GUIDE NOTES FOR SCHOOLS, ACADEMIES AND COLLEGES

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1 CONTINGENCY PLANNING GUIDE NOTES FOR SCHOOLS, ACADEMIES AND COLLEGES We have received a number of requests from schools for assistance in the preparation of a disaster recovery plan. Attached are some guidelines outlining the basics of contingency planning, which we hope will be helpful. THE DISASTER Imagine the scene if you are called to a school fire in the middle of the night. Neighbours may have already alerted the fire brigade who are on site tackling the blaze. One or more buildings could be affected. The loss may be total or partial. In any event, access will surely be denied to the affected area. In a few hours time:- Staff will arrive with nowhere to teach Pupils will begin to congregate in the playground - some without coats, many with working parents The telephones are out of action Neither you nor any of your colleagues have made any plans for this type of disaster All of your records and essential telephone numbers have been destroyed in the fire. Whilst insurance may support the financial consequences, it is your responsibility to look after the pupils' welfare and to restore a teaching environment as soon as possible. Disasters are by no means confined to school property. Death, assault or accidents to pupils or staff are sensitive areas where pre-planning is essential, particularly in relation to liaison with the media. HOW TO MINIMISE A LOSS Not all losses occur out of school hours. A loss may be minimised if:- The location of gas and electricity isolation points is known Staff are instructed in the use of fire extinguishers Extinguishing appliances are inspected regularly Emergency procedures such as fire drill are practised Back-ups of all computer records are kept off site A copy assets register is kept off site All fire doors are kept closed but not locked Site plans showing locations of on/off switches for utilities and areas of particular hazards are available to the fire brigade You are familiar with safety on school trips You are familiar with the Minibus Safety Code of Practice A full Health and Safety audit has been carried out Visitors, welcome or otherwise, cannot get beyond the reception area without disclosing their identity, nature of business and being asked to sign in and be issued with the appropriate badge There is only one public entrance to the school. You have now prepared a disaster recovery plan

2 THE DISASTER RECOVERY PLAN DISASTER TO PROPERTY ESTABLISH A RECOVERY MANAGEMENT TEAM The numbers involved will depend on the size of the school but will essentially comprise:- Chair of Governors Head Teacher Deputy Head Teacher Bursar or Finance Officer Site Manager/Caretaker Heads of Year/Department for larger schools IT Manager. DEFINE RESPONSIBILITY FOR EACH MEMBER OF THE TEAM RESPONSIBILITY RESPONSIBLE MEMBER DEPUTY Inform emergency services Arrange for evacuation of buildings Immobilise utilities Liaise with emergency services ensure that perimeter gates are open and site plans are available Take a roll call to confirm evacuation Decide the next step possible school closure or isolation of an area Advise the media, especially local radio if school is to be closed Have a prepared statement for the media Contact Marsh Ltd Contact staff *(see telephone tree) Contact parents Contact services and suppliers Arrange for recovery of the IT network

3 COMPILE A COMPREHENSIVE LIST OF EMERGENCY TELEPHONE NUMBERS List of school staff, addresses and home telephone numbers List of governors, addresses and home/business telephone numbers List of parents, addresses and home/business telephone numbers Ambulance Fire Police Bank Builder Catering facilities Coach hire Compressors Computer Recovery Bureau Department for Education Earth removal plant Electricity supplier Gas supplier Generators Glaziers Health and Safety Inspectorate Local Authority Local paper Local radio Local Planning Officer Loss adjuster Marsh 24 hour number(s) Other local schools Portable classroom supplier Portable telephones Portable heaters Plant hire firms Post Office Property agents Pumps Roofing contractors Salvage specialists Security guards Water Authority THE TELEPHONE TREE Plan co-ordinator Team member A Team member B Team member C Staff 1 Team member D Staff 2 Staff INCLUDE A LARGE SCALE LOCAL MAP to show:- Public telephones Police, Fire and Ambulance stations Post office Nearest alternative parking facilities Nearest accident/emergency hospital. INCLUDE A SMALL SCALE SITE PLAN to show:- Fire points Isolation points for electricity, gas and water services Assembly points Fire hydrants Storage areas of flammable or hazardous products. Your COSHH assessment could be added as an appendix.

4 KEEP PHOTOGRAPHS of:- Listed buildings or any features of architectural interest Valuable contents, paintings or antiques. KEEP AN INVENTORY of:- All school library books Musical instruments All portable electronic equipment this should already be recorded Any other valuable equipment. PLAN FOR THE FIRST 24 HOURS AFTER THE DISASTER Do you have sufficient space in the grounds for a bank of mobile classrooms? Can you make reciprocal arrangements with another school? Can you designate another building on site for emergency shelter? Can the local authority provide a sports hall or similar? Is a church or village hall available? Can a coach firm provide emergency transport? How quickly can mobile classrooms be delivered? Do you have a supply of mobile telephones or how quickly can BT supply a mobile switchboard? Can your IT supplier provide a hot start? You can find out the answers to these questions by making a few simple enquiries now. KEEP THE PLAN UP TO DATE Review on a regular basis - suppliers may change, telephone numbers may be altered A local hall may be available now but not in 6 months time. THE DISASTER RECOVERY PLAN DISASTER TO PERSONNEL ESTABLISH A RECOVERY MANAGEMENT TEAM Basically the same as the disaster to property recovery team but may also include a Homebase co-ordinator or Head of pastoral care. Define responsibility for each member of the team The following tasks will need to be allocated but responsibility may vary depending whether the disaster is in or out of school, in Britain or abroad, in school time or holidays:- Inform Headteacher/Chair of Governors Inform/call all members of the recovery management team Contact parents by best possible means Meet with support services Meet with relevant parents Inform staff by best possible means Inform pupils - perhaps in small groups Liaise with media (prepared statement) Visit site of disaster Visit personnel in hospital Liaise with emergency services Ensure continuing function of school as normally as possible.

5 ESTABLISH A FOCAL POINT FOR DEALING WITH THE MEDIA Initially all incoming calls should be directed to one spokesperson. It is critical that the media do not interview ill-informed personnel Ensure that the media do not enter school buildings or grounds unless invited Promote and maintain a positive image. COMPILE A COMPREHENSIVE LIST OF EMERGENCY TELEPHONE NUMBERS List of school staff, addresses and home telephone numbers List of governors, addresses and home/business telephone numbers List of parents, addresses and home/business telephone numbers List of pupils on trips - addresses, telephone numbers, emergency contacts, medical Information Local clergy Local press Local radio Emergency services as per property list DISTRIBUTION AND STORAGE OF THE DISASTER RECOVERY PLAN Copies must be held at home by each member of the recovery management team The master copy should be held on the school premises within a fire proof safe. A duplicate should be kept in a separate building on site One copy should be deposited with Marsh Ltd, Education Practice. NOTIFYING A CLAIM TO EDUCATION PRACTICE When notifying a claim, it will be of assistance if the following details are immediately available:- The exact location of the incident The time of the incident Brief details of the circumstances giving rise to the claim The extent of damage (best estimate including consequential losses) The present situation (e.g. attendance of emergency services/emergency repairs already in hand) The name and telephone number of the person we are to contact on site. CONTACT DETAILS Marsh Ltd Education Practice Capital House 1-5 Perrymount Road Haywards Heath West Sussex RH16 3SY Telephone: Facsimile: Marsh Ltd is authorised and regulated by the Financial Services Authority for insurance mediation activities only. The information contained herein is based on sources we believe reliable and should be understood to be general risk management and insurance information only. The information is not intended to be taken as advice with respect to any individual situation and cannot be relied upon as such. 313.v2 M Copyright 2012 Marsh Ltd All rights reserved

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