Critical Incident Policy (Business Continuity Plan) Lead Reviewed by Staff Reviewed by Students Business Manager N/A N/A Approved by Directors July 2016 Interim Review Full Review TBC TBC Page 1 of 11
Contents Section Title 1 Introduction 2 Examples of In-Collegiate Critical Incidents 3 Examples of out of Collegiate Critical Incidents 4 Support Agencies & Personnel 5 Practice within the Collegiate 6 Critical Incidents Team 7 Procedures during an Incident 8 Action Plan 9 Action Plan Training Appendix A Appendix B Structure Guidance on Roles & Responsibilities Page 2 of 11
1. Introduction 1.1 The aim of this policy is to lessen the effect of a critical incident on the staff, students and parents at Riddlesdown Collegiate and to ensure that critical activities continue to be delivered. It is anticipated that by adopting the procedures outlined in this policy it will be possible to provide a more secure environment for everyone associated with the Collegiate. 1.2 A critical incident is one which arises suddenly. Critical incidents may occur in or out of the Collegiate, but both types will have a major impact on staff and students. An incident might be designated as critical where the result is likely to be serious disruption to the running of the Collegiate, or where there is likely to be significant public and/or media attention on the Collegiate. 2. Examples of in-collegiate Critical Incidents A serious or fatal accident to a student or member of staff The death of a student or member of staff through natural causes, such as an illness A traffic accident involving a student or staff member Violence or assault within the collegiate (Including threats) A fire or explosion Destruction of part of the Collegiate building Abduction of a student / member of staff or a hostage situation Attempted suicide An illness such as meningitis within the Collegiate or the local community / Legionella outbreak Flood or utilities failure Severe weather Sexual offences Threat of terrorist attack or bomb hoax Possession of offensive weapon or firearm Intruder(s) on site. Serious traffic accident Chemical escape / gas leak. 3. Examples of out-of-collegiate Critical Incidents An accident to a student or staff while out of the Collegiate on a visit or sporting activity etc. Death or serious injury to a member of the Collegiate community Tragedies involving children from many schools, e.g. the tragedy at Hillsborough Football Ground Page 3 of 11
Civil disturbances 4. Support Agencies and Personnel A list of significant contacts and telephone numbers is included as an appendix to this document. Local Authority Contacts Press Croydon Advertiser Tel no 01737 783800 Health & Safety Executive Telephone no 08453009923 Child Protection : Safeguarding Children Coordinator / Allegations Manager (Education) Department for Children, Young People & Learners First Floor, Municipal Offices, Fell Road, Croydon CR9 2BA Telephone no 020 87266000 Local Police Sanderstead Safer Neighbourhood Team 222c Addington Road Selsdon Croydon CR2 8LD Telephone No 020 87212470 / 07920233889 Non Emergency tel no 101 Local Fire Station 128 Brighton Road Purley CR8 4DB National Counter Terrorism Security Office advice http://email.education.gov.uk/rsps/m/mqxnveuuxogrkjki-a_da7lwejrxhrds4lqigwucgbq Page 4 of 11
5. Practice within the Collegiate 5.1 Governors will work with the Principal to provide strategic direction in planning for and responding to critical incidents and to ensure continuity in the delivery of services to students. 5.2 Individual class teachers and Tutors have an important role to play in managing critical incidents and may well be the best people to deal with the students in their classes. The main role of specialist agencies is to provide support beyond the level offered by the Collegiate e.g. bereavement counselling. By outlining the appropriate actions to be taken in the event of a critical incident, the Collegiate aims to reduce the effect. 6. Critical Incidents Team 6.1 A central component of this policy is the identification of the composition, roles and responsibilities of the Critical Incidents Team, more information on the roles is contained in Appendix B. The role of the team is to review and direct the handling of the incident and the response and recovery process in order to: ensure the safety and security of the whole Collegiate community minimize the loss to the Collegiate in physical, human and financial terms; manage an incident to minimize disruption to regular operations; Liaise with appropriate agencies, including the Media. The Critical Incidents Team will comprise the following personnel: (Appendix A), detailed information on each role can be found in Appendix B. Principal & Deputy Principal Business Manager Senior Leadership Team The Collegiate designated Child Protection Officer Collegiate Senior Caretakers 6.2 The Critical Incidents Team will, dependent upon the nature of the incident itself, be concerned with any of the following issues: business Continuity adequate assessment of hazards and situations which may require emergency action; analysis of requirements to address these hazards; establishment of liaison with all relevant emergency services; development of an effective management plan; dissemination of planned procedures; organisation of practice drills to test the plan; Page 5 of 11
regular review of this plan at the appropriate TRUST Committee; assisting the Principal with all aspects of the implementation of the plan; arranging staff development activities, where necessary. 7. Procedures during an incident The Principal or Deputy Principal must be informed of any critical incident as soon as possible. As soon as an incident is confirmed, the Critical Incidents Team will meet to decide strategies. The rest of the staff will be informed as soon as possible. All staff should share the same information. Students will be told information simply and sensitively, without fabrication, preferably in smaller group situations. The Collegiate will try, as far as possible, to keep to the normal routine. 8. Action Plan Major incidents require the following procedures:- Office area to be used for enquiries must be isolated from the incident. Set up a communication network. Convene the Critical Incidents Team. Inform immediately the Chair of Governors / CEO / Chair of the Trust / Croydon Council Education Department and any other appropriate Officers. Collect, record and convey as much accurate information as possible. Identify two telephonists to staff: Collegiate phone for incoming calls mobile phone for outgoing information/staff use. Use the up to date list of students' next of kin (record files) and contact parents of affected children. Record all actions record book. Principal, alone, to act as 'press officer'. Refusal of access to press/television to Collegiate premises. Page 6 of 11
9. Action Plan Timing Action Obtain factual information at the start Senior staff meeting with support personnel Advise Director of Education Convene the Critical Incidents Team Contact families Call a staff meeting to give information Inform students in small groups Arrange a debriefing meeting for staff involved Arrange debriefing for students directly involved Identify high risk students and staff Promote discussion in classes Identify the need for group or individual treatment Organise counselling Mark anniversary (discreetly) Timescale Immediate Within hours Within hours Immediate Immediately Same day if possible Same day if possible Same day if possible Same day if possible Following day Following days and weeks Over days and weeks As required Annually Media and Communications Family Liaison Site Casualty Liaison Appendix 1 Page 7 of 11
Appendix A GOLD PRINCIPAL / DEPUTY PRINCIPAL SILVER BUSINESS MANAGER Media Principal Casualty Liaison Assistant Principal People Deputy Principal Senior Caretaker / Business Manager Mackay College Headteacher Child Protection Officer Teachers Students People Page 8 of 11
Appendix B Police guidance on roles & responsibilities Role of Gold (Collegiate) Has senior responsibility for business continuity. Assesses incident based on facts. Assesses whether danger is imminent. Assesses whether first aid or other medical assistance is needed. Ensures that Police, Fire and Rescue Services, Ambulance or other emergency services are requested if required. Contacts the Local Authority to appraise them of the situation. Summarises the facts available about the incident and sets parameters of information that can be communicated to media. Opens and maintains a personal log of all factual information received, actions taken, and the time of those events. Determines if a critical incident is occurring/ has occurred and identifies the type of incident.. Coordinates emergency response effort by assessing the situation, engaging appropriate incident response and monitoring implementation. Informs senior colleague who becomes Silver (Collegiate) if Critical Incident Plan activated. Remains in the Control Centre and manages the incident (unless otherwise determined). Remains visible to show support and control of the situation, but not at the scene. In the event of an incident, Gold (Collegiate) will notify the Local Authority of the incident and Role of Silver (Collegiate) Silver responds to the site of the incident(s) and makes a detailed assessment. Then briefs Gold and both agree on the steps to be taken e.g. call out, informing LA/other agencies, securing, evacuation, closure etc. However, these decisions can be taken by Gold prior to arrival of Silver if the initial assessment clearly dictates urgent action. Silver also: Works within parameters set within Critical Incident Plan. Preservation of any crime scene until Police arrive. Ensure insurance arrangements are in place to provide alternative accommodation if required to ensure critical activities can still be provided. Decides on evacuation or securing Collegiate site. (exit and entry) Controls access to the Collegiate and assigns and coordinates Collegiate staff to supervise and control the incident/site, perimeter, crowds, access and traffic (including blue light access). Liaises with Emergency Services on their arrival. Ensures equipment contained in emergency kit (Appendix 3) is available to all Bronzes. Collects, organises and documents facts, statements and information. Briefs incident controllers and other key officials on investigations, i.e. emergency services, Health and Safety Executive, etc. If no police/fire investigation is required, Silver may appoint a Bronze Collegiate investigation. Page 9 of 11
Role of Bronze (site) Meets emergency services and directs them to the scene. Ensures media, parents and central office personnel are directed to appropriate locations. Prevents unauthorised personnel from entering the Collegiate site. Attends scene, advises Silver on safety issues. Coordinates safety at the scene of the incident until additional help arrives this includes securing scene and preventing non-essential access. Takes student/staff information to the evacuation site. Staffs student release location at the evacuation site. Responsible for dealing with parents who may arrive at the Collegiate. Directs parents to planned locations, attends scene, coordinates evacuation site. Role of Bronze (people) Coordinates any actions involving first aid, medical emergency, and students. Updates Silver (Collegiate) regularly. Coordinates first aid being administered. Provides emergency first aid until medical assistance arrives. Collects emergency medical kit. Coordinates the Collegiate health centre and decides if more equipment and supplies are needed. Picks up missing student lists from each teacher in their assigned search area. Assembles the lists of missing students and forwards them to the Control Centre. Records names of those injured and/or directly involved and collates list for Silver. Records names of those taken to hospital and collates list for Silver. Assists in releasing students to those parents who wish to collect their child Role of Bronze (media and communications) Ensures emergency services contacted and maintains communication with emergency services and Local Authority Incident Team. Ensures Collegiate Incident Team (SIT) meets at prearranged location and ensures that other staff report to pre-agreed locations to fulfil staff roles/tasks and responsibilities. When in receipt of full facts of the incident communicates by best method available e.g. face-to-face, phone etc. and maintains contact with staff through regular updates and briefings. Establishes what information needs to be communicated to students, families, and the community. It is especially important that if names of those who may have been involved in the incident are known they must not be released, confirmed or denied to anyone in any circumstances before those identities are formally agreed and parents are informed. The Police will normally lead on the release of names and identification of victims Updates student/staff information database. Contacts families of those going to hospitals. Locates press media briefing away from scene of incident and communicates the location of the conference area to press/media. Advises parents of the preparation of a news statement and the situation e.g. whether their child is or isn t involved in the emergency. Assists in arranging interviews. Coordinates appropriate media briefings, after liaison with Police, Fire and Ambulance media Bronzes, and other incident-related communications and information dissemination Page 10 of 11
Role of Bronze (family liaison) This role must have a direct and close working relationship with Bronze (media and communications). Maintains presence at entrance point to Collegiate. Communicates with concerned parents at designated location. Coordinates initial response with concerned parents on Collegiate site. Role of Bronze (casualty liaison) This role must have a direct and close working relationship with Bronze (media and communications). Coordinates initial Collegiate response to victims at hospital. Must liaise regularly with Bronze (media and communications). Attends the hospital for support with a radio/mobile phone. Role of Recorder/Personal Assistant Works directly to GOLD and SILVER to ensure that all decisions and actions are recorded. Documents the actions taken by Collegiate officials in managing the incident. Maintains a log of the sequence of events. Responsible for recording the time notifications were made and who was notified. Maintains a log of phone calls (when possible). Limits and monitors the use of office phones during an emergency, especially by students, strangers and visitors. Is responsible for ensuring that the Emergency Kit bag is taken to SILVER for distribution as required. Utilises fact sheets prepared for communications with parents, community members and other callers. Refers media inquiries to the designated staff. Coordinates requests for copying, supplies and other items needed to manage the incident. Page 11 of 11