Emergency Planning and Business Continuity Policy

Transcription

1 Nottingham University Academy of Science and Technology Emergency Planning and Business Continuity Policy Responsible officer: Vice Principal Curriculum & Quality Date approved: 15/07/2014 Review date: Availability: Approved by: NUAST Board of Directors 1

2 NOTTINGHAM UNIVERSITY ACADEMY OF SCIENCE AND TECHNOLOGY Emergency Planning and Business Continuity Policy 1. Introduction 1.1 Emergencies at Nottingham University Academy of Science and Technology (NUAST) or on educational visits have the potential to cause harm and disrupt students' education. This policy details arrangements that have been put in place to reduce the likelihood and impact of an emergency or business continuity incident. 1.2 This policy and its accompanying template have been designed to help NUAST develop and review emergency planning and business continuity procedures to enable effective response to situations as they arise. 2. Emergency Planning & Business Continuity 2.1 The aim of emergency planning is to help staff respond effectively to an incident at the Academy or on an educational visit. Emergency planning should be generic enough to cover a range of potential incidents that could occur. Examples include: a. Serious injury to a student or member of staff (e.g. transport accident) b. Significant damage to Academy property (e.g. fire) c. Criminal activity (e.g. bomb threat) d. Severe weather (e.g. flooding) e. Public health incidents (e.g. influenza pandemic) f. Intruders on the Academy premises g. The effects of a disaster in the local community. 2.2 Planning should ensure clear arrangements and procedures are in place to support management of incidents during and outside usual operating hours, including weekends and holidays. Emergency procedures for extended services should also be included as appropriate. 2.3 The aim of Business Continuity Management (BCM) is to ensure that, during and after an emergency, critical services continue to be delivered. 2.4 Causes of business interruption commonly include: 2

3 a. Loss of utility supplies b. Loss of suppliers c. Loss of premises d. Loss of personnel e. Loss of telecommunications. 2.5 It is important that the Academy has arrangements in place to cope with a business continuity incident. Even whilst responding to an emergency, organisations should aim to maintain the provision of education and minimise disruption to timetables and examinations wherever possible. Business continuity management should be addressed through the emergency planning process. 3. Approach to Emergency & Business Continuity planning 3.1 Preparing for emergencies is an ongoing process which involves: a. Risk assessment - taking into account Academy risks b. Planning - to ensure effective reaction to emergencies as they arrive and ensuring business continuity c. Training - to ensure that staff are aware of actions to be taken in case of an emergency, their roles and responsibilities and the location of support resources d. Exercising - ensuring practice of key tactics in response to emergencies (including fires) e. Reviewing - ensuring that arrangements in place remain appropriate and up-to-date. 3.2 The Academy will follow this cycle when preparing for emergencies and business continuity incidents. Throughout each stage of this process employees will be consulted to gain their involvement and support as necessary. 3.3 In support, template documentation has been designed to provide the Academy with a generic emergency and disaster recovery plan. This provides specific guidance such that with application of the process above, effective and efficient emergency planning and business continuity arrangements can be implemented. 4. Links with other areas of work 3

4 4.1 Many aspects of work carried out by the Academy are related to and essential to support emergency planning. Examples include: a. First-aid arrangements b. Health & safety documentation (e.g. risk assessments, asbestos management) c. Property maintenance information d. Fire safety management procedures e. Evacuation procedures f. Personal Emergency Evacuation Plans (PEEPs) g. Policies for supporting those with medical needs or Special Educational Needs (SEN) h. Procedures for educational visits i. Closure procedures j. Security procedures k. Remote learning arrangements l. Grief and bereavement guidance. 4.2 The Academy will need to ensure that staff are familiar with these arrangements and know where to access relevant information to support the management of an emergency. 5. Roles and responsibilities 5.1 Roles and responsibilities for employees are described below for the avoidance of doubt and to support implementation of effective emergency planning and business continuity arrangements throughout the Academy. 5.2 The Board of Directors has oversight of the Academy to ensure that foreseeable risks affecting NUAST are reduced or managed appropriately through normal risk management processes. 5.3 The Board of Directors will receive and regularly review this Emergency Planning and Business Continuity Policy. This promotes the implementation of measures to ensure the Academy is able to respond to incidents that have the potential to cause harm or disruption to students education. 5.4 The Board of Directors will receive and regularly review an emergency plan that ensures the Academy is able to respond effectively to a variety of incidents. 5.5 The Board of Directors will appoint and support one of their members to be active in ensuring that emergency planning and business continuity 4

5 arrangements are discussed and maintained within their organisation. Any significant developments or areas of concern will be reported to the Board of Directors as appropriate. 5.6 In discharging their responsibilities, the Board of Directors will: a. Establish clear lines of accountability and responsibility for emergency planning and business continuity b. Ensure that an effective risk management process is implemented c. Ensure that the emergency planning and business continuity policy is communicated and implemented d. Periodically assess the effectiveness of the policy and ensure that any non-conformity is rectified. 5.7 The Principal holds primary responsibility and accountability under the Board of Directors for ensuring that effective emergency planning and business continuity arrangements are in place. 5.8 This accountability cannot be devolved or delegated but in order to discharge these responsibilities effectively the Principal may delegate duties and authority to other organisational Leaders. 5.9 The Principal will actively promote and support emergency planning and business continuity procedures by allocating sufficient resources to meet the needs of the policy. They will ensure, through regular review and audit, that arrangements within NUAST are fit for purpose and will provide updates to the Board of Directors as required The Principal will also identify employees to assist in the development and review of emergency planning and business continuity procedures, assigning appropriate employees with specific roles and responsibilities during an incident, supplying the training and guidance needed to ensure the competency of their staff Organisational Leaders/Line Managers (Middle Leaders, Vice Principals, Heads of Departments, Estates Managers, line managers and holders other similar positions) will carry out regular reviews of their areas to ensure that emergency planning and business continuity arrangements are up-to-date and implemented appropriately Organisational Leaders/Line Managers will assess if additional resources, training or guidance are required and notify the Principal of any discrepancy within NUAST s emergency and business continuity plans. 5

6 5.13 Employees are responsible for ensuring their activities do not put themselves or others at risk of harm and must ensure they understand and comply with the academy emergency planning and business continuity arrangements All staff should be aware of the Academy emergency planning and business continuity procedures and their responsibilities when responding to an incident. Employees should request additional support and guidance from their line managers if unsure of their role Competent Person Resource - when required the Board of Directors will engage a Competent Person Resource to assist them, the Principal and NUAST staff with advice, guidance, oversight and review on the strategic approach and practical requirements needed to implement effective emergency planning and business continuity arrangements. 6. Personal data and contact information 6.1 As most emergency plans contain sensitive information (e.g. personal contact details of senior staff) it is important to keep them secure. All versions of the plan, including hard-copies and electronic versions, must be controlled. Hard-copies will need to be locked away when unattended and electronic versions should be password protected. 6.2 The Academy will maintain emergency contact details for their staff, including their Senior Leadership Team. 6.3 The Academy will also provide supporting organisations (e.g. Djanogly Learning Trust/Torch Academy Gateway Trust) with emergency contact details for their Senior Leadership Team on a regular basis and upon any changes to senior personnel. This is to support with co-ordination if support from other organisations is required during an emergency. 7. Policy review 7.1 This policy will be subject to review on an annual basis or as a result of any of the following: a. Changes to key roles or the Academy s management structure b. Major changes to work arrangements, significant changes to the workforce or the implementation of new work processes c. If audits or risk assessments indicate a need for review d. Lessons identified from an incident or exercise e. Changes to legislation f. When consultations with employees highlight deficiencies g. On request by an interested third party. 8. Linkages to other Policies 6

7 8.1 The Emergency Planning and Business Continuity Policy should be read in conjunction with the following: Health and Safety Policy Educational Visits: Health and Safety Policy Safeguarding Policy. 7