APPENDIX D

EDUCATION CONTINUITY PLAN

JUNE 2003

The Head Teacher, and Senior staff in consultation with staff and the Governing Body formulated this plan

School’s name here

EDUCATION CONTINUITY PLAN

  1. RATIONALE

Although not a statutory requirement all schools need to plan to ensure continuity of provision if affected by a major incident, which would temporarily disable or destroy some element(s) of provision. (E.g. fire, flood, gas leak, terrorist incident, etc)

School staff and Governors at School firmly believe in the health and safety of all within our school and recognise there are many new threats, which face us all in this new millennium. We fully understand the need for contingency plans to guide us at such times-hence this plan.

This plan can neither be inclusive or exhaustive. It is based upon common sense & a wealth of experience of our senior staff& Governing Body. We know that such plans, on any given occasion, may be subject to advice from the emergency services

In planning continuity of provision we have sought to identify through our audit:

  • The crucial aspects of our service, which will need a back-up system
  • The processes and resources which would be critical to delivering this service
  • The risks to the service
  • What has already been done to address the risk
  • What risks remain & what will need to happen to respond to these risks

  1. CONTINUITY PLANNING

There are two stages to the Continuity planning process:

  • Impact Assessment– in this process we have identified our critical services and the impact of short or long term interruption
  • Education Continuity Response –As a result of our audit we have sought to plan a response to address those risks if the emergency materialises.
3. IMPACT ASSESSMENT
At School we, the Senior Management Team, in consultation with Governors and staff have reviewed our functions, resources and processes, which would have a critical impact on the life of our school if they were to be lost, destroyed and/or damaged. E.g. (You may wish to add to / amend this list-based on your own needs)
CRITICAL LOCATIONS
OR RESOURCES / DESCRIPTION OF ACTIVITY
School Office / Management of roll, personnel, payment of bills, fielding/receiving calls, manual and electronic records, SIMs, receipt / transfer of data, management of pupil / staff registers, storage of SAT’s papers, ICT equipment,
Classrooms / Teaching and learning; storage of materials, equipment, pupil’s work, teacher resources, ICT equipment
Staff Room / Teacher Resource Room / Staff room & staff facilities therein, including teaching & learning resources
Examinations admin/ storage room / Examination records storage – electronic and manual; storage of coursework; storage of exam / test papers other than in School Office
Kitchen / Equipment; Food storage and preparation, water provision
Cellar / Gas boilers providing heat, electrical intake room, controlling lighting and all other electrical servicing, archive storage of records other than current
Music Annexe / Self contained music facilities, pupil records, teaching & learning resources, staff / pupil facilities, expensive musical instruments
School Cottage / Staff accommodation for four of the teaching staff
Playground / Play / sports facilities / outdoor space for after school Play centre
Toilet Facilities / Health, safety, hygiene and sanitation considerations
Staff & Pupil welfare / Activities to support staff and pupils in times of major incident, risk & stress,

3. POSSIBLE RISKS AND THREATS TO OUR SCHOOL

We have identified the possible threats and risks, which may impact on the operation of our school and continuous operations therein. This list is, by its very nature can neither be inclusive or exhaustive. Obviously, it is subject to ever changing circumstances. These include: Schools may wish to add/amend here

Theft or vandalism to IT and other equipment, resources and materials

Flood or fire damage causing destruction of IT equipment, paper records, coursework, curriculum resources etc

Total or partial closure of school following flooding or fire damage or other incident

Abandoned suspicious luggage / vehicles in or adjacent to the premises

Terrorist action in central London

If we were to experience a period of disruption and or relocation / closure we would obviously have to ascertain the impact, whether the impact would be for a day or longer. In so doing we would have to look at the issues surrounding:

Health and safety risks to pupils, visitors and staff

Quality of provision – impact on the delivery of the curriculum

Legal implications – is a breach of statutory requirements likely

School reputation with parents and the community / publicity

Finance – will the event impact on the budget?

4. CATEGORISATION OF RISKS TO OUR SCHOOL

At School we will use 3 levels of risk, which will guide our actions. They are: High, (A likely event), Medium, (Possible event) and Low (An unlikely event).

The following table is an illustrative guide to assess risk. This is a matter of individual judgement, but we will take into account the impact on e.g. health and safety, quality of provision, legal responsibilities, finance and our school’s reputation.

Impact / Health & Safety / Quality of provision / Legal / Finance / Reputation
HIGH / Very likely to increase risk to pupils and visitors / Serious impact on delivery of curriculum / Breach of statutory requirements / Significant financial implications / Loss of confidence by parents, community and others
MEDIUM / Possible increased risk to pupils and visitors / Moderate impact on delivery of curriculum / Possible breach of statutory requirements / Moderate financial implications / Minor loss of confidence, no long-term damage
LOW / No increased risk / No impact on delivery of curriculum / No breach of statutory requirements / Manageable or no financial implications / Little or no impact on confidence

1

4.IMPACT ASSESSMENT & CONTINUITY ACTION PLAN FOR ONGOING SCHOOL ACTIVITY/IES

This is a suggested template, which schools will complete as required. Obviously, this will vary from school to school and perceived risks therein) Impact risk assessments may lead to the creation of an action plan, which may then feed into the School Improvement Plan.

ACTION POINT / Possible Risk & Impact /

LEVEL OF RISK

/ Existing controls to mitigate risk
& Continuity Response / Further action required / Leading Person
Impact / Likelihood
H, M, L / H, M, L
1. Incidents likely to affect the School Office & administration procedures / Fire / flood / theft /damage to IT equipment, data & systems / H / M / SIMS, & associated school data backed up weekly and stored separately in fireproof safe and / or a secure off site provision
School has bought into WEDICT SLA for off-site back up. Regular SIM’s backup
Keep processes e.g. payment of bills ongoing / Seek alternative accommodation within school or neighbouring school
Purchase / loan necessary hardware to support functions
Ensure LEA / Governors kept up to date with progress / problems, which may impede efficiency of purpose / Head Teacher in liaison with
School Bursar & ICT Technician
Liaise with other agencies / support services / suppliers providers etc
School closure – one day-
Affecting teaching & learning / L / H / Parents are usually informed in advance of a known closure / Standard letter out to parents explaining reasons for closure / H.T. in liaison with Director of Education & Chair of Governors
School closure – one week-
Affecting teaching & learning / M / M / Parents are usually informed in advance of a known closure / Standard letter out to parents explaining reasons for closure / H.T. in liaison with Director of Education & Chair of Governors
School closure – one month or longer-
Affecting teaching & learning / H / L / This is an unknown factor, which will require actions appropriate to the given situation
School websites could be useful here to support teaching and learning / Liaise with LEA to source alternative accommodation within locality
Accommodation to be resourced for teaching & learning
Parents & L.E.A. to be kept informed / H.T. in liaison with Director of Education & Chair of Governors
May involve financial advice from LEA
Action Point / Possible Risk & Impact /

Level of Risk

/ Existing controls to mitigate risk
& Continuity Response / Further action required / Leading Person
Impact / Likelihood
H, M, L / H, M, L
2. Damage to one or more classrooms / communal facilities within the school / Damage to fabric of room/s furniture and essential equipment, which support teaching & learning e.g. fire, flood, vandalism
Affecting Teaching & Learning / H / M / Security alarm connected to central control, including sensors on doors and communal areas.
Fire alarm
CCTV
Police & security monitoring firm have contact numbers for main keyholders. / Seek out alternative space within the school e.g. halls
If required, negotiate classroom space at neighbouring school
If required negotiate loan / lease of essential equipment to support teaching/ learning. / Head Teacher in consultation with affected class teachers and / or, where applicable, the SDO.
Damage &/or loss of coursework &/or exam papers
Failure to comply with statutory requirements / H / M / Secure storage of some coursework and all exam papers is given a high priority. / Purchase of fireproof cabinet - subject to budget constraints.
If damage occurs contact exam boards asap / Head Teacher and / or examination leader
Class closure – I day-
Affecting Teaching & Learning / L / M / Parents are usually informed in advance of a known closure / Standard letter out to parents explaining reasons for closure / H.T. in liaison with Director of Education & Chair of Governors
Class closure – 1 week-
Affecting Teaching & Learning / M / M / Parents are usually informed in advance of a known closure / Standard letter out to parents explaining reasons for closure
Post work for year groups / tutor groups on website / H.T. in liaison with Director of Education & Chair of Governors
Class closure – 1 month
Affecting Teaching & Learning / H / L / This is an unknown factor, which will require actions appropriate to the given situation
School website could support teaching and learning off site / Post work for year groups / tutor groups on website / H.T. in liaison with Director of Education & Chair of Governors
May involve financial advice from LEA
Absence of key staff during critical periods as mentioned above- / H / L / All post holders within school have detailed job descriptions which outline very clearly roles and responsibilities / This would depend on the manager in post on the given day. / Where necessary advice would be sought from Head Teacher colleagues/LEA & Chair of Governors.
Action Point / Possible Risk & Impact /

Level of Risk

/ Existing controls to mitigate risk & Continuity Response / Further action required / Leading Person
Impact / Likelihood
H, M, L / H, M, L
3. Incidents which may impair function of school kitchen / Damage to fabric of room/s furniture and essential equipment, which support school meals e.g. fire, flood, vandalism
Service would have to be revised. Little impact on teaching & learning / M / L / School meals are cooked elsewhere and delivered to the premises each day.
Any damage to the kitchen would possibly prevent the washing of platters, which may result in:
Platters & cutlery being transported to Pimlico kitchen for cleaning
The catering company supplying disposable cutlery & plates&/or packed lunches / To date this is an unknown area and any action taken would have to be in liaison with the catering company and/or LEA monitoring team
Governors, parents & LEA to be kept updated as required / Head Teacher and/or representatives of the catering company and LEA monitoring team.
4. Incidents which may impact on utilities sited in cellar / Damage to electrical intake box / electrical supply and / or heating boilers e.g. fire, flood, vandalism
Depending on extent of damage this could have a major impact on teaching & learning through forced school closure & loss of teaching space / H / M / Cellar door kept locked when not in use (Limited access for all)
Security alarm connected to central control, including sensors on doors and communal areas.
Fire alarm
CCTV
Police & security monitoring firm have contact numbers for main key holders / To date this is an unknown area and any action taken would have to be in liaison with Carillion, the LEA and / or insurance company & their assessors
Any forced closures would depend on circumstances, which in themselves, would dictate length of closure and subsequent actions therein – e.g. staged / prioritised return of pupils etc.
Post work for year groups / tutor groups on website
Governors, parents & LEA to be kept updated as required / Head Teacher in liaison with Site Manager, Carillion and LEA.
Action Point / Possible Risk & Impact /

Level of Risk

/ Existing controls to mitigate risk & Continuity Response / Further action required / Leading Person
Impact / Likelihood
H, M, L / H, M, L
5. Incidents which may impair function of teaching & learning in the Pimlico Music annexe / Damage to fabric of room/s furniture and essential equipment / utilities, which support teaching and learning in this building e.g. fire, burglary, flood, vandalism
Depending on extent of damage this could have a major impact on teaching & learning through forced school closure & loss of teaching space / H / M / This provision is managed by PimlicoSchool as a self-contained unit. There is a high number of users throughout the week.
Main doors & gate have electronic key-pads (Limited access for all)
Security alarm connected to central control, including sensors on doors and communal areas. Secure cupboard for music equipment
Fire alarm & CCTV on entrances
Police & security monitoring firm have contact numbers for main key holders / To date this is an unknown area and any action taken would have to be in liaison with Pimlico to ascertain what contingency / continuity plans they may wish to implement
Any continuity plans would probably ‘mirror’ our own
Governors, parents & LEA to be kept updated as required / Head Of Pimlico Specialist Music Department in liaison with Pimlico HT, CGCPS HT, LEA & Insurance assessors
6. Incidents which may impact on the school cottage and staff accommodation therein / Major damage to the cottage building structure, fixtures, fittings and contents-personal or otherwise e.g. fire, flood, vandalism, burglary
Depending on extent of damage this could result in the temporary relocation of staff /added travelling time / stress etc / M / M / Secured entrances with mortice locks on doors / window locks
Fire sensors in all rooms
Buildings insurance & contents insurance in place
Staff have their own personal insurance
In the case of temporary relocation as a result of damage the first line of cover would probably be colleagues
Longer term relocation would require assistance from housing trusts / letting agents / LEA & possible time off work to secure said-subject to budget limitations / To date this is an unknown area and any action taken would have to be in liaison with Carillion, the insurance company & their assessors
Response would depend on number of staff involved and the difficulties in obtaining alternative accommodation e.g. time off to search for said / Head Teacher in liaison with Site Manager, Carillion and Insurers
Action Point / Possible Risk & Impact /

Level of Risk

/ Existing controls to mitigate risk & Continuity Response / Further action required / Leading Person
Impact / Likelihood
H, M, L / H, M, L
7. Incidents which may impair / prevent use of playground/s / Serious damage to playground area, which render it unusable or limit the amount of space available for play on health and safety grounds
Depending on extent of damage this could have an impact on children’s play & / or sport / L / L / Security of premises with CCTV monitoring, and the fact that we have two main playgrounds should ensure that the likelihood of this risk happening would be slight.
If one of the playgrounds was to become dysfunctional for a time it would necessitate staggered playtimes for the children
Outside sporting would be limited and opportunities to use other play areas in the area would be explored / To date this is an unknown area and any action taken would have to be in response to a given situation
Governors, parents & LEA to be kept updated as required / Head Teacher in liaison with the Site Manager
8. Incidents which may impact on the toilet facilities / Major damage to one or more of the toilets eg. Fire vandalism, flood, loss of water / sewage supply
Depending on extent of damage. We may have to close one or more toilets.
If all toilet facilities are deemed unusable then school closure would follow until temporary or permanent restoration / L / L / Due to the fact that we have pupil and staff toilets located throughout the school it would be unlikely that there would be a major impact.
Site manager carries out maintenance programme including toilet facilities.
Carillion oversee our building maintenance contracts, which includes toilets and they would be expected to expedite necessary works. / To date this is an unknown area and any action taken would have to be in liaison with Carillion, the insurance company & their assessors / Head Teacher in liaison with Site Manager and Carillion
Action Point / Possible Risk & Impact /

Level of Risk

/ Existing controls to mitigate risk & Continuity Response / Further action required / Leading Person
Impact / Likelihood
H, M, L / H, M, L
9. To support staff & pupils in times of major incident, risk and stress / Major transport incident and / or terrorist attack
The impact would depend on severity of incident and level of involvement of staff and / or pupils / H/M / M / Evacuation procedures in place
Contact details for staff and pupils kept offsite
Occupational Health available if needed, as would counselling
Sound pastoral support measures in place
Staff handbook to be updated / To date this is an unknown area and any action taken would have to be in liaison with the emergency services and / or LEA / Head Teacher in liaison with LEA

Once again please feel free to chop and change to meet the needs of your school.

By its very nature this document is going to be ongoing and subject to the ever-changing pressures upon schools.

It needs to be concise and user friendly but relevant to your own needs.

Kindest regards,

Stephen E. PyeAnn Foster

Head TeacherGovernor Development Co-ordinator

Churchill Gardens School

APPENDIX A – Emergency Contact List

(Insert a telephone contact system for the school)

1