School Emergency Plan

2017

Ysgol y Ferch o’r Sgêr

Prepared by: Rhiannon DixonDate: 15-2-17

CONTENTS

Page

School Distribution List 3

Record of Amendments Table 3

General Information 4 Aim & Objectives Plan Activation & Management Logging information Communication Informing staff Dealing with Media

Roles & Responsibilities 5 School Response team Education & Family support Directorate Directorate Management Group Counselling & Support services

Emergency Procedures 6 Evacuation Emergency accommodation Grab bags Non- evacuation Infectious diseases Fires & damage

Action Cards 10 - 161 - Incident out of school hours2A - Response procedures2B - Post incident3A - Emergency on school property in school time3B - Post incident4A - School trip (Group leader)4B - Notification from school trip5A – Intruders, Trespass & disturbances on premises5B – Intruders, trespass & disturbances POST INCIDENT

AppendiciesAppendix A – Key contact details 17Appendix B – Log sheetAppendix C – Dealing with the Media

2

School Distribution List

List below, everyone who has a copy of this document: keep a copy in the office and your grab bag

No: Name: Position:01 Rhiannon Dixon Headteacher

02 Gareth Davies Deputy Head

03 Delyth Nicholls Assistant Head

04 Lowri Gwyn Head of FP

05 Rhian Evans Teacher

06 Eirwen Keirl Teacher

07 Rhys Lewis Teacher

08 Sara Marks Teacher

09 Kay Merchant Teacher

10 Bethan Morgan Teacher

11 Rhian Owen Teacher

12 Alexis Rees Teacher

13 Julie Roderick Morgan Teacher

14 Nicolle Williams Teacher

15 Office copy

Record of Amendments

Date Reason for Amendment Authorised by

3

GENERAL INFORMATION

This document is the School Emergency Plan and should be completed in conjunction with the accompanying Guidance provided at the time of issue.

Aim: This plan outlines response arrangements for dealing with an emergency affecting this School.

Objectives: Define emergency roles and responsibilities of key staff Identify what other council help is available To inform all staff of these arrangements and of any potential emergency role Provide suggested Action cards for a range of scenarios

Plan Activation:The decision to activate this plan is made by the Headteacher (or their representative.)

Plan Management & RevisionThe Headteacher will ensure this plan is completed, actioned and kept up to date. It is the responsibility of the SLT to:

Annually review and keep plan details up to date. Review and amend as necessary following any incident Keep both staff and pupil contact details up to date

Logging A member of School staff will be tasked to record all actions/decisions. Copy and print off the Logsheet at Appendix B, page 18 for this purpose

Communication Gather all known information – keep to the facts Identify other communication links, i.e. mobile phones, other locations Ensure staff, pupils, parents and school governors have relevant information Prepare a briefing sheet for telephone operators to give the same information. If appropriate, leave a brief message on the main answerphone and website.

Informing StaffIf out of hours (or during school holidays) inform the following as soon as is practicable:

all School staff BCBC’s Education & Family Support Directorate Chair of Governors

This will be done through the school’s text messaging system.

Dealing with MediaContact BCBC’S Corporate Communications Team to:

Assist with coordinating any press releases for the School Arrange a Media briefing session if required

Further information is included in more detail in the accompanying Guidance document

4

ROLES & RESPONSIBILITIES

School Response Team (SRT)The School Response Team (SRT) will be initially responsible for managing the incident and is led by Rhiannon Dixon.

Members of the SRT are:

Rhiannon Dixon

Gareth Davies

Delyth Nicholls

Lowri Gwyn

On-site Support If required, arrange for School premises to be opened and additional staff to attend.

Paul Wilks, Site Manager will be contacted to open & heat the building.

The provision of counselling support should also be considered.

BCBC Education & Family Support DirectorateInform the Directorate, they can provide advice, assistance and access other council resources. The Directorate can activate the Directorate Management Group to assist the SRT in managing the incident and if necessary, assume responsibility for -

Co-ordinating the response on behalf of the wider Council Activating any additional resources required from elsewhere in the Council.

Counselling and Support ServicesEducational Psychology and the Community Counsellor & Early Help Services are available to help during a major incident. Staff with specialist training may also assist and have strong links with Local Health Board resources. Materials are also available to disseminate to schools on the effects of incidents on young people.

Activation is via the Principal or link Educational Psychologist (see Appendix A)

5

EMERGENCY PROCEDURES & ACTION CARDS

EVACUATION

The Primary evacuation point is the basketball/ netball court.

The secondary assembly point is the astro turf.

A member of staff should wait in or outside the reception area to receive the Emergency Services.

NB: If the building is not safe for re-entry the SRT leader must contact Education & Family Support Directorate for assistance in identifying alternative accommodation.

Emergency AccommodationIn the event of an evacuation this school has agreed with Cllr Jefferson Tildsley to provide short term shelter at Cornelly Village Hall whilst arrangements are made to send pupils home.

The SRT Leader will contact the designated holding site and notify the Directorate of the school’s intentions. NB: If others are also being evacuated and you are NOT attending BCBC’s main Rest Centre – inform the Emergency Services and Directorate.

NON-EVACUATIONIf Emergency Services advise or we are faced with a danger from outside of the school we must remain inside closing doors, windows and switching off extractor fans/air conditioning.

The signal to initiate ‘non-evacuation’ clearly differs from the evacuation signal. For this school the buzzer sounds in instances of non- evacuation.

When utilising non evacuation procedures we will consider the following: Calling the emergency services Moving pupils into classrooms or other safe area. Lock doors, close windows and blinds Keep pupils seated/ under tables and away from windows and doors Availability of drinking water Toilet requirements

6

INFECTIOUS DISEASES If there is a suspected outbreak, contact the Directorate to discuss further. Public Health Wales will be responsible for co-ordinating the treatment and control of the disease.

Any suspected cases of food poisoning should also be reported to the Directorate. Contact the Central Cleaning Services unit if additional clean-up is required.

FIRE & DAMAGE Procedure IN HOURS

If you detect flame or smoke immediately activate the fire alarm Get out and stay out - Call 999 and request Fire Service Do not re-enter building until the Fire Service advises it is safe to do so

Procedure OUT OF HOURSWhen contacted, the Headteacher will notify staff, caretaker and Chair of governors.

Arrange for information to be relayed to website and/or SMS text update service to notify parents of school closure / alternative arrangements.

Check the Directorate has been informed next working day as they need to co-ordinate repairs, clean-up work etc. and they will also arrange a planning meeting with the Headteacher and other representatives (Cabinet Member, BCBC’s Insurance officer, Corporate Communications, School Meals, Transport and others)

See Action Card 2 for further information

INTRUDERS, TRESPASS OR DISTURBANCE ON PREMISESIf the incident is during school hours consider:

Pupil and staff safety are first and foremost.If - as a last resort - site needs to be evacuated to get everyone to safety, activate

pre- agreed ‘keyword’ to alert staff to carry out partial or full evacuation.Any suspicious individual or event must be reported to Headteacher / main officeIt is not recommended groups or gangs should be challenged, the safest action is to

call 999 and request Police attendance.

If the incident is out of school hours consider: When responding to an intruder alarm activation – do not enter the premises until

the Police arrive Observe any activity from a safe distance – record as much detail as possible to

assist the police eg: how many intruders (if seen), vehicle registration numbers etc Do not challenge groups or gangs causing a disturbance, call 999 and request

Police attendance.

7

Action Card 1Incident - OUT OF SCHOOL HOURS

ACTIONS FOR: Headteacher/ or their nominee notified of incident at School

TASK STATUSInitial Actions

Notify Headteacher (if not aware)

Notify staff as appropriate

Decide how to contact parents to inform them of the incident (in case the school can’t open)

Inform the Education & Family Support Directorate

Contact School Transport to cancel arrangements as required (Directorate can assist)

Consider local Radio announcements (liaise with BCBC Corporate Communications for assistance)

Incident Resulting in Injuries

If there are any injuries obtain information on each casualty:

Name:

Injuries (if known):

Current location of casualties:

Where casualties will be taken:

Whether next of kin have been informed by Police:

Who is accompanying injured person to hospital?What is their mobile contact number?

Provide accommodation - restricted access to next of kin, pupils and staff as appropriate

8

Action Card 2AResponse Procedures

ACTIONS FOR: School Response Team (SRT) – Team Leader

Task StatusInitial ActionsCo-ordinate and manage staff in the SRT allocating specific roles including logging all activities/decisionsObtain factual information on the incident and carry out a quick assessment of the immediate response requiredConsider the need to alert Education & Family Support Directorate and external agenciesCo-ordinate your emergency response liaising with all relevant agencies

Collate relevant information relating to the emergency ready to inform pupils in an appropriate manner

Request assistance from the Directorate in dealing with high volumes of callsEstablish media liaison via BCBC Corporate Communications Team to utilise website, twitter etc and provide assistance with media statements etcContact Insurance Officer to report damage to buildings – including Fire damageIf appropriate make alternative arrangements for any pupil examination groups

As Incident progressesAuthorise additional expenditure – request BCBC allocates specific cost code if required

Monitor the emergency response

Call staff meetings to provide updates on the situation

Update Chair of Governors, parent groups etc.

Consider the need to alert the Principal / Link Educational Psychologist to initiate a response

Assess disruption to education process

Monitor staff welfare and organise staff rota (if required)

Continue liaising/attending meetings with all necessary officers /service areas

Ensure a ‘hot debrief’ is carried out at the end of every shift/end of the incident.

9

Action Card 2B Post Incident

ACTIONS FOR: School Response Team

Task StatusCollate log sheets, statements or financial records

Consider the need to address any bereavement & grief issues as part of the school recovery (See Guidance document.)Prepare inventory to furnish alternative accommodation

Arrange Debrief meeting for staff and pupils involved, use lessons learned to review and update emergency plan

Ensure debrief information is carried forward to any multi-agency / Corporate BCBC Debrief if appropriate

Consider writing to all parents/guardians etc to advise them what has happened and the impact on the schoolIf the school building was significantly damaged:

Daily, or as required, convene those responsible for the restoration process to monitor progress made, obstacles encountered and further courses of actionKeep parents /staff and pupils informed through letters and meetings as necessary

Establish supply cover for teaching / non-teaching staff

Re-engage school transport and catering

10

Action Card 3AEmergency on School Property IN SCHOOL TIME

NB if Property related: Directorate will lead on Recovery.

Actions for: School Response Team

Task StatusInitial ActionsCall emergency services

Evacuate the premises / lock down procedures( if necessary)

If time allows - divert calls to Civic/ change school phone message advising parents to contact BCBC Education & Family Support Directorate for information

Is everyone safe? (including any joint users of site)

Pupils and staff assembled in designated area?

Allocate staff to emergency roles in School Response Team

Restrict access to affected area(s)

Inform the Directorate and request support if required

Obtain a copy of pupils, staff and families contact lists

Consider relocation to other premises

Decide whether to send pupils home (consider decanting to your designated holding area offsite?)Fill in accident forms

Arrange transport and make other arrangements to manage remaining pupils.If practicable, provide Information letter for children to take home (Directorate can assist)

11

Action Card 3B:Emergency in School IN SCHOOL TIME: Post Incident

Actions for: School Emergency Response Team

Task StatusObtain plans of buildings, mark which area(s) has been affected by the incident

Walk through the building to amend plans

Check for obstacles to pupil movements

Check/reallocate toilet facilities

Identify new routes, entrances & exits as required

Walk through recreational yards to establish areas to be cordoned off for contractor vehicles.

12

Action Card 4A:Response Procedures: School Trip - Group Leader

Actions for: Group Leader on ‘out of school’ activities

Task StatusObtain facts & information

Ensure any injured pupils/ staff are assisted

Account for all members of party:Arrange for non-casualties to return to ‘base’ and await further information.

If party in separate groups, inform other groups where possible, ensure non-casualties stay together.

Establish a contact point, if possible one staff member to remain at incident to liaise with Emergency Services

Inform senior school staff member provide:

Names of those involved Nature, date, time, location of incident Details of injuries as known Actions taken so far Contact information

Consider abandonment of trip, ask for arrangements to be made to return non-casualties home

Consider transport arrangements & the need to hire additional vehicles/drivers

Pupils should not talk to the media unless arranged by staff with agreement from parents/ guardians

Contact BCBC Corporate communications team for assistance

13

Action Card 4B:Response Procedure: Notification from school trip

Action for: Senior School staff member after being notified of an emergency occurring on a school excursion

Task StatusConfirm which staff member is in charge at scene; do they need assistance?

Inform Headteacher/Senior staff

Headteacher /Senior member of staff must contact:

The Directorate (to alert other council areas as they may activate the Directorate Management Group)

Possible additional assistance from:- Social Services- Insurance & Risk Management- Corporate Communications

Activate the School Response Team - allocate roles

If children/staff have been seriously injured decide how to inform parents/ guardians in conjunction with PoliceDecide what information can be released in consultation with Corporate Communications and the Police

Be prepared for intense media intrusion; contact BCBC’s Corporate Communications for assistance.

Consider inviting parents/ guardians of children on the outing to the school premises

If premises require opening out of hours contact the Caretaker/key holder

If the incident occurs during school holiday period consider briefing school at earliest opportunity

Headteacher/ senior staff calls emergency meeting to pass on information as appropriate

Inform the Chair of Governors

14

Action Card 5A:Intruders, Trespass or Serious Disturbance on premises

Task Status

IN SCHOOL HOURS

If the conversation or an individual’s actions becomes threatening call 999 and request Police response

Activate your ‘keyword’ alert for staff to carry out your agreed pre-arranged actions

If appropriate, ‘lock down’ areas of the school to restrict access removing pupils by an alternative route

Consider whether appropriate to completely evacuate the premises – only in extreme circumstances and as a last resort - as any mass movement may panic the intruder/s

Ensure pupils/ staff do not challenge or confront those causing concern

OUT OF SCHOOL HOURS

Wait for the Police to arrive when responding to Intruder Alarm (before entering premises)

Observe any activity from a safe distance, record as much detail to help the police – do not approach or challenge gangs or groups

Inform the Headteacher as soon as possible

15

Action Card 5B:Intruders, Trespass or Serious Disturbance POST INCIDENT

Task Status

Convene a SRT meeting as soon as is practicable

Ensure actions /log is compiled relating to the incident

Arrange a formal debrief meeting with Police and representatives from the Directorate/ other BCBC services

Discuss and assess the need for any counselling supportConsider escalating action for any persistent offenders via the appropriate channels eg warning letters, ASBO’s, prosecution etc.

Update your plan to reflect any recommended change in procedures

Provide any advice or information for parents/guardians and staff

16

Appendix A – Key Contact details

Numbers below must be kept up to date

Position Name ContactsB.C.B. Council Contacts:Key Senior LEA Officers out of hours:Contact via CCSU, Bryncethin, request Officer be contacted. 01656 815815

Head of Service – to notify the LA Nicola Echanis 01656 642611

Business Strategy & Support – for business continuity (ICT) Robin Davies 01656 754881

Business & Management Support Ellen Franks 01656 642617

Corporate Communications Liam Ronan 01656 643648643217 / 643663

School Transport Kevin Mulcahy 01656 642655

Link Educational Psychologist Michelle Hatcher 01656 815230Head of Shared Regulatory Service (for Environmental Health) Dave Holland 07973 436863

Risk & Insurance Officer Roger Martin 01656 643318

Response to School Fire Highways duty officer 24hr 07831 143600

Buildings/Property Fiona Blick 01656 642702

Emergency Planning Duty Officer Via CCSU Bryncethin request EPDO be paged. 01656 815815

MediaBBC Wales 02920 322000

Local Radio – Bridge FM 0845 8902000

School ContactsHead Teacher Rhiannon Dixon 01656 814865

Deputy Head Gareth Davies 01656 814865

Caretaker Paul Wilks 01656 814865

Chair of Governors Amanda Evans 01656 814865

Communications Text messages through Teachers to Parents

17

Appendix B - Emergency Incident Log

INCIDENT: DATE:

TIME IN/OUT FROM/TO MESSAGE ACTION INITIALS

18

Appendix C - Dealing with Media

The accompanying Guidance document provides more in-depth information, but as a summary –

Be prepared! Identify who your official spokesperson will be e.g. Head teacher or Chair of governors.

First point of contact: Agree how media calls will be handled – make sure staff are aware of the protocol.

Help is available: Inform the council’s Corporate Communications team so relevant officers / councillors can be alerted before the story appears in the press. The team can help you deal with media enquiries, issue statements, prepare for interviews and liaise with other agencies.

Prepared statements: If you do not have enough specific information, issue a prepared holding statement instead

Word gets around: Once the story appears, it may be picked up by national newspapers with journalists at the school gates seeking out staff, parents and pupils to interview.

What journalists can and can't do: Reporters can't interview children under the age of 16 without permission. They are trespassing on school grounds without permission, but can film

outside the school grounds. They can speak to parents and staff as they enter or leave the school. Legislation is in place to protect identities of children in care or involved with

the courts, some may extend to not naming a child’s school.

I never said that! You don’t have to tell a journalist everything, but what you do say must be honest and accurate.

Stress the positive: There is always a positive angle you can use

When it’s all over: Consider if there is anything that needs addressing.

END OF DOCUMENT

19