SCHOOL SECURITY POLICY & PROCEDURES

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1 ORWELL PARK SCHOOL Nacton, Ipswich IP10 0ER SCHOOL SECURITY POLICY & PROCEDURES Date: January 2013 Status: Approved Review Date: January

2 ORWELL PARK SCHOOL SECURITY POLICY AND PROCEDURES 1. PURPOSE The Governors and Staff of Orwell Park School ( the School ) are very aware of the importance of maintaining a high level of personal security within the School as well as reducing the potential for arson, theft and vandalism. The purpose of this policy is to set out the measures that will be adopted to ensure, so far as is reasonably practicable, that employees, pupils and other non-employees are protected from risks to their Health and Safety. This policy is available to all staff and parents of current and prospective pupils. It should be read in conjunction with the School s policy and procedures for Lost or Missing Pupils. 2. ORGANISATION 2.1 Responsibilities Management responsibility for School security is shared between the Governing Body, the Headmaster and the the Bursar. The School has drawn up the following arrangements to enable this responsibility to be effectively discharged. The identified person for day-to-day responsibility for School security is the Headmaster. The following employees have responsibilities for ensuring the security of the School site and premises: SECURITY ISSUE Perimeter fencing, access routes Security School entrance / exits Control of visitors (Main School) RESPONSIBLE PERSON Head Groundsman or designated deputy Caretaker or designated deputy 8.30 am 5.30 pm Monday-Friday term time and 9.00 am 4.00 pm in holiday times: School Secretary / Receptionist and School office staff All other times: SMT SPECIFIC DUTIES 1. Regular inspections 2. Maintenance and repairs 3. Surveillance and monitoring 4. Proposals for upgrading security as necessary 1. Daily unlocking/lock-up routines 2. Monitor entrances/exits by way of CCTV cameras 3. Log and report incidents 1. Sign in / sign out 2. Control of visitor passes 3. Control of security fobs and codes 2

3 Control of visitors (Pre- Prep/EYFS) Control of contractors Security of money Emergency procedures Head of Pre-Prep or designated deputy Bursar in conjunction with the Site Manager Management Accountant Trip / Visit Leader Head of Boarding Fire: (Main School) Fire Officer (Deputy Head Pastoral Head of Boys Boarding in his absence) Fire: (Pre-Prep/EYFS) Head of Pre-Prep or designated deputy 1. Daily disabling/setting of security alarm system. 2. Control of visitor book. 3. Daily unlocking / locking of external doors. 4. Check credentials of contractors prior to appointment 5. Brief contractors on School Security requirements and arrangements 6. Day-to-day supervision of contractors on site Collection and banking of payments to the School Control of petty cash floats Collection of payments and prompt handover to Management Accountant Control / issue of pocket money Duties and responsibilities in accordance with School s Fire Awareness policy and procedures Building security risk assessments First Aid / Accidents: Senior Matron / designated/qualified First Aiders The Bursar in conjunction with external providers of Security / Fire systems Immediate treatment of injuries or illnesses prior to the arrival of emergency services to save lives, reduce effects of injury and speed recovery. Regular assessment of requirements, installation of security systems, staff training and system maintenance 2.2 Consultation The School will discuss security arrangements regularly as follows: Method Frequency Governor meetings Annually Senior Management Team meetings Weekly Staff briefings (Main School) Weekly Staff briefings (Pre-Prep/EYFS) Weekly Health & Safety committee meetings Termly 3

4 3. ARRANGEMENTS The School has implemented the following arrangements to ensure, as far as reasonably practicable, the safety and security of staff, pupils and other persons using the School premises. 3.1 Information and Communication Written information. Procedures and arrangements for security are detailed and regularly updated in: The School Handbook for Employees The School s Fire Awareness policy and procedures The School s Health & Safety policy and procedures The School s policy and procedures for Management of Contractors The School s Staff Handbook Boarding Staff Handbook 3.2 Training Security matters are addressed in Induction Training for all new staff Regular updates as necessary during staff training days, held at the beginning of each term and during weekly staff briefings where necessary. Specific training on new equipment and systems as required e.g. access control / fire alarm systems 3.3 Supervision Arrangements for the supervision of pupils are as follows: Boarding time (6.45 pm 7.55 am) Direct supervision by duty Matron, Senior Housemaster / Boarding Housemistress and duty boarding staff Start of the School day (Main School 7.55 am 8.10 am, Pre-Prep/EYFS 8.00 am 9.00 am) Pre-Prep/EYFS: Class teachers / Teaching Assistants (TAs) directly supervise all pupils. Main School: Duty Matrons, Boarding staff, Duty teaching staff. Boarding pupils take supervised breakfast in the School dining room from 7.30 am to 7.55 am. From 7.55 am all pupils report to designated areas for registration, unless attending an activity such as music lessons, spelling groups etc. Breaks Pre-Prep/EYFS: Class teachers / TAs directly supervise all pupils within clearly defined and secure play areas. At least three members of staff will be on duty at any one time, including one fully qualified teacher. Main School: Duty teaching staff assisted by Gaps / Duty Matrons Pupils either remain in the School building or use the School field within clearly defined boundaries. 4

5 Lunchtime Pre-Prep/EYFS: Class teachers / TAs escort all pupils to the Main School dining room where they directly supervise lunch. Pupils are then escorted back to the Pre-Prep/EYFS where they are directly supervised within clearly defined and secure play areas. Main School: Duty teaching staff assisted by Gaps / Duty Matrons Pupils take supervised lunch in the School dining room in staggered system from to 1.40 pm. During lunch break pupils remain in the School building or use the School field within clearly defined boundaries, unless attending supervised prep, choir rehearsals or other supervised activities. End of the School day Pre-Prep/EYFS: o Class teachers / TAs oversee sign out of pupils by parents. o Pupils remaining for Late stay or activities are directly supervised by duty Class Teachers / TAs. o Pupils not collected by 5.00 pm are escorted to the Main School and directly supervised by the Pre-Prep/EYFS duty Class Teacher or handed over to the Duty Teacher in the Main School, where they are directly supervised until signed out by their parent / guardian. Main School: o 3.30 pm 5.30 pm: All parents are required to sign pupils out at the desk in the North Hall. This process is overseen by the School Receptionist. o 5.30 pm 8.00 pm: All parents are required to sign pupils out at the desk in the North Hall. This process is overseen by the duty Gap assistant. o Late stay / boarders are supervised by Duty Teaching Staff assisted by Gaps / Duty Matrons. Pupils remain in the School buildings or use the School field (daylight hours only) within clearly defined boundaries, unless attending supervised prep or other activities. Pupils take supervised tea in the School dining room in a staggered system from 5.15 pm to 6.45 pm. o 6.45pm Registration for all pupils who are in school. o Away fixtures / trips: All pupils participating in away sports fixtures or other trips/activities off-site (where they have not been transported to the venue by parents) will be brought back to School and day pupils will be kept under the supervision of the trip leader until they have been signed out by parents. Parents wishing to collect their own and/or other children directly from the away venue must arrange this, in advance, with the teacher in charge, who will then sign these pupils out upon returning to the School. 3.4 Registration procedures and controls General: Morning registration takes place at 8.05am in Tutor groups. Afternoon registration is taken at 2.05pm by the teacher of lesson 8; on a Wednesday and Saturday afternoon games staff send in registers to the North Hall to be put onto the system by the receptionist (Wednesday) and duty staff (Saturday). Off games pupils are checked in the library and updated by matron. 5

6 Late book: Pupils who are unable to attend registration for any reason are required to sign in the late book kept at the Reception desk. Pre-Prep/EYFS: o Children arrive at the Pre-Prep/EYFS between 8.00 am and 9.00 am Monday to Friday inclusive. When they arrive, the parent/carer is required to ring the doorbell (Reception/Nursery 1 entrance) and the door is opened by a member of the Early Years team. o When children are welcomed into the classroom, the parent/carer must sign their child in on the class register. Trips / visits / away sports fixtures: Responsible staff are required to complete the Away details sheet and other documentation in accordance with the School s policy and procedures for Trips and Visits. This information is held by the School Office, on the fire board. Ad hoc absence: Individual pupils leaving the School site during the day for any reason must be signed out by their parent / guardian and signed back in again in the School Office upon their return Procedures for collating information and for checking absentees: Registration Parents / guardians are requested to contact the Main School or Pre- Prep/EYFS as appropriate by 8.30 am to report any absence of their child(ren), give a reason for the absence and some indication, if known, of the likely length of the absence. Any member of staff receiving a message reporting a pupil absence must communicate this information as soon as possible to Reception. Teaching staff (Main School) are required to complete registration by the electronic registration process (Pass). If for any reason the electronic system is not working, teaching staff must register their children on paper. Registration information must be passed to Reception by 8.30 am. Teaching staff (Pre-Prep/EYFS) will complete registration by 9.00 am and pass this information to the Head of Pre-Prep/EYFS or designated member of staff responsible for registration. Any pupils not accounted for will be located in accordance with the School s policy for Lost or Missing Pupils. Signing out Information from the Signing out sheets in the North Hall and the Boarding list will be reconciled each day by the Duty Member of Staff during Evening Registration at 6.45pm. A pupil will be taken as missing if: Is not listed on the boarding list Has not been signed out Is not attending an activity, trip or away sports fixture The parents of any child(ren) not accounted for will be contacted by the Duty staff. 3.5 Visitors Procedure for management of visitors is as follows: 6

7 All visitors All visitors are required to check in and out at the School Office and to sign in with details of their name, organisation, host/destination, car registration and time of arrival/departure. Visitors will be provided with an identification badge and this badge must be displayed by the visitor at all times whilst they remain on the School premises. If this is the first visit, or the visitor is not personally known to the School Office staff, he/she must remain in the North Hall area until collected by their host at the School. Visitors will be restricted to designated areas in accordance with their business at the School and will not be allowed unsupervised access to pupils. All contractors are required to check in and out each day with the Site Manager and to comply with all other management controls as detailed in the School s policy and procedures for Management of Contractors. Pre-Prep/EYFS visitors All visitors to the Pre-Prep/EYFS (including members of staff other than fulltime Pre-Prep/EYFS staff) are required to gain access by ringing the main bell on the front door. The visitor(s) will be met and admitted by a member of the Pre-Prep/ EYFS Staff and required to sign in the Visitors book. All visitors should have already signed in at the Main School and should be wearing a Visitors badge. If they are not wearing the badge and are not known to the Early Years staff, the visitor(s) will be sent back to the Main School to be registered before being admitted to the Pre-Prep/EYFS building. 3.6 Access and Egress General The main gates are open during term time from approximately 7.00 am to 8.30pm Monday to Saturday, unless an evening event is being held at the School. The two side gate entrances to the Sports Hall and Courtyard can only be opened by a fob. A fob is issued to all teachers, residents and regular suppliers/contractors who visit the School. The North Hall door is open during peak usage (when the door is appropriately staffed) i.e. arrival and departure of pupils, but at all other times any person who has not been issued with a fob can only gain access once viewed on the security monitors in reception. Fifteen doors throughout the School are fitted with proximity fob readers. These doors automatically close at 8.15pm and access through them can only be gained by a fob. Examples of these doors are all doors leading outside, or doors where access could be gained by a member of the public at an event or evening activity. All doors with proximity fob readers will automatically open in the event of fire. Any visitors/contractors who have not been issued with a fob and who need to access the site out of School hours are required to contact the Site Manager, Headmaster or School Office, in advance. Any member of staff that needs to go into an area of the School after it has been locked up that does not have a proximity fob reader fitted to the door, must either contact the Duty Master or, if they have their own key, ensure that the area is re-locked securely when they leave. Windows must not be opened after they have been secured as part of 7

8 the locking up routine. Staff must ensure that they maintain security in their own areas by locking doors, closing windows and putting lights off when they leave. 3.7 Site Security The School gates and doors to the main School buildings are monitored by CCTV and checked on a regular basis by the School Caretaker. Fob holders are required to carry their fobs at all times. All fobs are person specific and not transferable i.e. they must not be loaned to anybody. All residents are issued with a code to be used by family or friends who are visiting the site after hours, primarily to gain access through the Courtyard Gate. The code will only allow access through gates or doors that are a direct route to your staff residence. Staff are required to keep this code confidential and issue it only when absolutely necessary to people that they consider to be trustworthy. In case of emergency the doors release by means of fire alarm activation or breaking the glass on the emergency override unit which is situated on the secure side of the door. Doors also release in the event of complete lighting failure. Staff / visitors / contractors are required to return fobs to the School Secretary if and when they leave employment or complete there business at the School. 3.8 Emergency arrangements Fire emergency arrangements are detailed in the Schools Fire Awareness policy and procedures. Other emergency arrangements are detailed in the Schools Crisis Management policy and procedures. 3.9 Intruder alarm In the event that an intruder(s) is known to be on site, the fire bell will be rung both inside and out. Pupils and staff should follow the standard emergency evacuation procedure. 4. RISK ASSESSMENTS As required by the Management of Health and Safety at Work Regulations, an assessment of risks posed by security has been carried out. The risk assessment will be reviewed annually by the Headmaster and The Bursar. 8

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