Business Continuity Emergency Planning Briefing 15 th 16

Business Continuity & Emergency Planning Briefing 15 th, 16 th & 17 th January 2018

Agenda 1. Introduction • What is business continuity & emergency planning 2. Making sense of the organisational environment 3. Planning for action • Run through of the template 4. Practice and continuous improvement 2

one: introduction 3

What is business continuity & emergency planning? “Business continuity is about having a plan to deal with difficult situations, so your organisation can continue to function with as little disruption as possible. ” 4

What is business continuity & emergency planning? plain old…PLAN B 5

Why is business continuity & emergency planning important? In education, the stakes are high when it comes to Business Continuity, for three main reasons: • Firstly, the safety and well being of pupils, staff and visitors is of paramount importance. • Secondly, schools hold vast amounts of sensitive information and therefore these must be protected. • Thirdly, schools typically have a responsibility to manage their site and buildings and therefore this can bring with it further responsibilities and challenges. These reasons are why it is imperative that education providers of all types should think carefully and thoughtfully about putting in place robust plans that can be used practically if an event occurs. 6

two: making sense of the organisational environment 7

The organisational environment 8

The organisational environment Health and wellbeing: Pandemic Assets and buildings: Incidents such as fire or flood Natural disasters: Weather related incidents such as snow Criminal activity: Terror, suspicious packages Systems & ICT: Hacking, system failure 9

Creating a risk assessment To create a risk assessment, you need the fullest possible picture of the complex interactions inside your organisation and also between you, your pupils and partners. • You need to think carefully about the types of incidents that could affect your delivery • You should work with colleagues to look at any actions you can take now to mitigate the risk • You should work will colleagues to build resilient plans if the incident becomes a reality 10

three: planning for action 11

Business Continuity & Emergency Plan model • Business Continuity & Emergency Plan model • The document is a model and a template • The document is based on previous versions that have been published and now includes the latest guidance from the Df. E and Met Police. • The document should be localised to your needs as every school will have common elements and uniqueness • You should seek support from governors and staff to build strong and robust plans that are continually reviewed, updated and rehearsed 12

Internal hazards Asbestos, chemical stores? Basic information about the school Key emergency contact details Schools standards, emergency duty and media teams Key suppliers Utilities and insurance supplers Front page & Section 1 Useful details Signals Fire, lockdown, bomb, take shelter Assembly points Fire and bomb evacuation points 13

Collaborating with support services All of this is useful for the emergency services, local authority both during and after an incident Nine initial actions What to do in an incident? Key details template Who, what, when, where, how? Incident log template all major events, decisions, developments from the incident Section 2 What to do in an incident Emergency grab bag Essential items for first response 14

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Key details template 16

Incident log template 17

Emergency grab bag • Essential contents of a grab bag • A hard copy of the emergency plan • A hard copy contacts list of students, staff, contractors and partner agencies • A laminated copy of the school site plan (for the emergency services if they need it) • First aid kit including any important medication for individual students that may be necessary • Armbands / high-visibility tabards • Torch • Two-way radios • Batteries • Whistle (This should not be used if the Fire Brigade are present as they use whistles to signal to Fire Officers). • Loud hailer • Disposable camera • Blankets • Gloves • Wellies • Log book • Stationery • Petty cash • Any additional items you feel are appropriate for your school and the pupils you serve 18

Initial response Things to do when an incident happens Model checklists To be localised, improved and updated for your school Concise and practical Practical things you can do to respond Cover a range of incidents… …but not all Section 3 Checklists (model) Ongoing response Managing the ongoing incident to stabilise the situation Recovery Getting back to normal (or close to normal) service 19

Checklists • • • CHECKLIST 1: Evacuation CHECKLIST 2: Bomb threats CHECKLIST 3: Suspicious packages CHECKLIST 4: School closure CHECKLIST 5: Lockdown CHECKLIST 6: Shelter CHECKLIST 7: Loss of core IT systems CHECKLIST 8: Loss of telephony systems CHECKLIST 9: Transport disruption preventing staff or students getting to school • CHECKLIST 10: Incident on an educational trip or visit • CHECKLIST X: Blank checklist 20

School Emergency Management Team (SEMT) 7 key roles 1. Response coordinator Typically the Headteacher 2. Business continuity Assess the impact on the school, systems and processes (school business manager) 3. Communications Manage key stakeholders and partners (office staff) Section 4 Roles and responsibilities (model) 4. Log keeping Maintain a record of the incident (administrative staff) 5. Media management To support media related activity (school to designate a person to this) 6. Facilities Managing the site and property 7. Welfare Supporting pupils and staff and their wellbeing both during and after an incident 21

Funeral arrangements Assistance for pupils and parents / carers General actions Section 5 Post-incident support (model) Remembrance Returning after a period of absence 22

Appendices • Appendix A - Contact details of School’s Emergency Management Team (SEMT), key staff and governors • Appendix B - Contact details key support organisations • Appendix C - Grab bag contents • Appendix D - School site plan 23

four: practice and continuous improvement 24

Practice and continuous improvement • Planning is an important part of business continuity and emergency management • Rehearsal and practice is very helpful to establish a common way of working with your staff in the event of an incident • Regular reviews of the document are useful and governors can play a role, especially when: • You see something on the news that could relate to your school • There is a near miss • There is an incident and you can reflect learning back in to your planning 25

Local Authority contact details London Borough of Hammersmith and Fulham No. Team 1 Schools Standards Business Support (during office hours) Number 0207 745 6444 2 Borough Duty Officer (out of office hours) 0208 748 8588 3 Media and Communications team 020 8753 2012 Royal Borough of Kensington & Chelsea No. Team 1 Schools Standards Business Support (during office hours) Number 0207 745 6444 2 Borough Duty Officer (out of office hours) 0207 361 3013 3 Media and Communications team 0207 361 2826 Westminster City Council No. Team 1 Schools Standards Business Support (during office hours) Number 0207 745 6444 2 Duty Contingency Planning Officer (at any time) 0207 641 6000 3 Emergency Planning Manager (Social Care, Housing and Schools) – (at any time) 0207 641 3637 07977 931 697 07534 222 663 4 Media and Communications team 0207 641 4783 26

Any questions? 27