Emergency Plan Policy

EMERGENCY PLAN POLICY

 

Contents

 

1. Scope of the Plan
2. Activation
3. Emergency Action Lists for Key Staff Appendices
   • A. Disaster Recovery Plan
   • B. Bomb Alert Procedures
   • C. Emergency Contacts list
   • D. Serious Student illness
   • E. Pandemics
   • F. Death of a student or staff member
   • G. Astrum Staff contact numbers

 

1. Scope of the Plan

This Plan deals with the institution’s emergency procedures with regard to its’ boarding facility in events such as:

• A deliberate act of violence, such as the use of a knife or firearm.
• A fire.
• A student or teacher being taken hostage.
• The destruction or serious vandalising of part of the boarding facility.
• Receipt of information of threat, or actual, disruption to the boarding facility.
• Bomb Alerts.
• Students with infectious or contagious accidents.
• The death of a student or member of staff through natural causes or staff.
• A transport-related accident involving student and/or members of staff.
• A more widespread disaster in the community.
• Death or injuries on school journeys or excursion.
• Civil disturbances and terrorism.
• Pandemics.
• Adverse Weather Conditions.

 

 

2. Activation

 

In the event of a boarding house emergency the  proposed emergency actions are outlined here:
INCIDENT OCCURS: Principal Head of Boarding and Welfare (PHBW) and the Head of Boarding (HoB) is notified
DURING institution HOURS: The PHBW determines the extent of the incident and informs the Chief Executive Officer (in his absence The Director of Finance) to gauge to what extent, if any, the LA or external bodies need to be involved (eg where the incident could directly affect other local institutions). In such cases the PHBW  requesting LA help. The PHBW to make decision as to whether other teams such as MEH senior leadership or the Sales and Marketing team to be involved and whether to contact the police.
OUT OF OFFICE HOURS: Staff contacts the Principal Head of Boarding and Welfare directly. PHBW to notify CEO and if necessary police.
If wider contact or facilities are needed  Call Civil Protection 24 hour Line (155) The Civil Protection Line will give you access to any key numbers and advise where needed
Marketing Team (If requested by PHBW) Puts team standby Attends site Mobilises team as required Contact Parents/ Agents as appropriate	HoB Attends site to: Assist/advise PHBW/ Nominee Determines full needs Takes action accordingly	PHBW Nominates on-site Co-coordinator Identifies on-site facilities Mobilises on-site Team (if appropriate) Ensures nominated person  deals with media

 

 

3. Emergency action lists for key staff

 

ACTION BY:  Principal Head of Boarding and Welfare

Stage 1 – Initial Actions

• Open and continue to maintain, a personal log of all factual information received, actions taken, and the time of those events.
• Make every attempt to clarify exactly what has happened.
• The PHBW will form a Emergency Management Team, which will usually comprise of Principal Head of Boarding and Welfare, Head of Boarding, Director of Operations and Catering and the Director of Recruitment and Admissions.
• With the Emergency Management team, nominate a site coordinator.
• A communications room (the PHBW office) is set up to be the main point of contact and communications.
• Ensure telecommunications links are available in communications room.
• The boarding house will endeavour to remain open and maintain normal routines; if it is thought in the best interests to close the boarding house, the Principal Head of Boarding and Welfare will make the decision.
• Arrange for:- Immediate support from staff at the main institution site and head office If media are involved

• If the incident does attract media attention, the Company/institution is likely to be inundated with requests for interviews and statements.
  The company/ institution could be quoted on anything which is said to a journalist, even if it is not part of a formal interview: avoid saying ‘No comment’, but rather tell the journalist you can’t say anything now but will call them back or will ask a senior institution/company rep to call them back; keep a grip on emotions; and arrange for checks to be made on where interview/camera teams go.

 

ACTION BY:  Principal Head of Boarding and Welfare

• Where incidents affect other local schools, they may call in their on PR contacts and/or the LA Support Team PR officers.
• NB: It is especially important that if names of those who may have been involved in the incident are known DO NOT release – or confirm – them to anyone, before those identities are formally agreed and parents/agents are informed.

 

Stage 1 – Initial Actions

 

• Try to contact and brief him.
• Inform Chief Executive Officer
• Call in the designated staff members to form the ‘Emergency Management Team’, and nominate one as the On-Site Coordinator to oversee that Team on your behalf.
• Be prepared to receive many telephone calls.
• Call in other institution/company assistance.

 

Stage 2 – Once established

Brief Staff Member acting as On-Site Coordinator to oversee the following:-

• If ‘Local Authority Support or Civil Protection Team’ has been activated, arrange for On- Site facilities for the Team.
• Ensure appropriate identification of staff by using badges. (Expect to see identification of Local Authority Support Team, or Civil Protection Team Officers).
• Set up arrangements to manage visitors – arrange for their names to be recorded.
• Set up arrangements to enable accurate information to flow into and out and for telephones calls, by ensuring –
  • Sufficient help is available to answer the many calls that could be received
  • Staff maintain a record of all calls received
  • Brief, but up-to-date, prepared statements are available to staff answering phones
  • Media calls are directed to the nominated person
  • Care is taken when answering telephone calls

An independent telephone is made available for outgoing calls only – a mobile phone can be useful – but remember such messages can be readily intercepted

Telephone staff are reminded that some calls could be bogus

• To arrange for all staff working at the boarding house to be called in and, if necessary, briefed at an early stage. Subsequent briefings say 2 per day for 10 minutes, should be arranged.
• To be aware of how colleagues are coping

 

• To arrange for all students to be told, in simple terms, at an early stage. Decide if full institution assembly at the main institution site is appropriate and if so organise
• To brief Team to discourage staff and students from speaking to the Media

 

Parents:

• If students are involved, contacting parents/agents will be an important early task (if it is a major incident, parents may well have already heard).
  It may be appropriate to ask any local parents to come to the institution for a briefing and support or contact agent to do this if abroad.
  This will need to be done with the utmost care.
• Maintain regular contact with parents.

 

Staff:

• Remind staff to have regular breaks, and to advise others to do so
• Maintain regular contact with staff. Make a point of seeing that all staff involved know each other’s roles & responsibilities
• Always try to think of something positive to say to staff & respond positively to ideas and suggestions
• Remember some members of staff may be so affected, that they will not be able to help in supporting children
• Recognise also that if the burden of dealing with the situation falls disproportionately on a small number of staff, they too could need professional support

 

Civil Protection Team:

• Maintain liaison with Civil Protection Team Senior Officer for duration of Incident in cases where they are involved.

 

Stage 3 – Period following the close of the incident

 

• When appropriate, seek advice from ‘Local Authority Support Team’ / ISC and local clergy contact on special assemblies/ funeral/ memorial services
• Arrange for a member of staff to make contact with any students either at home or in hospital
• Make sensitive arrangements for the return to the institution (as appropriate)

 

Stage 4 – Longer term issues

 

The effects of some Incidents can continue for years. Thought will need to be given to:-

• Work with Staff to monitor students informally
• Clarify procedures for referring students for individual help
• Be aware that some staff may also need help in the longer term
• Recognise and if appropriate, mark anniversaries
• Remember to make any new staff aware of which students were affected and how they were affected
• Remember that legal processes, inquiries and even news stories may bring back distressing memories.
  If the incident does attract media attention, it is likely that interest will continue for many weeks.

 

Emergency action lists for key staff

ACTION BY: – EMERGENCY MANAGEMENT TEAM

 

Stage 1 – Initial Actions

• Obtain full facts of Incident from the Principal Head of Boarding and Welfare
• Set up emergency room in PHBW Office or another key site with TV and IT access.
• Open and continue to maintain a personal log of information received, actions taken and the time of those events
• Assist, where appropriate, in assessing the emotional needs of the staff and students. Co-ordinate rapid action to sensitively inform staff and students to provide appropriate support
• Assist staff who will undertake briefings
• Arrange special groups, for very distressed students.

 

Stage 2 – Once Established

• Under guidance from On-Site Coordinator, assist PHBW

 

Stage 3 – Period Following Close of the Incident

• As above

 

This team should comprise: Up to 4 senior members of staff, together with support staff.

 

ACTION BY: – EMERGENCY MANAGEMENT TEAM

 

Appendix A – DISASTER RECOVERY PLAN

 

1). HOW TO MINIMISE A LOSS

• Staff being instructed in the use of fire extinguishers
• Extinguishing appliances being inspected regularly
• Emergency procedures such as fire drill being practiced
• The fire brigade being familiar with premises and knowing where the hydrant is located
• Back-ups of all computer records kept off site
• A copy assets register kept off site
• Site plans showing locations of on/off switches for utilities and areas of particular hazards being available to the fire brigade
• A fire proof safe used for manual records
• All relevant staff being familiar with Safety on institution Trips Code of Practice
• Health and Safety Audits being been carried out
• Emergency room facilities ready – with independent IT facility
• Familiarity with this plan

 

 

 

 

 

2) STAGE 1: THE FIRST 24 HOURS AFTER DISASTER

 

Action	Person Responsible	Understudy
Inform Emergency Services	Principal Head of Boarding and Welfare	Head of Boarding
Evacuate Building if appropriate	Principal Head of Boarding and Welfare	Head of Boarding
Immobilise and make safe utilities	Director of Catering and Operations	Maintenance Operative
Emergency room set up in PHBW office with fall back provision at Head Office	Director of IT	IT Manager
Liaise with emergency services – ensure that perimeter gates are open and that site plans are made available	Head of Boarding	Senior House Parent
Take a roll call to confirm evacuation	Head of Boarding	Senior House Parent
Decide the next step – possible boarding house closure or sealing off an area.	Principal Head of Boarding and Welfare	Head of Boarding
Have a prepared statement for the press	Chief Executive Officer	Principal Head of Boarding and Welfare
Contact Insurance Brokers	Finance Director	Member of finance team

 

Contact phone company re temporary means of communication.	Head of IT	IT Manager
Contact Staff, parents and agents	Head of Boarding	Senior House Parent
Contact transport companies	Head of Boarding	Senior House Parent
Assess usable accommodation	Principal Head of Boarding and Welfare	Head of Boarding
Contact temporary accommodation contractor	Principal Head of Boarding and Welfare	Head of Boarding
Set up a separate account for all costs incurred	Finance Director	insurance Finance team
Ensure damaged buildings are in safe condition and/or fenced off.	Director of Catering and Operations	Operations Team
Be on hand to tackle Media requests	Chief Executive Officer	Principal Head of Boarding and Welfare

 

3) STAGE 2: 1-6 WEEKS AFTER DISASTER

 

 

Action	Person responsible	Understudy
Review Stage 1 and ensure all items are proceeding according to plan.	Emergency Management Team	Emergency Management Team
Review state of remaining facilities.	Chief Executive Officer	Principal Head of Boarding and Welfare
Decide need for temporary accommodation and location.	Chief Executive Officer	Principal Head of Boarding and Welfare
Decide need for replacement of essential office equipment.	Principal Head of Boarding and Welfare/ Head of IT	IT Manager
Establish a ‘help desk’ for parents.	Marketing and Sales Director	Marketing and Sales team
Communication to staff.	Principal Head of Boarding and Welfare	Head of Boarding
Keep media updated with progress.	Chief Executive Officer	Principal Head of Boarding and Welfare

 

Ensure insurance claim is progressing satisfactorily including rebuilding program.	Finance Director	insurance Finance Team
Establish a ‘shopping list’ of replacement furniture/equipment	Director of Catering and Operations	Head of Boarding
Consider need and arrange for counselling of staff/students/parents etc.	Principal Head of Boarding and Welfare	Nurse
Initiate cleanup operation of usable accommodation.	Director of Catering and Operations	Head of Boarding

 

 

 

APPENDIX B:  BOMB ALERT PROCEDURES

 

These procedures should be kept in a location that is discreet but also available to all staff who receives incoming telephone calls.

 Upon receipt of a telephone threat:

 

1. IMMEDIATELY ALERT SOMEONE IN THE IMMEDIATE VICINITY BUT TRY TO KEEP THE CALLER ON LINE – DO NOT PUT THE HANDSET DOWN OR CUT THE CALLER OFF.
2. THE SENIOR MEMBER OF STAFF ON SITE SHOULD BE CALLED TO TAKE THE PHONE IF AT ALL POSSIBLE.
3. THE PRINCIPAL HEAD OF BOARDING & WELFARE SHOULD BE IMMEDIATELY ALERTED TO THE RECEIVED THREAT.

 

It is essential to keep the caller talking and obtain as much information as possible:

 

• Apologise for a bad line and ask him/her to speak up
• Write down the exact words of the message – a code may be used
• Try to ascertain
  • the location
  • time the bomb will go off
  • what it looks like
  • what kind of bomb it is
  • why the warning has been given (all this helps keep the caller talking)
• Write down the caller’s sex, approximate age, any particular accent, time of the call. Note also the caller’s attitude – Drunk? Rambling? Laughing? Irrational? Incoherent? Any background noise – Traffic? Talk? Machinery? Music? Children?

A rational decision has to be made whether the threat is real or not – this should be done by the most senior member of staff available and normally in consultation with the Principal Head of Boarding and Welfare (who should be contacted immediately).

 

If it is felt that an evacuation is necessary a fire bell will be sounded and the Police alerted immediately. Senior staff should decide the safest assembly point – particularly if the caller has indicated the location of the device is near to the usual fire assembly point.

 

In all instances of threats of this type, the Police should be notified even if no action is taken.

 

 

 

APPENDIX C: EMERGENCY CONTACTS LIST

 

 

Names and telephone numbers of organisations and individeals who may be useful in an emergency:

Organisation	Name	Telephone No.
Contingency Planning Unit	Department of Fisheries & Marine Research	+357 2 2807 868/807 +357 2 2807 878 +357 9 43 51 71
Police	Turkish Cypriot Police Headquarters	155
Doctor for FPS
Doctor for PBH
Hospital	Dr. Burhan Nalbantoğlu Devlet Hastanesi	+90 392 228 54 41

 

 

APPENDIX D: SERIOUS STUDENT ILLNESS

 

Initial Assessment – is an emergency or something that can be dealt with by a House Parent?

 

CALL FIRST AID TRAINED STAFF to visit student

Make initial assessment then if necessary call Nurse or GP for advice or ambulance for transport to hospital

 

EMERGENCY DURING MEH BUSINESS HOURS:

The Principal Head of Boarding and Welfare determines the extent of the incident and rings the Chief Executive Officer to gauge to what extent, if any external bodies need to be involved (eg where the incident could directly affect other local schools/institutionl).

 

OUT OF OFFICE HOURS: If an emergency, call 112

Contact the Principal Head of Boarding and Welfare directly. PHBW to notify CEO and if necessary Marketing Team.
PHBW to be notified if emergency involves serious illness or a serious or sensitive police issue

PHBW will call other staff as needed or delegate other staff as necessary.

 

 

APPENDIX E: PANDEMICS AND OTHER CONTAGEOUS DISEASES

 

During a Pandemic:

 

1. The Principal Head of Boarding and Welfare will decide, taking into account Government advice, whether to close the boarding house.
2. Principal Head of Boarding and Welfare will set up an Emergency Management Team.
3. If the boarding house closes parents and agents will be informed and asked if they would like students to return home.
4. The Nurse and Director of Catering and Operations will set up systems to minimise the spread of infection, g. hand-washing, disposal of tissues etc.
5. In the event that a staff member or student has been known to have been in contact with the infectious or contagious disease or to have been in an area where it has been identified:
   • The Principal Head of Boarding & Welfare and Nurse is informed if it is suspected that the student may be infected.
   • A member of the House Parent team, takes the student to the doctor or the hospital immediately for diagnosis, taking every precaution against infection, unless swine flu is suspected when the swine flu help line is contacted.
   • If the diagnosis is positive, the Nurse/ Head of Boarding ensures that the student is kept in isolation in their room.
   • The Principal Head of Boarding and Welfare or his representative informs the parents/agents and arranges a visa letter, if applicable, if they wish to come to the  UK. The Emergency Management Team nominates two staff members to coordinate the care of the student and to keep the parents/agents updated daily.
   • One person to be made responsible for monitoring the student and to ensure food and medicines are available, taking all precautions as advised by the doctors.
   • The Emergency Management Team identifies all staff and students who have been in contact with the infected person. Seek medical advice as to whether they should be kept away from the main MEH site.
   • If a staff member is taken ill they are told to seek medical advice.   The Emergency Management Team identifies all other staff and students who have been in contact with them and medical advice is sought.

 

PROCEDURES FOR ISOLATION AND PRECAUTIONARY ACTION:

When pandemic likely to arrive:

• notes are to be given to all students reminding them of basic hygiene with notices placed in communal areas
• Infection control implemented by Operations/Nurse – wiping of door handles during day, masks ordered, alcohol gel put out in all residencies and on institution campus
• Increase cleaning rota
• Ensure additional cleaning materials ordered and supply of masks

 

SOME STUDENTS AFFECTED

1. Students will be isolated in their rooms or in the medical room – ACTION BY THE NURSE or HEAD OF BOARDING/ SENIOR HOUSE PARENT.
2. Full supervision will be required 24/7 (Rotas to be drawn up from volunteers where possible) – ACTION BY HEAD OF BOARDING/ SENIOR HOUSE PARENT.
3. Catering (3 meals per day) to be supplied by catering team at main institution site –ACTION BY HEAD CHEF.
4. Communal areas/toilets (especially door handles) need regular cleaning and the cleaning up after each meal will be undertaken by one of the Domestic Team – ACTION BY DIRECTOR OF CATERING & OPERATIONS, HEAD OF BOARDING/ SENIOR HOUSE PARENT.

 

WHOLE BOARDING ISSUE

1. Students be isolated in own rooms and decision taken by Principal head of Boarding and Welfare on full or partial closure of boarding house – ACTION BY PRINCIPAL HEAD OF BOARDING & WELFARE.
2. Full supervision will be required 24/7 (Rotas to be drawn up from volunteers where possible) – ACTION BY HEAD OF BOARDING/ SENIOR HOUSE PARENT.
3. Catering (3 meals per day) to be supplied by catering team – ACTION BY THE HEAD CHEF.
4. Communal areas/toilets (especially door handles) need regular cleaning and the cleaning up after each meal will be undertaken by members of the Domestic Team– ACTION BY DIRECTOR OF CATERING & OPERATIONS, HEAD OF BOARDING/ SENIOR HOUSE PARENT.

 

 

EDUCATIONAL PROVISION

During their time in isolation, boarders will be provided by work sent by their teachers from the main institution site.

EXAMINATIONS – Guidance will be given by JCQ. Some exams may take in small venues.
Detailed transcripts of student progress over the year are available from which to estimate accurate predicted grades

 

 

APPENDIX F: DEATH OF A STUDENT OR STAFF MEMBER

 

1. The member of staff who receives the call transfers it immediately to the most senior manager available.
2. The senior staff member assembles the institution emergency management team who will:
   • Inform any staff needed to facilitate the actions on a one to one basis.
   • Arrange a meeting of all staff
   • Following this arrange a meeting with the student body. An opportunity for reflection to be given, which may mean standing for a short period in silence. Students are informed about support arrangements.

 

3. A member of staff is designated as a focal point of contact with the family (ies) involved.
4. Chief Executive is informed by the Principal Head of Boarding and Welfare, or a designated member of the emergency team.
5. Marketing is informed where parental contact is needed or where press involvement is likely.  A single point of contact for press and interviews is designated.  Marketing to involve the Principal Head of Boarding and Welfare as necessary.  Staff are asked not to talk to press.
6. Counselling arranged for both staff and students:
   • A room and counsellor to be available for one to one counselling.
   • A room to be set aside for larger groups to meet and talk.

7. A member of staff designated to be in the main ground floor boarding house communal area at all times and all other staff asked to go there when not on duty.
8. Staff at main institution site are notified
9. Under normal circumstances lessons/normal routine are to continue as normal.

 

 

APPENDIX G: MEH EMERGENCY CONTACT NUMBERS

 

Name	Position	Mobile
(TBA)	Principal Head of Boarding and Welfare	(TBA)	Leads incident response, putting plan in place, designating deputy if necessary. Decides on who needs to contact parents and how. Assesses seriousness of incident and level of response required
(TBA)	Head of Boarding	(TBA)
(TBA)	Director of Catering and Operations	(TBA)	Carries out duties based on incident response plan
(TBA)	Chief Executive Officer	(TBA)	Dealing with company-level media contact, or serious communications with parents/agents
(TBA)	Sales and Marketing Director	(TBA)	Media Communications, support for agent/parent communication