prepare a press statement, to be agreed by the Headteacher and Children s Services. Decide an ongoing strategy for dealing with the press. Tick Be prepared to be interviewed by the press if necessary. Check list for Resources Coordinator Establish a safe and secure base for the Emergency Management Team. Tick Arrange an appropriate place to receive parents and guardians of children involved. Issued November 2014 13
Section 4: Off-site emergencies activation The Group Leader will immediately inform the designated emergency contact person (or Headteacher) of any off site activity emergency that occurs. Initial action by the designated emergency contact person (or Headteacher) 1. Maintain a written record of your communications and actions using the pro forma and a logbook see Appendix 8 2. Offer reassurance and support. Be aware that all involved in the incident (those at the site, your school and you) may be suffering from shock or may panic. 3. Find out what has happened. Obtain as clear a picture as you can. Who informed you of the incident? Try to authenticate the caller. (It could be a child, parent, member of the public or staff, emergency services or West Sussex County council.) Initial contact Name: Telephone number: Additional telephone numbers: Where are they now and where are they going? Notes: 4. Record the details of the off-site activity / visit during which the incident occurred: Details of off-site activity / visit Location and nature of visit: Name of person in charge of visit: Telephone number(s): Number of staff on the visit: Number of children on the visit: Number of other people present: Issued November 2014 14
5. Record the details of the incident: Details of incident Date and time of incident: Location of incident: What has happened? People affected (including names, injuries, where they are / will be taken to): Emergency services involved and advice they have given: Names and locations of hospitals involved: Arrangements for children not directly involved in the incident: Name of person in charge of your group at the incident (include telephone numbers): 6. Discuss with the person in charge of the group what action needs to be taken and by whom. Enter this information into your logbook. 7. Contact West Sussex County council for support During office hours call the emergency number: 01243-642104 Inform them of the situation and request assistance from West Sussex County Council, if required Out of office hours call: 01444 411738 Inform them of the situation and request assistance from West Sussex County Council, if required Note: These numbers should only be used in an emergency. Do not give them to the press, parents or members of the public. Issued November 2014 15
8. Depending on the scale of the incident, consider assembling an Emergency Management Team to assist with the response. 9. Having activated this emergency plan, go on to Section 5. Issued November 2014 16
Section 5: Off-site emergencies roles and responsibilities Action list for the emergency contact (or Headteacher) Communication Inform school staff as appropriate, depending on the time and scale of the incident. Tick Consider emergency communications needs. Dedicate lines for incoming and outgoing calls and arrange extra support if required. Line to be used for incoming calls only: 01428 653144 Line to be used for outgoing calls only: 01428 653770 (Dial 82 to obtain this outside line, this will leave 653144 free for incoming calls) Consult with the emergency services / West Sussex County Council regarding informing parents of injured and non-injured children. Ensure parents of any injured children are immediately informed of what has happened and where their son / daughter is. Record what their plans are, e.g. to travel to their son / daughter, any assistance they need and any means of communications with them. In event of a major incident, the police may give advice regarding naming badly injured people or fatalities. You may also need to inform next-of-kin of any staff who have been involved. Inform parents of any other children on the visit but not directly involved in the incident. Decide which parents should be informed and by whom and contact them as appropriate. Wherever possible, parents should first hear of the incident from the school (or from the person in charge of the group), not from hearsay or from the media. Information given must be limited until the facts are clear and all involved parents / next-of-kin are informed. Inform the Chair of Governors, if applicable. During office hours, call the West Sussex County Council emergency contact: 01243-642104 Outside office hours, call West Sussex County Council s emergency helpline: 01444 411738 Support from other organisations may be required (please see section 8). Contact details are available in Appendix 2 Examples of support include: Issued November 2014 17
Assistance at the school by the WSCC Area Support Team or the WSCC Travelling Team at the site of the incident. Help with arranging transport between the incident, parents and the school. Help with media management, including press statements and interview briefing. If the visit is abroad, and the incident results in substantial medical or other expense, risk and insurance staff at West Sussex County Council, or appropriate tour operator, should be informed as soon as possible. (Collaboration with any applicable tour operator s emergency response plan will be important.) Inform children and staff at school and their parents. Remember that information given must be limited until the facts are clear and all involved parents / next of kin are informed. In the event of a tragic incident, seek support from the WSCC Educational Psychology Service about the best way to inform children and to support them afterwards. Staff, children and parents should be asked to avoid talking to the media. Consider implementing Recovery Team See Section 7. Media management Introduce, if necessary, controls on school entrances and telephones. Tick Designate a senior member of staff as primary liaison person. Liaise with WSCC s Communications staff as early as possible, and work with them to prepare a press statement, to be agreed by Operations Director of WSCC Learning Service, and the Headteacher before release. Resources Refer to your establishment s plan of buildings and pre-designated rooms / spaces for incident response centre, family and friend s reception area, quiet area, media if appropriate - and so on Arrange a quiet space to receive parents of the children involved as they arrive at the school and ensure someone is there to meet and greet them. Tick Reporting of accidents Tell the staff involved to prepare a written log noting events and times. Inform local authority Health & Safety Staff (01243-752311) who will advise on reporting procedures. Any serious injury or fatality must be Tick Issued November 2014 18
reported immediately to the Health and Safety Team who will notify the Health and Safety Executive. Staff may wish to submit draft reports to trade union legal officers. Section 6: Activity Card for off site Leader in Charge (A print-out of this Card is to be taken on all off-site visits) Immediate action in an emergency Assess the situation and take immediate action to ensure the safety of children and staff. Tick Establish if anyone is injured and how. Call the emergency services if necessary. Be aware that you and others may be suffering from shock. xt steps Tick ADULTS AND CHILDREN S SERVICES EMERGENCY CONTACT NUMBERS If your group has suffered life-threatening injury or fatality, or a member of it is in peril including being missing, contact: +44 (0) 1444 411738 If you call this number in an emergency, be prepared to give: your name, who you are, your telephone number, where you are calling from and brief description of the incident, including time. ADULTS AND CHILDREN S SERVICES EMERGENCY CONTACT NUMBERS TRIP EMERGENCY CONTACT Normal Daytime No. (8am-5pm) 01428 653144 Out of Hours No. (5pm-8am) 01428 722037 ALTERNATIVE CONTACT Tel. No. 01428 643480 / 07778 368731 C Taylor If you call these numbers in an emergency, be prepared to give: your name, who you are, your telephone number, where you are calling from and brief description of the incident, including time. School Mobile: 07770 248237 Give clear details of what has happened and who is involved. Discuss with the emergency contact person (or Headteacher) who should inform parents and next-of-kin of children and staff. The police will inform next of kin if there have been fatalities. The emergency contact person (or Headteacher) should contact West Sussex County Council if further help is required if they are unavailable you may have to do this. During office hours, call them on: 01243-642104. Outside office hours call:01444 411738. Avoid speaking to the media if necessary direct them to West Sussex County Council s communications staff. During office hours, call them on: 01243-777722. Outside office hours call: 07767-098415. Staff and children should be told to avoid talking to the media or spreading what has happened unnecessarily (particularly via use of mobile phones consider confiscation). Issued November 2014 19
Make notes of what has happened, any phone calls made and your actions. Keep in contact with the emergency contact person (or Headteacher). Section 7: Post incident welfare, standdown and recovery As soon as possible after the emergency Visit injured children / staff. Tick Consult with and involve parents in the aftermath of an emergency. It is particularly important to communicate with parents of children who have been involved, and ensure that their needs and wishes are taken into account. Liaise with parents regarding plans for attendance at funerals Liaise with parents regarding plans for attendance / representation at memorial services. Arrange debriefing meetings for staff and children. Staff should not be expected to perform a counselling role unless they are trained to do so. It is also important not to underestimate the impact of an emergency on staff, which in some cases may be greater than the impact on children. Arrange debriefing meetings for the Headteacher and Emergency Management Team. Identify and support high-risk children and staff. Promote discussion of the emergency. Staff can help children by being aware of the most frequent and normal reactions of children to a traumatic emergency (fear, guilt, anger, confusion) and other normal reactions that may be seen (such as withdrawal, aggression, nervousness, depression). Some of the following responses may be appropriate: Do not minimise the effect of loss upon the child recognise the uniqueness of the child s feelings Listen to the child do not attempt to stop his / her references to the emergency Show that you are prepared to listen and offer reassurance Show that you care by offering genuine support and empathy. Consider the need for individual or group support. Help affected children and staff to return to the school. Issued November 2014 20
Seek advice on legal issues from West Sussex County Council legal staff. In the longer term Arrange an incident debrief for staff who were involved in the response. Tick Initiate a review of the school s emergency response plan, evaluating its effectiveness and incorporating any lessons identified. Consult staff and decide whether and how to mark anniversaries. The impact of some incidents can continue for years, so thought may need to be given to ongoing identification and support measures for both children and staff who are affected. Remember that legal processes, enquiries and news stories may bring back distressing memories and cause upset within the school. Remember to make any new staff aware of which children and staff were involved and how they were affected. Issued November 2014 21
Section 8: Support and assistance The following bodies may provide support and assistance: Fernhurst Primary School Emergency Management Team Coordinate the school s response to an emergency Fulfil specific roles as outlined in Section 3 and Section 5. Other School staff Follow procedures for evacuation, shelter or lockdown (outlined in Appendix 4) when necessary to secure the safety of children Provide children with information and reassurance Assist Emergency Management Team in carrying out tasks relating to emergency response as far as they are able. School governors Support the school during the incident and throughout the recovery process. West Sussex County Council Children s Support Services West Sussex County Council aims to provide comprehensive and integrated support to any educational establishment involved in a major emergency either on or off-site. Once activated, there are three key areas of support that may be provided according to the scale of the emergency. These are: 1. Core Support Group Coordinates the overall response to care for employees, young people, parents and the school community Management Group County Press Officer Deploys Area Support Team and Travelling Team as required Coordinates legal, financial, insurance advice as required 2. Area Support Team Supports the whole school community as required. In partnership with head of establishment will: Identify needs and coordinate support from Core Support Group Assist with setting up support centre Assist with dealing with media Lead arrangements for welfare / counselling Interface with external agencies 3. Travelling Team Supports the needs of the injured / uninjured / relatives at the incident Travels to the incident Provides support to those in crisis Issued November 2014 22
Liaises with external agencies Updates Core Support Group / establishment Additional support and assistance may be provided by Children s Support Services with respect to: School transport Administrative support Educational Psychologists Welfare services / emotional support Additional accommodation Health & Safety advice Insurance Advice Emergency Management: Operational / logistical support Emergency planning support Communications support Debriefing Activation of specific emergency plans if required Communications: Press statements Advice and assistance with media management Legal: Legal advice Occupational health: Advice and support on health issues Counselling service for staff Police Overall control of the emergency response (depending on emergency) Media relations Contact with bereaved families Criminal investigation Fire and rescue service Fire fighting Life saving and rescue Chemical spillage clean-up Ambulance service Emergency medical response Transportation of casualties to hospitals Access to other health services Issued November 2014 23
Trade unions Information resource & support services for members Health & safety responsibilities (consultation, investigation and joint inspection) Will be informed by health & safety staff of incidents causing / threatening injury Issued November 2014 24