TSCA Emergency Plan

EMERGENCY PLAN

Copies of the Emergency Plan can be found in the following areas: Principal’s Office, Reception, Site Manager’s Office, Office Manager’s Office and on the shared drive.

If you are dealing with an emergency now, please go straight to Page 3 for Academy Emergencies.

Emergency contact lists can be found on Pages 9, 10 & 11

Emergency Plan

CONTENTS

PAGE

Introduction

2

Immediate Actions

3

Checklist of Initial Actions

4

Appendix1: Emergency Contacts

9

Appendix 2: Critical Incident Phases Flowchart

15

Appendix 3: Closing the Academy

16

Appendix 4: School Site Information and Hazard Assessment

19

Appendix 5: Communications

23

Appendix 6: Evacuation Plan

24

Appendix 7: Business Continuity Plan Information

33

Appendix 8: Training and Exercising

34

Appendix 9: STAY SAFE: Terrorist Firearms and Weapons Attacks

34

Appendix 10: Influenza pandemic plan or other health epidemic

37

Appendix 11: Bomb Threats and Suspect Packages

38

Appendix 12: Intruders - Dispersal

43

Appendix 13: Emergency arrangements for other services using the Academy site

46

Appendix 14: Loss of Utilities

47

Appendix 15: Log Keeping

49

Emergency Plan INTRODUCTION This plan covers incidents which may be defined as any of the following: a) An occurrence which constitutes serious disruption, with little or no warning, to the capacity of the Academy to operate under normal conditions and requires the assistance of the Emergency Services and/or Nottinghamshire County Council; b) An event which threatens the safety of students and/or staff, the Academy premises or a crisis which might affect the public reputation of the Academy; c) An event in the local community which may have an effect on the Academy, students, staff or parents/carers.

Examples of events which may occur are listed below but should not be seen as exhaustive: • • • • • • • • •

Death or serious injury as a result of violence, accident, self-harm and/or sudden traumatic illness to staff and/or students, both on or off Academy premises; Major fire; Building collapse; Riot and/or civil disorder; Loss of some or all utilities (gas, electricity, water, telephones); Natural and/or man-made incidents such as flood, earthquake, air crash etc.; Official missing person(s)/abduction; Terrorism or serious criminal activity; Major health incident such as pandemic illness.

These events may occur in a variety of places and may involve students and/or staff: • • • •

On school premises; Off site whilst students are taking part in Academy activities or travelling to or from Academy, including whilst abroad; Within the local community involving students or staff from the Academy or their relatives and friends; For events out of Academy hours the staff member in charge is issued with an emergency telephone number. They should notify this person immediately.

The Emergency Management Team comprises of the following people: • • • •

Principal Director/s Site Manager Emergency Services

In addition, in certain circumstances, some or all of the following may be included: • • • •

Chair and/or Vice Chair of Governors Learning Managers/ Tutors/ Other Teaching Staff Principal’s PA/ Office Manager/ Finance Manager Network Manager

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• •

Other professional advisors or bodies Emergency Liaison Officer (Local Authority)

A list of emergency contact numbers is detailed in Appendix 2. Any Critical Incident is to be managed in three phases: 1. Immediate actions 2. Managed response 3. Return to normality 1. IMMEDIATE ACTIONS (within hours of the incident) • • •

•

•

•

•

•

•

Obtain, collate and log information relating to the incident. It is vital that information is accurate and that any possible continuing risk is considered.

Gather and brief the Emergency Management Team (EMT) and allocate roles and responsibilities.

Trigger support from Local Authority (LA) by contacting the Director of Children’s Services and/or Emergency Liaison Officer (ELO), together with other appropriate contacts from the emergency list. It should be clear who is responsible for making contact with those required to assist.

Set up an Incident Management Room and, if applicable, a dedicated phone line to deal with calls from anxious parents/carers etc. The EMT should agree a factual statement to be given out in order to avoid rumour and speculation. Mobile phones are not secure and should not be used to pass on sensitive and confidential information or details of events and/or casualties.

Contact any families affected in a prompt and sensitive manner. Ensure information is consistent. It may be appropriate for families to come to the Academy in order to offer them immediate emotional support.

Make arrangements to contact other parents/carers. Advice may need to be taken from the LA especially if there is a possibility of legal liability. EMT may wish to send a letter to parents/carers, or prepare a leaflet.

Inform other Academy staff and governors as they will need to be cautioned about talking to the media or responding to questions from reporters. Those in close contact with students should be kept well informed and feel secure in handling questions from them.

Inform students in an appropriate manner taking care to protect children and adults closely involved. Ensure a consistent account is given in keeping with the students’ ability to understand.

Liaise with Headteachers/Principals in other local schools if their students, parents/carers and/or staff are affected.

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CHECKLIST OF INITIAL ACTIONS A. B. C. D. E.

Assess situation; Take immediate action to safeguard students, staff and the public; Notify Principal; Log information about the incident, actions and communications; Call for assistance as required.

Call 999 if appropriate

Notify Principal

Notify Directors

Out of office hours

During office hours Call your Local Education Officer on 0115 977 2573

Call the Local Education Emergency Helpline on 08000 834 339

Inform them of situation and request help if required

Inform them of the situation and request help if required

If you cannot reach anyone from the local authority, call the Emergency Planning Duty Officer on 0115 9773471 (office hours) or 0115 9773674 (outside office hours)

If you are still unable to contact anyone, call the Mansfield Police Control room on 101 and request that they contact a member of the County Council Emergency Planning Team and ask them to contact you.

THESE NUMBERS SHOULD ONLY BE USED IN AN EMERGENCY AND SHOULD, UNDER NO CIRCUMSTANCES, BE GIVEN TO THE MEDIA, STUDENTS, PARENTS/CARERS OR THE PUBLIC.

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F. Gather together an EMT from the contacts in Appendix 1 and from the skills required. If they are Academy staff, ensure they are relieved of all other duties.

G. Where possible avoid closing the Academy and ensure routines remain as normal as possible.

2. MANAGED RESPONSE •

•

•

•

• 

Wherever possible seek advice from Principal, Directors of Deep Learning, Deep Experience or Director of Deep Support before speaking to the media. Where this is not possible, the EMT should prepare an agreed text for release and a designated spokesperson should be briefed and prepared in order to respond on behalf of the school in line with the above.

EMT should devise a plan to help those involved deal with their reactions and feelings. This may involve outside professionals to support and debrief those affected. Typical reactions include – denial, distress, guilt, anger and helplessness.

Monitor and support staff and students as a matter of priority, particularly those directly involved, using outside agencies where appropriate (this should include members of the EMT). If the crisis persists over a long period individuals may become tired, weary and upset and this could affect their ability to make sensible or rational decisions.

Reunite students and staff with families. This may need to take place at the scene of the incident in order to understand how to deal with the emotions of those involved and affected by the incident.

Encourage those involved or affected by events to talk with counsellors about the incident.

Outside agencies should be used as appropriate.

Please see next page for action checklist

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Action checklist for Phases 1 and 2 Principal or other person co-ordinating EMT – immediate actions

ďƒź

Ensure accurate, factual information is recorded and available for those arriving at the scene.

Liaise with emergency services, Nottinghamshire County Council and other relevant agencies from the contact list. Act as the main contact to ensure a coordinated response.

Inform Chair of Governors and Principal.

Inform ALL staff and parents/carers of any injured parties.

Decide with EMT how to inform other parents/carers and the wider community. Leave the emergency services to deal with the media wherever possible.

Allocate tasks to the EMT depending on skills and availability.

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EMT - immediate actions Take action to ensure safety of students and staff. This may be by evacuation or by remaining in place (sheltering).

Ensure First Aid is available and administered before emergency services arrive.

Welfare Ensure any casualties travelling to hospital have someone to accompany them.

Complete any accident forms and keep a factual log of actions and Incidents.

Ensure media access is restricted and that the emergency services deal with them wherever possible. Any information given should be factual but not of a confidential nature. A log should be kept.

Emergency phone line for incoming calls is 07766205480 (Site Manager, Office Hours) and 07922692312 (Site Manager, Out of Office Hours).

Communications & media

Phone lines for outgoing call use is 07766205480 (Site Manager, Office Hours) and 07922692312 (Site Manager, Out of Office Hours). In addition, the evening cleaning staff mobile phone 07795825891 is available for incoming and outgoing calls. Additional mobile phones are available from the Finance Department.

Liaise with Nottinghamshire County Council emergency planning if a public helpline is needed.

Ensure emergency services have access they require in getting to and moving around the site.

Turn off utility services as appropriate.

Resources

Assist in establishing an incident room if necessary.

Ensure site remains secure.

Maintain a log of actions taken and observations.

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Principal or other person co-ordinating EMT – managed response



Keep staff and other relevant parties informed with regular briefings.

Continue to work closely with the emergency services.

Collate events from staff logs so that a full report can be prepared.

Allocate ongoing roles for EMT members.

EMT – managed response (all areas will need to communicate with each other) Welfare

Communication & media



Ensure that counsellors are available prior to informing students of events.

Establish a staff rota for those managing the incident to ensure regular rest breaks are taken.

Identify and monitor students and staff who may have been most affected by events and may need extra support, including those managing the incident.

Arrange for students and parents/carers to be reunited. This may need to be at the incident scene to help when dealing with the emotional stress.

Ensure the appropriate religious groups are involved Once counsellors are available inform students (in small groups where appropriate) of events and outcomes, taking advice from relevant professionals.

Inform parents/carers whose children are not directly involved as decided by the incident leader.

Liaise with Nottinghamshire County Council to prepare a press statement in conjunction with the Principal and Directors.

If required to speak with the media ensure that a statement is prepared and agreed upon by EMT and that it only contains relevant, factual and non-confidential information. A spokesperson should be selected.

Resources

Ensure repairs are made as soon as possible to enable the academy to continue normal operations.

Arrange for private areas for counselling or where parents/carers and students can be reunited.

Arrange for personal effects to be returned to individuals.

Arrange temporary accommodation or facilities as appropriate.

Maintain vital communications with colleagues at all times.

Do not allow students to talk to the media unless the EMT and parents/carers have given their permission.

3. RETURN TO NORMALITY • Consider a debrief meeting for staff, students, parents/carers and governors to clarify what happened, to share reactions, to reassure people that these reactions are normal and to mobilise resources such as support groups. Ideally this should be led by an outside person with the appropriate professional training.

• If the Academy, outlying buildings and IT data are destroyed, encrypted backups are carried out on a daily basis and every weekend. One copy of the backups is kept in the IT department at The Samworth Church Academy and another in the Updated September 2016 Review September 2017

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• • •

•

•

•

• •

Construction Department within the Legacy Suite at the Academy.

The computer servers are located in B3 on the Upper Ground floor.

Data will be restored in line with Executive Group requirements regarding priority.

Details are laid out in Appendix 7.

Arrange for formal and informal recognition of the incident so that expressions of sympathy can be made. It may be appropriate to arrange memorial services and/or commemorations.

Plan for the return to Academy of those involved or affected by the incident, particularly if there has been a prolonged period of absence. Consider having professionals on hand to provide support.

Consider providing information leaflets for students, staff and parents/carers outlining possible delayed reactions which can be experienced. Ideally these should have details of support services available.

Ongoing monitoring of how those involved in the incident are coping should be made, with an emphasis being placed on anniversaries. Events or ceremonies to commemorate the incident should also be considered.

If any staff, governors or students are involved in any legal process following events they may need support to cope with the extended nature of the incident.

Consideration should be given to including loss or bereavement counselling in staff training and/or the curriculum. 

Return to normality Liaise with parents and carers regarding attendance at funerals, memorials etc.

Arrange a debrief and ongoing support for staff and students.

Arrange a debrief and ongoing support for Principal, EMT and others involved in managing the incident.

Identify those who need either individual or group support.

Assist affected students in returning to the Academy.

Arrange for expressions of sympathy/ acknowledgement of what has happened.

Seek advice from Nottingham County Council and/or solicitors regarding legal issues.

Evaluate the Academy’s response and revise plan as appropriate.

EMT, Executive Group and those involved should consider whether and how to mark anniversaries.

Ensure new staff are made aware of who has been affected by the event/incident.

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APPENDIX 1 EMERGENCY CONTACT GROUP Name

Title

Telephone

Alternative Number

Mr B Found

Principal

01623 663450 ext 801

07540 236034

Mr C Storey

Director of Deep Support

01623 663450 ext 403

07977 133846

Mrs L McVeigh

Director of Deep Experience

Mr D Jackson

Site Manager

01623 663450 ext 104 07766205480 (office hours)

07769 224566 07922 692312 (out of office hours)

APPENDIX 1 (Continued) Updated September 2016 Review September 2017

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EMERGENCY CONTACT LISTS Contact Details - School Staff and Governors Alternative Number

Name

Title

Telephone

Mr B Found

Principal

01623 663450 ext 801

07540 236034

Mrs D Barnes

PA to Principal

01623 663478

07918 131410

Mr D Jackson

Site Manager

077662054870

07922 692312

Mr C Storey

01623 663450 ext 104

07977 133846

01623 663450 ext 104

07769 224566

Mrs S Spencer

Director of Deep Support Director of Deep Experience Office Manager

Mr A Smith

Network Manager

01623 663450 ext 706

07791 639514

Mrs S Bassett

EWO

01623 663450 ext 506

07966 889560

Ms H Lee

Learning Manager Y7

01623 663450 ext 101

Mrs C Severn

Learning Manager Y8

01623 663450 ext 201

Ms K Hallam

Learning Manager Y9

01623 663450 ext 301

Mrs M Reeks

Learning Manager Y10

01623 663450 ext 401

Mr D Hunt

Learning Manager Y11

01623 663450 ext 501

Mr A Brompton

Chaplain

0777 4005444

Mrs S Booth

School Nurse

01623 785527

Mrs L Walters

School Nurse

01623 785527

Mr N Linney

Chair of Governors

01623 450454

Mr N Spraggins

Vice Chair of Governors

01636 817205

Mrs L McVeigh

01623 663450 ext 710

Contact Details – Extended Services Name

Title

Mr A May

Director of Children’s Services Emergency Liaison Officer – LA Health & Safety Adviser

Mr E Shaw Notts County Council Lisa Gregory

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Telephone

Education Psychology Service Central Office

Alternative Number

0300 500 80 80 0115 9773471 (office hours) 01623 434032 01623 433331

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0115 9773674 (outside hours) 07833 295891

APPENDIX 1 (Continued) Contact Details – Emergency Services Name

Title

Telephone

Fire, Police, Ambulance Kingsmill Hospital

Emergency Services A & E Local Hospital

999 01623 622515

Alternative Number 01623 672214

Contact Details – Local Radio Station Name

Title

Telephone

Radio Mansfield

Local Radio Station

01623 646666

Alternative Number

Contact Details – Utility Suppliers Name

Title

Telephone

Newsroom Transco Severn Trent Western Power

Radio Mansfield Gas Supplier Water Supplier Electric Supplier

01623 666020 0800 111 999 0800 783 4444 0800 6783 105

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Alternative Number

Notification of Incident Information about an incident may come from a number of sources (e.g. a member of staff, student, parent / carer, member of the public, the emergency services). Whoever receives the alert should ask for, and record, as much information as possible.



Maintain a written record of your actions using this form and a log-book. You may wish to record any new contact details in section 1.7.

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Offer reassurance and support. Be aware that all those involved in the incident (both directly and indirectly) may be suffering from shock or may panic.

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Find out what has happened. Obtain as clear a picture as you can.

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Discuss with the informant what action needs to be taken and by whom.

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Incident Notification Name of informant

Date and time of call

Contact details of informant

Date and time of incident

Exact location of incident

Details of incident

Where is the informant now and where are they going?

People affected (including names, injuries, where they are, where they are being taken to)

What arrangements are in place for people not directly involved in the incident?

What advice have the emergency services given?

Who has been informed?              

Academy staff Governors Students Parents/carers Extended services Police Fire & rescue service Ambulance service Nottinghamshire County Council Health and Safety Executive Foreign & Commonwealth Office Media Insurance company Trade union

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Does anyone else need to be informed?

If the incident happened on an education visit, please ask the questions below. You might already have these details but it could be useful to seek confirmation.

Name of educational visit leader Number of students on educational visit Number of staff on educational visit Location of educational visit If the incident happened abroad, does the Foreign & Commonwealth Office need to be notified?

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APPENDIX 2 CRITICAL INCIDENT PHASES FLOWCHART

1. Implement Academy’s Critical Incident Plan

3. Obtain information about incident. Open a log of events and contacts

2. Assess continuing risk to ensure safety of students and staff

4. Mobilise Academy’s Emergency Management Team

5. Contact Director of Children’s Services and/or Emergency Liaison Officer

6. Plan management of the incident

7. Contact families of students, adults and staff involved

8. Brief staff, students, parents/carers and governors

9. Set up arrangements to deal with enquiries

10. Make arrangements to monitor and support students

11. Make arrangements for personal effects, registers and for repair to areas of the Academy affected

12. Arrangements for expressions of sympathy/acknowledgement of what has happened

13. Plan for return to the Academy of those involved in the incident Updated September 2016 Review September 2017

14. Plan memorials and commemorations

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APPENDIX 3 Closing the Academy Schools are expected to remain open in all but the most extreme circumstances as disruption to the normal pattern of provision can have an adverse effect on children’s education. Closing schools at short notice may also cause difficulties for families if they need to make arrangements for children to be cared for during the Academy day.

The response to any major emergency needs to balance the importance of continuing education against the possible risks associated with students and staff attending the Academy in hazardous conditions.

A decision about the closure of the Academy is a matter for the Principal. This applies whether an incident occurs overnight or during the day. The Principal may wish to consult the Governing Body about any decision to close the site. This will be particularly important when a closure is proposed for reasons other than severe weather.

A range of emergencies can affect the Academy; the response to them will depend on their type, timing, location and expected duration.

Severe weather In the past, parents/carers have mentioned that there has been nothing to stop their children going to school in severe weather because they only had to walk a short distance, yet the Academy was closed. The Academy’s view has been that whilst students could probably get to the Academy, there was no guarantee that staff could do so safely.

Careful attention should be paid to any warnings about travelling conditions being issued by the Met Office and emergency services. The Principal will be most able to judge the severity of the journeys faced by both pupils and staff but should always consider safety when making a decision.

In circumstances where the Academy is partially operational because some children and some staff have been able to travel, the Principal will need to consider if it is suitable to keep the Academy open. In arriving at a decision, the potential risks of sending children home will need to be balanced against the possible risks arising from keeping them at the Academy, given the level of supervision available.

When the Academy is closed to students, staff are still expected to present themselves for work.

Staff (both teaching and non-teaching) who are unable to travel safely to school should keep in contact with their line manager so that they can return to work at the earliest opportunity. It may be possible for teaching and support staff to undertake some work activities at home.

Employees will be paid for absences due to severe weather conditions if the Principal is satisfied that every attempt has been made by an employee to attend work.

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APPENDIX 3 (Continued) •

The Academy is closed due to loss of power / water supplies or damage caused by the weather

•

Normal care arrangements break down at short notice (e.g. their child’s school is closed and other suitable care arrangements cannot be put in place at short notice).

Actions to take upon closing the Academy Principals (or nominated deputies) are responsible for maintaining contact with parents/carers students, the media, transport and the Local Authority in the event of a school closure. These groups should also be notified of any significant developments or decisions about reopening the Academy.

Reporting a school closure Once the decision to close the Academy has been taken, the Principal (or nominated deputy) should take the actions below.

Reporting the Academy closure 1.

Report the closure via text alerts website announcement and uploading a post on Facebook.



2.

Report the closure to Radio Mansfield.



Consider using any other methods of communication with students and parents/carers e.g.

3.

• • • •

Leaving a message on the school answer machine Updating the Academy website Using text messaging systems Facebook



4.

At least one representative for the Academy should be present at the school entrance at the start of the day, to ensure that any students who do arrive are informed of the closure and to check they are able to return home safely.



5.

As necessary, carry out these actions on a daily basis to report that the Academy has re-opened (or to confirm it is closed for another day).



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APPENDIX 3 (Continued) You do not need to inform the Local Authority directly unless you require additional support (e.g. the Academy is affected by a major emergency, such as a fire or flood). If you require support, please notify Nottinghamshire County Council via the communication procedure.

Academy transport If the Academy is likely to close, Principals should contact the transport section of Transport, Property and Environment. They will then assume responsibility for contacting operators and making suitable arrangements to meet the needs of the Academy. Please contact the logistics manager (school and local bus) on 0115 9773 520.

Alternatively below, are numbers for transport companies should the Principal decide to contact the transport companies directly. This is normally the case as advice is often sought from transport companies on road conditions for bus routes to and from the Academy.

Mansfield Bus Station

01623 659060

Stagecoach East Midlands

01623 629553

Bus operators have a legal duty to ensure the safety and welfare of their passengers and, therefore, make the final decision on whether to undertake or continue any journey. Principals may wish to advise parents/carers of this position. No Principal should attempt to insist that a firm provides transport if the operator does not consider it safe enough to do so.

Support from Nottinghamshire County Council For more information or advice on school closures, please contact Angela Pae (Nottinghamshire County Council, Head of Planning and Provision) Telephone: 01159 773 679 Email: angela.pae@nottscc.gov.uk If you require support in an emergency, please notify Nottinghamshire County Council via the procedure in ‘Coping with a School Emergency’.

Support from BBC Radio Nottingham If you have any technical problems when using NG Alerts, please contact: BBC Radio Nottingham Telephone: 01159 34 34 34 Email: radio.nottingham@bbc.co.uk

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APPENDIX 4 Academy site information and hazard assessment The following pages details a plan of The Samworth Church Academy showing location of cutoff valves and switches for gas, water and electricity, and information on the drainage system.

The key for the plan is as follows Symbol

Description

Location

Main Gas Location

Gas meter house located on grassed area adjacent to the service road entrance.

Secondary Gas Isolation

Secondary isolation valves located in main building plant room adjacent bin compound and also in Legacy Building plantroom.

Main Electrical Isolation

Main isolation switch located on electric panel in main building plant room adjacent bin compound.

Main Water Isolation

Main isolation valve located in main building plant room adjacent bin compound.

Secondary Water Isolation

Secondary isolation valves located on storage tank in main building plant room adjacent bin compound and also Legacy Building Energy Centre.

6

Main Assembly Point

Located on the MUGA pitch at the front of the Academy

7

Secondary Assembly Point

Sports fields to be used if unsafe to use MUGA pitch.

1

2

3

4

5

APPENDIX 4 (Continued) Updated September 2016 Review September 2017

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Main Building - Lower Ground Floor

Electric

Secondary Water Gas Meter Main Water

Secondary Gas

Legacy Building 3 2

Energy Centre

Secondary Water

Secondary Gas

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APPENDIX 4 (Continued) Drainage system •

Information on the drainage system is retained within the Admin Office (B1). As a general overview the majority of surface water is diverted to an underground storage tank located in the grassed area outside the main assembly hall. The collected rain water is then pumped into a storage tank on the building roof and used as part of a rain water harvesting system to supply water to wc cisterns. When the underground tank is full, overspill water is piped into a culvert which discharges into the ‘Eco’ area adjacent the high ropes area. The harvesting system control panel and filters are located in the technology stairs riser cupboard on the Upper Ground Floor level.

Fire alarm system •

In depth details of the type of system and operating instructions along with maintenance records and testing records etc. are held in the fire folder located in the Admin Office.

•

Resetting the fire alarm system I. Whenever the Fire Alarm sounds, the published Fire Procedures will apply and the primary focus will always be a safe evacuation of the building.

II. In order to reset the fire alarm system, the location of the activation must be identified and investigated to ensure that there is no fire. To identify the location of activation it will show on the LCD display of the control panel located behind the reception desk. This will give a location and also a Zone number. There is a list on the wall next to the control panel which lists the location of each zone to allow quick identification of the activation source.

III. Once the call point / detector which has activated the alarm has been identified and it has been verified that there is no fire, the following procedure can be followed to reset the alarm:  If a push button call point has been pressed, this will need to be reset by a member of the Site Team. If a detector has been activated, the cause of the activation needs to be remedied in order to avoid a repeat sounding of the alarms e.g. if a chemistry experiment triggers a smoke detector, the smoke needs to be cleared.  Once the above has been done, the alarm can be silenced by pressing the ‘Silence Alarms’ button on the Fire Panel.  If the Alarm stays off for over 10 seconds, the ‘Reset’ button can then be pressed on the Panel.  If the Alarm sounds again, then the cause of the re-activation must be investigated as step II above.  If the Alarm stays off, the building can be re-occupied and the activation recorded in the Fire Safety Log Book.

Emergency access points •

The Academy is served by two entrances; the main car park entrance and also the delivery road. In the event of an incident at one entrance, the other entrance can be used. Emergency services will be advised of which entrance to use.

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APPENDIX 4 (Continued) Specific hazards on site • • • • •

There is no asbestos in the fabric of the building.

There are no oil or gas storage tanks on site.

Chemicals and small amounts of radioactive material retained within R16, Science Department, and are stored correctly in accordance with CLEAPPS guidance i.e. separated by type and stored in flam cabinets.

There is a small amount of petrol retained in a container which is located outside the building in the energy centre (where the gas and electric isolation points are).

There are cleaners’ cupboards located throughout the building which hold small amounts of cleaning chemicals and aerosol cans. The main storage area for cleaning supplies is in the Maintenance Cupboard (B), located adjacent the main hall.

Flooding risk • •

The site is not located on ground identified as a flood risk area.

There may be risk of flood from broken pipes and/or leaking radiators or taps.

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APPENDIX 5 Communications • Appendix 1 details the phone numbers / contact information for a range of people and services that may need to be contacted during an emergency.

• Appendix 1 also details the phone numbers / contact information for local radio stations.

• In the event of a power failure Academy mobile phones can be obtained from the Finance Office.

• If an emergency school closure occurs throughout the school day, parents/carers will be contacted via the text messaging service which is operated by the Student Information Desk Administrators.

• If the emergency occurs outside of school hours and the school is closed again parents/carers will receive a text message advising of the situation. The text messaging service can be operated remotely during the majority of emergencies, excluding fire. Further to this Radio Mansfield will be updated and the message will be broadcast at intervals determined by the local radio station. The Academy website will be updated on a regular basis and posts updated on Facebook.

• A member of the EMT will contact bus companies etc. to inform that the Academy is closed.

• During a fire evacuation, the Fire Alarm will be sounded thus informing staff of the need to evacuate. Any other emergency will be communicated by word of mouth i.e. phone calls, use of two-way radios etc.

• As parents/carers etc. May phone the school reception during an emergency, the answering machine will be updated to reflect the incident, updating parents/carers etc. with as much information as possible. The answering machine can be changed using the following procedure: 1.

2.

3.

4.

5.

6.

7.

•

Use the black phone on reception (not the switchboard phone) Press 730 and the extension is 100 The passcode is 123 Press 8 to change user options Press 8 again to change temporary message Set a limit on your temporary message i.e. 2 weeks = 14 days Once you have recorded your message and you are happy with it press 9 to save

If student and financial data are lost as a result of damage to servers, backups are taken and can be restored from the IT department on the first floor of the Academy.

Full system backups are run weekly, and are stored in the IT department and the Construction Department located in the Legacy Suite. Incremental backups run daily.

Updated September 2016 Review September 2017

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APPENDIX 6 Evacuation Plan The following drawings show plans of the building detailing exit points from the ground floor and exit either from the building or exit to the ground floor to exit the building.

The main assembly point is on the MUGA pitch and in the event of it being identified as unsafe; the location of the secondary assembly point is on the Sports Field.

The secondary assembly point must be used in the event of a bomb threat being received as this assembly point is further away from the main building that the main assembly point and also has a lower risk from flying debris.

Should there be a loss of use of the whole or part of the site the EMT should arrange with the Local Authority and the insurance company for temporary classrooms here or on an alternative site and/or the use of other local schools.

See following pages for diagrams

Updated September 2016 Review September 2017

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APPENDIX 6 (Continued)

Ground Floor Map – Welbeck Corridor

Updated September 2016 Review September 2017

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Ground Floor Map – Learning Resource Centre, Restaurant, Technology and Hall

Updated September 2016 Review September 2017

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Upper Ground Floor Map – Hardwick and Support Offices

Updated September 2016 Review September 2017

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Upper Ground Floor Map – Sherwood Corridor

Updated September 2016 Review September 2017

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First Floor Map – Newstead Corridor

Updated September 2016 Review September 2017

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First Floor Map – Rufford and Inclusion Corridor

Updated September 2016 Review September 2017

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Legacy Suite Map

Updated September 2016 Review September 2017

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APPENDIX 6 (Continued) Shelter/Lockdown Procedures

Shelter in Academy buildings may be appropriate if there is a toxic release or the threat from an intruder on the Academy grounds or within the vicinity of the Academy.

The Procedures will be as follows: • •

• • • • • •

Signal for commencing lockdown procedures will be given; this will be a verbal signal i.e. via use of phone system, two way radio and/or face to face communication.

The principal or deputy will call Emergency Services 999. In normal practice this will be the receptionist and if relating to an intruder, depending on the location of any intruder, the receptionist will activate the panic alarm by pressing the 2 red buttons under the desk simultaneously.

Staff will move students into classrooms or safe areas Doors and windows will be locked Students will be seated away from doors and windows If some students are outside they will be told to disperse if this ensures their safety Signal for an ‘all clear' will be given In event of a toxic release, any extractor fans will be switched off

•

Procedure for sheltering (stay indoors, close doors and windows) if this is advised instead of evacuation.

•

Procedure for lockdown of the Academy (stay indoors, lock doors, close and cover windows) in case of an intruder.

•

Information on warning signals for fire alarms, bomb alerts, sheltering and lockdown.

•

Any identified ‘place of safety’ nearby where students and staff can be taken if unable to return to the Academy for some time – this could be a village hall, leisure centre, community centre or similar – and how this building is accessed (e.g. key holders).

• Information on your ‘buddy’ school (contact details, resources, how students will get there etc.)

• Information on how staff will ensure that all students and people visiting the site are accounted for – procedures for use of registers, visitors’ books etc.

•

Procedure for sending students home if the situation becomes prolonged, taking account of the need to track who has left/been collected.

Updated September 2016 Review September 2017

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APPENDIX 7 Business continuity plan information Equipment inventory

Description

Make

Serial number

Model Number

Purchase Price

Purchase Date

Location (room)

A full inventory list is held by finance

IT Data and Systems

Data/System

Number of Users Requiring Access

Backed Up?

Where Backup is held?

A daily backup of all servers is run and data daily to a Veeam backup server which is then replicated to a Synology server. This is subsequently backed up weekly to tape.

All user files saved on network files i.e. not on local ‘C’ drives

Various

Yes

iSAMS Data

Various

Yes

Location

Duplicated?

Where Are Duplicates Held?

Yes

Off-site with Principal, Directors and Site Manager

Paper Records

Document

Emergency Plan

Reception Support Office (B1) Inclusion Office (A6)

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APPENDIX 8 Training and exercising

Training record: Training Record

Areas Covered

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Date

Attendees

APPENDIX 9 STAY SAFE: Terrorist Firearms and Weapons Attack Firearms and weapons attacks are rare in the UK. The ‘Stay Safe’ principles tell you some simple actions to consider at an incident and the information that armed officers may need in the event of a weapons or firearm attack: RUN      

Escape if you can.

Consider the safest options.

Is there a safe route? RUN, if not HIDE. Can you get there without exposing yourself to greater danger?

Insist others leave with you.

Leave belongings behind.

HIDE          

If you cannot RUN, HIDE. Find cover from gunfire.

If you can see the attacker, they may be able to see you.

Cover from view does not mean you are safe, bullets go through glass, brick, wood and metal.

Find cover from gunfire e.g. substantial brickwork/heavy reinforced walls.

Be aware of your exits.

Try not to get trapped.

Be quiet, silence your phone and turn off vibrate.

Lock/barricade yourself in.

Move away from the door.

TELL Call 999 – What do the police need to know? If you cannot speak or make a noise listen to the instructions given to you by the call taker.     

Location – Where are the suspects?

Direction – Where did you last see the suspects?

Descriptions – Describe the attacker, numbers, features, clothing, weapons, etc.

Further information – casualties, type of injury, building information, entrances, exits, hostages, etc.

Stop other people entering the building if it is safe to do so.

ARMED POLICE RESPONSE     

Follow officers’ instructions.

Remain calm.

Can you move to a safer area?

Avoid sudden movements that may be considered a threat.

Keep your hands in view.

OFFICERS MAY 

Point guns at you.

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   

Treat you firmly.

Question you.

Be unable to distinguish you from the attacker.

Officers will evacuate you when it is safe to do so.

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APPENDIX 10 Influenza pandemic plan or other health epidemic (e.g. measles) This section should: •

The Principal will make the decision to close the Academy (unless this is stated elsewhere in the plan).

•

The Principal will inform the Local Authority of the Academy closure.

•

A student who is showing symptoms of pandemic flu at the Academy should be isolated from other students and arrangements made for them to be taken home.

•

The spread of infection if the Academy stays open should be minimized during a pandemic (e.g. hand-washing, disposal of tissues etc.).

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APPENDIX 11 Bomb threats and suspect packages 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 code word they might give.

3. 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 e.g. speech impediment, state of drunkenness etc.  Any distinguishable background noise.

4. 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?

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

6. Report the call to the police and the Principal/nominated deputy immediately. In the extremely unlikely event that there was a code word with the message and the location of the bomb was given as a location other than the Academy, follow the same procedure – report the call immediately to the police and then notify the Principal.

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APPENDIX 11 (Continued) Guidance on suspect packages The likelihood of the Academy receiving a postal bomb or suspected biological/chemical package is very low. However, you should be aware of the immediate steps to be taken if you receive a suspect package or come into contact with a biological or chemical substance.

Postal bombs or biological/chemical packages may display any of the following signs: • • •

Grease marks or oily stains on the envelope or wrapping; An unusual odour including, but not restricted to, almonds, ammonia or marzipan; Discoloration, crystals on surface or any powder or powder-like residue on the envelope or wrapping (suspect biological/chemical threat); Visible wiring or tin foil; The envelope or package may feel very heavy for its size; The weight distribution may be uneven; Delivery by hand from an unknown source or posted from an unusual place; If a package, it may have excessive wrapping; There may be poor hand writing, spelling or typing; It may be wrongly addressed, or come from an unexpected source; No return address or postmark that does not match return address; There may be too many stamps for the weight of the package.

• • • • • • • • •

If you suspect that a letter or a package may contain a bomb:  1.

Stay Calm.

2. Put the letter or package down gently and walk away from it.

Do not put the letter or package into anything (including water) and do not put anything on top of it.

3. Ask everyone to leave the area (including classes if necessary).

4. Notify the police and the Principal/nominated deputy immediately.

Do not use mobile phones or sound the alarm using the break glass call points

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APPENDIX 11 (Continued) If you suspect that a letter or a package may contain a biological or chemical threat:

 1.

Stay Calm.

2. Do not touch the package further or move it to another location.

3. Shut windows and doors in the room and leave the room, but keep yourself separate from others and available for medical examination.

4. Notify the Principal/nominated deputy immediately.

The Principal/nominated deputy should then:  5.

Notify the police immediately on 999.

6. Ensure that any air conditioning system in the building has been turned off, and that all doors (including internal fire doors) and windows have been closed.

7. Evacuate the building, keeping people away from the contaminated room as far as possible.

8. Keep all persons exposed to the material separate from others and available for medical attention.

9. If anyone is experiencing symptoms of chemical exposure (e.g. streaming eyes, coughs and irritated skin) seek medical attention immediately.

If anyone believes they have been exposed to biological/chemical material, they should be encouraged to: • • •

remain calm; do not touch eyes, nose or any other part of the body; wash your hands in ordinary soap where facilities are provided.

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If you receive a telephone call from someone who claims to have information about a bomb, record as much information as possible.

Time of call:

Telephone number you were contacted on:

Exact wording of the threat:

Exact location of incident Stay calm. Being cautious and without provoking the caller, try to ask the questions below: Where is the bomb right now?

What does it look like?

When will it explode?

Did you place the bomb? If so, why?

What is your name?

What is your telephone number?

What is your address?

Try dialling 1471. You may get information on where the phone call was made from.

Time the original call ended.

Did dialling 1471 work?

Contact the police (999) and Principal immediately.

Carry out further actions based on police advice.

What gender was the caller? ď Ł Male ď Ł Female

Approximately, how old was the caller?

Did the caller use a code word?

Did the caller have an accent?

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Did the caller sound familiar?

What sort of voice did the caller have?  Normal   Loud   Quiet   Whispered   Clear   Disguised   Well-spoken 

Poorly-spoken High-pitched Hoarse Nasal Impediment Stutter Lisp

 Slurred  Other  At what pace did the caller

speak?  Normal  Quick  Slow

What manner did the caller have?

Normal  Upset Calm  Angry Excited  Rational Laughing  Irrational Were there any distinguishable background noises?    

Notes:

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 Irritated  Muddled  Other

APPENDIX 12 Intruders – Dispersal           

Dial 999. Do not assume others have contacted the police.

Inform the police of as much information as possible. Be accurate, clear and brief.

Consider using CCTV and other remote methods where able but do not risk your own or other’s safety to obtain this information.

The safety of staff, students and other members of the public remains the priority for the police.

Provide the police with a basic overview of the Academy (e.g. address, number and age of students, layout of the premises).

Leave the telephone line open if possible.

Remain in close contact with the emergency services.

Check for missing / injured students, staff and visitors if safe to do so. Administer first-aid where possible.

Be aware that someone identifying themselves as a member of the emergency services may be the intruder. Remain cautious of simulated cries for help.

Avoid quick movements towards the emergency services or screaming / shouting. Keep your hands in clear view.

Be aware of the police response. In the event of an attack involving firearms or weapons, their priority is to protect and save lives. Remember that the police might: o Not initially be able to distinguish you from the intruder o Be armed and point firearms o Shout, treat people firmly or push them to the ground o Not stop to help the injured in order to pursue their target.

Follow the instructions of the emergency services.

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If you are aware of an intruder on the premises, record as much information as possible.

Number of intruders: Is the intruder known to the caller?

Is the intruder travelling in a particular direction?

What has happened?

Are there any casualties/injuries?

Description of intruder (e.g. gender, age, height, clothes)

Is the intruder carrying a firearm? If so, how many firearms and of what type?

Is the intruder carrying a non-ballistic weapon? If so, how many weapons and of what type?

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What is the intruder doing now?

What other equipment is the intruder carrying?

Is the intruder communicating with others?

What actions have you taken (e.g. lockdown, dispersal)?

How many people are there in the vicinity? Where are they located?

Where are you now?

Where will you be moving to?

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APPENDIX 13 Emergency arrangements for other services using the Academy site All external users of the site are provided with the following procedures.

Fire procedures – outside of core hours 1.

Upon discovering a fire you should sound the alarm by triggering the nearest red call point.

2.

If the fire is of a minor nature (smaller than the size of a bin), the fire may be tackled with a fire extinguisher if staff are confident to do so.

3.

Staff members with students or visitors in their care should lead them out of their buildings using the safest available route and take them to the Assembly Point (MUGA pitch). Personnel possessions should be left behind and where possible, all classroom windows and doors should be closed.

4.

Visitors and other people using the building (bookings etc.) should leave the building and proceed to the Assembly Point.

5.

Members of the public/clubs using the building facilities for bookings will have been given a copy of these procedures and they will be expected to be familiar with them and the escape routes in the building. On reaching the Assembly Point they should take a roll call and report any missing people to the Site Representative (07795825891).

6.

Available staff members without people in their care should assist with the evacuation and follow behind students and visitors as they exit the building and proceed to the Assembly Point.

7.

Staff members with responsibility for less abled students/staff/visitors should ensure that they proceed to a designated Refuge Point and alert reception and the Site Representative. Where it is unsafe to remain at the Refuge Point, an evacuation should be attempted.

8.

The Site Representative will check the main fire panel behind reception to identify the location/zone of the fire. Where it is safe to do so, they will investigate the affected zone. They will also check the Refuge Point panel and make contact with a Refuge if the alert has been pressed.

9.

The Site Representative will contact the Facilities Manager and/or a member of the executive team if the fire bells are activated.

10.

The Site Representative will liaise with the Emergency Services and pass on information that may assist any rescue efforts.

11.

The Site Representative will ensure that no-one re-enters the building until it is deemed safe to do so.

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APPENDIX 14

LOSS OF UTILITIES Loss of Electrical Supplies Current provider The immediate loss of power would result in the loss of it and telephone communications.

For major power outages, Eon, the provider is responsible for restoring power either by completing repair or by supplying temporary supplies. Consideration should be given as to whether the Academy needs to be closed or if it could operate with a reduced number of students. The Principal and the EMT should decide the priority of Year Groups based on their learning needs.

Longer power outages by the supplier would be from the result of a major natural event that impact the Academy’s infrastructure, this being the case it would have significant impact upon the Academy and temporary sites may need to be found from which to operate.

Standby generator Should the electricity supply go down to the Academy, Western Power Distributors will do their utmost to provide a standby generator.

Loss of Gas Supplies The loss of gas supplies may not cause significant disruption to the business as the use of a new supplier or alternative providers, or by the use alternative temporary heating systems either electric, oil based or LPG. The failure of the gas supply infrastructure pipe lines would cause disruption in the short term until the pipework is repaired by the supplier or until alternative heating systems have been temporarily provided. Where this affects heating, consideration should be given to using temporary heating systems or closing the Academy if temperatures fall below acceptable levels.

Current provider Our current provider is Total Gas and Power and can be contacted on 01737 275800.

Alternative suppliers Change to an alternative provider will only be possible if the supply pipe is not damaged.

Changing suppliers will be an issue in the event of the supplier going out of business, if so it should be possible to switch supplier without significant disruption to supply.

Alternative heating options In the event of a long term loss of gas supplies for heating etc. the following options are available. 

Use of electrical space heater.

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Loss of Water Supplies The loss of water supplies will have an impact on the Academy by way of a lack of welfare facilities for students and staff. Bottled water could be used for drinking purposes but portable toilet facilities may need to be sourced.

Current Provider Current water supplier is Severn Trent Water and can be contacted on 024 7771 5000.

For burst pipes/emergencies please call 0800 783 4444.

Alternative Welfare facilities Toilets - if necessary self-contained temporary portable toilets will be rented from Brandon Tool Hire Tel: 01623 635136.

Washing – Localised heating of water such as kettles and temporary water boilers.

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APPENDIX 15 Log keeping Basic principles Notes must be contemporaneous or made as soon as reasonably practicable after the incident (that is, within 24 hours). They must also be: Clear Intelligible and Accurate

How to write the log • • • • • • • • • • • • • • • • • • • • • •

Note all relevant facts; In chronological order; Stick to the FACTS - do not include any assumptions (if you are noting down assumptions to show your reasoning for making a decision, make this clear); Note down non-verbal communication as well as what is said; If you make a mistake, cross it out with a single line like this so that what is underneath is still visible, and initial it; Do not tear pages out; Do not leave blank spaces – or if you do, rule them out with a line; Do not overwrite – if you make a mistake, cross it out, initial it and start again; Do not leave large blank spaces between words or between entries; Do not write between lines; Do not write in the margins (except for dates, times or initials); Do not use correction fluid; Unused space after the end of a series of entries should be ruled through with a ‘Z’ then signed in full, dated and timed; Record important statements, questions, comments and answers in direct speech; Sign, date and time each series of entries at their close; Make a note of the time the log began and ended; Record where the log was made; Check the log for mistakes immediately afterwards – if a mistake is found it should be crossed out in red ink, and an alphabet notation should cross refer to the corrected entry which should be made on the next available page, signed, dated and timed; Use plain language and as best you can correct grammatical English; Avoid approximations and abbreviations; Do not miss out key words; Do not use arrows or dashes.

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