DISASTER RECOVERY PLAN. Plan Introduction & Objectives

Transcription

1 DISASTER RECOVERY PLAN Plan Introduction & Objectives Dover College recognises the need for a comprehensive Disaster Recovery Plan to deal with the immediate consequences and aftermath of a major emergency situation. The Disaster Recovery Plan (DRP) concentrates on dealing with major emergencies involving physical damage to the school, incidents that threaten the health and safety of staff or pupils, the operational structure and/or reputation of Dover College and incidents which require special measures to restore operations to normal. The aims of the Plan are to: protect staff, pupils and others secure Dover College s buildings and facilities maintain Dover College s reputation protect College s core business activities and allow them to resume as soon as possible. The Plan makes provision for the establishment of a Disaster Management Team (DMT) of prenominated individuals who will be responsible for the immediate handling of any incident and for co-ordination of College s response to it. Their first objective will be to establish the extent of the incident and to ensure correct information is provided to all relevant parties. The DMT will subsequently establish immediate response strategies and tactics, deploy appropriate resources and initiate Disaster Recovery Processes (DRP). When activated, the DMT will meet in one of a number of pre-designated locations which will form the focus for College s immediate response to the incident. The Plan is reviewed annually and suitable amendments made. All pre-nominated members of the DMT will hold a copy of the Plan. Definition Of Disaster For the purposes of this Plan a disaster is an incident which, because of its scale or impact, is beyond the scope of resolution by normal mechanism or decision making authority within acceptable time scales. An assessment of a reported incident will be made by the DMT at the time but the following can be used as a general guide for defining levels of incident:- Level 1 A relatively minor or local incident causing no serious physical threat to personnel or property. May result in a limited disruption of services, involve no legal ramifications and pose no threat to the reputation of Dover College. DRP/DMT activated? NO. Level 2 Situations or incidents which pose a potential threat to personnel or property and/or can cause disruption to the operation of Dover College. May threaten the reputation or status of the school or have potential legal ramifications. May involve the isolation and/or evacuation of part of a building and assistance from the external Emergency Services. DRP/DMT activated :? POSSIBLY

2 Level 3 Major incidents which (if not already) have the potential to escalate quickly into disasters. Will significantly affect the College s community, and/or the reputation or status of the school. May compromise the functioning of an entire department or facility, building or group of buildings, causing disruption to Dover College s overall operation. Major efforts required from Dover College s own support teams as well as from the external Emergency Services. DRP/DMT activated? Procedures YES Dover College s response to and recovery from a disaster is achieved by the DMT working to Checklists (see also section 5 of this plan) provided for each Team Member within this Plan. These Checklists enable daily objectives to be set, priorities established and tasks assigned. *The DMT shall meet as regularly as necessary for status reporting, debriefing etc and not less than every 24 hours during the first 5 days following Call-Out. Meetings will take place in the nominated Disaster HQ (DHQ) at 7.30 a.m. (unless otherwise instructed). Any Team Member receiving notification of a potential disaster is required to implement the Team Call-Out procedure (Section 2.4). In the event of public or media interest, (see also section 4 of this plan) all members of Common Room, including Team Members, must always refer enquiries to the Headmaster and avoid comment of their own. Where communication is essential (rarely the case) restrict comment to: confirmation of the obvious; cause and effect are under investigation; implementation of Dover College s contingency plan is in progress; a detailed statement will be provided by the Headmaster as soon as possible. Monitoring And Review The Bursar is responsible, with advice from the other members of the SMT, for monitoring developments throughout the year that may impinge on the effectiveness of the Plan. The Plan will be reviewed annually by the SMT as part of the school s risk management strategy. Possible venues for the DHQ should be chosen to provide access to sufficient accommodation for the DMT, with adequate telephone and PC connections, photocopier and fax machine availability. Missing Pupil Procedure (for Crisis Management Policy) Were a pupil to go missing and efforts to locate the pupil prove unsuccessful, then the Deputy Head, as Child Protection Officer, or, failing that, another member of the Senior Management Team) will inform the Local Children Safeguarding Board. The school will cooperate fully with any Police investigation and any Local Children Safeguarding Board investigation. The Headmaster (or on his behalf, the Deputy Head as Child Protection Officer, or, failing that, another member of the Senior Management Team) will inform the Chairman of Governors and the Governor nominated as having responsibility for Child Protection. The Headmaster (or on his behalf, the Deputy Head as Child Protection Officer, or, failing that, another member of the Senior Management Team) will inform ISI. The Bursar will inform the schoolʼs insurers. If the pupil is located but found injured, then a report would be made to the Health and Safety Executive by the Bursar.

3 A full record of all activities taken up to the point at which the pupil is found will be made for the incident report. Procedures will all be reviewed in the light of the incident. Actions to be Followed by Staff once the Pupil is Found Staff will talk with, take care of and comfort the pupil. Staff will speak with the other pupils to ensure that they understand why they should not leave the premises/separate from a group on an outing. The Headmaster (or on his behalf, the Deputy Head as Child Protection Officer, or, failing that, another member of the Senior Management Team) will speak with the parents to report the incident, will then record in writing in a letter to the parents an account of the incident and a record of the meeting with the parents. The Headmaster (or on his behalf, the Deputy Head as Child Protection Officer, or, failing that, another member of the Senior Management Team) will carry out a full investigation involving, if appropriate, the Police and the Local Children Safeguarding Board. Media questions will be referred to the Headmaster. Written statements will be requested from all concerned. The written report of the incident will record details of time, place, members of staff, the circumstances in which the pupil went missing, an outline of what was understood to have happened, the length of time during which the pupil was missing and an initial explanation of how the incident appeared to have arisen. All relevant procedures will be reviewed in the light of the incident. Disaster Management The Disaster Management Team (DMT) The Disaster Management Team is composed all members of the SMT plus any others co-opted for their specialist knowledge and input. The DMT is required to pursue the aims of the Plan which are to: protect staff, pupils and others secure Dover College s buildings and facilities maintain Dover College s reputation protect College s core business activities and allow them to resume as soon as possible. Team Objectives To: Determine the scope and impact of the incident Develop strategy to deal with the immediate effects of the incident Prioritise immediate actions. Prevent further damage/harm Allocate individual and/or group responsibilities for implementing action Deploy resources and equipment Communicate information, advice and instructions Monitor and re-evaluate conditions. Also to:- Respond quickly and calmly as the incident develops ; To be familiar with the DRP and any updates ;

4 To give priority to the recovery programme and assign essential normal duties to other staff during critical recovery stages. Team Instruction In the event of being called from home bring the following: Your copy of the Plan, with any amendments Your copy of any separate relevant emergency protocols Your mobile telephone. The Headmaster and the Bursar will be pre-authorised to make immediate charges on a Disaster Management Account up to a limit of 50,000. Team Member Roles Headmaster The Headmaster will act as DMT Co-ordinator and is responsible for all actions of the DMT in fulfilling the objectives of the DRP. Specifically to: Maintain overall executive control and co-ordinate actions. Be the spokesman for any direct press contact. Co-opt any other member of College staff to assist with the incident. Headmaster s PA The Head s PA will act as Team Secretary, working with the Team Co-ordinator, organising the DHQ, logging and dealing with queries, recording Team actions and decisions, maintaining an official record of events, relaying information as required. Bursar Responsible for checking the damaged location, dealing with Security and the Emergency Services, responsible for all aspects of business continuity and to: Organise the containment and assessment of physical and environmental damage Initiate and control the restoration of building services, communications and access for business continuity. Assist in salvage, damage management and clean up operations Locate, supply and equip alternative workspaces or accommodation as necessary To ensure at all times the health and safety of all persons at any affected locations and to assess and provide expert advice in relation to specific hazards Liaise with the Health & Safety Executive, Environment Agency and any other relevant statutory authority Contact and be the liaison with the school s Insurers/Loss Adjusters Ensure correct cost capture procedures are in place Assess business interruption losses Establish position of any legally binding contracts which may be threatened by the incident. Bursar s PA Set up and manage telephone Helplines. Deputy Head Responsible for setting up all of school systems as is best possible in the given circumstances and to: Manage internal communications with staff. Organise counselling or other services for students and H.R. for

5 Director of Studies Responsible for setting up, where possible, alternative academic arrangements so that academic continuity can be maintained, and to: Be responsible for all aspects involving Information Restore IT systems, applications, data etc Advise the DMT and others on the academic implications of the incident. Head of IJD Assist the Bursar as required in the provision of workspaces and accommodation. Marketing Officer Manage all public statements and press releases and arranging press conferences and media visits. Monitor press/media coverage and take action as required. Team Call Out Procedures A confidential list of home and mobile telephone numbers pertaining to Team Members is shown in Section 3 of this Plan. In the event of anyone in College becoming aware of a serious incident they will contact any member of the DMT. Any member of the DMT being made aware, or becoming aware of any serious incident will assess the information and the incident (see levels guide in Section 1) and decide on whether or not to call out the team. On the basis of the available information the DMT Member will decide whether or not to invoke the DRP. If there is a need to convene the DMT he/she will arrange for contacts to be activated and specify the meeting time and place (the designated DHQ). Note: There are incidents which may occur which have the potential to become major incidents albeit the initial assessment is that the incident is not, at that stage, a major incident, e.g. a Level 2 incident. Accordingly, a standby mode will be declared by the first contacted DMT Member in order that the availability of all members of the DMT, together with any potentially associated other UWIC staff, can be determined in the event a subsequent DMT Call-Out is initiated. Designated Disaster Headquarters The DHQ is the Operations Centre for the DMT; in descending order of selection, depending on access and availability, these are: HM s Office area ICT department HM s House (Drawing Room) Infant and Junior Department. NB The DHQ will contain confidential and sensitive information - during incidents access must be controlled and restricted to authorised personnel only The DHQ must not be used for press, media, staff or pupil briefings.

6 Contact Lists& Forms DMT Headmaster Stephen Jones ext 229 HM s PA Sue Kewer ext 201 Bursar Philip Barry Bursar s PA Yvonne Sadler Deputy Head Helen Tresidder Director of Studies Duncan Ellerington Head of IJD Heather Miller Key Staff (Mobile Phones) Estates Administrator Rik Sullivan Head of Maintenance Paul Smith Head of Grounds Glenn Sartain IT Manager Simon Roberts Cleaning Tim and John St Martin s Housemaster Peter Donnelly Fiona Donnelly Duckworth Housemaster Jac Palmer Leamington Housemaster Cameron Henderson The School House Housemaster Priory Housemaster Medical Staff Thomas Root Benn Smith David Fletcher Clare Hunt Sarah May-Bradshaw

7 Emergency Services Service Provider and Contact Telephone Numbers MEDICAL DOVER DISTRICT COUNCIL Buckland Hospital, Dover William Harvey Hospital, Ashford Kent and Canterbury Hospital Peter Street Surgery, Dover Dover District Council (Area Office) Pollution Air/Noise Anti Social Behaviour Emergency (Out of Hours) Environmental Health Workplace Health and Safety Environmental Agency (Pollution Control) (Emergency only) Health & Safety Executive Environment Agency (Pollution Control) (emergency number) GAS SUPPLIERS Transco (emergency control) ELECTRICITY SUPPLIERS EDF Energy WATER AUTHORITY Folkestone and Dover Water Company Southern Water Southern Water Leak line OTHER CONTACTS INSURANCE BROKERS Marsh Insurance CHILD DEATH HELPLINE NSPCC

8 Emergency Suppliers and Contact Telephone Number BOILER MAINTENANCE GAS/PLUMBING BUILDING CONTRACTORS ELECTRICAL CONTRACTORS Cofatec Dave Buddle (D.J. Plumbing Services) Shepway Builders DJ Ellis Cloke Scaffolding WW Electrical Consultants Architects: Hartwell Architects Building Surveyor : Mr Jon Dyer (Hartwell) Quantity Surveyor: Mr John Farrow, Playle & Partners Structural Engineer: Mr Kevin Whittington (GM Consult) Mr Steve Green Mechanical & Electrical Engineers: Mr Alan Catermole, Norman Bromley Partnership Forms Specimen Forms are provided as follows:- Appendix 1 Disaster Management Log Sheet Appendix 2 Disaster Management Checklist Appendix 3 Visitors Emergency Register Appendix 4 Damage Assessment Report Appendix 5 Files/Equipment Recovery Form Appendix 6 Loss of Personal Possessions Claim Form

9 Appendix 1 - Disaster Management Log Sheet This is designed as a simple log to be used by each member of the DMT (or solely the Co-Ordinator or Team Secretary as the team feels best suits) to record all actions taken for future reference. Team Member Log No. (Sequential) Date Time Action Who Informed Signed

10 Appendix 2 - Disaster Management Checklist This is a more detailed version of the log sheet and can be used to itemise tasks given by DMT members to individuals and provides a report back facility. Team Member Day/ Date Task Assigned to Action Accepted (Initial) Day Report Back Time

11 Appendix 3 - Damage Assessment Report Location. Floor... Department... Condition Tick Item No. Type & Serial No. Description Scrap OK Possibly Recoverable? OK When Required now asap later

12 Appendix 4 - Files/Items Recovery Form Date.. /.. /.. Files/Items Required Assigned to & Initial Item/File Recovered? Condition? Report Back Day Time Housemaster/Head of Department Approval Signature:. Date:...

13 Appendix 5 - Loss Of Personal Possessions Claim Form Date.. /.. /.. Name: Asset/Item Claim Date of Purchase Approximate Replacement Price Signature:.

14 Public Relations Notification Notification to the media will be controlled by the Headmaster, advised by the Marketing Officer. The Marketing Officer will select media to be invited; arrange briefing venues; form of presentation and timing information release. The Marketing Officer will also identify critical information to be forwarded to the Chairman of Governors. The Headmaster s PA alone will be responsible for contact with the Chairman of Governors and for notifying other Governors, as requested by him. All details of media contact and key reporters are held by the Marketing Officer. A dedicated telephone number for media enquiries is to be arranged by the Marketing Officer. Handling The Media What may transform a problem into a crisis is the reaction of the media or, in some instances the likelihood of media attention. The crucial period is during the first few hours. There may be a delicate balance between what is known, what can be done and satisfying the media s hunger for information and action. When the DRP is activated, the incident should not be made public until the DMT is satisfied it is fully briefed and can, therefore, agree what actions need to be taken and (if necessary) an appropriate statement prepared for the media. It is important to communicate with the media as soon as reasonably possible and it may be appropriate to issue a short holding statement. The objective of the holding statement is to put the incident into perspective - particularly if the media have already got information on what has happened. In issuing a statement it is important to be calm and factual and to prevent the incident being blown out of proportion. To ensure that the media are under control the following procedures should be applied for the duration of the incident: All members of staff, whether teaching or support staff, are to refer media enquiries to the Headmaster. In the event that media pressure cannot be held off, the respondent must stick only to the facts. Conjecture, supposition and opinion are not to be expressed under any circumstances. The best response to a request that begins; What do you think about.? is to say: I can only tell you what I know, if you need anything else, please talk to the Headmaster, who can be contacted on.. (See also Section 1.2). Media Briefings Media briefings should as far as possible be conducted away from the scene of the incident. If necessary a local hotel may prove suitable for this purpose. After the initial briefing has taken place, consideration should be given to holding a media conference to explain the incident in more detail and to answer media questions. This will be particularly important if there is real public concern about what has happened. The basic rules for media relations are: Never lie. Do not attempt to speculate. As far as possible respect media deadlines.

15 Attempt to keep control of interviews and wherever possible use live transmissions to avoid information being taken out of context. Rehearse the message to be conveyed and make sure it is conveyed. Always steer questioners to attend the press conference for more detailed information and wherever possible provide attendees with a formal written statement. Further Notes on Strategy: Accept responsibility - Never avoid responsibility (within the limits of the legal counsel). Being responsible - Where the answers are not clear refer to the need for vigorous enquiries before specific answers can be provided. Pupils and Parents - The message to Pupils and Parents must be geared to providing confidence in Dover College s ability to look after their interests, and continuing delivery of the core activities. Keep Staff informed - Staff must be equally informed on the events and how they will be affected by the incident. This may require a separate briefing. Media Listings Local Media Telephone Fax (Television, Radio) BBC TV News BBC Radio News ITN Granada LWT BSKYB Daily Newspapers Telephone Fax Daily Express Daily Mail Daily Mirror Daily Telegraph Financial Times The Guardian The Independent The Times Sunday Newspapers Telephone Fax Mail on Sunday Observer

16 Sunday Mirror Sunday Express Sunday Telegraph Independent on Sunday The Times Higher Education Supplement News Agencies Telephone Fax Associated Press Press Association