EMERGENCY PLAN

FOR

PLACE SCHOOL NAME AND ADDRESS HERE

INTRODUCTION

This Plan provides generic guidance on actions that should be considered by the senior responsible officer, and the school management team in case of an emergency in school, on an educational visit and in the wider community.

The accompanying Guidance and Forms arean integral part of the Emergency Plan and should be referred to when developing and utilizing the Plan.

Any emergency affecting a school may afterwards be the subject of a detailed inquiry. It is important that accurate written records are kept, and that no piece of information about the response to the incident is lost.

This plan should be regularly tested and reviewed. All staff should be aware of their roles and responsibilities to ensure this plan is successfully implemented when required.

Date of issue: / Date of next review:
Copies of this Plan are kept at:
Please state where copies are kept. It is advisable to keep a copy of the Emergency Plan with:
  • School Emergency Pack(Grab Bag)
  • Heads Office
  • Off site at a suitable location/s
  • In an electronic format that can be accessed on/off-site

Person/s responsible for developing/reviewing plan:
Please state here the person or persons given responsibility for reviewing the Plan:
Location of Grab Bag:
Please state here where the School Grab Bag is located:

ROLES & RESPONSIBILITIES

The School Plan should ensure that suitable members of staff are identified to fill the following roles.

Each role should also have a deputy, in case the principle member of staff is absent. The Senior Responsible Manager should have 3 deputies.

To assist post-holders in undertaking these functions, guidance is included in the relevant sections of this plan.

ROLE / POST HOLDER / DEPUTY
SENIOR RESPONSIBLE MANAGER / 1)
2)
3)
PARENT LIAISON
ADMINISTRATOR
SITE MANAGEMENT
COMMUNICATIONS
CASUALTY AND WELFARE
EDUCATIONAL VISITS

PLAN ACTIVATION

SINGLE POINT OF CONTACT

Details of location:

Contact Number:

Hours of Occupation:

Functions of those occupying the single point of contact will be to:

  • Receive and record the information regarding any incident
  • Inform the Senior Responsible Manager of the information that has been received

SENIOR RESPONSIBLE MANAGERS

1)Name:Contact Number:

2)Name: Contact Number:

3)Name:Contact Number:

4)Name: Contact Number:

INITIAL ASSESSMENT

Are there immediate threats to life and limb?

Are there any casualties?

What response has taken place so far?

Are there any on-going hazards?

Do we need the blue-light services?

Do we need to evacuate the premise?

Do we need to evacuate the site?

Do we need to implement lock-down procedures?

IMMEDIATE ACTION

CALLING THE EMERGENCY SERVICES

The emergency services will be called by the person/s occupying the single point of contact and will provide the following information:

  • Full postal address of the school
  • Details of the incident that is taking place
  • Details of any casualties

EVACUATION PROCEDURES

Signal to be used to evacuate to the assembly point:

Location of assembly point:

On hearing the signal, all staff, pupils and visitors will evacuate to the assembly point in an orderly manner. All teachers in control of a class will:

  • Lead children by the nearest safe route to the assembly point/safe area
  • Carry out the roll call procedure
  • Notify the incident manager of any persons unaccounted for
  • Ensure children remain at the assembly point/safe area
  • Await further instruction from the incident manager

Vulnerable persons will be evacuated in accordance with the personal emergency evacuation plans developed for those individuals. Copies are attached to this plan.

On hearing the evacuation signal:

  • The Emergency Pack will be collected by:
  • School Registers will be collected by:
  • School visitors book will be collected by:
  • Children’s medications will be collected by:
  • First aid box will be collected by:

Detail here role call procedures:

Staff in charge of the kitchen will take the following action:

Staff in charge of breakfast clubs will take the following action:

Staff in charge of extended services/after school clubs will take the following action:

Where it is necessary to evacuate the site, the following alternative locations have been identified.

Site 1

Type of premise:

Contact name/details:

Address:

Directions/map:

Estimated travel time:

Facilities:

Site 2

Type of premise:

Contact name/details:

Address:

Directions/map:

Estimated travel time:

Facilities:

Details of procedures to be followed when traveling to alternative site (e.g. travel plan, known hazards etc) should be attached.

Where necessary, following person will remain on-site to liaise with the emergency services:

LOCK-DOWN PROCEDURES

Partial Lock-Down

The signal to indicate a partial lock-down will be:

Pupils and staff members undertaking outdoor activities will return to the school immediately.

All pupils and staff members will remain in the school premise and await further instruction.

External gates and doors will be locked by:

Any visitors on-site will be told to remain on-site by:

The signal to indicate that the situation is over will be:

Full Lock-down

The signal to indicate a full lock-down will be:

Pupils and staff members undertaking outdoor activities will return to the school immediately.

All pupils and staff members will return to their classroom/go to the main hall/go to the gym hall (delete as necessary) and await further instruction.

External gates and doors will be locked by:

Internal classroom doors and windows (if applicable) will be locked by:

Any visitors on-site will be told to remain on-site and sent to the designated location by:

Registers will be taken and pupils informed to remain still and quiet.

Classroom teachers will report to the single point of contact any missing pupils.

Communication from the single point of contact with the designated location/s will be maintained by:

The signal to indicate that the situation is over will be:

MANAGED RESPONSE

TACTICS: PEOPLE MANAGEMENT

  • Incidents may result in casualties and considerable worry for the parents/next-of-kin for those involved.
  • If the incident involves specific individuals, notifying parents/next of kin of those involved will be a priority task and should be undertaken as soon as possible.
  • It is important that the parents/next of kin learn of events first hand from an authorised person, rather than through the media, from friends or other staff members.

Where a death or serious injury has occurred the police should be consulted with as to the procedure to be adopted for informing parents/next of kin of any serious injuries or death. In most circumstances, informing the parent or next of kin of a death or serious injury will be the responsibility of the police.

However, they may advise that a representative of the school or Children’s Services should also be present, depending upon the circumstances of the incident.

The school should ensure that a contact telephone number is given to parents/next of kin of those involved in the incident.

It is likely that the main school telephone number will quickly become jammed with incoming calls and therefore, an alternative number should be identified which is not generally known to the public.

The following actions should be considered:

  • Identify all casualties as a result of the incident
  • Identify any pupils involved who may be more vulnerable and require additional assistance
  • Obtain details of parents/next-of-kin for those who may have been harmed
  • Provide parent/next-of-kin contact details to the police where requested
  • Liaise with police regarding contacting parents/next-of-kin
  • Arrange for a member of staff to attend hospital/s where casualties may be
  • Monitor the on-going well-being/welfare of pupils/staff members directly involved but unharmed
  • Establish arrangements necessary to meet welfare needs of pupils, staff, parents etc.
  • Seek support and advice from LA educational welfare and educational psychologists

TACTICS: COMMUNICATION

With modern media (including social media) and most individuals owning smart mobile telephones, communication during an emergency is a key element of the emergency plan.

There will be a need to manage communication with various external stakeholders and those who wish to contact the establishment.

At this stage, the school may find it necessary to communicate with a number of parties such as parents, school parties on educational visits directly involved in an incident and the local authority.

It may also be advisable to inform staff members, pupils and parents not to communicate with anybody about the incident unless authorized to do so.

When able to, relevant persons should be briefed about the incident. This will prevent any unfounded conjecture from spreading.

All staff and pupils should be requested to refrain from contacting the family and/or friends of those involved as this may cause undue stress, worry and concern, particularly where all the necessary information is not available.

All staff and pupils should also be requested to refrain from using any social media outlets etc. in relation to the incident.

Notification of incident and provision of ongoing information:

  • Identify who will need to be informed of incident (e.g. pupils, parents, governors etc)
  • Determine the information that needs to be provided about the incident
  • Determine how the information is to be provided (e.g. letter to parents, parent call, website, pupil/staff briefings etc.)
  • Decide who is responsible for delivering what message to what persons
  • Ensure that messages are authorized before they are delivered
  • Keep under review information and messages as incident progresses

Decide the most appropriate method of contacting relatives of pupils / staff affected by the incident. If the matter is very serious (such as a fatality) liaise with the Police about informing next of kin.

Incoming enquiries and requests for information:

  • Prepare a response for parents/next-of-kin
  • Nominate person to respond to enquiries
  • For parents/next-of-kin obtain confirmation of identity before providing information
  • For press enquiries, refer to the corporate communications team
  • Ensure a direct contact number is available for incoming calls
  • Prepare a message on the school answer machine

The following action should be taken where press enquiries are made

  • Seek advice from corporate communications
  • Prepare a written statement in conjunction with corporate communications
  • Brief staff and if necessary pupils on talking to media
  • Advise parents/next of kin on talking to media

In general, briefings should be carried out by the Head and senior staff. If possible, the first briefing should be given as soon after the incident as possible to quash any rumours/untruths. Briefings may contain the following:

  • A factual account of the incident with brief factual content
  • Details of any arrangements being implemented to manage the incident
  • Details of the actions expected of pupils and staff
  • Information on dealing with the press enquiries

TACTICS: EDUCATIONAL VISITS (DIRECTLY INVOLVED IN INCIDENT)

This can include road traffic collisions whilst traveling to or on visits, injury to pupils undertaking adventurous activities etc.

There may be many logistical issues that need to be taken into consideration, particularly if the educational visit is overseas when the incident occurs.

The following action should be considered:

  • Ensure that the Group Leader can maintain regular contact with the school (e.g. landline, mobile, e-mail etc.)
  • Ensure the Group Leader has taken all necessary steps as detailed in the Emergency Action Checklist
  • Collate information from the EVOLVE system regarding the trip/party (e.g. details of pupils and staff, vulnerable persons etc.)
  • Identify and maintain regular contact with any external organisations involved in the visit (e.g. travel, accommodation, third-party organizer)
  • Identify any other organisations that may have to be involved (e.g. local police, UK Embassy)
  • Determine what information should be provided to parents/next-of-kin and how they will be communicated with (see Tactics: Communication (In and Out)
  • Determine if any additional staff members and/or parents/next-of-kin need to travel to where the party is and how this will be achieved
  • Determine when the party will return and how this is going to be achieved, what staff members are required etc.
  • Inform parents of the return schedule and arrangements for collecting children

TACTICS: EDUCATIONAL VISITS (AFFECTED BY INCIDENT)

This can include being affected by school closure when returning from a trip, being unable to travel back to school due to a major incident etc.

  • Identify any trips being undertaken and collate relevant documentation from EVOLVE
  • Determine what trips maybe affected by the incident and any vulnerable persons that may be involved
  • Contact relevant Group Leaders to determine that all those in the party/s are safe
  • Identify and maintain regular contact with any external organisations involved in the visit (e.g. travel, accommodation, third-party organiser)
  • Identify any other organisations that may have to be involved (e.g. local police, UK Embassy)
  • Determine what information should be provided to parents/next-of-kin and how they will be communicated with (see Tactics: Communication (In and Out)
  • Determine if the party can return to schools or whether this will have to be delayed
  • Inform parents of the situation and arrangements regarding the return of the party

TACTICS: SCHOOL CLOSURE/PUPIL COLLECTION

School closure may have to be implemented due to damage to the site, because of a serious accident/incident on-site or due to denial of access to the site.

Closure may have to be undertaken prior to the end of normal school day, which can have implications for parents/guardians that may be at work.

The school may well have evacuated to an alternative location. In these circumstances the school may need to consider implementing closure procedures from the alternative site.

The following action should be considered:

  • Assess the need to close the school fully or partially based upon the information available
  • Assess the need to close additional services that are provided (e.g. breakfast clubs, after school clubs)
  • Identify any care/transport needs particularly for pupils with special needs
  • Put in place children collection and release procedures
  • Determine method for informing parents of school closure
  • Inform parents of closure and of collection procedures
  • Put in place arrangements for pupils who are not collected
  • Identify who else will need to be informed of closure/partial closure (e.g. CHS, Chair of Governors, corporate communications)
  • Identify procedures for keeping stakeholders informed of ongoing closure
  • Ensure the security of the school premises during period of closure.

TACTICS: SITE MANAGEMENT

During an incident the school site may be the centre of attention for parents, media and other agencies. The site should remain secure and safe.

The following action should be considered:

  • Ensure that where necessary facilities to manage the incident are available
  • Put in place arrangements to prevent unauthorised persons/media from entering the premise
  • Determine whether parents/guardians arriving at school should be allowed access
  • Put in place access control arrangements for authorised persons/visitors (e.g. sign-in, identification etc.)
  • Identify appropriate reception area for parents/next-of-kin of those who may be involved/have come to harm if they attend the school

Where the school is required to evacuate the premise and relocate to an alternative site the following action should be considered:

  • Ensure that where necessary (and if possible) a member of staff remains on-site to liaise between other agencies
  • Ensure that action is taken to secure the site if school has to be closed and/or access points site and building perimeter have been damaged

NOTE: where an alternative site is to be occupied, the school will need to consider the issues in relation to parent/guardian access control in the event they arrive at the alternate site.

MANAGED RECOVERY

TACTICS: RECOVERY OPTIONS

Depending on the type of incident, the school will need to consider what option/s are best for ensuring the school can maintain some form of function (business continuity).

  • Establish what effect the emergency will have on the operation of the school. Try to ascertain how long the disruption will last.
  • Attempt to recover important documentation; records and equipment if safe to do so (consult the emergency services for advice if necessary).
  • Minimise any disruption to the provision of education. Put arrangements in place to keep the school open and try to maintain normal school routines (e.g. teaching, exams) wherever possible.
  • Work with school staff and other organisations to restore the usual school routine as a matter of urgency.
  • Put in place arrangements for remote learning, if necessary.
  • Work with the ‘communications’ role to ensure staff, pupils and parents/carers are informed of any changes to the school routine.
  • Make an inventory of any equipment which has been damaged. Arrange for important items/documentation to be salvaged, restored or replaced.

The form “Recovery Options” provides further guidance on the options available.

TACTICS: REMOTE LEARNING

There are three options available for the delivery of remote learning:

  • An I.T based managed learning platform using web-based materials that give pupils home access
  • Hard copy learning materials using text books, worksheets etc
  • A combination of both electronic and hard copy

Establishments should determine which method is to be employed, or whether a combination of both is to be used.

For the strategy to be based upon I.T the school must determine the proportion of pupils with I.T facilities at home and who has access to the appropriate school systems.