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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.
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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
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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.
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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
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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
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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.
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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.
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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
