BUSINESS CONTINUITY PLAN

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					Draft Business Continuity Plan for Schools                                                                    V5 10/04/2007




                                  BUSINESS CONTINUITY PLAN
                                                              for
                                                      SCHOOLS


                                         IN AN EMERGENCY
   1. CALL THE EMERGENCY SERVICES ON 999 (OR 112), IF APPROPRIATE.

   2. CONTACT STAFFORDSHIRE COUNTY COUNCIL’S EMERGENCY INCIDENT
      NUMBER ON 01785 278499.

   3. CONTACT THE HEAD TEACHER ON 0XXXX XXXXXX OR, ALTERNATIVELY
      XXXXXX XXXXXXXXXX ON 0XXXX XXXXXX.

   4. GO TO THE IMMEDIATE INCIDENT CHECKLIST AND ACTION CARDS,
      COMMENCING ON PAGE 4, IN PART A, OF THIS PLAN (SEE BELOW FOR
      DETAILS).


                                                             PART A
     ACTIONS / CHECKLIST FOR THE SCHOOL INCIDENT MANAGEMENT TEAM (SIMT)
     (NOTE FOR THE SCHOOL - These are the essential points for the School)

       Page 4          –    Immediate Incident Checklist.
       Page 5          –    Action Card 1 – Actions for consideration by the School Incident Management Team in
                            the first 24 hours.
       Pages 6 & 7 –        Ongoing Incident Checklist (School Incident Management Team).
       Page 8      –        Action Card 2 – Actions for consideration by the School Incident Management Team
                            between 24 hours and 2 weeks.

     ACTIONS / CHECKLIST FOR THE LOCAL AUTHORITY INCIDENT MANAGEMENT TEAM (LA IMT)
     (NOTE FOR THE SCHOOL – These pages indicate the support that will be provided by the Local Authority Incident Management Team)

       Pages 9 to 13 –      Action Cards, and Ongoing Incident Checklist, for consideration by the Local Authority
                            Incident Management Team..


                                                             PART B
       The contact information, and details of the supporting documentation, is in Part B, on
       page 15.



                                                             PART C
       The background information commences, in Part C, on page 41.



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                      PART A




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IMMEDIATE INCIDENT CHECKLIST
MAJOR INCIDENTS FOCUSED ON PROPERTY
Staff who become aware of an actual or potential major incident or issue should notify Head Teacher on
[……….…] or the Deputy Head Teacher on [……….…] or the Senior Management Officer on [………….], who
will implement the necessary procedures for contacting the LA IMT (Local Authority Incident Management
Team) on 01785 278499

            ACTIVITY                                                    COMPLETED   WHO        WHEN?
                                                                                    BY?
Call emergency services                                                       
Evacuate the premises
                                                                              
Roll call
                                                                              
Everyone safe (including joint users)
                                                                              
Restrict access to the affected areas
                                                                              
Pupils / students are assembled in the designated area and
supervised                                                                    
Contact the LA IMT on 01785 278499
                                                                              
Obtain a copy of students, staff and their families contact lists
                                                                              
Liaise with emergency services incident officers at the scene
                                                                              
Record the details of casualties:-
                                                                              
Obtain information on: Names
                                                                              
Obtain information on: Injuries
                                                                              
Obtain information on: Current location of casualties
                                                                              
Obtain information on: Where will be moved to
                                                                              
Obtain information on: Whether next of kin have been informed
                                                                              
INJURY
Who is accompanying injured person(s) to hospital
                                                                              
Provide accommodation which is restricted to next of kin, pupils and
staff, as appropriate                                                         
Provision of immediate transport, assistance, and counselling as
appropriate                                                                   
INCIDENT IN SCHOOL TIME
Decide whether to keep other pupils in school
                                                                              
Decide whether to send pupils home (all or some)
                                                                              
Arrange transport and make arrangements to manage those pupils
who remain                                                                    
Provide letter for children to take home to their parents, explaining
what has happened so they receive your version of the facts and the           
actions that the school are taking.
INCIDENT OUTSIDE SCHOOL TIME
Decide how to contact parents to inform them of the incident and
taken course of actions; for bad news avoid phone chains                      


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Consider announcements via the local radio stations
                                                                                           
ACTION CARD 1 (School Incident Management Team)
MAJOR INCIDENTS FOCUSED ON PROPERTY:
STAGE 1 – Actions for consideration by the School Incident Management Team in the first 24 hrs

     Action                       Contacts / Comments                                 Person /      Completed
                                                                                      Group
                                                                                      Responsible
1    Declare an emergency
     situation exists
2    Phone emergency
     services
3    Activate Evacuation          Assemble at agreed locations
     Procedure                    Ensure Safety of Pupils and Staff
4    Ensure notification of the   Phoning the number will activate the LA IMT
     LA IMT, of the Incident,     part of the plan including notifying all relevant
     via the emergency            people/groups. A representative of the LA IMT
     numbers: 01785 278499        will attend the site as a matter of urgency.
5    Activate School Incident     Identify a suitable meeting area for the recovery
     Management Team              teams
6    Establish an Incident        On or off school’s premises
     Management                   Engage Civil Contingencies Emergency
     Centre (IMC), if             Vehicle. This can be done through the County
     appropriate                  Council’s emergency incident number (01785
                                  278499) or via the LA IMT
                                  Target Time:
                                  • 60 minutes during normal working day
                                  • 120 minutes at all other time
7    Delegate individual(s) to    Personnel Notification Procedure: e-mail,
     notify all staff             intranet, manual call or meeting
8    Ensure "snow line"           This will allow the communication of the Help
     Telephone number and         Line number to all interested parties.
     password is accessible to    The LA IMT will ensure its functionality
     all your recovery team.
9    Provide current incident
     information to staff
     dealing with calls
10   Activate procedure for       This might be undertaken via the "snow line" or
     informing parents            other agreed procedure.
                                  This procedure could also inform other relevant
                                  people such as trades people, out of hours
                                  users, support staff, etc.
11   Actively manage pupils
12   Establish media              See Incident Communications Guidelines, page
     communication via the LA     32, Section 11.5. Pass media enquiries to the
     IMT                          LA IMT as soon as practically possible
13   Establish priorities for     These might include e.g.:
     salvage and advise           Animals/livestock, equipment, records,
     emergency services and       registers, chequebooks
     recovery team
14   Make alternative             In consultation and support from the LA IMT.
     arrangements for
     examination groups
15   Assess disruption to
     education process
16   Update Chair of              It might be helpful to use parent groups as an
     Governors, parent groups     information focal point.
     etc.
17   Record Financial             To be communicated to the LA IMT
     expenditure
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ONGOING INCIDENT CHECKLIST (School Incident Management Team)

[This checklist can be used at the time of an incident. Please add to this as necessary]

STAFF

-     Hold a staff briefing session as soon as possible                                        

-     Ensure all health & safety risks have been identified and are being managed              

-     Provide staff at set points to meet students returning to school                         

-     Provide written information regarding the incident and how it will affect the school     

-     Alteration to duty rotas                                                                 

-     Review courses/timetabling                                                               

-     Issue new fire notices and procedures and record in the Fire Log Book                    

-     Hold a fire drill as soon as possible, so pupils and staff will know their exit routes   
      and assembly points. You may feel it appropriate to talk the pupils through the
      practice first.

-     Alter/adapt school programmes                                                            

-     Communications: Internal and External                                                    

-     Consider imminent examination issues                                                     
PREMISES

-     Obtain plans of the building. Mark on them the parts which have been                     
      affected by the incident

-     Walk through the buildings to amend (and then transfer to the plan):                     

      - Check for obstacles to pupils movements                                                

      - Check/re allocate toilet facilities                                                    

      - Identify new routes                                                                    

      - Review entrances/exists                                                                

      - Identify new entrances/exists                                                          

      - Check fire escape requirements (consult with the Fire Service)                         

-     Walk through the yards and establish areas where access will have                        
      restricted access for contractors and their vehicles



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-    Reallocate space e.g. parking, pupil areas etc                                  

-    Review site security                                                            

-    Review Health & Safety                                                          

-    Review fire prevention arrangements                                             

-    Review lettings / joint use arrangements and hold meetings to discuss changes   

PUPILS / STUDENTS

-    Assembly – Pass on information to pupils                                        

-    Issue new timetables                                                            

-    Issue maps showing restricted areas etc                                         

-    Issue an information sheet to pupils and parents                                

PARENTS

-    Hold parents/teachers meetings                                                  

GENERAL

-    Change the message on the school answer-phone regarding changes to              
     pupil attendance etc

-    Provide notices around the school perimeter regarding progress                  




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ACTION CARD 2 (School Incident Management Team)
MAJOR INCIDENTS
STAGE 2 – Actions for consideration by the School Incident Management Team from 24 hrs to 2 weeks


                                                                                  Person/
                    Action                           Comments                      Group      Completed
                                                                                Responsible
1    Review Stage 1
2    Identify most urgent issues            The school will need to focus
                                            particularly on key educational
                                            needs
3    Identify useable facilities on site
4    Review health & safety and
     Security/fire prevention on site
5    Review welfare support for pupils
     and staff
6    Establish alternative timetables
7    Establish supply cover for             In consultation with the LA IMT
     teaching/non teaching staff
8    Check/reschedule examination
     arrangements
9    Update information to school users     Do you have a communications
     and local community                    plan, which covers such things
                                            as notice boards, newsletter,
                                            web sites, reception points, etc?
10   Formalise the revised transport
     arrangements
11   Review services/deliveries to site     In consultation with the LA IMT
                                            e.g. catering, cleaning
12   Prepare inventory to furnish
     alternative accommodation
13   Maintain information update to staff   In consultation with the LA IMT


14   Update governors, parent groups        In consultation with the LA IMT
     etc.




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ACTION CARD 3 (LA Incident Management Team)

STAGE 1 – Actions for Consideration by the LA Incident Management Team in the first 24 hrs

                                                                                           Person -
     Action                             Comments                                           Group          Completed
                                                                                           Responsible
1    Upon receiving an incident         LA IMT Co-ordinator will decide on who should
     notification invoke LA IMT         be attending the incident and where to
                                        assemble
2    Establish phone facilities         Staffing information line numbers. This can be
                                        supported by the LA IMT at an early stage
3    Media enquiries to                 Phoning the incident number will activate
     Communications Advisor             contact with the communications unit of the LA
                                        IMT.
4    Identify information point(s) at   Providing basic information in this way will
     suitable location (s)              reduce enquiries. See Incident
                                        Communications Guidelines, page 32,
                                        Section 11
5    Identify possible welfare          In consultation with the SIMT. “Coping with the
     support needs for pupils and       crisis” policy to be invoked
     staff, and agree / allocate
     responsibilities

6    Inform District Educational
     Officer
7    Contact/bus/coach companies        1    Liaise with police for alternative coach
     and Transport Unit                      parking
                                        2 Provide instruction to companies to
                                             proceed or advise of alternative
                                             arrangements
                                        3 If necessary consider arrangements for
                                             getting pupils home
8    Review of accommodation,           In consultation and support from the SIMT
     catering and supervisory staff
     for pupils arriving at or
     remaining on site
9    Consider alternative               e.g. Temporary buildings, relocation, specialist
     accommodation needs                facilities in consultation with the SIMT

10   Notification of Insurance          In consultation and support from the SIMT
     Company, agreed Loss
     Adjusters and Intermediaries
11   Keep all staff up to date with     In consultation and support from the SIMT
     incident progress
12   Consider the introduction of       There should be suitable areas where pupils
     contemplator areas                 and staff have the opportunity to talk through
                                        and express their emotion e.g. areas for quiet
                                        thought or small meeting areas, etc.
13   Management of “Do-gooders”

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14   Liaise with emergency
     services, e.g. death, injury, etc.
15   Liaise with representative(s) of
     the school
16   Mobilisation of appropriate          Refer to contact lists
     departments
17   Request the attendance of the        In liaison with the LA IMT. This will be provided
     emergency mobile vehicle             by the Civil Contingencies Unit.
18   Consider possibility of
     asbestos contamination and
     safety measures required
19   Ensure building and site safety
     and security (including risk
     assessments, safe working
     practices and provision of
     personal protective equipment
20   Evaluate damage to the
     building and the likely
     disruption to the education
     process
21   Site organisation: establish
     remaining facilities on site
22   Provisions of accommodation
     and catering for pupils who
     attend the school
23   Initiate salvaging of contents       In conjunction with the appointed loss adjustor.
24   Set up internal/perimeter
     notices
25   Obtain information on the
     affected site contact utilities,
     water, gas, electricity telecoms
26   Cleaning
27   Authorise initial repair work        In conjunction with the appointed loss adjustor.
28   Issue information
     bulletin/establish media control
29   Liaise with other interested         Determine the stakeholders involved, e.g. night
     parties                              classes, nursery, after-school clubs, other
                                          agencies, voluntary groups using the school
                                          premises
30   Liaise with diocesan
     authorities where appropriate
31   Pupil relocation/school
     twinning arrangements
32   Manage incident helpdesk
33   Manage Financial expenditure         In consultation with SIMT.
34   Set up an LA incident helpdesk
35   Repair/reinstate
     communication systems
36   Repair/reinstate IT systems
37   Instigate welfare support for
     pupils and staff
38   Inform parents and pupils of
     alternative temporary
     arrangements and transport




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ONGOING INCIDENT CHECKLIST (LA Incident Management Team)

This checklist can be used at the time of an incident. Please add to this as necessary.


-     Hold regular meetings with SIMT and LA IMT                                          

-     Establish Health & Safety requirements                                              

-     Establish access requirements for vehicles                                          

-     Establish pupil / staff restricted access areas                                     

-     Adapt doors to fire exit/exit doors as necessary                                    

-     Overhaul the fire alarm / fire detection / security systems                         

-     Install temporary facilities                                                        

-     Establish working practices and times when noise must be kept to                    
      a minimum (e.g. examination time)

-     Provide the contractors with a copy of the examination timetable                    

-     Establish a meeting programme with:

      - the contractors (including a regular review of safe working practices)            

      - the Loss Adjusters                                                                

      - the School building surveyors                                                     

      - the School Management Team                                                        

RE-ORDERING


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-    Allocate responsibilities                                              

-    Instigate a procedure for authenticating the goods to be replaced      

-    Agree procedures with the Loss Adjusters                               

-    Set up an ordering and payment procedure with School and Contractors   
FORTHCOMING EVENTS

-    See if these can be moved/reorganised                                  

OUT OF HOURS USERS

-    Contact them and reorganise/cancel                                     




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ACTION CARD 4 (LA Incident Management Team)

MAJOR INCIDENTS
STAGE 2 – Actions for consideration by the LA Incident Management Team from 24 hrs to 2 weeks



                     Action                                                                 Date
                                                      Comments           Responsibility
                                                                                          Completed

Review Stage 1

Temporary accommodation decision

Relocation of all or parts of the school

Provision of temporary classrooms and
furnishings

Prepare inventory of destroyed / damaged
items

Establish Health and Safety responsibilities

Review fire and security safety measures

Update welfare support for pupils and staff

Ensure CDM compliance                             Compliance with
                                                  Construction (Design
                                                  and Management)
                                                  (CDM) Regulations
                                                  (1994)
Organise salvage arrangements, in conjunction
with the appointed loss adjustor.

Co-ordinate school meals provision

Review communications arrangements

Review IT arrangements

Formalise transport arrangements

Update DfES

Update the Diocesan Authority if applicable

Liaise with School Property Team (Children
and Lifelong Learning Directorate)

Update the various interested outside
groups/organisations
Maintain issuing of information
Arrange ongoing meetings with Loss Adjusters
Notify regular visitors to school / contractors
Handle media interest




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ACTION CARD 5 (LA Incident Management Team)

ONGOING OVERVIEW – MAJOR INCIDENT INVOLVING PROPERTY

STAGE 3 - AFTER THE INCIDENT – Actions for consideration by the LA Incident Management Team


                     Action                                                                     Date
                                                        Comments             Responsibility
                                                                                              Completed

Review Stages 1 and 2

Review welfare support for pupils and staff

Review the temporary accommodation

Scaling down of LA IMT involvement

Continue with the communications to outside
interested bodies

Update media information as necessary

Planning new building

Rebuilding and occupation of new/ repaired
premises

Assessment meeting between LA IMT, SIMT             Assessment of progress
and appointed loss adjustor                         and agree future
                                                    actions
Final report to Director of Children and Lifelong
Learning and Chair of Governors

Disband the LA IMT




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                      PART B

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PART B – INDEX

   1. DISTRIBUTION NOTES
   2. PLAN UPDATES
   3. REFERENCE DOCUMENTATION
   4. SCHOOL INCIDENT MANAGEMENT TEAM (SIMT)
   5. INCIDENT MANAGEMENT CENTRE
   6. CALL OUT DIRECTORY – Emergency Services, Utilities, Regulators, Other

   7. CALL OUT DIRECTORY – Schools in Staffordshire

   8. RELOCATION

   9. HAZARDS

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    10. PUPIL / STUDENT INFORMATION

    11. CONTACT LIST FOR OUTSIDE ORGANISATIONS

    12. ALTERNATIVE STORAGE FACILITIES

    13. REMOVAL / TRANSPORT / SECURITY COMPANIES

    14. UTILITY SERVICES

    15. LOCAL SERVICES

    16. PROFESSIONAL SERVICES

    17. LOG OF EVENTS

    18. ASBESTOS LOG

    19. CONTINUITY PLAN – UPDATE

    20. POLICY STATEMENT




DISTRIBUTION NOTES

INTERNAL DISTRIBUTION

The plan should be treated as a SECURITY document and its contents CONFIDENTIAL at all times.

Copies of this Plan are held by the following persons or kept in the following locations:-




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 MANUALLY

 Who                                     Where
 Head Teacher
 Deputy Head Teacher
 School Business Manager
 Site Manager
 Local Authority

 ELECTRONICALLY

 The controlled versions of this document are held:
 S:\

 Attach a separate sheet if required



2. PLAN UPDATES

It is imperative that the Plan is kept up-to-date.

Formal updates will be issued annually.

Interim updates will be issued should there be any major change.

 APPROVAL:
                           Name
 Governing Body
 Local Authority

 RESPONSIBILITY FOR UPDATING THE PLAN:
                    Name
 [School]
 Local Authority


3. REFERENCE DOCUMENTATION

Copies of the documents below are held by the following persons or kept in the following locations:

MANUALLY


Document                                             Where                   Revision Date
1   Health and Safety Policy
2   Coping with a Crisis at School
    (provision of counselling service)
3   Property Handbook for Schools
4   Risk Management in Educational
Establishments
5   Employer’s Liability Certificate
6   Emergency Evacuation Procedure
7   Emergency School Closure
8   Accident / Incident Reporting
9   Violent Incident Reporting


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10 Procedure on Notification of Student
or Member of Staff Death
11 Bomb threat procedure
12 Staff lists                                    HR, Personnel
13 Student Lists                                  HR, Personnel
14 Inventories
15 Dangerous chemicals Guide
16 Site Plans
17 BT Telephone directory for your area
18 Asbestos Plan


ELECTRONICALLY


The controlled versions of the above documents are held:
S:\


Attach a separate sheet if required



4 THE SCHOOL INCIDENT MANAGEMENT TEAM (SIMT)

The SIMT should be comprised of suitably experienced Senior Management members and experts from relevant
disciplines to be able to understand and manage the likely impact of the incident in order to minimise disruption to
the operation of the School.

It must be recognised that the most appropriate persons may not always be available, thus, it is crucial that suitable
deputies are identified, contacted and brought into the Team in order that the best advice is available.

    No.              SIMT                Name/ Contact            Deputy            Name/ Contact
                                           Number               Candidates            Number
                             †
      1   Head Teacher
                                     †
      2   Deputy Head Teacher
      3   School Business
                  †
          Manager
                         †
      4   Site Manager
                     †
      5   Governor
                                 †
      6   [add as required]
      7
      8

†
[ Suggested SIMT members. The exact membership of the SIMT should be determined by the school according to
its needs]




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5. INCIDENT MANAGEMENT CENTRE

5.1 Locations:

Location 1 (Primary):
[site map]


External Lines                          Internal Lines




Location 2 (Second Option):
[site map]


External Lines                          Internal Lines




Document requirements:           See schedule on p.

5.2 Technical requirements:

Requirement                                  Specification
Desks + chairs
Telephone lines: external
                    internal
Mobile phones
Computers
Internet access points
Fax machine
Paper
Printer
Refreshments
Toilet facilities
Meeting room




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6. CALL OUT DIRECTORY – EMERGENCY SERVICES, HOSPITALS, UTILITIES, OTHERS.


            Service             Tel (Work)           Tel (Other)          Fax


Staffordshire Police HQ    08453 30 20 10
Operations Room
Staffordshire Fire &       08451 22 11 55    08451 21 33 22         01785 89 83 95
Rescue Service
Staffordshire Ambulance    01785 253521                             01785 246238
Staffordshire Civil        01785 898611      07980 890638
Contingencies Unit
Local Authority Incident   01785 278499
Management Team
Hospitals/ Medical
Stafford General           01785 257 731
Queens Hospital            01283 566333
School Hospital North
Staffs
University Hospital        01782 715444                             01782 552001
Cannock Chase              01543 572757                             01785 230538
Community Hospital
Sir Robert Peel            01827 306233
Community Hospital
Regulators
HSE                        0845 3009923      0845 345 0055
Health Protection Agency   01980 612100      020 7759 2700 / 2701   020 7759 2733
Environment Agency         0800 807060
Utilities
Electric
Gas
Severn Trent Water         0800 783 4444
Sewage
British Telecom            0800 328 2006     Call Operator 100
District Council
Environmental Health
Media
Radio WM                   0121 567 6000
Radio Stoke                01782 208080
Beacon Radio
Signal Radio               01782 441300      Studio telephone -     01782 441301
                                             01782 861026 & 01785
                                             227969
Central News Office        0121 567 6130
Government News            0121 352 5500     020 7261 8527          0121 352 5533
Network

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Interpreting
Language Line (list of   0800 169 2879
approved contractors)
BSL Language (ASSIST)    01785 356835             01785 356841




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7. CALL OUT DIRECTORY – STAFFORDSHIRE SCHOOLS (NEIGHBOURING)
        School                 Tel (Main)         Tel (Other)   Fax




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8. RELOCATION

Any requirements listed in this section need to be communicated to the Local Authority Incident Management Team
and the Children and Lifelong Learning Directorate’s Business Continuity Management Officer


8.1      Immediate Transfer of Work                                              N/A


         Can the work be transferred immediately elsewhere?                Yes         No


        State alternative location(s)

                                  STAFF
      DEPARTMENTS                    No                     ALTERNATIVE LOCATIONS




Additional facilities needed at the alternative location(s) e.g. adaptation, alterations to the premises, i.e. building
work, IT/electrical/telephone, etc. connections.




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8.2    Temporary accommodation                                           N/A


       Can temporary building be erected on the existing           Yes         No
       Site?


       Location




       If yes, state floor area required:          Office                      m²
                                                   Toilets                     m²
                                                   Staff facilities            m²
                                                   Other (state)               m²
       State connections required



                                Electricity


                                Gas


                                Water


                                Sewage


                                Telephone


                                IT


                                Other state


Special Features: e.g.          Car Parking arrangements


                                Signposting


                                Security


                                Health & Safety


                                Other state

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8.3    Alternative Sites                                                  N/A

If you cannot reoccupy your premises and the installation of temporary buildings is not an option, you will need to
consider alternative courses of action for the initial period following the incident. e.g. obtaining other
accommodation via the loan of some office space from another school, council, etc

State your options:




Remember you will still need to have a presence at the damaged site for people who will turn up here.

You will also need to advise parents and pupils and other concerns that you deal with of the new arrangements.
You should consider preparing a letter to be saved on a separate disk. A suggested wording is given below:

You will be aware of the recent incident that has affected our school. We are currently working closely with the
Local Authority to ensure that disruption is kept to the minimum possible. However, as you will appreciate, it will be
a while before we are back to normal. For the immediate future we have made the following arrangements, which
will come into effect from ………

As from today we will be using ………. as the school office:

Please note that our contact numbers are:

(Tel and Fax Nos.)
(Tel and Fax Nos.)

You will, no doubt, hear all sorts of information from various sources. Any information not provided by the school or
the Local Authority must be treated with considerable caution. We will provide updated information as frequently
as possible both via the board at the entrance to the school and a weekly update letter to every family.

Thank you for your support and understanding in what has been a difficult time for all of us.

Yours sincerely, etc.




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8.4    Transport                                                           N/A


      Will additional transport arrangements for staff be needed?          Yes         No


      Will additional transport arrangements for pupils be needed?         Yes         No


       State alternative location(s)




8.5   Priority Functions


       Priority Functions to reinstate and timescale                             N/A




            Department                 STAFF                        TIMESCALE




8.6   Additional Staff


      Will additional staff be required                              Yes         No


      (e.g. all systems may have to be manual in the medium term)

       NUMBER                                  WORK                    TIME REQUIRED




                                                       28
Draft Business Continuity Plan for Schools                                                V5 10/04/2007

8.7     Key Documents


        List below details and location


        Documents



                  TITLE                                   LOCATION OF BACK UPS




Note Floppy disk back up will need to be kept in more than one place.

At what stage will stationery/equipment etc need to be purchased:

Days    _____________                                            Weeks _____________



List below details of priority stationery, etc (if necessary).



          DESCRIPTION                   QUANTITY                  NOTES: E.G. WHERE ARE
                                                                  DUPLICATES OF HEADED
                                                                       NOTEPAPER




                                                                 29
Draft Business Continuity Plan for Schools                          V5 10/04/2007

8.8    Furniture, equipment and software

       Identify furniture requirements

         LIST TYPE, SERIAL NUMBERS                   SUPPLIERS/
               (IF APPLICABLE)                    CONTENT NUMBERS

Obtain a copy of the contents inventory




                                             30
Draft Business Continuity Plan for Schools                                                      V5 10/04/2007

9. HAZARDS

List on a separate page environmental or other hazardous substances/materials where additional action will be
required.

List also any safety manuals, hazard data sheets and contact telephone numbers of manufacturers or authorities
who will need to be informed e.g. Environment Agency etc.




                                                        31
Draft Business Continuity Plan for Schools                                                       V5 10/04/2007

10. PUPIL/STUDENT INFORMATION

Need to identify where to obtain an existing electronic or paper copy, whichever is appropriate, of an up-to-
date pupils / students register.

It is important that all schools maintain an up to date list of emergency contacts for all pupils and staff. This
information should include the following, as a minimum, and should be taken on all school trips/journeys taken out
of school hours or that involve overnight accommodation.


Name of Pupil / Student:-

Date of Birth :-

Home Address :-

Telephone Number :-

Emergency Daytime Contact :-
(Address and Telephone number)

Alternative Emergency Daytime Contact :-
(Address and telephone number)

Doctors Name :-

Practice Address :-

Telephone Number :-

Any Medical Condition :-

Any Medication :-

Special Dietary Requirements :-

Allergies :-




                                                         32
Draft Business Continuity Plan for Schools                                   V5 10/04/2007

11. CONTACT LIST FOR OUTSIDE ORGANISATIONS


  Company / Organisation          Contact Name        Telephone/Fax Number




                                                 33
Draft Business Continuity Plan for Schools                                         V5 10/04/2007

12. ALTERNATIVE STORAGE FACILITIES

                                                         Type of Storage
                                Contacts     Floor                     Other
Name and Address         Phone         Fax   Area (m²)      Normal     (Specify)
                         (24 hr if
                         available)




                                              34
Draft Business Continuity Plan for Schools                              V5 10/04/2007

13. REMOVAL/TRANSPORT/SECURITY COMPANIES

          Name and Address                   Telephone & Fax Numbers
                                                 (24 hr if available)




                                             35
Draft Business Continuity Plan for Schools                                   V5 10/04/2007

14. UTILITY SERVICES

           Service            Name and Address             Telephone
                                                      (including 24 Hour)
                                                          and Fax No.

Electric




Gas




Telephone




Water




Sewage




15. LOCAL SERVICES
        Service                Name and Address             Telephone
                                                       (including 24 Hour)
                                                           and Fax No.



                                                 36
Draft Business Continuity Plan for Schools        V5 10/04/2007

Access Control/
Security Passes


Agencies: See
Supply Agencies



Air Conditioning
Engineers



Building Fabric/Repairs



Boilers



CCTV



Carpenter



Caterers



Cleaning Services




                                             37
Draft Business Continuity Plan for Schools                                V5 10/04/2007

16. PROFESSIONAL SERVICES
         Service                 Name and Address        Telephone
                                                    (including 24 Hour)
                                                        and Fax No.

Diocesan Boards

Examination Boards

Estate Agents

Health and Safety

Coach Hire

Computer Equipment

Drain Cleaning

Hire Companies

Intruder Alarm Company

Lifts

Locksmiths

Mechanical Engineers

Mobile Phones

Removal Firms

Secure Storage Areas for
Contents Removed from site

Security Company

Supply Agencies

Temporary Security Fencing
Contractors

Van Hire




                                             38
Draft Business Continuity Plan for Schools                                 V5 10/04/2007

17. LOG OF EVENTS

Name: ____________________
       Date/Time                 Occurrence        Action Taken Comments




                                              39
Draft Business Continuity Plan for Schools        V5 10/04/2007

18. ASBESTOS LOG

[State the location of the asbestos log]




                                             40
Draft Business Continuity Plan for Schools                                 V5 10/04/2007

19. CONTINUITY PLAN – UPDATE

 Date of         Person Reviewing        Comments/amendments to the Plan
 Review




                                              41
Draft Business Continuity Plan for Schools                                                          V5 10/04/2007

20. POLICY STATEMENT

A clear policy statement must be made by the Authority/Head Teacher stating:-

-       The reason for the Plan.
-       The areas covered by the Plan.
-       The responsibilities for maintaining and testing the Plan.

One example is shown below:

                                               POLICY STATEMENT

[School] and Local Authority are totally committed to ensuring that, in the event of an incident at any of the schools
within the Authority, we will continue to provide the high level of education for the pupils / students.

The Local Authority IMT, the School IMT will be directly responsible for the overall handling, coherence and
effectiveness of the Continuity Plan.

The Governing Body of the [School] and [Head of Service in Children and Lifelong Learning Directorate] of the
Authority are responsible for annually reviewing the Plan and identifying changes required.

The Schools will be responsible for maintaining and testing their relevant sections of the Plan and ………….. Local
Authority for the remainder.

Signed:                                           Date:


Head Teacher………………


Local Authority ………………..




                                                           42

				
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