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Milton Keynes Education Trust

Business Continuity Plan

March 2015

Date approved by Board of Directors

Committee MKET PFF

Review date May 2016

Responsible officer Business Director


Document Control Sheet

Title MKET – Business Continuity Plan

Revision Version 2.

Status Draft for discussion

Control Date 26 March 2015

Revision Status Date Author Comments


CONTENTS

Item Page

Plan Purpose and Scope 5

Plan Activation 5

Notification Procedures 6

Plan Activation Process 7

Related Policy Guidance – Walton High Emergency Plan 8

Introduction 8

Planning for and Managing Emergencies and Critical Incidents 10

ICT Disaster Recovery 10

Trust Policy on Managing Critical Incidents and Business Continuity 11

Business Continuity Phase – Resumption of Critical Activities 13

Tactical Options to hasten ‘business as usual‘ 14

Tactical Options to Mitigate against a loss of critical staff (curriculum) 15

Tactical Options to Mitigate against a loss of Premises (and supplier) 16

Recovery and resumption 17

Appendices

Appendix 1 Assessment of Academy Critical Activities and Business Continuity 19

Appendix 2 Storage – Business Continuity and ICT back up 20

Appendix 3 Contact Details 22

- Senior Management team, lead Academy staff and Governors

- Local Authority

- Local Radio Stations

- Other organisations

Appendix 4 At a Glance Academy Emergency Management Instructions 27

Appendix 5 Notification and logging of incidents form 29

Appendix 6 Academy Migration Plan 32


Appendix 7 Academy Closure Plan 34

Appendix 8 Impact Assessment Form 37

Appendix 9 Recovery and Resumption Plan 39

Appendix 10 Log of events, decisions and actions form 40

Appendix 11 Lost property Form 41

Appendix 12 Financial Expenditure log 42

Appendix 13 Contents of school grab bag 43

Appendix 14 Academy Staff Contact List 44

Appendix 15 Parent/carer contact list 45

Appendix 16 At a Glance – Emergency key Contact List 46

Appendix 17 Business Continuity Planning Guidance (Roles and Responsibilities) 47

Appendix 18 At a Glance Potential Disruptions Planning Form 49

Appendix 19 Communications Plan Template 52


PLAN PURPOSE AND SCOPE

Purpose To provide a flexible framework to manage the response of the Milton

Keynes Education Trust (and each individual Academy within the Milton

Keynes Education Trust) to any disruption or emergency, maintain

critical activities and recover from the incident quickly and efficiently.

Plan Scope The entire Walton High campus, Heronsgate School campus, New

Chapter Primary School campus and Kents Hill School campus are within

the scope of this plan

Links to other plans and

procedures

• The Walton High Emergency Plan. Template for emergency

planning at all MKET schools.

• The Milton Keynes Council Corporate Business Continuity Plan.

This may be activated in the event of a highly significant

disruption impacting on a number of schools within the Borough

of Milton Keynes. Examples could include major ICT outage,

pandemics, industrial action, natural disasters, terrorist attack

etc.

• In the event of serious emergency, the Walton High Emergency

Plan template together with the Milton Keynes Council’s

emergency response arrangements may be activated alongside

the Council’s Corporate Business Continuity Plan to enable the

delivery of Local Authority civil protection duties.

PLAN ACTIVATION

Circumstances This Plan will normally be activated to manage the response to any incident

causing significant disruption to normal service delivery, particularly the delivery

of key/time critical activities. Plan activation triggers may include:

• Loss of key people or skills, e.g. above normal levels of absenteeism due

to illness/injury or other scenarios such as severe weather, changes in

service structures, major transportation disruption, emergency response

duties or people leaving the organisation

• Loss of critical systems, e.g. ICT network disruption, telephone outage,

utilities disruption or third party supplier disruption

• Denial of access, or damage to, facilities, e.g. loss of a building through

fire or flood, an external emergency where emergency service cordon

would prevent access for a period of time, utilities failure. This may

include the activation of continuity arrangements in the event of an

office move.

• Loss of key resource such as an external supplier or partner vital to the

delivery of a key service or activity

Authority for

Plan Activation

Authority to activate the MKET Business Continuity Plan rests with the Chief

Executive Officer. The activation of the plan at school level rests with the

Principal, In his/her absence responsibility lies with a Vice Principal or in the

event of there being no Vice Principal on site the Business Manager.


Notification Procedures

Who? Why?

Principal Take the decision on whether the Business Continuity Plan

should be activated and direct resources. The Principal will

be considered to be the Plan Owner

Board of Directors of MKET Responsible for strategic decisions relating to the Milton

Keynes Education Trust in response to specific incidents

Board of Governors Responsible for strategic decisions relating specifically to

individual trust schools in response to significant incidents

Milton Keynes Council Emergency

Planning Officer

Provide critical incident support through the Milton Keynes

Council emergency planning strategy, including co-ordination

of key teams and resources to aid response

Milton Keynes Council

Communications / Press Office

Support to develop a joint MKC/MKET media strategy in the

event of an incident that has the potential to attract negative

media coverage or cause significant reputational damage to

the school, the Trust and / or the council

Department for Education Directs the response to specific incidents affecting the ability

of the school to continue providing its services

Stakeholder Partners If the incident is causing significant disruption, an

appropriate message must be released to

stakeholders/partners detailing;

• What is causing the disruption and the impact

• Action being taken to respond to the incident

• Estimated length of the disruption and return to

business as usual


Plan Activation Process

Incident occurs

Assess the scale, impact and duration of the incident

Are critical activities disrupted?

NO YES

Do NOT

Activate

Plan

Significant

impact?

Monitor

situation

YES

Activate Plan /

Invoke Incident

Management

Process

Notify key stakeholders Take necessary

action to

manage incident

Take necessary action to

maintain critical activities

Take necessary action to resume and

recover all activities

Stand Down Plan

Notify Board of

Trustees and

other key

stakeholders

No


Related policy advice is contained in the following document:

• Walton High Emergency Plan - School Evacuation Plan

- School Migration Plan

- School Closure Plan

Introduction

It is not possible, or desirable, to write a plan for every possible disruption. Therefore this

policy sets out guidance for planning and responding to major incidents which affect the

continuity of the MKET or any individual Academy’s business and the safety of its staff,

pupils and others. No matter what the cause of the incident, the effect can generally be

summarised as;

An inability to carry out daily and/or critical activities

• Loss of life or serious injury to Academy staff and students/pupils or members of the

public

• Loss of building, or part of building or access to the building

• Loss of ICT

• Loss/shortage of staff

• Loss of critical supplier or partner

• Adverse publicity and/or reputational impacts

• The MKET recognises that individuals (adults and young people) may be affected by

critical incidents which occur in or outside of school. For example;

In-school:

• the death of a pupil or member of staff through natural causes, such as illness;

• a traffic accident involving a pupil or staff member;

• a deliberate act of violence, such as a knifing or the use of a firearm;

• a school fire or flood;

• allegations or actual incidents of abuse against pupils by staff and staff against

pupils;

• an arson or other attack on the school


Out-of-school:

• deaths or injuries on school journeys, trips or residential trips;

• tragedies involving children from many schools at public events such as football

matches;

• civil disturbances;

• refugee children joining a school, uprooted from their countries and perhaps

shocked by wars or atrocities;

• abductions / disappearances;

• Incidents involving the murder of school children that attract the attention of

national and international media over prolonged periods;

• a civil disturbance or terrorism;

• a disaster in the community;

• a transport accident involving school members

The emotional effects of serious incidents on school students are not always immediately

obvious to parents or school staff. Indeed, at times children find it difficult to confide their

distress to adults as they know that it will upset them. In some children the distress can last

for months, even years, and may additionally affect their academic attainment.

Some young people may not feel comfortable enough or be able to share their feelings and

thoughts in public or with staff either because they are unable to do so or because they fear

their confidence may be abused. Similarly, because many adults are not able to talk about

death, bereavement and tragedy, they may unwittingly stop children talking about similar

emotional experiences.

At the Milton Keynes Education Trust, all our academies take all children’s needs seriously,

including emotional and psychological needs, and are committed to ensuring all students

receive the help they require to explore such matters as death and significant harm or injury

in an environment of trust, care and safety. We also recognise the impact such incidents can

have on the well-being of staff and parents/carers and will do our utmost to support any

recovery needed and to work with any agencies.

Whilst no amount of planning can totally prevent accidents and problems occurring, it is

hoped that some can be prevented and the effects of others minimised by taking sensible

precautionary measures. The Trust expects that;

• Staff will be aware of the contents of the model (Walton High) Emergency Plan and

in particular the section headed ‘Decision making in an emergency situation’

• Staff and pupils will be familiar with the schools routines for fire and the evacuation

of the school building on hearing the fire alarm;

• Staff will be familiar with the routines and procedures for dealing with emergencies

(as detailed in the Emergency Plan Policy the key elements of which are highlighted

in this policy document);


• Staff and pupils will be familiar with the school’s security procedures, in particular

that all visitors not wearing a visitors badge should be questioned and escorted to

the school entrance area;

• Staff organising school trips and visits follow the guidelines and write a risk

assessment to be signed off by the Principal;

• Staff are aware of pupils with medical needs or health problems;

• Staff are aware of school policy in dealing with violence at work;

• Staff are aware that they should assess associated risks to children before carrying

out a curriculum or other activity;

• Staff are aware that they are responsible for assessing risks to themselves before

undertaking an activity

Additionally, in the event of a critical incident the priorities of those adults in charge of the

school or trip will be to:

• Save life

• Minimise personal injury

• Safeguard the interests of all pupils and staff

• Minimise loss and to return to normal working as quickly as possible

Planning for and Managing Emergencies or Critical Incidents

Each academy will carry out an Assessment of Critical Activities (Appendix 1) to identify key

risks to its operation and the safety of its pupils, staff and others. This assessment will be led

by the Principal and will inform the local emergency and business continuity planning.

• Each academy will maintain its own Emergency Management Instructions; including

emergency contact details and the action plan.

• This plan will be activated in the event of a critical incident or an emergency i.e.

when an incident occurs that impacts on the delivery of our critical activities or the

safety and well- being of our pupils, staff and others; and when normal responses,

procedures and coping strategies are deemed insufficient to deal with the effects

ICT Disaster Recovery

• The Trust Technical Services Manager will be responsible for establishing an ICT

Disaster Recovery Plan.

• This plan will identify actions to take in the event of loss of ICT hardware, software,

infrastructure or connectivity; or the loss of key ICT related staff


TRUST POLICY ON MANAGING CRITICAL INCIDENTS AND

BUSINESS CONTINUITY

Incident Management Phase

Purpose • Protect the safety and welfare of staff, students, visitors and the public

• Protect vital assets, e.g. equipment, data, reputation

• Ensure urgent and necessary communication takes place

• Support the Business Continuity phase

• Support the Recovery and Resumption phase

Requirement Action Action

done (Check box

accordingly)

By who? (Insert details of

responsible

officer)

1 Make a quick initial assessment:

• Call the Emergency Services

if needed

• Evacuate the school building

if necessary

• Survey the scene/situation

• Assess the impact on pupils

and staff

• Assess (i.e. scale/severity,

duration and impact)

• Disseminate information (to

others)

Gather and share

information to facilitate

decision-making and

enhance the response

2 Nominate individuals to carry out

incident management roles, as

appropriate

Information on roles and

responsibilities can be found

in Appendix 16

3 Ensure a log of key decisions and

actions is started and maintained

throughout the incident

See log template attached,

Appendix 10.

4 Where appropriate, record names

and details of any staff or pupils that

may have been injured or affected

by the incident as part of the

incident record keeping.

This information should be

held securely as it may be

required by Emergency

Services or other agencies

during or following the

incident

5 Log details of all items lost by pupils,

staff, visitors etc. as a result of the

incident, if appropriate

See log template attached,

Appendix 11


Requirement Action Action

done (Check box

accordingly)

By who? (Insert details

of responsible

officer)

6 Assess the key priorities for the

remainder of the working day and

take relevant action

Consider actions to ensure

the health, safety and well-

being of pupils, staff and the

wider school community at

all times. Consider business

continuity strategies i.e.

alternative ways of working,

re-location to the recovery

site etc. to ensure the

impact of the disruption is

minimised

Consider the schools legal

duty to provide school meals

to some pupils and how this

will be facilitated, even in

the event of emergency

school closure

7 Log all expenditure incurred as a

result of the incident and seek

advice/inform Insurance Company

Record all costs incurred as

a result of responding to the

incident on the Financial

Expenditure Log

8 Consider the Communications

Strategy to ensure staff and pupils

are kept informed about what is

required of them. If the incident is

taking place outside of normal

working hours, staff may need to be

contacted to advise of any

alterations to normal working

arrangements for the next day

All staff members

emergency contact details

will be held securely

electronically as well as in

hard copy as part of this

plan. Ensure parents/carers

contact details are also

available

9 Ensure recording processes are in

place for staff/pupils leaving the site

Ensure the safety of staff

and pupils before they leave

the site and identify suitable

risk control measures as

required


BUSINESS CONTINUITY - RESUMPTION OF CRITICAL ACTIVITIES

Purpose • To ensure that ‘critical activities’ are resumed as quickly as possible and/or

continue to be delivered during the disruption

• To activate the appropriate elements of business continuity strategy which

best enables alternative ways of working

• To make best use of potentially limited resources by suspending ‘non

critical’ activities

Time Critical

Service

Functions

A business impact analysis (BIA) predicts the consequences of disruption of a

business function and process and gathers information needed to develop

recovery strategies.

The focus of business impact analysis (BIA), should be the consequences of an

event rather than the event itself – e.g. if a fire has occurred in a building, it is the

loss of the building, rather than the fire itself, which is relevant to the BIA. The

scale and range of that impact may vary depending on the timing and duration of

the loss of resource; loss of large rooms becomes much more critical at exam time;

inability to deliver commercial contractual commitments may incur immediate

financial penalties, as well as jeopardising future contracts in the longer term

The BIA should take into account whether the loss or interruption of an activity

would (or could) result in such negative impact as:

· Loss of life, serious injury or staff/ student safety being compromised

· Serious damage to property

· Loss/reduction of services to students

· Adverse impact on partnerships or community confidence

· Risk of wider health and safety implications

· Loss of operational capability in respect of internal or commercial activities

· Loss/damage to information

· Loss/damage to resources

· Damage to reputation

· Breach of the law

· Loss of key skills

· Financial loss or liability

· Loss/reduction of security


Tactical options to hasten a

return to Business as Usual

Action Action

Done? (Tick)

By whom? (Insert details of

responsible officer

1. Take time to understand and

evaluate the impact of the

incident on ‘business as usual’

activities by communicating

with key stakeholders to gather

information.

Depending on the incident, do we

require additional/specific input

to drive the recovery of critical

activities. This may require the

involvement of external partners.

2. Plan how critical activities will

be maintained, utilising pre-

identified or new business

continuity strategies

Consider:

• Communication strategies

• Resource availability

• Deployment of resources

• Roles and responsibilities

• Finance

• Monitoring the situation

• Reporting

• Stakeholder engagement

• Any welfare issues

• Planning the recovery of

non-critical activities

• Immediate and ongoing

priorities

3. Identify any other stakeholders

who may be required in the

business continuity response

Depending on the incident,

Incident management may need

additional/specific input in order

to drive the recovery of critical

activities; this may require the

involvement of external partners.

4. Log all decisions and actions,

including what you decide not

to do and include in the

decision making rationale

The Log of Events, Decisions and

Actions needs to be completed

5. Log all financial expenditure

incurred as a result of the

incident

Place in the Financial Expenditure

Log

6. Deliver appropriate

communication actions as

requested

Ensure methods of

communication and messages are

developed as appropriate to the

needs of key stakeholders, e.g.

Pupils, Staff, Partners /Carers.

Governors, Suppliers, Milton

Keynes Council , Central

Government Agencies etc.


Tactical options to mitigate against a loss of critical staff essential to the

delivery of the curriculum

Purpose • To document alternative ways of working designed to maintain your

critical activities in the event of a disruption

• To ensure alternative ways of working have been agreed, tested and are

fit for purpose

Circumstances

when

business

continuity

strategies may

be activated

Whatever the cause of disruption, the impacts will generally be one or more of

the categories below:

• Loss of key people or skills, e.g. above normal levels of absenteeism due

to illness/injury or other scenarios such as severe weather, changes in

service structure, major transport disruption, emergency response

duties, people leaving the organisation etc.

• Loss of critical systems, e.g. ICT network disruption, telephone outage,

power outage, utilities disruption, third party supplier disruption etc.

• Denial of access, or damage to, facilities, e.g. loss of a building through

fire or flood, an external emergency where emergency service cordon

would prevent access for a period of time, utilities failure etc. Possible

activation of continuity arrangements in the event of an office move.

• Loss of a key resource such as an external supplier or partner vital to the

delivery of a key activity

• Use of temporary staff (teaching/non-teaching)

• Multi-skilling/cross training to ensure staff can undertake different roles

and responsibilities. This could involve identifying deputies/job

shadowing/staff undertaking temporary additional duties.

• Insurance cover

• Using mutual support agreement with other schools

• Using alternative ways of working to mitigate the loss e.g. suspended

activities


Options

1. Flexible lesson plans

2. Use of a secure external network, virtualised network or

secure cloud that can be accessed via the internet to

Tactical Options to Mitigate against a Loss of Premises and / or

key supplier, third party or partner agency

Additional Information

1. Identification of alternative locations designated as the

agreed ‘work area recovery site’ .Consider transport

requirements and accessibility for these identified

premises. Consider the need for multiple premises for

work area recovery and document different options as

follows;

• ‘cold’ sites – has no equipment furniture /

computer systems set up but can be re-fitted in

the event it is needed. This obviously means it

takes longer to make ‘fir for purpose’ following an

incident

• ‘warm’ sites - usually these sites will have

hardware and connectivity already established

though it may take time to make fit for purpose

• ‘hot’ sites – is essentially a duplicate of the original

site, with full computer systems as well as near

complete back-up of user data, but may not match

the capacity of the Walton High campus site

2. Creating an emergency ‘grab bag’ that contains essential

information and equipment needed for both incident

management and business continuity, and should be

stored in a secure place on and off site. The contents of the

bag should be the responsibility of a named person and

should be regularly checked and updated.

3. Mutual support agreements with other MKET schools and

other Milton Keynes schools where there is capacity for

schools to accommodate each other in the event of an

incident

4. Virtual learning environment opportunities

5. Localising the incident, e.g. isolating the problem and

utilising different sites or areas within the MKET schools

campus premises portfolio

6. Off-site activities .e.g. physical activities, school trips

7. Activities to focus on MKET schools priorities and assist the

recovery of crucial systems in the first instance with a

physical approach for all other ICT ‘non critical’ activities


allow extra back up and protection for critical MKET

school and school support files

3. Manual workarounds: ensure there is a record of where

pre-printed forms etc are stored and that there are

procedure guides to inform their use where necessary

4. Access systems via the internet outside of the MKET

network for secure, cloud based applications

5. Ensure that anyone who requires ICT to undertake critical

activities has the ability to work at home where possible

and appropriate.

6. Using different ways of working. This could include:

changing work patterns, suspending ‘non critical’

activities to focus on MKET and MKET schools priorities

and assist the recovery of crucial systems in the first

instances with a physical approach for all other ICT ‘non

critical’ activities

7. Pre-identified alternative suppliers

8. Ensuring all external providers have a Business Continuity

Plan in place and you understand the impact to their plan

on the delivery of your critical activities in the event of an

accident

9. Insurance cover

10. Using mutual support agreements with other schools

11. Using alternative ways of working to mitigate the loss

(e.g. suspending activities

RECOVERY AND RESUMPTION

Recovery and Resumption Phase

Purpose • To return to ‘business as usual’ as quickly as possible

• To ensure any non-critical activities suspended as part of the business

continuity responses are recovered within appropriate timescales

• Where the impact of the incident is prolonged, normal operations may

need to be delivered under new circumstances, e.g. from a different

building on a longer term basis

Requirement Action Action Done? By whom?

1. Agree and plan the actions

required to enable recovery

and resumption of normal

working practises

Agreed actions will be

detailed in an action plan

and set against timescales

with responsibility for

completion clearly

indicated.

2. Continue to record all

expenditure incurred as a

result of the incident

Use the Financial

Expenditure Log to record

any expenditure.

3. Respond to any ongoing and Depending on the nature


long term support needs of

staff and pupils

of the incident, the schools

Incident management

Team may need to

consider the use of health

services, for example

counselling.

4. Once recovery and resumption

actions are complete,

communicate the return to

‘business as usual’

Ensure all staff are aware

that the Business

Continuity Plan is no

longer in effect.

5. Carry out a ‘debrief’ of the

incident with Staff and

Suppliers/Partners if

appropriate

Complete a post incident

report to document

opportunities for improvement

and any lessons identified

The incident de-brief

report should be reviewed

by all members of the

Schools Incident

Management Team to

ensure that key actions

resulting from the incident

are implemented within

designated timescales

6. Review this Business

Continuity Plan in light of

lessons learned from the

incident and consequent

response to it

Implement

recommendations for

improvement and update

this Plan.


Appendices

Appendix 1

Assessment of Academy Critical Activities & Business Continuity

The Academy’s critical activities, as detailed below, take priority for recovery following an

incident because these activities, if not completed for any reason, would cause the greatest

impact on the Academy community in the shortest time.

CRITICAL

Academy

Activity

Requirements:

Consider the

resources

required for the

critical activities

4

hrs

24

hrs

24-

48

hrs

1

week

2

weeks

1

month

Comments

Teaching

Safeguarding

Children

Catering

Access to ICT

Examination

Centre

Note: this assessment should be carried out taking account of individual local risk

assessments of academy activities.


Appendix 2 – Storage, business continuity and ICT back-up

Important electronic and paper-based records should be regularly refreshed and kept in a

secure location (e.g. a fire-proof safe). During an emergency do not attempt to recover any

records or equipment unless safe to do so

Paper-based records Where are they

stored?

Effect of loss (short-

term, medium-term,

long-term)

Back-up measures /

restorative

arrangements

Coursework

Examination papers

Asset registers /

equipment

inventories

Insurance

documentation

Electronic records Where are they

stored?

Effect of loss (short-

term, medium-term,

long-term)

Back-up measures /

restorative

arrangements

Coursework

Contact details

Financial information

Medical information


Remote learning Notes / instructions

Website / extranet

Email

Post

ICT Back-Up

It is essential to maintain suitable ICT back up arrangements in order to prepare for, and

recover from, any loss of information.

The Trust Technical Services Manager is responsible for regular ICT back-ups and for the

creation and maintenance and procedures for back-ups.

Paper Records/Exam Papers etc

Some records may still be recorded on paper, including some coursework or written/oral

exam papers.

The Academy Principal is ultimately responsible for maintaining paper records

The Academy Principal is responsible for examination/coursework procedures


ANNEX 3

Contact Details – MKET, Academy Staff and Governors

*Leave this field blank for use during an emergency; you may need to record alternative

contact details.

Name Job title *SMT role(s) (if

applicable)

Contact details Alternative

contact details

Notes (e.g.

first aid

trained)

Contact Details - Local Authority

Milton Keynes

Council

Name / role of

contact (if

applicable)


contact details

Notes

Emergency

number

01908 691691

Children’s

services

01908 258041

Media /

communications

01908 252009


Property 01908 252385

Transport 01908 254258

Catering

Educational

visits

01908 253939

Emergency

planning

01908 252513

Health and

safety

01908 252327

Risk / insurance

Legal 01908 252385

Human

resources

01908 252765

Educational

psychology

01908 253121

Occupational

Health

01908 254246

Contact Details - Local Radio Stations

Radio station Name / role of

contact (if

applicable)


contact details

Notes (e.g.

coverage,

frequency)

Three Counties

Radio

Katherine Lynch 01908 235383


Heart FM Victoria Meakin 01908 591608

Contact Details - Other Organisations

Organisation Name / role of

contact (if

applicable)


contact details

Notes

Police 999

Local Police

Station

Fire & Rescue

Service

999

Ambulance

Service

999

Hospital

Emergency

Department

Department for

Education

0370 000 2288

Enquiry Line:

0370 000 2288

Foreign &

Commonwealth

Office

General

enquiries

switchboard

020 7008 1500

Consular

assistance: 020

7008 1500 (24

hours)

If abroad, please

ring: +44 20

7008 1500


Environment

Agency

03708 506 506

Floodline: 0845

988 1188 (24

hours)

Met Office 0370 900 0100

Customer

Centre: 0870

900 0100 (24

hours)

Health & Safety

Executive

0300 003 1747 Infoline: 0845

345 0055

Incident contact

centre:

0845 300 9923

Insurance

company

Trade Union

Supplier (ICT)

Supplier

(Property

Services)

Supplier

(transport)

Supplier

(temporary

staff)

Utility Supplier

(Gas)


Utility Supplier

(Water)

Utility Supplier

(electricity)

Utility supplier

(heating)

Teacher Support

Network

020 7697 2750 England:

0800 562 561

(24 hours)


Appendix 4 – At a Glance - Academy Emergency Management Instructions

Initial action

Immediately inform the Principal or nominated emergency contact. If neither is able to

respond (they may be involved in the incident) the senior person present should follow the

instructions below.

• Assess the situation and establish a basic overview of the incident.

• Take immediate action to safeguard pupils, staff and visitors.

• Attend to any casualties and administer first aid, if appropriate.

• If appropriate, dial 999 for the emergency services and provide them with an overview of

the situation. If in doubt, dial 999.

The emergency services notify each other of incidents but consider speaking directly to each

organisation required. This will ensure that each service has the information they need to

respond appropriately.

Dial 999, if appropriate.

Speak to each emergency service required

During office hours,

contact:

Inform them of the

situation and request help,

if required

Outside office hours, contact:

Inform them of the situation and

request help, if required.

Back up contact numbers Back up contact numbers


These contact details should only be used in an emergency. Do not give them to the media,

pupils, parents / carers or members of the public.

• Fetch any equipment that may prove useful (e.g. first aid kit, grab bag).

• Log all communications and actions.

• Notify academy or free school staff. Consider assembling a School Emergency Management

Team (SEMT) to assist with the response.

• Refer to the list of emergency contact numbers for additional support if required

Where possible, avoid closing the Academy and try to maintain normal

routines


Appendix 5 - Notification and Logging of Incidents

Information about an incident may come from a number of sources (e.g. member of staff,

pupil, parent / carer, member of the public, the emergency services, the HSE, the local

authority). Whoever receives the alert should ask for, and record, as much information as

possible.

• Maintain a written record of your actions using this form and the Impact Assessment Form.

• Offer reassurance and support. Be aware that all those involved in the incident (both directly

and indirectly) may be suffering from shock or may panic.

• Find out what has happened. Obtain as clear a picture as you can.

• Discuss with the informant what action needs to be taken and by whom.

Name of Informant

Contact details of informant

Date & Time of Call

Date and time of incident

Exact location of incident

Details of incident:

……………………………………………………………………………………………………………………………………………….

……………………………………………………………………………………………………………………………………………….

………………………………………………………………………………………………………………………………………………

Where is the informant now and where are they going?

………………………………………………………………………………………………………………………………………………

……………………………………………………………………………………………………………………………………………..

People affected (including names, injuries, where they are, where they are being taken to);

………………………………………………………………………………………………………………………………………………

……………………………………………………………………………………………………………………………………………..


What arrangements are in place for people not directly involved in the incident?

……………………………………………………………………………………………………………………………………………..

……………………………………………………………………………………………………………………………………………..

……………………………………………………………………………………………………………………………………………..

What advice have the emergency services given?

……………………………………………………………………………………………………………………………………………….

……………………………………………………………………………………………………………………………………………….

Who has been informed?

o Principal

o Academy staff

o MKET Board

o Governors

o Pupils

o Parents / carers

o Police

o Fire & Rescue Service

o Ambulance Service

o Local Authority

o Health & Safety Executive

o Foreign & Commonwealth Office

o Media

o Insurance company

Does anyone else need to be informed?

…………………………………………………………………………………………………………………….

…………………………………………………………………………………………………………………….


Are any other actions required?

……………………………………………………………………………………………………………………..

……………………………………………………………………………………………………………………..

……………………………………………………………………………………………………………………..

If the incident happened on an educational visit please ask the questions

below. You might already have these details but it could be useful to seek

confirmation.

Name of Educational Visit leader

Nature of Educational Visit

Number of Pupils on Visit

Number of staff on Visit

Location of Visit

If the incident happened abroad, does the

Foreign & Commonwealth Office need to be

notified?


Appendix 6 - Academy Migration Plan

Initiate the Migration Plan

• Assemble the School Emergency Management and Business

Continuity team

• Assess the situation, only migrate if the risks of staying exceed

the risks of going, or if instructed to do so by the emergency

services

• Decide which Safe haven is the most suitable and ensure it is

available, notify them the school is coming

• Consider activating the School Closure Plan

Principal

• Notify the local authority, request additional staff/resources if

required

• Request the local authority to organize transport if there is time

Business

Director/Business

Manager

• Notify all staff when the School Evacuation/Migration /Closure

Plan will be activated, the mode of transport and to which Safe

Haven

• Nominate staff to deputise for those staff in the Plan who are

absent

• Organise/instruct supernumery staff to assist where appropriate

• Make and initiate appropriate arrangements for anyone who is

disabled, vulnerable or has special needs

• Liaise with the Safe Haven/local authority if additional

staff/resources are required

Vice Principals

• Inform the police, local authority, Chair of Trust Directors and

other site users when the School Migration Plan will be activated,

mode of transport and to which safe haven

• Check the Visitors Book and send away all visitors, contractors

and suppliers

• Initiate an action log

Business Director/

Business Manager


• If appropriate, contact School Directors to assist the school

Board of Directors -

Chair

Dispatch an Advance Party to the Safe Haven

• Take copies of the Business Continuity Plan, School Emergency

Plan, mobile phones/chargers and laptops

• On arrival at the Safe Haven make arrangements for the arrival of

the school, including reception and directions, accommodation,

toilets, catering, disabled access, special needs and safe pick-up

points for parents collecting children

• Liaise with the Safe Haven/local authority if additional

staff/resources are required

• Prepare to activate the School Closure Plan

Business Director /

Admin Manager


Appendix 7 - Academy Closure Plan

In the event of the Principal concluding closure of the Academy is required the following

steps should be taken

Initiate the School Closure Plan

• Assemble the School Emergency Management Team

• Gather the information, assess the situation and decide what to do

Principal

• Notify all staff when the School Closure Plan will be activated

• Nominate staff to deputise for those staff in the Plan who are absent

• Organise/ instruct supernumery staff to assist where appropriate

• Make and initiate appropriate arrangements for anyone who is disabled,

vulnerable or has special needs

• Seek support from other organisations (e.g. the local authority) as

appropriate.

Vice

Principals

• If appropriate contact School Directors to come to assist the School

Board of

Directors –

Chair

Provide Information to Parents/Guardians

• If there is time draft a letter to parents/guardians informing them why

the School has closed, when it is expected to re-open, or if this is

unknown refer them the where/how they can obtain further

information

• Be visible/accessible when parents/guardians collect their children

Principal

• Print/copy/distribute letters for teachers to give to students to give to

parents/guardians

Admin

Manager

• Laminate copies of the letter and fix them to the external notice boards at

the School gates

Site

Manager /

Admin

Team


Inform People that the School is Closing

• Contact Parents/Guardians (email/text/call)

• Request local radio stations to broadcast announcements

• Notify caterers, cleaners, contractors and other site users

• Cancel after School clubs

• Cancel relevant bookings and lettings

• Inform absent staff

• Notice to be placed on the School website

Secretary/Admin

Secretary/Admin

Site Manager

Admin team

Admin Team

HR Team Web

Manager

Students are collected by their Parents/Guardians

• Inform students and supervise them until their parents collect them

• Only release students to custodial parent/guardian or person pre-

designated by parent/guardian as an authorised contact

• Keep log that includes the name of the student, the name of the

person collecting the student, and the date, time and purpose for

collection

• Persons picking up students will present positive proof of their identity,

if not known to staff

• Make a record of all the children who have walked home on their own,

as they normally would

• Be visible/accessible when parents/guardians collect their children

Teachers and

TA’s

Principal

Before you Leave

• Leave an appropriate message on the answerphone

Business Director

• Make appropriate arrangements for the care of any pets / animals

• Secure the School buildings and site after everyone has left

Site Manager

If the Academy is likely to be closed for a significant period of

time, consider the actions below.

• Ensure pupils, parents/carers, governors and the media are regularly

informed of developments

Business

Director/Business

Manager


• Consider how pupils with Special Educational Needs (SEN) or medical

needs may be affected if the Academy remains closed for an extended

period of time

Principal

• Put in place arrangements for remoter learning wherever possible

Principal


Appendix 8 – Impact Assessment Form

Appendix 8 - Incident Impact Assessment Form

Completed by

Date

Time

Consideration Logged Response

Which school / curriculum

area is affected?

What is the nature of the

incident?

(Describe the type of incident,

location and severity)

Are there any staff casualties

or fatalities?

(Complete casualty / fatality

sheets if needed)

How is the incident currently

affecting business operations?

What is the estimated

duration of the incident?

Do the Emergency Services

need to be called?

Has access to the whole site

been denied? If so, for how

long?

Have any work areas been

destroyed, damaged or made

unusable? Is there evidence of

structural damage?

Are any systems and other

resources unavailable?

(include computer systems,

telecoms and any other

assets)

Have any utilities been

affected?


(e.g. gas, electricity or water)

Other Relevant Information


Appendix 9 – Recovery & Resumption Plan

Recovery & Resumption Plan

Purpose of the Recovery and Resumption Phase

The purpose of the recovery and resumption phase is to resume ‘business as usual’ working

practises for the School as quickly as possible. Where the impact of the incident is prolonged,

‘normal’ operations may need to be delivered under new circumstances e.g. from a different

location.

1 Agree and plan the actions required

to enable recovery and resumption

of normal working practises.

2 Respond to any ongoing and long

term support needs of staff and

pupils.

Depending upon the nature of the incident the Trust or

school may need to consider the use of Counselling

Services

3 Once recovery and resumption

actions are complete, communicate

the return to ‘business as usual’.

Via staff briefings, intranet, Media and e-mail

4 Carry out a ‘debrief’ of the incident

with Staff (and possibly with Pupils).

Complete a report to document

opportunities for improvement and

any lessons identified.

The incident de-brief report should be reviewed by all

members of the Incident Management team. Trustees

and Governors may also have a role in monitoring

progress in completing agreed actions to further

develop the resilience of the school.

5 Review the Continuity Plan in light of

lessons learned from incident and

the responses to it.


Appendix 10 - Log of Events, Decisions and Actions

Completed by Sheet

Number

Incident Date

Time Log Details


Appendix 11 - Lost Property Form

Completed by Incident

Date Time

Details of possessions lost/left behind

No Name Status What Where left / lost


Appendix 12 - Financial Expenditure Log

Completed by Incident

Date Time

Expenditure details

(what, for whom etc)

Cost Payment

Method

Transaction made by


Appendix 13 - Contents of School Grab Bag

Section Details

Emergency Planning and

Business Continuity

Academy Emergency Plan and Business Continuity Plan (including spare

copies of forms in Appendices)

Key contact details including: Staff, Governors, parents/carers, local

authority, suppliers etc

Pupil resources Pupil registers

Medical notes for pupils with specific needs

Medical supplies for pupils with specific needs

Organisational Information Staff handbook (policies & procedures)

Other key documents

Financial Information Bank, insurance details, payroll etc

Invoices, purchase orders

Financial procedures

Assets Register and Insurance policy

Staff Information Staff emergency contact details

IT / Equipment Information Software licence agreements and key codes

Office telephone list (for phone divert)

Back up rota and data restoration routine

Equipment and other

items

First Aid Kit

Milton Keynes Streets Index

Portable Radio (with spare batteries)

Wind up LED torch

Back-up tapes

Laptop with wireless connection

Pay-as-you-go mobile phone and battery powered mobile phone charger

Stationery including permanent markers, clipboards, pens, blue-tack, pins,

pencils and notebook paper

Hazard barrier tape

Emergency cash, a cheque book or spare credit card

Contact details for taxi/transport providers

School Floor Plans

Spare keys

Whistle / megaphones

High visibility jacket


Appendix 14 - Staff Contact List

Name Role Contact details

Mobile number:

Email address:

Out of Hours Contact number:

Emergency Contact details:

Home Address:

Mobile number:

Email address:



Home Address

Mobile number:

Email address:



Home Address

Mobile number:

Email address:



Home Address

Mobile number:

Email address:



Home Address

Mobile number:

Email address:



Home Address

Mobile number:

Email address:



Home Address

Mobile number:

Email address:



Home Address

Mobile number:

Email address:



Home Address


Appendix 15 - Parent / Carer Contact List

Name of Pupil Parents / Carers Contact Details

Mobile number:

Email address:



Home Address

Mobile number:

Email address:



Home Address

Mobile number:

Email address:



Home Address

Mobile number:

Email address:



Home Address

Mobile number:

Email address:



Home Address

Mobile number:

Email address:



Home Address

Mobile number:

Email address:



Home Address

Mobile number:

Email address:



Home Address

Mobile number:

Email address:



Home Address


Appendix 16

At a Glance - Emergency Key Contact List

Contact Telephone Number

School Contacts

Principal

Vice Principal

Vice Principal

Business Director / Business Manager

Finance Director / Finance Manager

Site Manager

Assistant Site Manager

Technical Services Manager - ICT

Chair of Governors

Vice Chair of Governors

Milton Keynes Council – Education Department

Milton Keynes Council – Emergency Planning

Key Local Authority Contacts

Director of Children & Young Peoples Services

Chief Executive

Press Office

Health & Safety Officers

Corporate Contacts

Insurance Contacts & Claims

Other Local Contacts

Members of Parliament Office

Police (Thames Valley)

Police (Local Officers)

Bucks & Milton Keynes Fire & Rescue Service

Milton Keynes Hospital (A&E)

Local Churches and Religious Centres

Local Parish / Community Councils – local halls

NHS – GP’s and Clinics

Other Useful Contacts

Foreign Office


Appendix 17 - Schools Business Continuity Planning Guidance – Incident

Management Roles

School Incident Management roles

Roles Responsibility Accountability

Incident

Manager(s).

• Determining the overall response and

recovery strategy

• Activating and standing down the


• Ensuring key stakeholders are kept

informed during an incident and in the

recovery phase

• Authorising the use of response and

communication actions as agreed in this

plan

• Prioritising the recovery of key activities

disrupted by the incident

• Safeguarding the welfare of all Pupils,

Staff, Contractors and Visitors

• Staff welfare and employment issues

• Responsible for effective

communication with pupils,

parents/carers and other key

stakeholders as necessary

Incident Manager(s) have the

delegated authority to

authorise all decisions and

actions required to respond

and recover from the

incident.

Incident Loggist

(Record Keeper)

• Ensuring that all key decisions,

supporting rationale and all actions

taken in relation to the incident are

recorded clearly, accurately and are

able to withstand scrutiny e.g. in a

Public Enquiry, Tribunal or under

Freedom of Information legislation.

• Ensuring the log is submitted for

storage in accordance with the agreed

procedure

• Ensuring that good practice for incident

‘logging’ is followed

Reports directly to the

Incident

Manager

Building (site)

Manager

(or point of

contact for

Building Issues)

• Undertaking duties as necessary to

ensure site security and safety in an

incident

• Liaison with the Incident Management

Team to advise on any issues relating to

the physical infrastructure of the

building

• Lead point of contact for any

Contractors who may be involved in

incident response

• Co-ordination of inventory of damaged

assets/equipment when/if safe to do so

Reporting directly to the

Incident Manager


Roles Responsibility Accountability

Emergency

Evacuation

Marshall(s)

• To ensure everyone has evacuated the

floor/building when required to do so,

following the Evacuation Plan, making

sure nobody is left behind

• Report to the Incident Manager

confirming their area of responsibility is

completely evacuated (or that the

search was not thoroughly completed)

• Report to the Incident Manager the

numbers and locations of any mobility

impaired person(s) remaining in the

building e.g. in a safe refuge


Incident Manager

First Aider(s) • To ensure that the Emergency Services

are immediately called when they are

required to treat any casualties

• To provide immediate ‘first aid’ in line

with training received in order to

preserve life, prevent the condition

getting worse and to promote recovery

• To keep individuals as comfortable as

possible until professional help arrives


Incident Manager

Communications

Officer

• All external communication will be dealt

with by the Communications Officer

• The Communications Officer is

responsible for the development of

internal and external core messages


Incident Manager


Appendix 18 – At a Glance Potential Disruptions Planning Form

Loss of Premises

Loss of premises may result from fire, flood, loss of essential utilities or the building is within

an area cordoned off by emergency services. This may occur during school hours,

necessitating and evacuation, or during non-school hours preventing staff and pupil’s access

to the building.

It is a critical function of the school to provide suitable, safe and secure accommodation to

enable the delivery of education and to meet duty of care and health & Safety requirements

etc. The space below should include all relevant information that would assist with recovery

from a loss of premises incident.

Virtual learning: In cases of an enforced closure many school provide links through their

website to learning opportunities. These together with other educational internet and

paper based services provide methods for providing continuation of education provision).

It is good practice for Schools/educational establishments to maintain contact with the local

authority or neighbouring governing body to help identify suitable working processes and

possible alternative locations. From experiences of past Business Continuity events (on a

national basis), alternative locations have been sought / implemented when a facility has

been closed for a period of more than one week.

Risk Potential Workarounds

Complete loss of

site

Potential alternative sites:

1. ……………………………………………………………………….

2. ……………………………………………………………………….

3. ……………………………………………………………………….

Partial loss of

site

• Use of alternative on-site buildings

• Use of temporary accommodation

• Use of off-site facility if available

Useful information / contacts;

Temporary loss

of premises

(utility failure)

• Virtual learning


Loss of Staff

The most likely scenarios involving a significant loss of staff are industrial action, fuel

shortage, outbreak of disease (e.g. Pandemic influenza) and severe weather. In all of these

events, there is likely to be a period of notice in which arrangements nay be made to

mitigate the effects.

It is a critical function of the school to provide a suitable number of qualified teaching staff

to deliver the National Curriculum and suitably qualified and experienced support staff to

assist in the education of pupils and running of establishment services.

It is also important to consider ‘Single Points of Failure’ i.e. Exams Officer/Premises Manager

etc

Risk Potential Workarounds

Pandemic Flu A flu pandemic will occur in 2 waves, 3-9 months apart, with each wave

lasting about 12 weeks. In addition to staff being off ill, you will also

have staff being off to care for sick relatives etc.

• Alternative teaching arrangements

• Temporary cover

• Hygiene precautions

Fuel Crisis • Alternative teaching arrangements


• Local supply cover

• Alternative transport arrangements

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 who may be available to work in order to plan work

in accordance with priorities




Severe Weather In the event of severe weather (e.g. snow/flooding), staff may be unable

to travel to work. Employees are expected to make all efforts to reach

their usual place of provide they can do so safely without putting

themselves or others at risk

• Pre-identified decision process (see ‘Severe weather: Quick

reference guide


• Alternative school transport arrangements

Failure of IT/Data/Telephony (see also ICT Disaster Recovery Plan)

Failure of IT within a school could be caused by a variety of reasons such as human error,

fire, flooding, power cut etc. It is important to ensure that the main server is resilient with

separate power supply but if this not possible, back up arrangements should be in place

Loss of Utilities (Electricity/Gas/Water)

In the event that the school lost any of the utilities, what would the impact of this be and

how long would the school continue to operate safely?

Risk Impact Potential Workarounds

Electricity / Gas e.g. Heating system

Catering

IT Servers

Water Drinking supply

Sewerage

Catering


Appendix 19 - COMMUNICATIONS (To be completed by individual schools)

Our Media lead and Spokesperson is [insert name here]

Our Deputy Media lead and Spokesperson is [insert name here]

The room designated for media briefings and press personnel is [insert name here]

Our alternate room is [insert venue here: offsite if possible]

Templates for holding press and pupil and parent briefings are kept [insert location]

The Trust has agreed the following guidelines in the event of an incident.

General advice/before the Trust’s Communications representative arrives:

No member of staff will talk to journalists alone. Rather, they will be accompanied by a

colleague who can note what is said.

• Staff talking to the press will provide nothing more or less than the facts.

• Staff will provide a prepared statement rather than an interview.

• A later time to undertake an interview/issue a further statement will be arranged and this

will be honored.

• Personal information will not be released.

• No blame will be apportioned.

Other than the Principal and Trust’s Communications representative, the rest of the Senior

Emergency Management Team will not be directly involved in media communications

The Academy will have agreed a template media holding statement, which can be used in

the initial stages of an incident, until the Trust’s Communications representative arrives.

This will be followed up with a more detailed statement as soon as possible.

Additionally, a template briefing for staff and parents has been agreed with staff. Both of

these will be amended to suit the situation.

In the event of a major incident the Trust will hold media briefings in cooperation with

external agencies involved to keep the media updated. These briefings will be organised by

the Incident Management Team and fronted by the Trust/Academy spokesperson.

Factual news releases may also be issued to support the process of informing members of

the public with a direct interest in the incident.


Communications Checklist

Designated telephone lines Contact number Location of telephone

Incoming calls

Outgoing calls

All relevant parties should be updated at regular intervals on the incident; even if no

significant developments have occurred since the last time of contact

Methods of communication Notes / instructions

Answer phone • Prepare an example of pre-recorded message

• Instructions on setting to ‘message only’ mode

• Can it be updated remotely or only from the Academy

site?

Academy website / extranet • Log-in details

• Who is authorised / trained to edit the website?

• Can it be updated remotely or only from the Academy

site?

Text messaging system • Log-in details

• Who is authorised / trained to use the text messaging

system?

• Can it be used remotely or only from the Academy site?

Local radio stations • Instructions for reporting Academy closures.

Telephone (audio

conference briefing)

Sign at Academy entrance

Newsletter


Email

Letter

School notice board

Preferred methods of communication are included below (although these may change

depending on the exact nature of the incident).

Group Preferred method of contact Contact details are available

from

Pupils

Parents / carers

Governors

Extended services

Sample Staff and Parent Briefing

You will be aware of the recent incident that has affected our Academy. We are currently working

closely with the Trust and the (e.g. Local Authority) to ensure that disruption is kept to the minimum

possible. However, as you will appreciate, it will be a while before we are back to normal. For the

immediate future we have made the following arrangements, which will come into effect from

[INSERT DATE].

As from today we will be using [INSERT LOCATION] as the Academy office:

Please note that our contact numbers are:

[INSERT TELEPHONE NUMBER] [INSERT email ADDRESS]

You will, no doubt, hear all sorts of information from various sources. Any information not provided

by the Academy or the Local Authority must be treated with considerable caution. We will provide

updated information as frequently as possible both via the board at the entrance to the Academy

and a weekly update letter to every family.

Thank you for your support and understanding in what has been a difficult time for all of us.

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