LOCAL CONTINGENCY PLANS

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1 LOCAL CONTINGENCY PLANS PLAN TEMPLATE This template will help to ensure that Local Contingency Plans meet the requirements of the University as identified in the University s Emergency Management Plan. Local Contingency Plans should clearly identify why they are needed, how the plan will work, when the plan is to be activated, what needs to be done under the plan and who should be involved. 1. The plan must contain the following: Plan Title Plan Aim Plan Objectives Plan Scope Plan Owner Plan Audience Version Control and date Review Procedures Testing and Exercising Procedures Links to Connected Plans Link to Risk Register denoting the Need for the Plan Table of Contents Acronyms/Glossary of Terms Definitions FOI, Data Protection, Human Rights and Equality (see final page) Restrictions on use and circulation Schematics, plans, diagrams The role of the Emergency Management Team as defined in the University Emergency Management Plan, Part 2

2 2. The plan will contain clear triggers for the following levels of activation: Standby Full 3. The plan will identify the following concerning its activation: People Authorised to Declare an Emergency Situation People Authorised to Activate the Plan Procedures and Actions to Activate it Information Concerning the Activation of the Plan Who Needs Notifying of Activation Contact and callout lists with deputies Log Keeper/Record Taker 4. The plan will clearly identify the roles and responsibilities of those involved in responding: LRT (Local Response Team) Lead Responder(s) Constituents of the LRT Roles of any other key persons involved Roles of persons outside of the College/School/Department Action Cards for Key Roles Immediate actions and priorities Realistic Actions Identified for Each role Clear Links to Other Documents / Sources for Information on a role and its connected responsibilities Internal communication procedures Media communication

3 5. The plan will contain detailed information or links to where information can be found regarding the following: Mutual Aid or reciprocal arrangements Stand Down Briefing and Debriefing Post Incident Report Welfare and humanitarian assistance Health and Safety Administration and finance External websites or contact numbers of key responder agencies Insurance arrangements 6. The plan will contain the following to assist coordination of response: Command and Control rooms Immediate Actions Checklist Record Keeper Back up or fallback locations Emergency kit and grab bags Evacuation routes and muster points Emergency service rendezvous points Floor plans Procedures for contacting the emergency services Emergency lines Contact details of the University Security Control Room

4 7. The plan will refer to the following situations and also others that are unique or specific to the area: Bomb threats IT failure or failure of critical systems Fire Hazardous chemicals and noxious substances Infectious diseases Protests, occupations or industrial action Fatalities and critical injuries Severe weather Flooding Structural damage Power failure Complete or partial evacuation Power outage Criminal activity: damage, assault, extortion Reputational damage, PR

5 STATUTORY COMPLIANCE Your plan must contain the following statements in terms of meeting statutory compliance to legislation. Freedom of Information This plan will comply with the Freedom of Information Act 2000 with regards to access to information held by public bodies but excludes access to personal data unless the data is requested by an authorised responder for legitimate reasons due to an emergency. Data Protection This plan will comply with the Data Protection Act 1998 ensuring that personal data is treated appropriately. Details within this plan will ensure a balance between individual s rights to privacy with legitimate and proportionate use of personal information. It is important to consider this as public interest in emergencies is likely to mandate the sharing of information to help immediately affected individuals and the wider community. Human Rights This plan will comply with the Human Rights Act Unless the emergency is a matter of national security, affects public safety, community health or public order it will not be lawful to share personal data. Equality Prior to the mobilisation of staff, such consideration must be given to any equality impact on the individual as is reasonably practicable. The Emergency Management Team should ensure individual needs are taken into consideration prior to deployment of staff and relevant actions being taken.

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