SOMERSET COUNTY COUNCIL CIVIL CONTINGENCIES UNIT DEALING WITH DISRUPTION TO EDUCATION: A BUSINESS CONTINUITY PLAN The Beacon Federation of Cutcombe and Timberscombe Church of England First Schools Business Continuity Plan - Beacon Federation Page 1 of 10
CONTENTS PAGE 1. Introduction 2 2. Aim of plan 2 3. Notification 3 4. Plan Implementation 3 5. Initial Actions and Emergency File 3 6. Assessment/Containment 4 Roles and Responsibilities 4 8. Potential Disruptions 5 8.1 Loss of premises 5 8.2 Loss of utilities/ict 5 8.3 Virtual Teaching Fronter 6 8.4 Loss of data 6 8.5 Staff Shortage 6 8.5.1 Epidemic/Pandemic 6 8.5.2 Fuel 6 8.5.3 Industrial Action 7 9. Recovery 7 APPENDIX I Emergency Contact Details 8 APPENDIX II Staff living remotely from school 9 APPENDIX III Agenda for First Meeting of BCMT & Distribution List 10 1. INTRODUCTION Somerset County Council is required by the Civil Contingencies Act 2004 to develop plans to manage business continuity in the event of a range of disruptions to services. By extension, Local Authority schools have the same obligation. This plan should be read in conjunction with schools other evacuation plans and emergency procedures that deal with the immediate response to an emergency situation. This plan deals with no-notice disruptions most likely to occur: loss of premises (through fire, flood etc); loss of utilities (electricity, gas, water, fuel); failure of IT and telephony; failure of supply; staff shortage; issues such as pandemic flu. The impact of any serious disruption may manifest itself in terms of: delivery of education, safety/welfare, financial consequences; reputation damage; environmental consequences. This plan should be reviewed annually. Further information and resources can be obtained from the Developing Community Resilience Through Schools website: http://www.schoolemergencies.info/ 2. AIM OF PLAN The aim of this plan is to provide guidance and support to enable schools to tackle the impact of severe disruptions due to a variety of one-off, but credible, causes. The plan is designed to achieve the following strategic objectives: a. To safeguard the safety and welfare of pupils, staff and visitors; b. To resume provision of education services at the earliest opportunity and, where possible, secure a continuation of learning; c. To maintain the community and identity of the school; d. To return the school to normality. Business Continuity Plan - Beacon Federation Page 2 of 10
3. NOTIFICATION During working hours, a site disruption is likely to become apparent to all staff and pupils very quickly: alarm activation, word-of-mouth etc. Refer to Guidance for Schools Volume 2 Section 4: Emergency Procedures for School Closures: http://www.six.somerset.gov.uk/sixv3/content_view.asp?did=12869 Outside working hours, a site disruption may be notified by the emergency services to the school caretaker/site manager, Headteacher or the Somerset County Council Duty Officer, who will attempt to contact the school caretaker direct or relay the information to the First Call Officer Children and Young People s Directorate via the Emergency Telephone Directory (Pink Pages). Otherwise the disruption may not be known about until staff and pupils arrive at the start of the school day. 4. PLAN IMPLEMENTATION The responsibility for implementing this plan lies with the Headteacher or, if not available, other designated senior member of staff. 5. INITIAL ACTIONS AND EMERGENCY FILE Evacuation is dealt with in the school evacuation plan. Upon activation of this plan, the Headteacher of the school, or his/her nominated deputy, will form a Business Continuity Management Team (BCMT) with responsibilities as listed in Item 7. The primary objective of the BCMT is to manage the developing situation and minimise harm and danger to: Pupils Staff Visitors to the school Building, contents and other assets School s ability to provide education. An emergency file will be stored in the School Admin office. The file should contain the following items: A copy of this plan A copy of the school evacuation and contingency plan A plan of the school building Specimen press and information (Somerset Direct) statements Risk assessment for alternative site Any other critical items An up-to-date list of contact details of parents/carers and staff (also available on internet enabled computer). The file should be taken out of the school building by the nearest person, only if safe to do so! The emergency file will be checked termly for accuracy of information by a member of the school s administration staff. Business Continuity Plan - Beacon Federation Page 3 of 10
6. ASSESSMENT/CONTAINMENT As soon as practicable, the BCMT will meet to consider what resources are available to continue normal business as far as possible. Potential resources are: Staff, vehicles, equipment still at the scene Staff, vehicles, equipment located elsewhere Nearby schools premises for immediate needs Current IT and telephony capability If the disruption has resulted in the loss of the school site, the BCMT meeting should be held at an alternative location (Cutcombe or Timberscombe School) 7. ROLES AND RESPONSIBILITIES Functional roles include, but are not limited to the following (dependant on resources available, individuals may be called upon to fulfil more than one role): Incident Officer Marcus Capel (Headteacher) Staff Office Welfare Chair Team meetings Co-ordination of the response Liaise with CYPD: Schools and Achievement Service Allocate resources. Be prepared to answer questions from the media (after consultation with SCC Corporate Communications) Responsible for deciding whether or not staff should be sent home. Laura Weaver / Cathy Rayner (Senior Teacher) Meet and greet emergency services as they arrive, with a floor plan of the building, if possible. Ensure all significant occurrences and decisions are recorded, together with reasons for decisions made. Provide clerical and practical assistance to the Incident Officer. Marcus Capel Ensure all pupils, staff and visitors are safe and accounted for. Marshalling of pupils, staff and visitors at the evacuation rendezvous point. Arranging for transfer of everyone to place of safety. Arrange for warm, dry shelter for everyone in the short term. Deal with immediate welfare matters: distress, injuries, domestic responsibilities, etc. Co-ordinate the sending home of pupils and immediate care of those whose parents cannot be readily notified. Premises Margaret Hammel / Jacqueline Gaunt (Office Staff) Building security. Turn off gas, electricity etc, if this can be done safely. Salvage of critical documents/equipment if this can be done safely. The nominated person should be in possession of a list of critical items. Business Continuity Plan - Beacon Federation Page 4 of 10
Signs and notices for doors/boundaries. Liaison with neighbours. Identification/transfer to alternative premises. Communications Marcus Capel (Immediate!) Instruct staff not to leave the rendezvous point until told to do so. Liaison between Emergency Team and staff. Imparting factual information to staff. Liaison with SCC Corporate Communications, Somerset Direct. Agree key information to be given to parents by class teachers. Continuity and Recovery Marcus Capel Arrange for opening up of alternative premises. Co-ordinate fitting out with furniture and equipment. Liaise with SCC Children and Young People s and Resources Directorates: ICT installation, repair and recovery of main school premises, SCC Insurance Services NB: It is tempting during the initial phase of an incident, when children and staff are accounted for and Staff are, for instance, milling around outside the premises and it is obvious that no work will be conducted for the rest of the day, to send them home. Before taking this decision, however, it should be borne in mind that they may be available to assist one of the BCMT members, and that, once released, it will be difficult, if not impossible, to make contact with them again until at least the following day. 8. POTENTIAL DISRUPTIONS 8.1 Loss of Premises Cutcombe and Timberscombe Schools do not lie within a flood plain. Alternative Place of Safety/Shelter: Address: Cutcombe School (01643 841462) or Timberscombe School (01643 841259), Alternatively either village hall: The Moorland Hall, Wheddon Cross (Roger Webber: 01643 841220), Timberscombe Village Hall (Tony Webb 01643 841803) (Alternative sites are far enough away from the school that it is unlikely to be affected by the same disruption, eg, flooding) 8.2 Loss of Utilities/ICT: Utilities/ICT Name of Supplier Telephone Number Electricity British Gas 0845 071 6336 Gas N/A - Water/Sewerage Wessex Water 0845 600 3600 Telephone Cutcombe: British Telecom Timberscombe: Swains 0800 777 666 01485 524 000 IT SouthwestOne ICT 01823 355090 Other Business Continuity Plan - Beacon Federation Page 5 of 10
8.3 Virtual Teaching: If there is a serious disruption to education work can still be submitted by students and accessed by teachers, using the Fronter Virtual Learning Environment, provided by the Local Authority. This is in the process of being changed and is likely to be superceded by FROG as used by Minehead Middle School. 8.4 Loss of Data List of data, critical to school operations in which format it is kept, location of backup copies and method of accessing these. Data Format Backup Location Access SIMS Electronic Back up Tapes in secure, In School, reload (Attendance, fire-resistant boxes Assessment, Contacts, Personnel etc) FMS (finance) School documents Electronic + SLP storage, backed up centrally. / files 8.5 Staff Shortage The most likely scenarios involving a significant loss of staff are: Outbreak of disease (e.g., influenza pandemic) Fuel Shortage Industrial action In all of these events, there is likely to be a period of notice in which arrangements may be made to mitigate the effects: 8.5.1 Epidemic/Pandemic - School Pandemic Manager: Deputy: Marcus Capel Laura Weaver / Cathy Rayner An influenza pandemic or similar occurrence may jeopardise staffing levels, directly though staff illness, or indirectly through fear of infection or through caring responsibilities for sick relatives. What schools/pandemic manager should do: It is essential that information is disseminated about how to identify symptoms of flu and what to do in the event of a member of staff becoming ill with suspected flu. Download the latest information for schools to prevent the spread of infection and in what circumstances they might need to close. Additional details are also given about some websites where you can get further up to date information. Appendix II http://www.six.somerset.gov.uk/sixv3/content_view.asp?did=21569 Business Continuity Plan - Beacon Federation Page 6 of 10
8.5.2 Fuel In the event of a widespread fuel shortage, options will include: Increased use of public transport Car sharing Walking or cycling When information indicates that a fuel shortage is expected, a list of staff living remotely from their place of work and with particular difficulties in accessing any of the above options will be compiled. 8.5.3 Industrial Action As far as possible, without attempting to influence staff members legal right to take industrial action, managers should try to estimate the proportion of staff that may be available to work in order to plan work in accordance with priorities. 9. RECOVERY Long-term recovery may be affected by decisions made during the assessment/ containment phase, so recovery issues should be taken into account by the BCMT from the outset. Dependent on the nature of the incident recovery may take months or even years to achieve (for instance if a full rebuild is required after a fire, or if injuries or deaths occur) and will include ways of keeping the school community together during any period of dispersion, or commemorating the event on anniversaries. Business Continuity Plan - Beacon Federation Page 7 of 10
APPENDIX I Emergency Contact Details Somerset County Council Schools and Achievement Service 01278 411780 Property Services 01823 355528 Insurance Services 01823 355920 Civil Contingencies Unit (day) 01823 358067 (Out of hours) Via Fire Service 01823 364500 Ask for duty officer to be paged Guidance on school closures is available on SiX at: http://www.six.somerset.gov.uk/sixv3/content_view.asp?did=12869 Other See printout of current staff, county and parent details Business Continuity Plan - Beacon Federation Page 8 of 10
APPENDIX II Staff Living Remotely From School Please create a list of staff with potential problems in getting to work as below: Staff Member Home/Location (not address) Alternative Means Of Transport Marcus Capel Wootton Courtenay Long Walk / cycle Debbie North Wiveliscombe? Laura Weaver Minehead Lift Share Margaret Hammel Minehead Lift Share Racheal Bradley Minehead Lift Share Angela Edwards Wheddon Cross Long Walk / Lift Share Jane Stephens Wheddon Cross Long Walk / Lift Share Wendy Schofield Wheddon Cross Walk / Lift Share Barbara Stephens Wheddon Cross Long Walk / Lift Share Marcus Capel Wootton Courtenay Cycle Cathy Rayner Minehead Lift Share Val Scott Minehead Lift Share Jane Bailey Minehead Lift Share Gemma Jackson Minehead Lift Share Angie Barker Minehead Lift Share Jeanette Hanson Minehead Lift Share Tamsin Blackmore Dulverton Lift Share Sarah Ridler Dulverton Lift Share Jacqueline Gaunt Washford? Caroline Prole Timberscombe Walk Angie Gummer Timberscombe Long Walk Sonia Watters Roadwater? Business Continuity Plan - Beacon Federation Page 9 of 10
APPENDIX III Agenda for First BCMT Meeting 1. Background and Situation Report as known (Chair) 2. Updates and actions: Premises Current state Critical items recovered/still in situ Estimate of return Welfare (staff, pupils, visitors) Confirm all persons accounted for Current arrangements for retaining staff Arrangements for accompanying casualties to hospital (if applicable) Outstanding welfare issues Communications Message given out to staff New contact number for public Public message via Communication and Marketing Brief for Somerset Direct Collect contact numbers for team members. Continuity and Recovery Critical services affected Options to work around disruption Resources shortfall Alternative premises identified (if applicable) 3. Time of next meeting 4. Distribution List: Senior Management Team Chair of Governors CYPD Schools and Achievement SCC Civil Contingencies Unit Business Continuity Plan - Beacon Federation Page 10 of 10