Enterprise South Liverpool Academy

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1 Enterprise South Liverpool Academy Emergency and Crisis Management The sponsors mission is that the Enterprise South Liverpool Academy (ESLA) equips all members of its learning community with the values, skills and attributes they will need for personal success and well-being in a multi-cultural society and global economy Also to significantly contribute to community cohesion and regeneration as a centre of learning to provide support, training and business opportunities for the benefit of all local people. The Enjoyment of Learning, the opportunities provided through the Enterprise and Business and Languages for Business specialisms and a culture that reflects Christian Values and Principles are the core characteristics of the Academy. These complementary core elements are evident in everything the Academy does and represents.. APPROVED DATE November 2011 SIGNED PRINCIPAL PRINT NAME Jack Pendlebury SIGNED CHAIR OF GOVERNORS PRINT NAME Mark Sunderland Page 1 of 5

2 Introduction Unplanned events can have a devastating effect on the smooth running of the Academy. Crises such as fire, damage, illness of key staff or ICT system failure could all make it difficult or even impossible to carry out normal day-to-day activities. The purpose of this policy is to outline the approach of the Academy to plan for and mitigate the consequences of any incident. Related Documents ESLAP21: Health and Safety Manual. Roles and Responsibilities The Governors are responsible for Working in partnership with the Principal to provide strategic direction in planning for and responding to disruptive incidents Undertaking actions as required to support the Academy s response to a disruptive incident and subsequent recovery Acting as a critical friend to ensure that the Academy Business Continuity Plan is fit-for-purpose and continuity arrangements are robust and reliable Monitoring and evaluating overall performance in developing Academy Resilience and reporting to Parents/Carers The Principal is responsible for the day-to-management of the Academy, including lead decision-maker in times of crisis. The Principal is also responsible for Ensuring the Academy has capacity within its structure to respond to incidents Determining the Academy s overall response and recovery strategy Appointing a Business Continuity Coordinator to oversee arrangements and test plans The Principal, or a Vice Principal in his absence, will be responsible for activating the Business Continuity Plan and for subsequently standing down the plan once a level of normal service has been resumed. The Business Continuity Coordinator will Develop continuity arrangements and strategies e.g. alternative relocation site, use of temporary staff Involve the Academy community in the planning process as appropriate Plan testing and exercise Conduct debriefs following an incident, test or exercise to identify lessons and ways in which the plan can be improved Train staff within the Academy on Business Continuity Encourage a culture of resilience within the Academy, involving stakeholders as required Ensure logs are maintained of all continuity incidents regardless of whether the plan is invoked or not and reviewing these logs to determine if there are any trends The Academy Incident Management Team has the delegated authority to authorise all decisions and actions required to respond and recover from the incident. The Academy Incident Management Team, which will be formed from key management and support staff, has responsibility for Leading the Academy s initial and on-going response to an incident Declaring that an incident is taking place Activating the Business Continuity Plan Notifying relevant stakeholders of the incident, plan activation and on-going response actions Providing direction and leadership for the whole Academy community Undertaking response and communication actions as agreed in the plan Prioritising the recovery of key activities disrupted by the incident Managing resource deployment Welfare and safeguarding of students throughout the incident Page 2 of 5

3 Staff welfare and employment issues Policy The aim of this policy is to ensure that the Academy can continue to meet its Mission Statement and Aims in the event of a major incident, which threatens personnel, premises or the operational structure of the Academy and requires special measures to be taken to restore a normal service In planning for emergency and crisis situations, the Academy has adopted the following protocols Identification of incidents likely to the effect the Academy Assessment of the likelihood of their occurrence and the risk to the Academy should they occur Identification and deployment of action plans to minimise the impact of an incident Documentation of recovery plans to be deployed in the event of and to recover from an incident Implementation of testing arrangements Identification of Incidents & Impact Assessment The identification of incidents likely to affect the Academy and the assessment of their occurrence and risk will be conducted by the Business Continuity Co-ordinator in conjunction with Senior Leadership Team (SLT). This will be documented on ESLAF30 BCM Identifying, Evaluating and Managing Risks Form. Risk Reduction The SLT will identify from the assessment any areas of the Academy s normal operating processes which could be further improved to enhance their robustness and reduce the impact of an incident. Where reasonably practicable these will be implemented and the assessment adjusted. Recovery Planning For areas where significant risk remains, action plans to minimise the impact will be developed by the Business Continuity Co-ordinator working with the Senior Leadership Team (SLT). These will identify Critical processes/activities to be recovered Current resources needed to deliver these activities including equipment, materials, information/records, facilities and people (including contractors) and the extent to which these resources need to be in place to enable o Initial recovery (within 48 hours) o Partial recovery (after 1 week) o Complete recovery (after 2 weeks) Key Academy stakeholders Having identified what is to be recovered and in what order; the Co-ordinator will work with the SLT to determine and document the recovery plans including identifying Details of Incident Management Teams The supply chain to provide the required level of resources Any work around processes to be deployed prior to The communications strategy to keep all stakeholders including staff informed of developments and the return to work arrangements. Recovery plans will clearly differentiate between the following stages Immediate incident management actions Intermediate management actions to enable business continuity Management actions required to facilitate full and final recovery Once complete the recovery plans will be issued to all staff identified within the plans. Staff will be expected to retain copies of these plans both on and off site and within their vehicle. Page 3 of 5

4 The Incident Management Team will always include, Principal to make all strategic decisions Vice Principals to assist the Principal and co-ordinate response BCM Co-ordinator to provide advice to IMT throughout process PA to Principal - to ensure that all key decisions and actions taken in relation to the incident are recorded accurately also collating information about the incident for dissemination in Press Statements and to stakeholders. Depending on the nature of the incident, other staff will be co-opted into the team to ensure a timely recovery including but not limited to Facilities Manager to undertake duties as necessary to ensure site security and safety in an incident, lead point of contact for any contractors who may be involved in incident response ICT Manager - to undertake duties as necessary to ensure ICT recovery or resilience during the incident Human Resource Manager to liaise with staff Attendance Officer to liaise with pupils and parents/carers Finance Manager to ensure on-going delivery of financial transactions Chaplain to provide pastoral support as required/requested BCM Testing The BCM coordinator will produce an annual test plan will which include Desk top testing of arrangements on a sample basis Simulation testing on a sample basis The requirement to undertake a full simulation will be assessed by the SMT each year in conjunction with the BCM coordinator and if deemed necessary a full simulation will be planned. Given the disruptive nature of such an exercise it is envisaged that this will only be planned where clear evidence is available that the likelihood of an incident is increasing. Records of testing will be made and maintained. Non Critical Incidents All incidents, regardless of whether business recovery plans are invoked, provide opportunities to assess the resilience of Academy processes. A register of incidents (ESLAF32) will therefore be maintained by appropriate departments and details of these passed to the BCM Coordinator on a monthly basis for analysis alongside other relevant business information such as accident data. Where the incident merits, an incident log (ESLAF31) will also be completed to timeline the recovery by the manager responsible for recovery. These will be made available to the BCM coordinator on request and stored with incident logs. BCM Meetings Meetings to review the BCM arrangements at the Academy will be held on a biannual basis and will be chaired by the BCM Coordinator. Attendance will include standing members of the IMT, ICT and Facilities Managers. Minutes of the meeting will be made available to governors. Definitions BCM IMT ICT Business Continuity Management Incident Management Team Information and Communication Technology Appendices Appendix 1 ESLAF30 ESLAF31 ESLAF32 Incident Management Flow Chart BCM Identifying, Evaluating and Managing Risks Incident Log Incident Register Page 4 of 5

5 Appendix 1: Incident Management Flow Chart Incident Occurs Responsible Department assesses incident for scale, severity and impact Incident has little or no impact on critical functions Monitor Situation Incident has immediate significant impact on critical functions Continuity Plan NOT invoked; local incident log updated with details of incident (F31 & F32) ACTIVATE CONTINUITY PLAN AND DEPLOY RECOVERY PROTOCOLS Incident Management Actions Inform key stakeholders of plan activation and undertake appropriate communication actions Open and maintain log of all key decisions Business Continuity Actions Recovery & Resumption Actions Page 5 of 5

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