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					                  THE DAWNAY SCHOOL


                     Emergency Plan




Compiled by:             Sheila Jones/Jo Strong/Michael Anderson

Approved by Governors:   July 2009

Review Date:             July 2010

Responsibility:          Safe and Healthy Committee

Status:                  Recommended



LOCATION OF COPIES OF PLAN:     HEAD TEACHER’S ROOM
IN SCHOOL                       SCHOOL OFFICE
                                ADMIN OFFICE
                                STAFF ROOM
                                SPECIAL NEEDS ROOM
                                PLAYGROUP
                                GRAB BAG




                                                                   1
CONTENTS                                                                                                                                         Page

DISTRIBUTION LIST ......................................................................................................................................3

SECTION 1: INTRODUCTION .......................................................................................................................4

SECTION 2: SCHOOL DETAILS ................................................................................................................... 5

SECTION 3: EMERGENCY CONTACTS/GRAB BAG CONTENTS .............................................................6

SECTION 4: EMERGENCIES IN SCHOOLS - ACTIVATION ........................................................................8

SECTION 5: EMERGENCIES IN SCHOOLS – IMPLEMENTATION ...........................................................11

SECTION 6: EMERGENCIES ON EDUCATIONAL VISITS – ACTIVATION ..............................................14

SECTION 7: EMERGENCIES ON EDUCATIONAL VISITS - IMPLEMENTATION .....................................16

SECTION 8: STAND-DOWN AND RECOVERY ..........................................................................................18


SECTION 9: ROLES AND RESPONSIBILITIES ......................................................................................... 19


SECTION 10: TRAINING AND EXERCISE ................................................................................................. 21

Appendix 1: School site plan ........................................................................................................................ 22

(Named floor plan, cut off valves, fire control equipment, fire evacuation routes)

Appendix 2: School hazard assessment & locality map ............................................................................... 26

(Location of hazardous chemicals, industrial sites and rivers…)

Appendix 3: Facilities List ............................................................................................................................. 26

(Location of electronic equipment, fire control operations, cut off switches & operation…)

Appendix 4: Evacuation & Sheltering ........................................................................................................... 27

Appendix 5: Buddy Establishments (including map) ................................................................................... 28

Appendix 6: Bomb threat prompt card for reception staff ............................................................................ 30

Appendix 7: Emergency arrangements for other services using the school site ......................................... 31

Appendix 8: Closing the school .................................................................................................................... 33

Appendix 9: Pandemic Flu ............................................................................................................................ 34




                                                                                                                                                         2
Appendix 10: Incident Log Sheet ................................................................................................... 35

Appendix 11: Memorandum of understanding (with police).........................................................36

Appendix 12: Contact details (pupils, staff, governors)................................................................38




Distribution List
Internal

School Staff / Location of copies                                                              No of copies
Main school office                                                                                   1
Admin office                                                                                         1
Head teacher’s room                                                                                  1
Staff room                                                                                           1
Special needs room                                                                                   1
The Dolphin Club                                                                                     1
The Dawnay Playgroup                                                                                 1
Grab bag – school office/head teacher or deputy’s car                                                2



External

Organisation                                                                                   No of copies
Members of SEMT (school emergency management team) as
follows:
Chair of governors (vice chair in absence of chair)                                                      2
Head teacher – Louise Emmett/Gail Hard                                                                   1
Deputy head teacher – Linda Scrase                                                                       1
Sandra Harwood (senior leadership team)                                                                  1
Paul Johnson (senior leadership team)                                                                    1
Admin Officers (Lesley Hankin and Sheila Jones)                                                          2
Caretaker (Sue Bishop)                                                                                   1




                                                                                                                                   3
Section 1: Introduction

This plan relates to:

   a) an event which threatens the safety of children and/or staff, or a crisis which might
      affect the public reputation of the school
      and
   b) where the head teacher considers that the school will benefit from receiving
      additional (external) support
      or
   c) where the community in which the school is based is affected by an emergency



The plan provides guides to actions that should be considered by the head teacher, the
deputy, the school duty officer (Local Education Officer) and the school emergency
management team (SEMT) in case of an emergency in school or the local community, or
on an educational visit. It also provides supporting information.

The school emergency plan covers the whole school site and all activities taking place
there. All other users of the school site (playgroup/after school club) will be given a copy
of the emergency plan and will be consulted during the drafting of the plan. All staff on
site will be made aware of the plan and how it affects them.

Any emergency affecting a school may afterwards be the subject of a detailed inquiry,
therefore accurate written records will be kept, along with all information about the
planning and the response to the incident. This may include telephone or answer
machine records. These records will be retained after the incident for future reference.


Aim

The aim of this plan is to give guidance to enable this school to provide a structured
response to, and manage and coordinate an emergency, together with the actions to be
taken to ensure continuity of service.




                                                                                           4
Section 2: School Details


School name:                     The Dawnay School


Address:                         Griffin Way, Great Bookham, Surrey KT23 4JJ


Telephone number:                01372 456774
Fax number:                      01372 452267

Head teacher:                    Gail Hard


Chair of Governors:              Annette Di Giovanna


Local Education Officer:         Melanie Harris
LEO telephone number:            01737 737959

Assistant LEO:                   Anne Butters
ALEO telephone number:           01737 737960


Number of pupils:                300
Age range:                       4 - 11



Extra-curricular activities:

Early Birds before school club: 8 am to 8.50 am while school is in session. Contact
supervisor Helen Webb on 01372 374683/07946160679.

The Dolphins after school club: 3.15 pm to 6.00 pm while school is in session. Contact
Angela Jones on 07866 321966

Regular after school clubs are detailed on a timetable on the notice board by the main
school office. A copy is kept also in the grab bag.These normally run from 3.15 pm to
4.15 pm and are manned for the most part by teachers or teaching assistants. A list of
contacts for club leaders not on the school staff can be found in Appendix 7 (emergency
arrangements for other services using the school site).




                                                                                          5
Section 3: Emergency Contacts
THIS SHOULD BE UPDATED IN RESPONSE TO CHANGES AND REVIEWED ANNUALLY

Internal contacts - School staff identified for incident response – SEMT (Contact in order shown below)

Keyholder        Name            Status                School              Home              Mobile
                                                      Extension           telephone         phone
                Gail Hard       Head Teacher          01372 456774        01403 256606      07905
                                                                                             422017
                Linda Scrase    Head teacher’s        01372 456774        01372 374864      07740
                                 nominee/                                                    636147
                                 deputy head
                 Annette Di      Chair of                                  01372 456006      07780
                 Giovanna        governors –                                                 685581
                                 member of SEMT
                Sandra          Senior teacher        01372 456774        01372 817282      07875
                 Harwood                                                                     275058
                Sue Bishop      Caretaker             01372 452441        01372 452441      07590
                                                                                             545573
                Paul            Senior                01372 456774        01306 644970      07734
                 Johnson         teacher/first aider                                         683365
                Lesley          Admin officer         01372 454586        01372 453310      07880
                 Hankin                                                                      710849
                Sheila Jones    Admin officer         01372 454586        01372 278284      07765
                                                                                             290474



Other school contacts who may be of use during an emergency

Keyholder        Name            Status                School              Home              Mobile
                                                      Extension           telephone         phone
                 Helen Gash      Vice chair of                             01372             07974
                                 governors – with                          451383            767463
                                 SEMT status in
                                 chair’s absence
                 Julia Elliott   School office         01372 456774        01372 450247      07821
                                 manager – first                                             640729
                                 aider -
                                 responsible for
                                 grab bag updates
                Jill Wicking    Teacher and first     01372 456774        01737 216288      07711
                                 aider                                                       247157
                Karen Telling   KS1 leader            01372 456774        01483 274420      07859
                                                                                             906369
                 Charles         Chair of S&H          Work No. 01372      01737 841096      07768
                 Wates           committee             861536                                005753

All contacts on this list have confirmed their willingness to be help in any
emergency and to be contacted out of school hours.




                                                                                                          6
External contacts that may be of use during an emergency
Local Education Officer – Melanie Harris              01737 737959
Assistant LEO – Anne Butters                          01737 737960
SCC Duty Emergency Planning Officer - 24 hour number  07831 473039
SCC Contingency Planning Unit (office hours only)     020 8541 9160
SCC Strategic Risk Management Officer – Alan Cottle   020 8541 9622
SCC Press Office                                      0208 541 9548
SCC Contact Centre                                    08456 009 009
Buddy establishments                                  Eastwick Junior School
                                                       01372 453277

                                                            The Howard of Effingham
                                                            School
                                                            01372 453694
4S                                                          0800 0734444
Teacher Support Network                                     08000 562 561
(trained support and counsellors available 24hrs)
Health and Safety Executive - to report accidents           0845 300 9923
                              - Infoline                    0845 345 0055
The Foreign Office (links with British Consulates etc)      020 7270 1500
Met Office Weathercall (60p/min local forecast)             09014 722 052
The Samaritans                                              08457 909090
Water supplier-Sutton and East Surrey                       01737 772000
Gas board-Scottish and Southern                             0800 111999
Electricity Board - EDF                                     0845 300 4903
Contractors: electricians-contact Mouchel Parkman           01483 717500
Contractors: plumbers-contact Mouchel Parkman               01483 717500

Control point for SEMT

Primary Location                              Main school office
2nd Location                                  Head teacher’s room
Off-site                                      Buddy school classroom or office




                                                                                      7
Contents of main grab bag (school office)
                 copy of emergency plan
                 registers/visitors’ book
                 incident log sheets
                 contact information for staff, pupils and governors
                 copy of school clubs timetable
                 office stationery including 2 A5 note books, headed paper
                  and box of pens
                 List of staff contacts including next of kin information
                 Nominated local staff member to obtain laptop/charger/printer
                 torches with working batteries
                 umbrella
                 first aid kit
                 loud hailer




Some of these items will need to be added at the last moment (ie. registers,
visitors’ book, batteries to be put in tourch (updated annually. A list of these items
to be added/actioned in an emergency must be attached to the outside of the bag.


Contents of smaller grab bag (head teacher or deputy’s car)
                copy of emergency plan
                incident log sheets
                contact information for staff, pupils and governors
                wellies




                                                                                     8
Section 4: Emergencies in Schools - Activation
Information about an incident may come from a staff member, pupil, parent, the
emergency services or the Local Authority.

Whoever receives the alert should ask for, and record, as much information as
possible:
Name of the person
informing of the incident


Details of the incident:
(Including actual words
used by informant)

Who else has been
informed?


Exact location of the
incident


Casualties



Any action taken so far



Name of contact at the
scene



  If appropriate, they should call 999 for the police, fire or ambulance, giving the
                       information above. If in doubt, call 999.

Then immediately inform Gail Hard (head teacher) and Linda Scrase (deputy head).

If none is able to respond (they may be involved in the incident) the senior person
present must follow the instructions of initial action by head teacher, deputy or
nominee on the next page.




                                                                                       9
INITIAL ACTIONS BY HEADTEACHER OR NOMINEE

   1. Assess situation

   2. Take immediate action to safeguard pupils and staff where necessary
      Remember to pick up grab bags from medical room and head’s car if
      appropriate
   3. Log all communications and actions

   4. Call for support
                              Call 999 if appropriate




                         Call your local education officer
                                        on
                                01737 737959/60



                    If you cannot reach your LEO, call the Duty
                          Contingency Planning Officer on
                                   07831 473039
                                 (24 hour number)

       If you still cannot make contact, call Surrey Police control room on
                                    01483 482833
   and request that they contact a member of the County Council contingency
                     planning unit and ask them to contact you.



      THESE NUMBERS SHOULD ONLY BE USED IN AN EMERGENCY.
        DO NOT GIVE THEM TO THE PRESS, PARENTS OR PUBLIC.

   5. Assemble a school emergency management team from pre-identified staff
      (see Section 3) and relieve them of their normal duties

   6. Refer to the list of emergency contact numbers in Section 3 for additional
      support if required.

  7. Where possible, avoid closing the school and try to maintain normal routines.


Having activated this emergency plan, go on to the next stage - implementation.




                                                                                     10
Section 5: Emergencies in Schools – Implementation
STAGE 1 – ESTABLISHING THE RESPONSE

These are not suggested to be an exhaustive list of actions; the head teacher or nominee
and the SEMT should continue to consider their response with the aim of returning the
school to normality as quickly as possible.

Action list for head teacher or nominee coordinating school emergency
management team
Ensure that accurate, factual information is available for those arriving at the
scene. Don’t inform parents or press of exact location of incident if off site.
Liaise with the police, fire and ambulance services, Surrey County Council, and
other agencies who may become involved. Act as the main contact to coordinate
response and give your contact details.
Inform the chair of governors
Inform all staff, and parents of injured pupils (police may fulfil this role). Decide
how to inform other parents. Reminder to staff not to speak to press or parents
without authority. Set aside area for parents, away from children.
Ensure all staff maintain a log of actions and decisions.
Allocate tasks below among SEMT as appropriate.
Identify who will be recording staff’s personal and school costs and collecting the
incident logs

Action list for SEMT
Welfare
Take actions to secure the immediate safety of pupils and staff – this may include
evacuation or keeping pupils and staff inside the building (sheltering).
Establish the whereabouts of all pupils, staff, and visitors using timetables,
registers and the visitor’s book, and make a list of those unaccounted for.
Communications
Consider emergency communications needs. Dedicate lines for incoming and
outgoing calls and arrange extra support for reception. If necessary, seek support
from SCC Contingency Planning Unit, who can set up a public helpline for
enquiries from the public in the event of a major emergency.


Line to be used for incoming calls only: 01372 456774

Line to be used for outgoing calls only: 01372 454586

Spare lines for outgoing calls only: Fax line 01372 452267
                                     Kitchen line 01372 456775
                                     Caretaker home 01372 452441

Change school answerphone message if appropriate (see page 12)




                                                                                        11
Media management
If possible, avoid responding to media enquiries and direct them to either the
police if they are present for a statement or to county press office. Liaise with
County press office as quickly as possible, and work with them to decide the
information for release to the media, which should be agreed with the head
teacher and LEO before release.
Ensure that any media access to the site, staff and pupils is controlled. In a major
emergency, the police can deal with the press and prevent intrusion onto the site.
Be aware of the potential problems caused by the spread of misinformation
through pupil and/or staff use of mobile phones. Remind staff not to communicate
with parents or press without prior authority.


Resources
Ensure access to site for emergency services
Open/close parts of school as required, and turn off water, gas and electricity
supplies if necessary – see map in ‘school site plan’ appendix 1
Ensure the security of the school premises




SCHOOL ANSWERPHONE MESSAGE CHANGING INSTRUCTIONS

           From main school office telephone press the message key (looks like an envelope)
          and select ‘voice messages’

           Select the ‘greetings’ display key and follow both the text and voice prompts to
          enter or check the greeting.




                                                                                               12
           STAGE 2 - ONGOING RESPONSE

Action list for head teacher or nominee
Provide regular briefings for staff, and continue to liaise with the emergency services and
the LEO.
Try to maintain normal routines as far as possible.
Tell the staff involved to prepare a written report of their involvement, noting events and
times. Inform the Head of Strategic Risk Management, Alan Cottle, who will advise on
reporting procedures, and inform trade unions if necessary. Accident report should be
completed and, in the event of serious injuries or a fatality, the Health and Safety
Executive should be informed within 24 hours.
Staff may wish to submit draft reports to trade union legal officers.
Allocate tasks listed below among SEMT.

Action list for SEMT
Communications
Inform pupils, in groups as small as practicable, considering the best way to impart tragic
news (advice is available from the educational psychology service).
Inform parents of children not directly involved in the incident, as decided by the head
teacher or nominee. Use any existing arrangements, such as a text messaging system,
for contacting parents quickly and efficiently. Consider changing school answerphone
message (see page 12).
Receive visitors to the school, ensuring they sign in and out and are issued with
identification badges. Set aside area to receive parents, away from children.

Welfare
Establish a staff rota and ensure that staff take regular rest periods
Identify those pupils and/or staff who are badly affected, and who need extra support.
Make arrangements for reuniting pupils with their parents. Set aside area for parents,
away from children.
Take account of religious and cultural factors, and consider contact with leaders of local
faith communities. In particular, some faiths may wish to hold funerals within 24 hours of
death, so swift and sensitive enquiries must be made to ascertain whether it would be
appropriate for representatives of the school, including pupils, to attend. Local church
contact numbers: St Nicolas Church (01372 452405) and Bookham Baptist Church
(01372 811313)

Media management
Liaise with SCC press office to prepare a press statement, to be agreed by the head
teacher and LEO, and to decide the ongoing strategy for dealing with the press.
Be prepared to be interviewed by the press if necessary.
Resources
Establish a safe and secure base for the SEMT
Arrange a place to receive parents of children involved

FOR STAGE 3 – STAND-DOWN AND RECOVERY – SEE PAGE 18




                                                                                              13
Section 6: Emergencies on Educational Visits – Activation

Following Operation Duke procedures the group leader should immediately inform the
head teacher or her nominee (deputy head) at the school of any incident. If unavailable
they should contact the SCC Duty Emergency Planning Officer: 07831 473039

INITIAL ACTIONS BY DUTY OFFICER AT THE SCHOOL

1.      Maintain a written record of your actions using this pro forma and attached log sheet
        (appendix 10)
2.      Offer reassurance and support. Be aware that all involved in the incident, those at
        the school and you, may be suffering from shock or may panic.

3.    Follow Operation Duke procedures to find out what has happened

Who informed you of the incident? (usually the group leader)
Name:                      Status:                     Telephone             Additional Tel
                                                       number:               number(s):



Name of group
involved
Location and exact
nature of incident



Is a fatality involved?
Confirmed?
By whom?
People affected            Full Name(s) & Age(s)              Exact nature of Injuries




Local emergency
services informed?
Next of kin informed?
If so, how?

Depending on the scale of the incident, consider assembling a school emergency
management team from the list of staff from Section 3, to assist with the response.




                                                                                         14
Additional information to obtain if possible from caller

Where the affected people
are / will be taken to


Names and locations of hospitals involved




Number of people on the visit                   Pupils     Teachers   Other adults




Arrangements for pupils not directly involved
in the incident




                                                                             15
Section 7: Emergencies on Educational Visits -
Implementation

This section contains actions the school duty officer should consider, however it is not
intended to be an exhaustive list. Incident circumstances, such as its scale, will
determine the response provided by the school and the level of involvement required
from the local authority.

Considerations for school duty officer
Communication
Inform school staff as appropriate, depending on the time and scale of the incident.
Reminder to all concerned not to give details to parents (other than parents of
pupils injured) or press without taking advice first.
Contact the SCC Duty Emergency Planning Officer: 07831 473039 for details of the
support available which would be coordinated by the LEO, Head of Strategic Risk
Management and Contingency Planning Unit. It includes:

a) help with media management, including press statements and interview briefing

b) help with arranging travel and transport between the incident, parents and the
   school

c) provision of extra communications, including public telephone helpline where
   appropriate

d) assistance at school or at the site of the incident by Local Authority officers,
   and/or others

e) for an incident occurring in another UK local authority, establishing links with
   that authority or, for an incident occurring abroad, communication via the
   Foreign Office, to British Consulate, foreign police, etc.

f) advice regarding insurance matters.

Consider emergency communications needs. Dedicate lines for incoming and
outgoing calls and arrange extra support for reception if required.

Line to be used for incoming calls only: 01372 456774

Line to be used for outgoing calls only: 01372 454586

Spare lines for outgoing calls only: Fax line 01372 452267
                                     Kitchen line 01372 456775
                                     Caretaker home 01372 452441

Change school answerphone message if appropriate (see instruction page 12)




                                                                                           16
Inform parents of any other pupils on the visit but not directly involved in the
incident. Decide which parents should be informed and by whom and contact them
as appropriate. Parents should first hear of the incident from the school (or from
the party leader), not from hearsay or from the media. Information given must be
limited until the facts are clear and all involved parents/next of kin are informed. It
may be advisable not to give details of exact location of incident to parents not
directly involved.

Inform pupils and staff at school and their parents. Decide what information you
should give. Remember that information given must be limited until the facts are
clear and all involved parents/next of kin are informed. In the event of a tragic
incident, consider seeking support from the educational psychology service and 4S
about the best way to inform pupils and to support them afterwards.
Staff and pupils should be told to avoid talking to the media or spreading the
story unnecessarily (particularly via use of mobile phones).

Inform the chair of governors.

Media management

Introduce, if necessary, controls on school entrances and telephones.
At least initially, the school is advised to avoid responding to media enquiries
and direct these to SCC press office (0208 541 9548)
Liaise with SCC press office and the LEO as early as possible, and work with them
to prepare a press statement.

Resources

Consider arrangements required in order to receive people that may be arriving at
the school, such as parents of children involved, media, emergency services.
It is essential to put aside an area for parents to gather, away from the pupils, as
this can be a difficult situation to manage.

Consider resources required and their location in order to be able to respond
efficiently to the incident.

Reporting of accidents

Tell the staff involved to prepare a written report noting events and times. Inform
the Head of Strategic Risk Management, Alan Cottle (0208 541 9622), who will
advise on reporting procedures and inform trade unions if necessary. Accident
report forms should be completed and, in the event of serious injuries or a fatality,
the Health and Safety Executive should be informed within 24 hours. Staff may
wish to submit draft reports to trade union legal officers.




                                                                                          17
Section 8: Stand-down and Recovery

When the emergency services have left the school, or in the case of an incident on a
school trip, when pupils and staff have returned home and media interest has subsided,
the school can begin the recovery process.

Head teachers should work with their LEO to develop a recovery plan for the school. A
range of support will continue to be available from across the Local Authority. This
support should be accessed through the school’s LEO.

There may be formal inquiries or even police investigations into the incident, which may
continue for some time, and require the cooperation and support of school staff, pupils
and parents.

Some elements that should be considered or undertaken include:

Recovery plan

As soon as possible after the emergency:

Liaise with parents regarding plans for attendance at funerals
Liaise with parents regarding plans for attendance/representation at memorial
services
Arrange debriefing meetings for staff and pupils
Arrange debriefing meetings for the head teacher and SEMT
Set up planning team if required
Identify and support high-risk pupils and staff
Promote discussion of the emergency in class
Consider the need for individual or group support
Help affected pupils and staff to come back into school
Identify and consider legal implications and seek advice appropriately
Initiate a review of the school emergency plan, evaluating the school’s response
and feeding in any lessons learnt

In the longer term:

Consult and decide on whether and how to mark anniversaries.
The impact of some incidents can continue for years, so thought may need to be
given to ongoing identification and support measures for both pupils and staff who
are affected.
Remember that legal processes, enquiries and news stories may bring back
distressing memories and cause upset within the school.
Remember to make any new staff aware of which pupils were involved and how
they were affected.




                                                                                       18
Section 9: Roles and Responsibilities
The head teacher, or the head teacher’s pre-agreed nominee, will take charge of the
incident on behalf of the school. The school emergency management team (SEMT) will
assist the head teacher in managing the incident. They will be supported by their Local
Education Officer (LEO) and the Local Authority, which will activate its own emergency
procedures to assist with the response to a major emergency affecting a Surrey school.

The following agencies can provide support and assistance:

Schools & Learning Department (SCC 03456 009009)
   Coordination of assistance throughout the Local Authority
   Administrative support
   Welfare services/emotional support
   Additional accommodation
   Health and safety advice

Local Education Officer (01737 737959/737960)
    Coordinate assistance from Contingency Planning Unit
    Provide advice

Contingency Planning Unit (0208 541 9160)
   Operational support
   Planning support
   Communications support (including extra phones, fax lines, radio communication
     and activation of emergency helpline)
   Structured debriefing
   Activation of emergency plans
          Transport
          Procurement
          Public information
          Media
          Care of victims
          Other plans as appropriate

Social Services (0300 200 1006)
   Transport
   Welfare support where appropriate


Corporate Communications (Press Office) (0208 541 9548)
   Press officers
   Advice and assistance with media management




                                                                                     19
Corporate Services (SCC 03456 009009)
   Legal advice

Occupational Health & 4S (0800 0734444)
   Advice and support on health issues
   Counselling service for staff

Surrey Police (0845 1252222 – or 999 in emergency)
    Overall control of the emergency response
    Media relations
    Contact with bereaved families
    Criminal investigation

Surrey Fire and Rescue Service (03456 009009 – or 999 in emergency)
    Fire fighting
    Life saving and rescue
    Chemical spillage clean-up

South East Coast Ambulance Service (01622 747010 – or 999 in emergency)
   Emergency medical response
   Transportation of casualties to hospitals
   Access to other health services

Trade Unions (see individual union websites)
    Information resource & support services for members
    Health & safety responsibilities (consultation, investigation and joint inspection)
    Will be informed by the health & safety office of incidents causing injury or threat to
     staff




                                                                                          20
Section 10: Training and Exercise

Members of the SEMT (school emergency management team) will undertake appropriate
training which they will then cascade to staff as follows:

      Head teacher to teaching staff
      Admin officer to admin staff
      Deputy head to non teaching staff

Termly meetings will take place to ensure that members of the SEMT are aware of their
responsibilities and that copies of the plan are completely up to date. The grab bags will
also be checked at this time and contact details updated. It is suggested that this practice
takes place at the same time as the termly fire drill. Responsibility for maintaining the
grab bag lays with the office staff.

A record of these checks and meetings will be kept in a file in the head teacher’s office.
The record will also list training undertaken by members of the SEMT.




                                                                                         21
22
23
            The Dawnay School                                School Field
            Evacuation Routes                                                                                  ST
                   ( Not to Scale )                          Assembly Point                                    OFFICE




                                                                                                    RUSHMON ROOM

5S    T       DT          T                6H
              Room                                            INFANT
                                                              PLAYGROUND                   INFANT
                                           6M                                              HALL
              ICT
5G            SUITE                                                                        OFFICE
      T                   T              MEDICAL
                                                   OFFICE
                                         ROOM
                                                            Adm    H                                    INFANT
      T       R       H   ST                                Off    E
                      E                                            A                                ENTRANCE

                                                                   D
                                                                                                                                    R
                                             STAFF                          YR        YR                                    PLAY

4B    T       MODERN                                                        2         1                   RECEPTION         GROUP
              FOREIGN     ST                 ROOM                                 R        T        S                   T           ST
4P            LANGUAGES                                                                             T
                               LIBRARY        KITCHEN
     YELLOW       MUSIC
     Room         ROOM                                            MAIN ENTRANCE
3J

                                                   Boiler                                           R = Resource Area

      HALL/CANTEEN                                                                                  T = Toilet
3N
                                                                                                    ST = Staff Toilet




                                                                                                                        24
Fire evacuation roles and responsibilities – The Dawnay School




 1.   Sound the fire alarm on discovery of fire            Relevant person

 2.   Ascertain where fire is                              Head or Deputy

 3.   Phone fire brigade and direct to appropriate
      gate                                                 Head or Deputy

 4.   Check admin room/medical room/                       Office Staff
      staff room/toilets

 5.   Go to gates and wait for fire engine                 Office Staff

 6.   Take walkie-talkies, registers/visitors
      book and first aid kit to field.                     Office Staff

 7.   Take other walkie talkie to top playground           Admin Officer or
      Year 3 registers and emergency file unlocking        person delegated by
      Playground gates on the way                          office staff

If children are in different areas of school to their normal classrooms, common sense to
prevail (ie year group in hall will go to top playground and appropriate register should be
taken there)
Appendix 2: School hazard assessment & locality map

The school does not store any chemicals or radioactive materials on site.

An asbestos register is held in the admin. office. Asbestos is present in some ceiling tiles
in the school only.

The boiler rooms are shown on the site map (appendix 1).

There is no flooding hazard from any river (no rivers located near school).

There are no power lines within the immediate vacinity of the school.

The location of buddy establishments etc. are shown on the map in appendix 5.

Appendix 3: Facilities List
(Location of electronic equipment, fire control, cut off switches & operation…)


Facility                               Location                            Description
Grab bag                               1 x medical room by office          See attached list appendix 3
                                       1 in head teacher (or deputy) car   Has all contact details
Keys to buildings                      Key holders as listed
Keys to gates                          Attached to building keys
Next-of-kin contact lists for pupils   2 x grab bags
& staff                                1 x head teacher’s office
                                       1 x admin office
                                       1 x school office
First aid kits                         1 x school office medical room
                                       1 x grab bag
Spillage clean up                      1 x caretaker cupboard
equipment/disinfectant
Protective clothing                    1 x caretaker cupboard
                                       1 x latex gloves box in medical
                                       room
Fire Controlling
Fire extinguishers                     See map appendix 1
Fire exits                             See map appendix 1
Fire alarm/Fire control board          Control box by main entrance to     Caretaker trained to reset
                                       junior building

Shut off switches
Gas shut off                           See map appendix 1                  Caretaker trained to use
Electricity shut off                   See map appendix 1                  Caretaker trained to use
Water shut off                         See map appendix 1                  Caretaker trained to use
Electronic equipment
Landline phones                        3 x school office
                                       1 x admin office
                                       1 x head teacher’s office
                                       1 x admin office
                                       1 x staff room




                                                                                                          26
School mobiles                  1 x staff personal mobile lists in
                                each office
                                1 x staff personal mobile list in
                                each emergency plan
                                1 x appendix
Computer                        2 x school office                    Has all contact details
                                2 x admin office
                                1 x head teacher’s office
Laptop                          1 x school office                    Has all contact details
Fax machine                     1 x school office
Television                      1 x Modern Language room




Appendix 4: Evacuation & Sheltering

 Up-to-date, detailed plan of school showing evacuation routes and assembly points ,
   including an alernative route is shown in appendix 1.

 In case of a bomb alert, the assembly point will always be Barn Hall field shown in
   appendix 5.

 The procedure for sheltering is to stay indoors, close doors and windows, and if
   necessary, move from one side of the building to the other.

 The warning signal for evacuation of the building will be the fire alarm. If pupils are to
   remain within the building, the head teacher or nominated representative will organise
   the circulation to staff of procedures and will remind them of these at the start of each
   academic year.

 All pupils, staff and people visiting the site will be accounted for in the registers and
   visitors book– procedures will be the same as for a fire drill. Kitchen staff will be
   included if they are on site at the time.




                                                                                               27
   Appendix 5: Buddy Establishments



Name & Address of            Contact name & number   Arrangements for getting
establishment                                        pupils there
Eastwick Junior School       Tel: 01372 453277       Pupils can walk (a few
Eastwick Drive               Fax: 01372 451648       children can be taken by
Bookham                                              staff car if necessary)
Surrey
KT23 3PP



The Howard of Effingham      Tel: 01372 453694       Pupils can walk (a few
School                       Fax: 01372 456952       children can be taken by
Lower Road                                           staff car if necessary)
Effingham
Surrey
KT24 5JR



Barn Hall Field                                      Pupils can walk
Access off Lower Road
opposite infant entrance
to school


                                                     Pupils can walk
Lower Road Recreation
Ground

St Nicolas Church can be                             Pupils can walk
used as a near evacuation
point but facilities there
might be limited




                                                                                28
29
Appendix 6: Bomb threat prompt card for reception staff

If you take a telephone call from someone who claims to have information about a bomb:


    1. Stay calm

    2. Let them finish the message without interruption. Try to record EXACTLY
       what they say, especially any codeword they might give.

    3. Indicate to a member of staff to call the police immediately and then
       inform the head teacher or nominated representative; evacuation of the
       building can then proceed.

    4. Make a note of:
         the exact time of the call
         the caller’s sex and approximate age
         any accent the person has, or any distinguishing feature about their
           voice eg speech impediment, state of drunkenness etc.
         any distinguishable background noise.

    5. When they have finished the message, try to ask as many of the following
       questions as you can, being cautious to avoid provoking the caller:

            Where is the bomb?
            What time is it due to go off?
            What kind of bomb is it?
            What does it look like?
            What will cause it to explode?
            Why are you doing this?
            What is your name?
            What is your address?
            What is your telephone number?

    6. Dial 1471 - you may get the details of where the phone call was made
       from, especially in the case of a hoax caller.

    7. Report details of the call to the police and the headteacher/nominated
       deputy immediately.

        In the extremely unlikely event that there was a codeword with the
        message, and the location of the bomb was given as a location other than
        the school, follow the same procedure – report the call immediately to the
        police, and then notify the headteacher.




                                                                                     30
Appendix 7: Emergency arrangements for other services using the
school site (including clubs timetable)



Contact details for site users/club leaders not on the school staff are listed below (a copy
is also in the grab bag). These users may need to be informed of events.

                                   Non School Run Clubs

The Dolphin Club                     The Dawnay Playgroup
Angela Jones                         Janet Kennett
07866 321966                         07733 485445

David Melham                          Laura Roberston
Surrey Football Coaching Centres      Campusdance
7 Gray Place                          Unisport
Ottershaw                             Sports Centre
Surrey                                Guildford
KT16 0GB                              Surrey
 01932 454866                         GU2 7XH
                                       01483 689201


Keith Mulholland
Hoop 2 Hoop
P.O. Box 2204                         David Kennedy
Pulborough                            Tora-Kai School of Judo
RH20 1WU                              73 Rydens Way
                                      Old Woking
07830 343172                          Surrey
                                      GU22 0DG
                                      01483 852 871
Andy Te
Totally Tennis
Leatherhead Tennis Club
Cannon Grove                          CC4G
Fetcham                               Julia.dickinson@logica.com
Leatherhead                           01372 450766
Surrey                                0783 46454427

07971 151411                          Pantastic
                                      Nicky Fairey
                                      nicky_fairey@hotmail.com
Luke Gale                             01372 801063
Leatherhead and Dorking Gym Club
The Gymnasium                         Andrea McGinn
Guildford Road                        Le Club Francais
Leatherhead                           10 Abbot Road
Surrey                                Guildford
KT22 9BL                              Surrey
                                      GU1 3TA
01372 377718                          01483 829736




                                                                                         31
                                       AUTUMN TERM CLUBS’ TIMETABLE
             BEFORE SCHOOL                   LUNCHTIME                               AFTER SCHOOL
                                                                                       (start dates)
MONDAY                              CROSS COUNTRY YEARS 3/4/5/6                    YRS 5/6 FOOTBALL
             BASKETBALL CLUB                 12.05 – 12.30                          Mr Norris/Mr Ward
                 (Paying)              Mrs Harwood & Mrs Scrase                    YR 4 COOKERY CLUB
             BREAKFAST CLUB                  YR 2 HOCKEY                          Mrs Boulding/Mrs Young
                 (Paying)                      Miss Boag
TUESDAY                              YRS 1 & 2 COUNTRY DANCING                YEAR 6 NETBALL Mrs Harwood
             BREAKFAST CLUB               Mrs Black/Mrs Poole               GYM CLUB YRS 1,2,3,4,5,6 (paying)
                 (Paying)                   JUNIOR CHOIR                  YRS 3 to 6 SURREY FOOTBALL – (paying)
                                               Mrs Wood                              ART CLUB Mrs Money (paying)
WEDNESDAY    BREAKFAST CLUB           INFANT CHOIR 12.30 – 12.45             CLAY CLUB YRS 3/4/5/6 (Paying)
                  (Paying)                    Mrs Boulding                             Mrs Woodham
            INDOOR ATHLETICS        PANTASTIC STEEL PANS (Paying)       DAWNAY PLAYERS YRS 3/4/5/6 3.15-3.45pm
                    YR 5                  JUDO CLUB (Paying)                            Mrs Wood
                Mrs Scrase                                                    CAMPUS DANCE (Paying) (10/9)
              (Invitation only)                                                  YRS 3 & 4 (3.20 - 4.20pm)
                                                                                 YRS 5 & 6 (4.20 - 5.20pm)
                                                                          YRS 1 & 2 SURREY FOOTBALL (Paying)
                                                                             YR 6 CYCLE CLUB (3.15 – 5.00pm)
THURSDAY     BREAKFAST CLUB         CROSS COUNTRY YEARS 3/4/5/6               HOMEWORK CLUB Mrs Harwood
                  (Paying)                    12.05 – 12.30             CLAY CLUB YRS 3/4/5/6 3.15-3.45pm (Paying)
            INDOOR ATHLETICS           Mrs Harwood & Mrs Scrase                        Mrs Woodham
                    YR 6                   BIBLE CLUB 12.30                    YEAR 5 NETBALL Miss Scrase
                Mrs Harwood                    Mrs Smith
              (Invitation only)            YR 2 RECORDERS
                                               Mrs White
FRIDAY                                     SCHOOL COUNCIL                     YEAR 6 DT CLUB Mr Johnson
             BREAKFAST CLUB                   Mrs Wicking               FRENCH CLUB (YRS 1,2 & 3) (Paying) (26/9)
                 (Paying)         JUNIOR RECORDERS (paying) Mrs Birch   YR 6 GIRLS COMPUTER CLUB Mrs Dickinson
                                          JUDO CLUB (paying)                 JUNIOR TENNIS CLUB (Paying)
                                     YEAR 3 PERCUSSION Mrs Poole
                                     YRS 5 & 6 HOCKEY Mr Robinson
                                     YEAR 2 RECORDERS Miss Boag


                                                                                                            32
Appendix 8: Closing the school

When the decision is made to close the school the LEO on 01737 737959 be contacted during office hours, if unavailable or
out of office hours contact the Duty Emergency Planning Officer on 07831 473039.

      Early dismissal procedures to ensure pupil safety are in place by ensuring that all pupils are signed out in a book at the
       front desk when leaving the building before the end of the school day.

      Procedures are in hand for warning and informing parents and pupils of closure, including provisions for those who may
       not have heard of the closure. The school subscribes to a texting service which is internet based and which ensures
       that information is received quickly by parents. In certain circumstances (no internet), landlines or mobiles can be used.
       All staff and pupil contact details, in paper form, are kept in the school offices and in each copy of the emergency plan.

      Procedures for caring for pupils whose parents cannot be contacted or who cannot make their own way home or if there
       is not adequate time to send pupils home are in place. Pupils may be cared for at school by a member of staff, or
       relocated to a buddy school with a member of staff, until parents can be contacted.




                                                                                                                               33
Appendix 9: Pandemic Flu

     Notification will be sent to parents via the texting system and for those few parents who do not subscribe to this facility,
      phone calls will be made.

     Contingency arrangements to cover the unavailability of staff with specific knowledge and skills will be made at the
      direction of the head teacher or her representative.

     A decision on the critical level of staff absenteeism resulting in required school closure will be made by the head
      teacher in conjunction with the chair of governors and the LEO.




                                                                                                                                34
      Appendix 10: Incident Log Sheet            THE DAWNAY SCHOOL
      (Photocopy for additional sheets)

      Nature of incident ………………………………………….…. NAME……………………………..…. DATE……..……… SHEET
      No …….….


No.   Time       Name              Information                       Action required    Done
                                                                                        (tick)
                 From
                 / To

                 From
                 / To

                 From
                 / To

                 From
                 / To


                 From
                 / To


                 From
                 / To
                 From
                 / To


                                                                                       35
36
37
Appendix 12: The Dawnay contact details for pupils, staff and
governors

Up to date lists are kept in the school office, admin office, head
teacher’s room and on admin computer system. Copies of all contact
details are kept in the grab bag in the medical room and on an
‘ironstick’ in the head teacher/deputy’s car.




                                                                 38

				
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