Reviewed April 2015 CRITICAL INCIDENTS PLAN April 2015 Reviewed April 2015 Page 1 of 12
Contents 1. Introduction 3 2. Definition 3 3. Major elements in drawing up the 3 4. Working with the media 7 5. Recovery Planning 8 6. Key Contacts 9 7. Essential Information 10 8. Documentation 11 9. Document History 12 Reviewed April 2015 Page 2 of 12
October 2014 1. Introduction There are a number of important factors in successfully managing a critical incident: Prior planning so that the school is prepared Clear responsibilities and flexible procedures Ready availability of relevant information and support A clear understanding of the resource that can be deployed to help a school manage and recover from a critical incident. 2. Definition 2.1 A critical incident may be defined as any unexpected occurrence which has a major impact upon the school or centre, which is likely to cause serious disruption to the running of the establishment and/or which is likely to result in significant public or media attention. 2.2 The risks to the school are to: The children and staff The buildings, premises and grounds The systems and services without which the school cannot function effectively 2.3 The sort of incidents that can affect a school may include: The death/suicide of a child or member of staff A serious accident to a child of member of staff on the premises or in the immediate vicinity or on a school visit or journey An outbreak of a serious communicable disease e.g. Meningitis or E-coli Asbestos contamination Major fire, flood, loss of power or explosion A bomb threat Release of hazardous substances near or on the premises A significant physical threat to pupils or staff by a parent or member of the public Hostage taking or abduction Serious threat/incident in the Greater London area. 3. Major elements in drawing up the 3.1 It is impossible to predict the exact form or effect of an emergency 3.2 Essential roles: The Headteacher will be responsible for completing and maintaining the Critical Incidents Plan and will review the Plan at least once a year to keep it up to date. Reviewed April 2015 Page 3 of 12
The Incidents Managers at Brunswick Park are: The Headteacher, Deputy Headteacher, Caretaker, School Business Manager and Chair of Governors. All staff and governors will know who they are through the policy. The headteacher will be the initial or main point of contact with the LA during a critical incident. The role of the LA is to: - give immediate support, guidance and advice to the Incident Manager - supply relevant technical expertise and advice - manage the press and the media - provide information - Subsequently, support the school to recover from the incident. 3.3 Checklists of information (See Appendix 1 & 2) These are kept off-site at their homes: Chair of Governors Head Teacher Deputy Head Teacher School Business Manager School Caretaker Admin data is backed up half termly by the School Business Manager. Which the back-up disc of data is kept at the School Business Manager s home. Curriculum data is backed up daily on an outsourced server. Names & addresses of staff and pupils are stored on Integris G2 which is now accessible online this is updated regularly. https://barnet.integrisg2.com Authorised users: Head Teacher, Deputy Head, School Business Manager, Admin Assistant. 3.4 Procedures for responding to Critical Incidents 3.4.1 The Critical Incident Plan should indicate that, in chronological order, the Incident Manager will take the following actions: Call the emergency services and/or other agencies as appropriate Phone the LA to seek support - Monday to Friday 8.00-5.30: 020 8359 7626 - Any all other times and weekends: 020 8359 2000 Phone the Chair of Governors 07903 504 760 Gather information on the incident what it was, where & when it happened Identify, if necessary, a central liaison point. Whenever possible this should be the school office. Ideally the liaison point should have a telephone, fax and email facilities. 3.4.2 Death of a child or member of staff In addition to 3.4.1, make safe if possible the hazard so other are not harmed or in danger Preserve any evidence of the cause of the incident Contact parents, carers or next of kin Arrange counselling Reviewed April 2015 Page 4 of 12
Inform the Health & Safety Executive (HSE) by phone and complete Form 2508 (RIDDOR) to the HSE within 10days and copy it to the LA H&S Manager. 3.4.3 Serious accidents or illness If a parent is unavailable to meet the pupil in hospital, the accompanying staff member should act in loco parentis including giving permission for treatment Subject of course to any parents known wishes e.g. Jehovah s Witnesses Complete entry in Incident Log (legal requirement for staff accidents) Inform the LA H&S Manager Later, inform the HSE by phone and complete form 2508 (RIDDOR) or Form 2508A (notifiable disease) to the HSE within 10 days and copy it to the H&S Manager. 3.4.4 Assaults of staff by parents or member of the public Try to identify the assailant but do not detain by force. Attempt to calm assailant and ask them to leave the premises. If they refuse and continue to be aggressive, call the police immediately. Tend to victim Collect and retain names of witnesses and prepare witness statements Complete and return the LA s Harassment and violence at Work: Major Incident Report form. (LA Reporting Book kept in the school office) 3.4.5 Bomb threats Follow procedures set out in LB Barnet H&S Bulletin No 162: Dealing with bomb threats on display in the School Office Do a roll call and confirm with staff and the police that the building is empty (see emergency evacuation policy), the same procedure as if a fire. Do not re-enter the building without clearance from the emergency services. 3.4.6 Emergency school closure i) During The School Day Discuss situation with Chair of Governors. The Headteacher will do this in the first instance Ensure all parents and carers are contacted. This will be the responsibility of all administrative staff. Arrangements should be made for all children to be collected. If children cannot be collected by parents/carers or emergency contacts, children to remain at school or in a supervised safe place dependent on the situation Liaise with the Budget and Contract Officer responsible for transport of any SEN pupils and make any necessary arrangements. Contact is Peter Keratzi on 020 8359 2000 Inform the LA Give written reasons for closure to parents / carers as soon as possible. A message should be communicated on the school texting service Reviewed April 2015 Page 5 of 12
Plan for re-opening school and communicate plan to parents as soon as possible ii) Before The School Day Discuss situation with Chair of Governors. The Headteacher will do this in the first instance Staff available in school to position themselves by all school entrances and explain reason for closure to Parents & Carers. A written message should also be positioned on entrances throughout the day and delivered via the school texting service and website. Office staff should make and receive phone calls Liaise with the Budget and Contract Officer responsible for transport of any SEN pupils and make any necessary arrangements. Contact is Peter Keratzi on 0208 359 2000 Inform the LA Give written reasons for closure to parents / carers as soon as possible. A further message should be communicated on the School texting service. Plan for reopening school and communicate plan to parents as soon as possible iii) In the event of adverse or significant weather conditions If advice is given from the LA about closing schools due to adverse weather conditions, the Headteacher will make a decision as to whether to remain open or closed. If the advice from the LA is for all schools to close, we will adhere to the request If adverse weather is predicted, the Headteacher will discuss the situation with all staff the day before if possible It is the expectation that all staff will make an attempt to get to work, if not by car then by public transport. On the day, all staff who live a distance away from the school should contact the Headteacher as soon as possible to confirm attendance at school and estimated arrival time Following this the Headteacher will assess risks and impact of a reduced staff and supervision of the children The Headteacher will get updates from the TfL website. If some staff are going to be late, children will be kept in the hall and supervised by members of the LT and / or Level Three Teaching Assistants. The school website will be updated before 8:00am If the Headteacher cannot get to school, they will deputise to another member of staff who lives locally and who can get into school safely Comply with procedures re school closure above Ensure adults are available at home or they can collect a child. If not, the child should remain at school or in a supervised place. Give written reasons for closure to parents as soon as possible Plan for reopening the school and communicating with parents Reviewed April 2015 Page 6 of 12
In case of radiation fallout, keep children inside the building until safe to release them. 3.4.7 Managing information In the immediate aftermath of an incident or crisis it is possible that the school will be Inundated with incoming calls from anxious parents and others including the media. The Incident Managers should prepare for the eventuality. Staff dealing with these calls should liaise with the LA Communications Unit (see 4.2 below) and provide an agreed factual statement along with the reassurance that appropriate actions are being taken. Staff should keep a log of all conversations (School Admin Assistant & School Business Manager). A separate dedicated line may be needed for outgoing calls mobile phones are very suitable. 4. Working with the media 4.1 Media Involvement In the case of a major incident the media get involved very quickly In many situations where the emergence services are involved, the police will take the lead on dealing with the media. Reporters may press the school for information, views and comments. The media will not go away if you totally ignore them. They will be a bigger problem as they will seek out information for themselves, distract staff and disrupt the work of the school. All enquiries should be referred to the Communications Unit within the Chief Executive s Office. This Unit operates a 24/7 services to deal with any enquiries from the media: Contact T numbers: 9 5.15 020 6359 2672; out of hours: 0208 359 2000. 4.2 Press Officer The Communications Unit will allocate a named dedicated press officer to the school, who, amongst other things, will: Advise the Incident Managers on news and information management Field and respond to media enquiries Draft press statements & releases Supervise and manage journalists on site where necessary. 4.3 Media Intrusion If the media doorstep staff or parents, the Communications Unit should be contacted as soon as possible for advice and support. The journalist should be politely and firmly referred to the Communications Unit. Reviewed April 2015 Page 7 of 12
5. Recovery Planning 5.1 Roles and support Once the immediate crisis has been addressed, the school, Headteacher and Senior Leadership Team will set up a recovery team where this is appropriate, and will be assisted by the LA and Barnet Council. Depending on the nature of the incident, the LA may take the lead role in Community schools. 5.2 Impact assessment and LA support The LA recommends that an impact assessment is carried out with the support of council officers and that a recovery programme is then drawn up. Checklists from the Communications Unity will be used to support recovery. 5.3 Issues to be addressed an aide memoire The range of issues that may need to be considered in a recovery programme could include: Ways of communicating to staff, parents and children Ways of uniting the school community together in mutual support and understanding Formal and informal recognition and rituals Support for staff, children and parents, which may include therapeutic help Support for the Incident Manager and the recovery team Curriculum implications timetabling, staffing etc Premises issues Policies and procedures reviews Reviewed April 2015 Page 8 of 12
CRITICAL INCIDENTS PLAN Appendix 1 KEY CONTACTS SCHOOL NUMBER: 020 8368 3468 INCIDENT MANAGERS NAME & CONTACT DETAILS LA Business and Performance Team office hours: 8 5 out of hours emergency service Media / Barnet Communications Unit 9-5.15 Out of hours service 020 8359 7626 020 8359 2000 020 8359 2672 020 8359 2000 Headteacher: Andy Griffiths Contact School Number Chair of Governors: Peter White MBE Contact School Number Caretaker: Russell Carson M 07817 615 609 Deputy Headteacher: Joanne Kennedy Contact School Number School Business Manager: Nancy Nash Contact School number Emergency Services: Police, Fire and Ambulance 999 and ask for the relevant service LB Barnet H&S Manager Education H&S Officer 020 8359 7955 020 8359 7951 H&S Executive (HSE) 020 7556 2100 Reviewed April 2015 Page 9 of 12
CRITICAL INCIDENTS PLAN Appendix 2 ESSENTIAL INFORMATION SCHOOL NUMBER: 020 8368 3468 ITEMS NOTES An up-to-date list of emergency contacts for all children & staff To be available immediately for the Incident Manager School visit and journey lists 1 copy for trip leader 1 copy retained at school or held by senior staff responsible for the trip evening & overnight Details of names, addresses, location and contact details of all children & staff on the school visit or journey Significant medical information for the above Premises site plans including hazardous substance storage locations, gas, electric & water control positions Copy of school asbestos survey Caretaker Deputy Head Teacher Plans from Architects and LA Senior Surveyor s office are kept off-site by both Kept in: school office along with other H&S documents Caretakers office School bank details, account number and sort code on back-up discs Borough Treasurer Hendon Town Hall The Burroughs London NW4 T: 020 8359 2000 Reviewed April 2015 Page 10 of 12
CRITICAL INCIDENTS PLAN Appendix 3 DOCUMENTATION SCHOOL NUMBER: 020 8368 3468 Barnet Health & Safety Bulletin No 162: Dealing with bomb threats. 1997 LB Barnet: Advice & procedures for educational visits. 2004 LB Barnet: Guidance on measures to take if you discover a suspect chemical or biological package. On display in the school office. LB Barnet Fire precautions in educational establishments. LCOP 12 2001 Gulbenkian Foundation: Wise before the event: Coping with crises in school. William Yule and Anne Gold ISBN 0903319 667 1993 DfES Health & Safety of students on educational visits: A good practice guide 2001 Part 1 supplement Standards for LEAs on overseeing educational visits 2002 Part 2 supplement Standards for adventure 2002 Part 3 supplement A handbook for group leaders Group safety at water margins 2002 Trip leader has guidance from Trips Policy: What to do in an emergency DfES documents can be viewed and downloaded from: http://www.teachernet.gov.uk/visits. Publication order Tel: 0845 602 2260 Useful websites: www.ukresilience.info www.londonfirst.co.uk Available for download from this site: Expecting the unexpected. Business continuity in an uncertain world. This guide for contingency planning for business gives a very clear and concise overview of how the private sector is recommended to approach this issue. www.thebci.org www.epcollege.gov.uk This is the website of the government s emergency planning college, which runs many courses on emergency planning. Reviewed April 2015 Page 11 of 12
Document History Date Reason for Change Change Controller April 2015 Review Nancy Nash Signed. Chair of Governors Date. Signed Headteacher Date. Reviewed April 2015 Page 12 of 12