BUSINESS CONTINUITY PLAN · 4 February 2016 5 November 2017 6 March 2018 7 October 2018 8 November...

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BUSINESS CONTINUITY PLAN

Version: 8

Approving Committee: Resources Committee

Date Ratified:

Reference Number:

Name/Department of Originator/Author: .

Name/Title of Responsible Committee/Individual:

Date Issued:

Review Date: 19 November 2019

Target Audience Staff/Parents/Governors

Version Date Control Reason

1 September 2012

2 June 2013

3 June 2014

4 February 2016

5 November 2017

6 March 2018

7 October 2018

8 November 2019

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Eastbury Community School Executive Head Teacher: Mr David Dickson, BSc (Hons), MA, NPQH

Senior Deputy Head of Secondary: Mrs Sharon Collins Head of Primary: Ms Aisha Raymond

Head of Sixth Form: Mr Dominic Simpson

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Line of Management

Executive HeadTeacher

David Dickson

Governing Body

Business Manager

Olive Owusu-Attafuah

Deputy HeadTeacher Primary

Clare Hutchinson-Wright

Assistant HeadTeacher

Rebecca Lastiotis

Senior Assistant HeadTeacher

Jaspal Jhita

Deputy HeadTeacher

Jeff Goy

Deputy HeadTeacher

Kerry Ward

Head of Sixth Form

Dominic Simpson

Head of Primary

Aisha Raymond

Senior Deputy Head of Secondary

Sharon Collins

Director of Children's Services

Chief Executive

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Contents

Section 1. Plan of the sites Section 2. Entry to the sites Section 3. Security of the sites Section 4. Security Incident Reports Section 5. Fire and Emergency Evacuation Section 6. Hazards and Defects Reports Section 7. Accident Reports Section 8. Bomb Threats Section 9. Security marking of school equipment Section 10. Contact Lists Section 11. Drugs and other illegal substances on the campus Section 12. Bereavement Procedures Section 13. Birth on the school site Section 14. Educational Visits Section 15. Pandemic Section 16. Adverse Weather Section 17. Emergency Contact Number – School Closure

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SECTION 2 ENTRY TO THE SCHOOL SITE Key Responsibilities: Reception, Caretakers Entry to the School site is controlled by an access control system. Clear instructions to gain entry are given on notice boards at access points. Visitors

All visitors to the school, including contractors, will enter through the reception area only and report to the receptionist.

Borough staff will fill in the visitors’ book recording the time of the visit, their name and reason for the visit. All other visitors will input their details into the visitor’s computer system which records their name, company, and host and car registration.

The visitor will receive a visitor’s badge that is to be worn at all times during the visit. They will be informed of fire evacuation procedures by reception and given clear instructions on the fire assembly point. Fire evacuations procedures are printed on the reverse of the visitor’s badge.

The receptionist will inform the appropriate department or member of staff that the visitor is on site.

Temporary workers will have their identity checked and DBS clearance details.

The visitor will be collected from the reception area.

At the end of the visit the visitor is to return to the reception area where the leaving time will be recorded in the visitor’s book or on the computer screen and the visitor badge returned.

The school reserves the right to refuse entry.

In a breach of security, radio holders are advised to use the code name ‘Mrs Knowles’ when requesting urgent assistance.

SECTION 3 SECURITY OF THE SITE

EXTERNAL & INTERNAL SECURITY Key Responsibilities: Reception, Caretakers, Network Department, All Staff Intruder Alarm Caretakers are responsible for activating and deactivating the intruder alarm. CCTV System The whole school site is covered by a comprehensive CCTV system. The site has 127 cameras covering internal and external areas. The system is constantly being expanded and updated. Reception control and monitor the cameras on the Pedestrian gate and are responsible for allowing access to visitors. All CCTV cameras are controlled and monitored by the Network department. Cameras are also viewed by the caretaking staff in their workshop/office. Bouygues are responsible for the maintenance of the CCTV system. The data is recorded on hard disc and remains stored for between 7 to 14 days depending upon which multiplexor is controlling the cameras. After this time the discs are automatically over ridden.

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Access Control All staff, visitors and 6th form students will be required to wear their identity badges at all times whilst on the school premises. Control of access to persons entering the building is provided by an access control system automatically operated by ID swipe card. Staff are given various levels of access depending upon their position and the need to access particular areas. Classroom and Practical Area Security

Practical rooms have power isolator interlock electrical supplies (Technology and Science) Teachers/Technicians switch on the emergency cut outs each morning before the pupils enter the rooms and to ensure the system works.

At the end of the day the isolator interlock is to be turned off.

Keys must not be left in the isolator interlock.

All 240V sockets should be switched off when not in use. This does not apply to food storage equipment. Keys & Swipecards

Staff are responsible for their own set of school keys and swipecard.

Staff will sign for all keys assigned to them and will return them, along with their swipecard upon leaving their post.

Loss of keys should be reported to the Line Manager and the Business, Finance & Premises Manager immediately.

Loss of swipecards should be reported to the Network Manager immediately.

No extra keys should be cut unless prior permission has been obtained from the Business, Finance & Premises Manager.

Keys & swipe cards will not be passed on to pupils or lent at any time, with the exception of the toilet key which is issued by Reception.

Keys should not be left in locks.

Classrooms must not be locked whilst occupied by pupils and staff. If the classroom has more than one door, doors can be locked providing a means of fire escape is not compromised.

Windows

Classroom windows and door windows must not be obscured to ensure health and safety is met at all times. STAFF DUTIES Staff duty lists will be reviewed and published prior to the start of each term, by Assistant Head Teacher for Behaviour.

Each day there will be a duty team

At the start of each day the AM duty teams will go on duty at 8.30am for ten minutes before the lesson bell sounds.

At the mid-morning break the AM duty teams will go on duty promptly at 11.00am. If there is a problem, the SLT duty member should be informed immediately.

At the lunch break the PM duty teams will go on duty promptly at 1.30pm. If there is a problem, the SLT duty member should be informed immediately.

At the end of day the PM duty teams resume duty at 3.05pm for ten minutes after the bell has sounded to ensure an orderly dismissal and to ensure that the site is clear.

During all duties, duty staff should ensure the site is calm and secure.

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EXTERNAL SECURITY All duty staff take up their positions ten minutes before school starts and ten minutes after school has finished.

The exits will be covered by a duty member of staff. One member of the SLT will patrol the school to ensure an orderly dismissal and that the site is clear.

Breaches of security during duty sessions Any breaches of security before school, during the breaks or after school should be reported to the SLT member on duty for the day (as stated in the Staff Bulletin weekly) who will take the necessary action of contacting the school office and reporting to the Business Manager. Issues are to be dealt with as appropriate. Where necessary the school Serious Incident procedure is to be implemented. The Executive Head teacher must be informed in person at the end of the school day if there has been any breach of security. The necessary action will be taken. DUTY REGULATIONS

Most important of all, your duty must take precedence over everything else. On your duty day make sure you dismiss your teaching group promptly and get to your duty point as quickly as possible. In the event of emergency, the office must be informed who will then radio a member of the SLT. 1. BEFORE SCHOOL AND AFTER SCHOOL DUTIES A Daily AM and PM Duty team will be on duty on each occasion. Each duty team will have its own rota. The duty leader will be responsible for supervision of school

gates before morning school begins and at the end of the day. The duty team leader is responsible for supporting and monitoring the duty team. 2. MORNING AND AFTERNOON BREAKS All pupils to be in playgrounds or Hall - all staff are reminded that classrooms should be locked at breaks if unoccupied, if pupils remain in the classroom they must be

supervised at all times. The following areas are OUT OF BOUNDS to pupils:

Staff car parking areas (Rosslyn Road and/Levett Road and Hulse Avenue).

Between the front of School and Rosslyn Road.

The area round the Sixth Form Block.

Staff on duty need to regularly check the toilets for any misconduct or possible bullying (please refer to the child protection policy for guidance).

Prefects will be present along Main Street and corridors during both breaks.

Peer Mediators will be present in the Bistro area, Internal Exclusion and in the library. 3. DESIGNATED AREA FOR DUTY STAFF

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When staff know they will be absent from school on their duty day, they must arrange their own cover, and record the outcome on the leave of absence request form. All staff who have been designated a duty are ‘in locum parentis’ and therefore have a statutory obligation to ensure this is met. The SLT duty member is responsible for organising the team to cover for absent colleagues, i.e. swapping of duty days.

4 LUNCH

The Canteen is open for 15 minutes before and after each break to allow staff on duty to collect, order or eat their lunch.

5. The Deputy Head teacher (KWA) must be informed of any duty changes. She will allocate new staff when and where appropriate. 6. i) Any duty/timetable changes must be made only after consultation of SLT and the duty lists and comes into effect after the publication of the updated list. ii) The duty timetables and systems will be reviewed each term or as a member of staff leaves. SECTION 4 SECURITY INCIDENT REPORTS Key Responsibilities: Business Manager

Procedure to be adopted following a security incident:

(Completing this form must not take the place of dealing with a security incident)

person reporting incident to collect a serious incident form from main school office completed form to be handed to the Business Manager for investigation. the form is sent to the Business Manager for filing.

N.B. The File must not be removed from the Business Manager’s Office.

Security Incident Report

Date ............................ Time ....................... Place .................................. Description of incident ................................................................................................................................................................................................................................................................................ Name of person making report .................................................................... Department/Section ....................................................................................... Signed ......................................................... Date ........................................

Return to the Business Manager’s Office Do not remove this lower section

............................................................................................................................

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Do not complete this section For office use only

Executive Headteacher informed: Date………………………………… Time……………………………………………. Action Taken ............................................................................................................................................................................................................................................................................................................... Signed. .......................................... Date ............................

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SECTION 5 FIRE & EMERGENCY EVACUATION PROCEDURES – Review Date: September 2018 Key Responsibilities: Reception, Caretakers, Fire Marshals, Business Manager, SLT, Bouygues The alarm will be sounded in the event of fire, chemical incident or bomb threat. The alarm will not be sounded in the event of an intruder on site until the Executive Head teacher authorises.

EASTBURY FIRE ALARM ACTIVATION PROCEDURE OVERVIEW

Introduction This procedure details the response to be taken by Bouygues and the School upon activation of the fire alarm system, including the controlled process by which the alarm can be silenced should it be necessary. A minimum of three evacuation practices will be held each academic year. One drill will be announced and two without warning. Drills will be at varying times so that possible problems can be identified and countered as necessary. Full details of the drill will be entered into the Fire Log Book.

Purpose / Objectives The purpose of this procedure is to detail the fire alarm activation response process both during school hours and out of school hours. It also clarifies responsibility for monitoring and silencing the alarm. Scope This procedure applies to Eastbury Community School which forms part of Bouygues’ Barking and Dagenham Schools contract. EMERGENCY EVACUATION OF SCHOOL Raising the Alarm The alarm will be sounded in the event of fire, chemical incident or bomb threat. Anyone discovering the outbreak of a fire should without hesitation, activate the alarm at the nearest break glass call point. Students should be taught to alert or report to a member of staff. Fire Marshals should evacuate everyone to the muster points when the alarm sounds. It is the responsibility of the Caretakers / Bouygues / Reception staff to monitor the fire panel as the alert occurs. Reception staff will notify LFB if the alarm is found to be false. All false alarms must be recorded and fully investigated to minimise the chance of reoccurrence. Disciplinary action will be taken against anyone raising a false alarm or interfering with the alarm, fire evacuation signage, firefighting equipment or covering up vision panels on doors or windows. (Vision panels may be covered temporarily for specific science experiments; or during medical treatment of a student when two members of staff must be present.

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Action to be taken when hearing an Alarm – During Normal School hours On hearing the alarm, students must stand behind their chairs. The teacher / staff member in charge of the class will then instruct them to exit the building following the route indicated on the fire evacuation plans. The teacher / staff member will ensure the room is completely clear and must leave the Classroom door unlocked. The Class Teacher will escort their class in silence from the building, leaving bags behind, evacuating the building via the nearest fire exit. The best escape route is shown on a plan of the area by the door of each room, (also displayed at the back of this procedure).

Teachers must follow each group of students out of the building and accompany / monitor closely any student with medical needs during the evacuation. Students must be escorted around to the muster point before any member of staff joins their own year group.

Students will assemble on the school field in the areas allotted to their year groups

All teachers / staff must ensure that students stand in silence in their form groups, in two straight lines.

Teachers / staff should ensure that to the best of their knowledge no-one is missing from their form / area of work, and must not go back to look for someone who appears to be missing. They must alert a Fire Marshal to this effect.

Fire Marshals are to make sure that all toilets and classrooms are checked before evacuating the building to the muster point.

Nominated Fire Marshals are responsible for checking designated areas of the school – see table below.

The Primary School will evacuate from emergency exits and muster points in their designated area.

All associate staff (without Fire Marshal or fire evacuation responsibilities) and visitors will assemble on the school playground adjacent to Main Street.

Teaching Assistants / Mentors / Youth Workers will be designated to assist with the evacuation procedure.

Fire marshals should check that, to the best of their knowledge, their designated area is clear and ensure all areas used by staff and students have been evacuated.

All staff that are not responsible for a teaching group or class group should assist with the traffic flow around the buildings, ensuring that students walk on the left and no one walks upstairs during evacuation.

Students with accessibility difficulties Reception/Attendance Staff should inform the Head Fire Marshal of the last known teaching location of the wheelchair user(s), who should then ensure via radio that the student is receiving assistance. The Class Teacher will take student(s) with disabilities will be taken to the refuge points if on the upper floors after all the other students have left the classroom. Teacher/Staff leaving a wheelchair user at a refuge point should notify the Head Fire Marshal of the refuge point location by radio. They should also seek to receive confirmation of message. These students will remain at the safety refuge point and LFB will be notified on arrival to ensure there is immediate evacuation. Refuge points are labelled on the Fire Evacuation Maps. Use of Radios Fire Marshals should report on the 2-way radio when their area has been safely cleared to the best of their knowledge. Emergency channel should be used during the fire evacuation procedure. Only evacuation related broadcasts are to be made on the radio system during the evacuation procedure. Exit Routes for Wilmington Building The exit routes are identified on the evacuation maps. In general, staff and students should leave the premises by the nearest exit. In the case of a blocked exit the next nearest route should be selected. As guidance during familiarisation of staff and students to the new campus:

Wilmington building for the ground floor, rooms ending in 01 to 07 should move toward the west exit, rooms ending in 08 to 014 should move to the South exit and rooms ending in 15 to 18 should exit via the East exit.

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For the first floor, rooms ending in 01 to 07 should move toward the West exit, rooms ending in 08 to 013 should move to the North stairs and leave by the North or South exit and rooms ending in 14 to 18 should exit via the East exit.

For the second floor, rooms ending in 01 to 06 should move toward the West exit, rooms ending in 07 to 10 should move to the North stairs and leave by the North or South exit and rooms ending in 11 to 12 should exit via the East exit.

Visitors and Contractors on site Building contractors will respond to the school fire alarm and muster within their compound if safe to do so. If a fire alarm is triggered within the building compound it is the responsibility of the contractor to ensure that the fire alarm of the main school is immediately manually activated. Visitors must be clearly told / given written instructions when signing in of the fire evacuation procedure and muster points. The member of staff on the front desk will bring the visitors list to the evacuation point. During holidays it is the responsibility of Bouygues / Site team managers to ensure the safe evacuation of all visitors / contractors. Action to be taken when hearing an Alarm – Break or Lunchtime If an evacuation should take place at break or lunchtime, staff and students should leave by the nearest exit and should proceed to their normal assembly point. Fire Marshals should aim for full safe evacuation of buildings. Bouygues will ensure that the emergency shutters by the serving hatches are raised as soon as the alarm has been confirmed as false. Action to be taken when hearing an Alarm – Out of School hours If an evacuation should take place after the end of school bell has sounded, staff should leave by the nearest exit and escort students to their normal assembly point. Returning to Building When instructed, teachers should dismiss their classes back to their teaching rooms in silence and in an orderly and controlled manner. All available staff should assist with traffic flow towards and through the buildings. Youth workers and other available staff should monitor the areas around the School, to ensure that all students are in the school. It is the responsibility of the reception staff to monitor the fire panel as the alert occurs. Caretakers/Reception staff will notify LFB and Barking Control if the alarm is found to be false. Please familiarise yourself with the flow diagrams below. Please note

In the event that the School needs to evacuate to an offsite location, the School will first assemble on the field as per the normal evacuation procedure, where they will wait for further instructions.

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In the event of adverse weather conditions and snow coverage on the field, staff should continue to assemble on the school field in the normal way.

N.B. In the event that the School needs to evacuate to an offsite location, the School will first assemble on the field as per the normal evacuation procedure, where they

will wait for further instructions.

Fire Evacuation during School hours 8.00am – 4.30pm

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2. School Receptionist to attend Main Fire Panel

3. Communicate exact location of incident to

Caretakers/ Senior Management team

4. Caretakers / Senior Management team to attend

location of activation

Fire?

8. Caretakers to inform

Bouygues E&S

helpdesk of fault and

location

9. Bouygues engineer

to attend fault

12. Helpdesk

informs Client of

Job Completion

10. Helpdesk to

instruct sub-

contractor to attend

site

Fire Alarm Activated

Tasks

Sch = School

Yes No

Record

2. Sch

3. Sch

4. Sch

5. Sch

9.

Bouygu

es

10.

Bouygue

s E&S

8. Sch /

Bouygu

es

5. Confirmation of cause of activation to person

monitoring main fire alarm panel

11.

Bouygues

E&S / sub-

contractor

Resp.

8.

Maximo

reactive

job

sheet

7. Ask person monitoring

panel to cancel alarm

Can Bouygues

E&S engineer

rectify fault?Yes

No

11. Rectify faultFire alarm log book

completed

Fire

alarm

log book

1. Sch

12.

Bouygues

6. Sch

1. Evacuate building and attend assembly points

6. Call Fire/Emergency Services

and open main gate

7. Sch

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Fire Evacuation Out of School Hours 4.30pm – 8.00pm and during school closure periods

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Fire?

1. Leave Alarms

sounding & evacuate

the building and attend

assembly point

Fire Alarm Activated

Tasks

Bouygues E&S; LFB = London Fire Brigade

Yes

Resp. Record

3. Await authorisation

from LFB to re-enter the

building

1 & 4.

All

2 & 5.

LFB

No

7. Bouygues engineer

to attend fault

10. Helpdesk

informs Client of

Job Completion

8.Helpdesk to instruct

sub-contractor to

attend site

Can Bouygues

E&S engineer

rectify fault?

Yes No

9. Rectify faultFire alarm log book

completed

4. Leave Alarms

sounding & evacuate

the building and attend

assembly point

6. LFB to inform EFM of

fire alarm activation

5. LFB to silence fire

alarm panel

2. LFB to silence fire

alarm panel

3. All

6. LFB

7.

Bouygue

s

8.

Bouygue

s9.

Bouygues /

sub-

contractor

10.

Bouygue

s

6.

Maximo

reactive

job sheet

Fire

alarm log

book

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Eastbury Fire Marshalls & First Aiders First Aiders In case of emergency please contact the nearest qualified first aider from the list below:

1.1 Eastbury School First Aiders In case of emergency please contact the nearest qualified first aider from the list below:

NAME LOCATION PHONE RADIO HOLDER

Sandra Brownlow

Main Office 4523

Joanne Cole-Mabhara

Main Office

4521

Pam Page

Attendance Office

4529

Steve Morris Youth Worker-Inclusion 4589

Daphne Miller Youth Worker’s Office 4589

Michael Minott Youth Worker’s Office 4589

Davina Darlymple Media Resources Office/Reprographics

4519

John Green Caretaker 4535

Bill Thwaites Caretaker 4535

John James Henderson

Caretaker 4535

Andrew Lee-A -Tin Technician Technology

4583/ 4547

Shannon-Lee Emmery

Learning Support Unit-Rosslyn Building

4543

Mick Rose PE- Dept. – Rosslyn Building

4576

http://www.google.co.uk/url?sa=i&rct=j&q=2+WAY+RADIO&source=images&cd=&cad=rja&uact=8&ved=0CAcQjRw&url=http://www.rentcell.com/rent-radio-order.htm&ei=cDcRVfDPItjiasGxgbgP&psig=AFQjCNF_ROXs6w6AZzRMNU_d4U-Nfre34w&ust=1427278055965233











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Veronica Jackson Music Dept.- Rosslyn Building

4569

Olumayowa Oyewole-Etu

Food Technology Dept. –Rosslyn Building

4544

Adam Dray English Dept. Wilmington Building-

Ground Floor

4549

Gurpreet Gill Geography Dept. Wilmington Building

4558

Tazkia Mizan Humanities Dept. Wilmington Building

4558

Scott Peer Science Dept. Wilmington Building

4581/ 4589

Amina Adeyemi Art Dept.-Rosslyn Building

4513/ 4536

Emily Paul Geography Dept.-Wilmington

4558

Petulia Edwards Primary School 4612

Michelle Nye Primary School 4611

Samantha Serrell Primary School 4611

Harsha Maisuria Primary School 4611

Salma Sultana Primary School 4611

First aid is carried out in line with the first aid risk assessment which is reviewed and updated regularly by the Office Manager. Fire Marshal and

First Aid training for staff is organised by the Business, Finance & Premises Manager and is usually held in the Summer term.

Eastbury School Emergency Contact Details

Senior Leadership Team

Executive Head Teacher David Dickson – [email protected]

Senior Deputy Head of Secondary

Sharon Collins –[email protected]

Deputy Head Teachers of Secondary

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Kerry Ward – [email protected]

Jeff Goy – [email protected]

Head of Primary

Aisha Raymond – [email protected]

Deputy Head Primary-Clare Hutchinson-Wright – [email protected]

Assistant Head Teachers

Jaspal Jhita – [email protected]

Rebecca Lastiotis –[email protected]

Head of Sixth Form

Dominic Simpson – [email protected]

Business Manager

Olive Owusu-Attafuah –[email protected]

Network Manager

Daniel Trayler – [email protected]

Site Staff

Caretaker

John Green – [email protected]

Bill Thwaites - As Above

John James Henderson- As Above

Governing Body Chair of Governors

Roy Patient

Bouygues Other Named Personnel

Andrew Collard – [email protected]

Grant Miller - [email protected]

[email protected]

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SECTION 6 HAZARDS & DEFECTS Key Responsibilities: Business Manager, Bouygues, Executive Head Teacher, Head of Secondary, Head of Primary, Caretakers, All Staff

Defects and hazards in the building, heating, lighting and ventilation systems should be reported immediately to Bouygues who will decide upon the appropriate action. Bouygues can be contacted via the internal email system: [email protected] or by dialling *666 from your telephone. Bouygues will send you an email to acknowledge your hazard/defect query and an estimated reaction time. If you have a query relating to the Bouygues service, please contact the Business Manager. Bouygues/Business, Finance & Premises Manager do fortnightly site checks. Major defects and hazards must be reported to the Business Manager, Executive Head teacher, Senior Deputy Head of Secondary & Head of Primary immediately. The caretaking staff are responsible for the clearing of any spillages and removing of non-fixed defects. Caretaking staff can be contacted on extension 4535 or on the 2-way radio system. In addition, a fault report can be made on the Learning Gateway under the Fault reporting section. All hazards/defects are monitored by the Business Manager. An overview is reported to the Executive Headteacher/Governing Body. All staff are responsible for site health and safety as part of their job description. SECTION 7 ACCIDENT REPORTS

After an accident to staff (teaching and core), cleaners, contractors and visitors

Accident should be reported in the first instance to reception and entered in the Accident Record Book on the site where the accident occurred, on the day of the accident or if this is not possible due to the injuries, as soon as possible.

A Barking & Dagenham Accident/Incident Report together with any witness statements attached should be completed and sent to reception within 24 hrs

of the accident. All accidents are reported to the Health and Safety Officers of both the school and the borough using the completed LBBD Accident/Incident Report.

Major accidents e.g. a broken bone, must be reported to the Borough Health & Safety Office within 24 hours by telephone and then by the completing a

Accident/Incident Report. The Borough will notify the Health & Safety Executive if deemed necessary.

The Business, Finance & Premises Manager, Executive Headteacher, Head of Secondary and Head of Primary will be notified of all major accidents.

mailto:[email protected]

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After an accident/incident - pupil

Any class teacher, duty staff, or Year Co-ordinator reporting an accident to a pupil should obtain a Barking & Dagenham Accident/ Incident Report from the school office and the office staff will immediately enter the accident in the Sick Book on the site where the accident occurred.

Accident form to be completed together with any witness statements attached and sent to the school Health and Safety Officer (OOW).

Two copies will be sent the Borough H&S Officer and the third copy will be filed by the school.

The appropriate Head of Department or Business, Finance & Premises Manager to investigate accident and refer to the risk assessment to ensure control

measures have been met.

The investigation report and risk assessment to be sent to Business, Finance & Premises Manager who will initiate any necessary remedial action. Major accidents e.g. a broken bone, must be reported to the Borough Health & Safety Office within 24 hours by telephone and then by the completed

Accident/Incident Report. The Borough will notify the Health & Safety Executive if deemed necessary.

The Business, Finance & Premises Manager and Executive Headteacher will be notified of all major accidents.

SECTION 8 ACTION TO BE TAKEN ON RECEIPT OF A BOMB THREAT Key Responsibilities: Reception, Executive Head Teacher, Business Manager

Stay calm and signal to another member of staff that the police need to be called immediately Record the exact time the call is received

Write down exact wording of threat

Keep the caller on the telephone for as long as possible

Ask these Questions:

1. Where are you right now? 2. What is your name and telephone number? 3. Where is the bomb right now? 4. When is it going to explode? 5. What does it look like? 6. What will cause it to explode? 7. Did you place the bomb? 8. Why?

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Repeat the answers back to the caller so that other members of staff can hear Inform the Executive Headteacher, Head of Secondary or Business, Finance & Premises Manager immediately.

SECTION 9 SECURITY MARKING OF SCHOOL EQUIPMENT Key Responsibilities: Network Department

For all computers and IT equipment we use the school initials and school postcode in UV marker. We do not label by department as equipment is moved between departments on a regular basis. We use: ECS IG11 9UW Items are also given a property is security marked sticker also containing the schools postcode

SECTION 10 CONTACT LISTS Contact Name Telephone No Barking & Dagenham Control Duty Officer 020 8227 3672 Barking & Dagenham Police 0208 984 1212

Crime Desk Barking & Dagenham 0208 217 5572/4 Fire Brigade 9-999 Transco Emergency Service

Duty Officer 0800 111 999

Electricity (EDF Energy) Duty Officer 0800 028 0247 Water(Essex & Suffolk) Duty Officer 0800 526 337 Environmental Agency Floodline Duty Officer 0845 988 1188 Queen’s Hospital Main Switchboard 0845 130 4204 Social Services Duty Officer 0208 227 3811 Passport Office (Petty France) (Peterborough)

0870 521 0410 0870 521 0410

Health & Safety Executive

Duty Officer 235 8000

Drug Abuse Duty Officer 0208 724 1181 Alcohol Advisory Service Duty Officer 0208 252 0002 Caress Helpline (HIV/AIDS) Duty Officer 0208 220 0110 London Lesbian & Gay Switch Duty Officer 0208 593 8030

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SECTION 11 DRUGS AND OTHER ILLEGAL SUBSTANCES ON SCHOOL SITE Key Responsibilities: Reception, First Aiders, SLT, Executive Head Teacher, Business Manager

Drugs Education Policy (full policy available for further guidance)

Rationale and Definition

The possession and use of illegal drugs is forbidden. All the drugs covered in this policy are not permitted to be bought, sold, or otherwise obtained on school premises or during the school day, including when students are on school visits. These rules apply to adults working at and for the school. Exceptions may be made for students and adults who need to take prescribed medicines where appropriate, and alcohol for adults during social occasions when students are off the premises.

Drugs are those that are legal, such as alcohol, tobacco and solvents, over the counter and prescribed drugs and illegal drugs such as cannabis, ecstasy, heroin, crack/cocaine and LSD. A drug is a substance that when taken into the body will bring about a psychological or physical change.

It is therefore important that we work together to ensure that we have clear guidelines for drug education and clear procedures for responding to drug related incidents. Sanctions for incidents will be consistent with the school’s Behaviour Policy.

GUIDANCE TO STAFF FOR THE MANAGEMENT OF DRUG RELATED INCIDENTS AT EASTBURY

EMERGENCY Where a person has lost consciousness as a result of drugs use or has gone into coma through overdosing. ACTION 1. Do not panic or leave the person alone. 2. Summon/call staff with first aid qualifications through the main office 3. Ask office to telephone 999 for an ambulance 4. Place the person in the recovery position 5. The person's friends should be questioned to determine which substance has been used. Evidence, e.g. tablets, bottles, syringes etc. should be gathered (samples of

vomited material may also be needed. This will be dealt with by the Police or the Community Police Officer on site. Reception have a box that caters for this. 6. Report the incident to a member of SLT who will inform the Executive Head teacher. A member of SLT will telephone the parent/carer.

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LOCK DOWN PROCEDURE

Plan

Staff responsibilities

Executive Headteacher Will make contact with emergency services and the Local Authority.

Other staff members Senior Deputy Headteacher: communicate with parents

Teachers and support staff: stay with pupils keeping a calm environment

Business Manager to ensure all access points are secured and inform Bouygues the Facilities Management Company.

Signals

Lockdown signal(s) Dedicated ‘lockdown’ alarm tone which will be different to a fire alarm

The Emergency Channel

Internal message systems - Radio

Pop up on employee computers or internal messaging systems

Word of mouth where appropriate and safe

All windows to be closed by Designated staff

Caretakers to close all external doors

It is yet to be decided whether we will have a partial and full lockdowns with separate signals.

All clear signal Separate dedicated ‘lockdown’ alarm tone

Radio Emergency channel

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Word of mouth

Evacuation signal Make sure people know this in case you need to evacuate the school. We will follow same procedure as for fire evacuation.

Lockdown

Assembly points Generally, this will be classrooms, the assembly hall, or offices, however the incident will dictate if this is to change. If it is safe to stay in the classrooms or offices then all will keep clear of the windows.

Entrance and exit points

Always closed and manned by Access Control and CCTV.

Bringing pupils inside Same procedure as fire alarm.

Coded message via Radio on the Emergency Channel.

Word of Mouth

Students will be asked to go to next lesson

Same instructions will be given to staff.

Executive Head teacher & Deputy Senior Head teacher will check if all staff are present. Any missing persons will be shared with Designated Staff.

Register taken in lesson and any student missing will be shared with Designated staff

Cover Lead will confirm that all temporary staff are accounted for

Visitors will remain with their hosts

Steps to increase protection from danger

Lock and screen doors

Position children away from sightlines from external doors and windows

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Turn off lights and monitors

Ensure mobiles phones and electronic devices are on silent, or turned off

Internal communication

Internal mail

Radio

Communication with parents

Update School and Local Authority Website

Email sent via Parent pay.

Additional notes Procedure will be same as in their Personal Emergency Plan for emergency.

Evacuation will be via email or Radio

Checklist

Step Check Time Signed

Use signal to initiate lockdown

Ensure pupils are inside

Secure entrance points

Contact emergency services

Ensure staff take action to increase protection from danger [you could list specific actions that you will

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take in your school here, such as turning off lights and locking internal doors]

Make sure pupils and staff are aware of exit points

If safe, check for missing pupils or staff

Remain inside until all clear has been given or told to evacuate

INTOXICATION Where a person is intoxicated but conscious. ACTION 1. It is difficult to talk to a person who is intoxicated or 'high' and therefore it is important to keep them under observation. 2. Sit him/her in a quiet room or area: an empty classroom or the Parents Room near Reception. 3. Ensure another member of staff is with you as the young person's behaviour may be unpredictable. 4. Ensure good ventilation. 5. Help calm her/him down if s/he is distressed. 6. First aid should be administered by a qualified person, if necessary. 7. A member of SLT will contact parents/carers, where there is a professional duty to do so (see below). 8. Report the incident to a member of SLT who will inform the Executive Head teacher.

SECTION 12 BEREAVEMENT PROCEDURES Key Responsibilities: Reception, First Aiders, Executive Head Teacher, SLT, Business, Finance & Premises Manager

Forward Any death on the school sites will be investigated by the Police. Until such time that the Police are satisfied that the death was caused by natural causes the death will be classified as suspicious. 1. Death of a member of the public on school premises. 2. Death of a member of staff on the school premises. 3. Death of a student on the school premises. 4. Death of one of the above by suspected suicide.

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Reporting The person who finds the deceased is requested not to touch the body unless they are trained in resuscitation. They are to remove onlookers away from the scene and send someone to the main office to report the incident. Witnesses to the incident are to be removed to a safe area as they will be required to give statements at a later time. Action by Office

If a first aider is not on the scene the office is to telephone for a duty first aider.

Telephone 9-999 and ask for the Police. Scotland Yard will alert the ambulance.

Inform a member of the Senior Leadership Team and seek advice. Action by the Executive Head teacher, Head of Secondary, Head of Primary or member of SLT

To contact the Authority for advice with reference to counselling if required.

To contact the Authority regarding the issue of press statements.

To carry out an initial investigation and to liaise with the emergency services.

In the case of a member of staff the Executive Head teacher or a close friend may wish to inform the next of kin. ( The Police as a matter of course inform next of kin)

To inform Social Services if felt necessary. Action by the Business Manager If there is a Health and Safety issue the Head of Site is to be part of the investigating team.

No member of staff should give interviews with the press, as this is the responsibility of the Executive Head teacher. SECTION 13 BIRTH ON THE SCHOOL SITE Key Responsibilities: Reception, First Aiders, Executive Head Teacher, SLT, Business Manager 1. Birth by a member of staff on the school premises 2. Birth by a member of the public on school premises. 3. Birth by a pupil on the school premises Action by Office

To telephone for a first aider.

To telephone 9-999 for an ambulance.

To inform a member of the Senior Team and seek advice if required. Action by the Executive Head teacher or Senior Deputy Head teacher or Senior member of staff

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To contact the Authority for advice with reference to counselling for a pupil giving birth on school premises.

To contact the Authority regarding the issue of press statements.

To liaise with the emergency service.

In the case of a pupil the Executive Head teacher or his deputy to inform the parents/carer.

To inform Social Services in the case of a pupil. Action of the Business Manager

To liaise with the Executive Head teacher. Action by Others

Staff are to remove pupils from the scene.

No member of staff should give interviews with the press, as this is the responsibility of the Executive Head teacher.

SECTION 14 EDUCATION VISITS Key Responsibilities: Trip Organiser, Executive Head Teacher, SLT, Reception, Finance

All proposed educational visits must follow specific guidelines, as shown on the school’s Intranet. These guidelines are based on Borough regulations, as outlined in their School Offsite Visits Manual. A proposed visit must be agreed with the Executive Head teacher and Senior Leadership team against the school diary. Staff are required to complete the following documentation, which is available on the school’s Intranet:

1. Borough Educational Visits form (EVA1 or EVA2).

An EVA1 is completed for all day visits which are non-hazardous and includes information such as date of visit, venue, number of students, staff names and summary of activities.

An EVA2 is completed for visits involving overnight stays, hazardous activities and trips abroad.

2. A risk assessment form. This form identifies potential hazards, who may be at risk and steps taken to control risks.

3. An internal Planning for Safety checklist

This checklist is to make staff aware of what needs to be done when organising a visit.

4. A copy of the letter of parents outlining details/arrangements for the proposed visit, together with a parental consent form.

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All of the above documents must be given to reception for processing at least 3 weeks before the proposed visit for category EVA1 trips and 6 weeks before category EVA2 trips. Processed documents are then passed to the School Visits Co-ordinator for checking before EVA1/2 forms are sent to the local authority for their approval. No visits will be approved unless they have the necessary documentation correctly completed and meet the local authority regulations. Staff in charge of the visit are responsible for giving names of pupils participating to reception. Any coaches required are booked via reception and monies collected in respect of trips via Parent Pay.

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SECTION 15 PANDEMIC

Key Responsibilities: Executive Head Teacher, Business Manager, All Staff What is a Flu Pandemic? Pandemic flu is a type of influenza that occurs every few decades and which spreads rapidly to affect most countries and regions around the world. The symptoms of pandemic flu are similar to those of ‘ordinary’ flu, but are usually more severe. The most significant symptoms are the sudden onset of fever, coughing or shortness of breath. Other symptoms may include headache, tiredness, chills, aching muscles, sore throat, runny nose, sneezing and loss of appetite. How is it caught and spread? It is likely that ‘ Flu’, like seasonal flu, will spread from person to person by close contact. Some examples of how it can be spread include: • Coughing and / or sneezing by an infected person within a short distance (usually 1 metre or less) of someone else; • Touching or shaking the hand of an infected person and then touching your mouth, eyes or nose without first washing or sanitising your hands; • Touching surfaces or objects (e.g. door handles) contaminated with the flu virus and then touching your mouth, eyes or nose without first washing or sanitising your hands. Eastbury The school will contact parents/carers in the event of a flu pandemic and advise on the necessary action to take. Full priority is to ensure continuity of education whilst ensuring all health and safety requirements are met. Reporting of Absence

The following is to ensure the smooth running of the school and to minimise emergency cover: The school expects staff to make every effort to report their absence by 7.30 am at the latest by phone, so that supply cover may be engaged. It is recognised, however, that in certain circumstances, this may not always be possible. It is recognised that staff, however, will make every effort to inform the school of absence at the earliest opportunity. It is also expected that staff should inform the school by 2.30 pm, wherever possible, if the absence is likely to extend to the following day or beyond. Staff must complete a Self-certification form upon their return to work.

SECTION 16 ADVERSE WEATHER Key Responsibilities: Executive Head Teacher, SLT, Network Manager, Caretakers, Bouygues

Rationale

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There are occasions when severe weather conditions prevail or failure of services or major incident occurs which may affect the operation of the school day. If such circumstances occur, staff, parents and students need to be aware of the procedure to be followed. It is important accurate information is available from an appropriate source in order that staff, parents and students know where to access and follow the information provided. As far as possible it is the school’s intention to remain open unless circumstances prevent the school from operating. Purpose To provide guidelines to staff, parents and students covering a range of possible scenarios affecting the ability of the school to operate. Guidelines Unless the school has been closed following an announcement by the Executive Head teacher or member of the school’s Senior Leadership Team, it must be assumed that the school remains open. In the event of severe weather conditions staff, parents and students may contact the following to ascertain whether the school is open or closed or operating in some modified form:

School’s main phone line answer phone

School’s website. This must indicate whether the school site is open to both student and staff.

Contacting the school via a direct phone line to speak with a member of the school’s Senior Leadership Team. Only this designated group is authorised to provide a statement upon the operational status of the school.

In cases where weather conditions delay attending school, a register will be available at the main reception for colleagues to sign on arrival. Staff must ensure that they use the site with extreme caution and wear suitable footwear and clothing. Staff and students must only use the entrance in the Main Building, near Reception. Car parks are to be used at the risk of staff. The site staff will ensure there are suitable pathways to enter and exit the building through the main building only. Site use and updates will be made available on the intranet and internal email system throughout the period of inclement weather. Following closure of the school during a school day staff, parents and students will be expected to follow the guidelines described above under severe weather conditions for the next day. In addition to severe weather conditions there may be occasions when the school suffers a service failure. This can take a number of forms including fire, electricity, gas, water, heating etc. Any of these service facilities may affect the school to operate. Guidelines for such possible failures are those described for severe weather conditions. It is more apparent when severe weather conditions occur than a localised service failure. The school will make every effort to inform staff, parents and students about such failure and the status of the school under these circumstances using the guidelines described above.

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Every effort is made to determine the best and safest decision on cancelling or not cancelling school because of adverse weather. Please take the time to read this

information. Taking the time to acquaint ourselves with the procedures of the policy will assure the safety of our students.

EMERGENCY CLOSING PROCEDURES

School Cancellation - If the decision is made to cancel school please refer to the websites detailed above. All decisions will be made by the Executive Head teacher with

full consultation with the governing body.

Early Release - If school is in session and hazardous conditions develop during the day, a decision may be made to dismiss students early.

SECTION 17 EMERGENCY CONTACT NUMBER – SCHOOL CLOSURE Key Responsibilities: Executive Head Teacher, Head of Secondary, Network Manager

Eastbury Community School uses both a website and a phone number to pass on information to staff and students in the event of a school closure. The school’s DCSF number is 3014021. Telephone: 020 8507 4500 Facsimile: 020 8507 4501 Email: [email protected] Website: www.eastbury.bardaglea.org.uk

The following documents should also be referred to when discussing Eastbury Community School’s Business Continuity Plan: Snow/Severe Weather Closure policy Exams Continuity Plan Management of an Infectious Disease Policy

BUSINESS CONTINUITY PLAN · 4 February 2016 5 November 2017 6 March 2018 7 October 2018 8 November...

Documents

Transcript of BUSINESS CONTINUITY PLAN · 4 February 2016 5 November 2017 6 March 2018 7 October 2018 8 November...