Leicester City Council Schools Business Continuity Incident Management Plan

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1 Leicester City Council Schools Business Continuity Incident Management Plan GLEBELANDS PRIMARY SCHOOL CHANCEL ROAD LEICESTER LE4 2WF OII

2 -! 2 - UPATED 31 March 2015 AUTHOR Teresa Howell DOCUMENT OWNER Headteacher VERSION No 0.1 NEXT REVIEW Termly! 2

3 -! 3-1. Background Business Continuity Incident Management Plan 1.1 Purpose & Scope The purpose of this document is to assist the School to define an incident response structure that would be required in the event of an incident occurring at the School. In doing so it outlines the key roles and responsibilities in responding to and recovering from an incident. The Business Continuity Standard BS states In any incident situation there should be a simple and quickly-formed structure that will enable the organisation to: Confirm the nature and extent of the incident Take control of the situation, Contain the incident, and Communicate with stakeholders This document is not intended to be a prescriptive list of actions to take to manage an incident. This plan should be tested regularly and any lessons learned should be incorporated in the next update of the plan. A record of test exercises is shown as Appendix D. 1.2 Review and Change Control Please detail all reviews made even if document is not amended. All members of the Incident Management team should receive the latest version of this document when it is updated. Version By Date Comments T Howell 31 March Key School Data Number of Classes 11 Number of Children on Roll 301 Number of Teachers (M/F) Number of Teaching Assistants (M/F) 3M 11F 15F Number of Children having School Meals Incident Management Team! 3

4 -! Incident Management Team structure The Incident Management Team is made up of the Headteacher and Senior Leadership Team of the School. The team needs to form and react as soon as possible to the incident. On forming, those present can take decisions to apply appropriate resources to deal with an event as it occurs (ideally to prevent it becoming a crisis). The key roles of the Incident Management Team are to: Provide strategic direction, especially at a local level Hold ultimate responsibility Represent the public face of the school Liaise and communicate with stakeholders, e.g. pupils, parents, and the Local Authority Assume responsibility for co-ordinating incident management Provide direction / support as required to staff and outside agencies to effectively manage the incident at an operational level Remember, do not talk to the media until advice has been sought from the Council s Communications team and a spokesperson has been identified and a formal statement agreed by the Management Team. Log all decisions, actions, contacts and any other relevant events see Incident Log at Appendix A. It is advisable to appoint a scribe at the start of the incident. This is best left to someone who is not going to have (significant) recovery tasks allocated to them. The table below shows the members of the Incident Management Team Name Role Deputy Michael Dix Lawrence Lee Teresa Howell Julie Williams Jeanette Eddy MTS Headteacher Deputy Headteacher Business Manager Foundation/KS1 Coordinator Senco ICT Manager/Technician! 4

5 -! Incident Management Team Meeting Room First Choice Second Choice (offsite option) Nominated Meeting Rooms Headteacher s room Beaumont Lodge Primary School Capacity 6 6 Computer Equipment Held in Room (PCs, lap tops, printers etc) ICT Network Points in Room Telephone Points in Room 1 1 Other Specialist Equipment Held if Necessary (e.g. Digital TV & Radio, fax) 0 0 Status of Meeting Room (Red, Amber or Green) Toilet Facilities available (Y/ N) Separate Room Available (for meeting parents, press etc) Emergency Pack Available (see Appendix C for suggestions) Green No Hall Green No Hall! 5

6 -! 6-3. Incident escalation and invocation of the Business Continuity Plan 3.1 Incident escalation process It is vital that the School has a clear and simple method by which it can quickly recognise a business continuity threat and act accordingly. It is generally better to over-react to serious incidents and then stand down members of staff than to underreact. The agreed escalation and invocation framework to be adopted and understood by all is set out in below. Incident reported to the Headteacher Headteacher takes decision as to whether the Business Continuity Plan needs to be invoked Advise Risk Management and Insurance Services at LCC Advise Chair (and/or Vice Chair) of Governors The Headteacher (or deputy) has the authority to compel all other members of the Senior Leadership Team and other managers as relevant to meet as soon as is reasonable as the Incident Management Team to discuss an incident, or the threat of an incident, which could force the Business Continuity Plan to be invoked. 3.2 Critical Activities Table 1, below, is a list of the critical activities carried out by the school and the maximum time we could run without performing them. Table 2, below, is a list of the requirements you will have to consider to be able to reinstate a full Educational Service. Table 1 Critical Activities Activity KS1 Sats KS2 Sats Provision of ICT, including VLE & MI Systems Maximum Tolerable Disruption 24 hours 24 hours 2 Days! 6

7 -! 7 - Table 2 Requirements to re-instate Full Service Building Requirement Transport to and from temporary accommodation Toilet facilities Office facilities Outside play area Staff area Hall Tables Chairs Telephones Boards Computers Internet access Access to SIMs Printers Photocopiers School meals Milk provision Fruit provision Learning resources Stationery Considerations Secure, appropriate and fully riskassessed with all utilities connected and working. Full working catering facilities. For staff and pupils, with appropriate staffing if necessary at an appropriate, safe place. Suitable for the number and gender of staff and pupils Appropriate for the number of staff and with appropriate furniture Secure, appropriate and fully riskassessed With tea / coffee making facilities etc. Large enough to hold assemblies and carry out PE lessons Enough for each class Enough for each pupil and member of staff and appropriate sizes With at least two lines Preferably interactive for each class Ideally at least one per class Also for admin use X3 Ideally in each class room and the office facilities For all appropriate staff Ideally enough to support the teaching and administration Black & white sufficient Free, paid and staff Free and paid Free to KS1 and Foundation Stage Appropriate books, software etc. Appropriate and sufficient exercise books, paper, pens, pencils, rulers, erasers etc. NB - These are requirements that you may have, some may not be applicable to your school and you may want to add others.! 7

8 ! 8 -! 8 -

9 Appendix A Incident Log Ent ry No. Dat e Ti me Description of action taken / decision made Costs incurr ed Compl eted by! 9

10 Appendix B Contact details Within School Name and Role Mobile No. Work No. Home No. Headteacher Deputy Headteacher Business Manager Foundation/ KS1Coordinator SENCO ICT Manager/ Technician External Partners & Suppliers Contact Additional Information (e.g. contact names and/or account numbers) Contact Numbers Admissions Business Continuity Team Leicester City Council (part of RMIS) Coach / Transport Providers Communications/ Media team at Leicester City Council Tony Edeson Total Travel Crisis Line Out of office hrs Counselling Services Crisis Line Out of office hrs Crisis Line Leicester City Council Data Protection Officer Education Psychology Education Welfare Electricity Provider Gas Provider Southern Electricity Espo delivery point number Espo delivery point number ! 10

11 Water Provider Severn Trent Finance Grounds Maintenance Insurance Officer Leicester City Council Countrywide Grounds Maintenance Brian Brookes at LCC ICT MTS Police 999 Produce Suppliers (fruit, vegetables, milk etc) Property Leicester City Council MWW (Fruit) Kirkby & West School Meals City Catering School Nurse Security Firms Guardian Supply Agencies Teaching Personnel Telephone Company Telephone Europe ! 11

12 Appendix C Guidance for Content of an Emergency Pack One of the most useful actions that you can take to cope with an incident is to have an Emergency Pack prepared in advance. This is a pack of items that will help you implement your plans. Dependent upon your service area, items that you may wish to include are: Documents Business Continuity Plan your plan to recover your business or service; List of employees with contact details include home and mobile numbers and even addresses. You may also wish to include next-of-kin contact details. List of pupils and their emergency contact details and medications. List of key customer/supplier details. Contact details for emergency glaziers, salvage organisations and building contractors. Contact details for utility companies. Building site plan (this would be helpful in a salvage effort), including location of gas, electric and water shut off points. Latest inventory list. Insurance Services contact details. Any financial and banking information unique to your area i.e. not controlled through Central Finance teams. Key contact details within LCC. Equipment Computer back up tapes (stored at home of business manager) Spare keys and security codes. Torch and spare batteries. Hazard and cordon tape. First Aid kit. Message pads and flip chart. Marker Pens (for Emergency Signage). General; stationery (pens, paper etc). Mobile telephone with credit available, plus charger. Dust and toxic fume masks. Disposable camera (for recording evidence for any insurance claim). Whistles and High Visibility jackets. Ensure you are able to repair or replace any equipment vital to your service delivery at short notice. If you are able to, consider storing spare parts off-site. Many of the above would be provided by the specialist functions within the Corporate Recovery team but may be useful for you to have these too, in case you are the first responders or the incident happens during normal working hours, to ensure availability before the Corporate team are mobilised. Any pack needs to be stored safely and securely off site (in another location and items in the pack should be checked regularly, be kept up to date and be working. Remember that cash or credit cards may be needed for emergency expenditure in the early stages of response to an incident.! 12

13 This list is not exhaustive and there may be other documents or equipment that should be included for your area. Appendix D Records of BCP Exercises Date Description of Test Exercise Parties Involved in Test! 13

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