PORTSMOUTH AND WINCHESTER

DIOCESAN ACADEMIES TRUST

BUSINESS CONTINGENCY AND CONTINUITY

PLAN

St Francis Catholic & CE Primary Academy

Date Agreed: March 2020 Review Date: March 2021 Signed: ____________________________________

Chair of Local Governing Body

Portsmouth and Winchester Diocesan Academies Trust Business Contingency and Continuity Plan

Revision Record

First Floor, Peninsular House Wharf Road Portsmouth PO2 8HB

Portsmouth & Winchester Diocesan Academies Trust, a company limited by guarantee. Registered in England & Wales No. 8161468

Revis

ion

No.

Date

Issu

ed

Pre

pa

red

By

Ap

pro

ve

d

Comments

1 7th September 2017 LG/AJ P&WDAT

New – Response to AFH September 2017

2 2 March 2018 ES Personalised for St Francis

3 February 2020 ES LGB Minor updates

2

Table of Contents

1.0 Introduction ................................................................................................................ 3

1.1 Plan Purpose ............................................................................................................. 3

1.2 Distribution ................................................................................................................. 3

2.0 Definitions .................................................................................................................. 3

3.0 General Information ................................................................................................. 3

3.1 Review and Training ............................................................................................ 3

3.2 Exercises ................................................................................................................ 4

3.3 Emergency Contact Information....................................................................... 4

4.0 Strategy ....................................................................................................................... 4

5.0 Roles and Responsibilities .................................................................................... 4

5.1 Principal or their Vice Principal ........................................................................ 4

5.2 Emergency Management Team (EMT) ............................................................ 5

5.3 Staff…………………………………………………………………………………………………………….5

6.0 Procedure for Closing the Academy ................................................................... 5

6.1 Closure in advance of a School day ................................................................ 5

6.2 Closure during a School Day ............................................................................ 5

6.3 Critical Functions……………...…………………………..……………......…...6

6.4 Immediate places of safety…………………………………………………………………….…….19

6.5 Offsite Places of safety……………………………………………….………..20

7.0 Lockdown Procedure ............................................................................................ 20

8.0 Silent Evacuation………………………………………………………………………………………….…22

9.0 Business Recovery in the Event of a loss of Buildings or site space………..22

9.1 General……………………………………………………………………………………………………..22

9.2 Insurance………………………………………………………………………………………………….22

9.3 Replacement Site Facilities………………………………….………………….…………….22

10.0 Pandemic Threat / Mass Staff Unavailability…….……………..………………………23

11.0 Other Threats………………………………………………………………………………………….……23

12.0 Draft Recovery Action Plans ............................................................................... 24

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1.0 Introduction

The St Francis Catholic & CE Primary Academy Business Contingency & Continuity

Plan (BCCP) has been written for those who will be involved in re-establishing the

operational delivery of services following a major incident. It should be read in

conjunction with:

The Academy’s Emergency Plan

The Academy’s Fire Evacuation Plan (the operation of which does not necessarily activate the BCCP).

1.1 Plan Purpose

To provide a flexible response so that the Portsmouth and Winchester Diocesan

Academies Trust and its academies can:

• Respond to a disruptive incident (incident management)

• Maintain delivery of critical activities during an incident (business continuity)

• Return to ‘business as usual’ (resumption and recovery)

1.2 Distribution

A copy of the BCCP should be held by all persons named in the Academy

Emergency Plan EMT so that it is readily available to them.

Copies of the BCCP will also be held in the Emergency Grab Bag.

2.0 Definitions

An emergency is any event which causes, or has the potential to cause injury, loss of

life, damage to property or significant business disruption.

A disaster is the escalation of an emergency to the point where normal conditions are

not expected to be recovered for at least 24 hours.

3.0 General Information

3.1 Review and Training

This document should be reviewed annually by the Portsmouth & Winchester

Diocesan Academies Trust Board and its constituent academies.

4

3.2 Exercises

This Business Continuity Plan should be exercised annually to:

a) Verify that the plan works

b) Familiarise and prepare staff for what is expected of them during a business continuity incident

c) Test systems to ensure they are reliable

Exercises can be undertaken as part of a leadership team meeting or as a scenario based table-top exercise. Records of exercises should be maintained with learning points documented and incorporated into the plan and fed back to the Trust Board via the Executive Officer.

3.3 Emergency Contact Information

An emergency grab bag is kept in the main Academy office and includes:

Copies of this document

Other information as document in the Academy Emergency Plan (AEP)

Staff, pupil and local governor data (those on roll) with contact phone numbers can

be accessed via Teachers 2 Parents Text Message system

4.0 Strategy

If a disaster is declared by Mr Alex Augustus, Principal, or their Vice Principal in their absence and/or P&WDAT’s Executive Officer or Chair of Trustees, both St Francis’s Business Contingency and Continuity Plan and the Academy Emergency Plan will be activated. Staff communication will be via text and the academy website if this is operable, or by use of the snow plan telephone tree lists if not. The following organisations will need to be advised of the implementation of the Business Continuity Plan as soon as possible:

Chief Executive Officer – Fiona Perkins 07789006018 or 02392 899682

Buildings Team 02392 899681 / 07818 574699

Press Neil Pugmire (see AEP)

Health and Safety Executive (HSE) 0151 9229235

Insurance Advisors 0113 2462040

Local Police 999 / 101 / 01962 841534

Local Fire Service 999

5.0 Roles and Responsibilities

5.1 Principal or their Vice Principal

The Principal is responsible for the implementation and co-ordination of the BCCP,

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including:

Immediately contacting the P&WDAT Executive Officer if the disaster relates to the built environment or the ICT infrastructure to establish if the building can be re-occupied and/or service delivery reinstated

Activating the Academy Emergency Plan and BCCP

Co-ordination with the Executive Officer of status reports/communication for the benefit of all audiences (including staff, students, parents, Diocese, Academies Team at DFE, press)

Maintaining the BCCP in an up-to-date format by delegating responsibility to the Elaine Sharp, School Business Manager for relevant updates.

5.2 Emergency Management Team (EMT)

Lead by the Principal, the Emergency Management Team includes all Vice Principals, the School Business Manager, Site Manager and Office Administrator. Additional members of the team will be recruited to match the specific needs of the incident. The EMT is responsible for acting under the direction of the Principal (or their nominated Deputy) to restore normal conditions as soon as possible.

5.3 Staff Staff are required to co-operate with the EMT in support of the BCCP. In the event that staff are sent home, they should remain available during normal working hours to assist with necessary tasks as requested.

6.0 Procedure for Closing the Academy

6.1 Closure in advance of a School day

The academy can be closed in advance of a normal school day using the following

system:

1. Closure authorised by the Principal or their Vice Principal after consultation with the Trust’s Executive Officer.

2. Notification of a school closure via the Local Authority’s system by contacting Jade Kennett on 07891 044526 or 01983 821000 ext 6416

3. Implementing the school staff notification chain by text / mobile system (actioned by – Jo Rooney)

4. Recording the closure on the home page of the academy website (actioned by – Elaine Sharp, SBM)

5. Sending out text messages via the Teachers to Parents system to all parents (actioned by – Jo Rooney ).

6.2 Closure during a School Day

It is never a preferred option to close the school during a school day but it can be

done using the following procedures:

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Closure authorised by the Trust’s Executive Officer after evidence from the Principal

or their Vice Principal indicates that it poses as a significant risk for children and staff

to remain in the academy. Children will continue to be supervised by staff until

parents authorise them to leave independently or they are collected. Text messages

will be sent to all parents via Teachers 2 Parents (actioned by staff in the main

office).

1. Notification of the academy closure using the website (actioned by – Elaine Sharp, SBM) and Facebook (actioned by Alex Augustus)

6.3. Critical Functions

6.3.1 Academy Function Summary List

Academy Functions

EYFS/KS1/KS2 Teaching

Safeguarding Children

Catering

Relevant SLA’s

Access to ICT

Extra-curricular

Facilities Management

Transport

School trips

Pre and After School Club Provision

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6.3.2 Critical Function Analysis

Complete the table below to help identify the impact on your academy’s functions in the event of disruption. Use your academy risk register to support you.

List the functions your school undertake in the first column from the table in 6.3.1

When assessing the impact over time please refer to the Impact Table provided at Appendix A.

Function/Activity

Stat.

Duty

Y or N

Description of impact if the

function / activity cannot

continue.

(Include comments on critical times of year, regulatory or

other deadlines)

Impact over time 1-5

1 = Insignificant; 5= Extreme

Refer to Appendix A for impact definitions

Justification of impact

Where an impact over time has been identified give some

further information about why you have decided upon the

‘impact over time rating’ that you have assigned.

Priority rating

4 h

ou

rs

24 h

ou

rs

3 d

ays

1 w

eek

2 w

eeks

1

mo

nth

1. EYFS/KS1/KS2 Y Wouldn’t be able to provide a satisfactory education

1 2 2 3 4 5 Depending on how many classes are affected,

classes could share classrooms or use the hall.

In the medium to long term we would need

alternative arrangements.

High

2.Safeguarding Unable to fulfil statutory obligations.

Pupil safety may be compromised

2 3 4 4 5 5 Need to ensure pupil safety at all times High

3.Catering (specifically free school

meals)

Y

Unable to fulfil statutory obligations

Hunger impacts on behaviour and performance

1 2 2 3 3 3 Free school meals have to be provided. If there

was no access to catering in the medium to

long term we would need alternative

arrangements for food preparation / free school

meals provision. Catering is contracted out,

therefore responsibility of contractor to liaise

with St Francis

Medium

4.Access to IT

N Not being able to take the class register in usual manner

No access to pupil / staff details.

Office functions eg e.mail / text system/ all

Use of IT in classrooms by pupils

1 1 2 3 3 4 Use a paper system to take the register and

record dinners.

Use paper copies / phone

Work elsewhere to access e.mails

Change lesson plans

High

Medium

Low

5 After School Clubs

N Children unable to take part in extra activities.

Parents may need to make childcare arrangements

1 1 1 1 1 2 After school clubs could be cancelled and start again when possible. Twilight may be able to take more children at a cost to parents

Low

8

6 Facilities Management

Y Unable to fulfil statutory obligations.

No safe working environment would be provided for staff or pupils.

1 1 2 3 4 4 Depending on circumstances a new site may be

required

Medium

7 School Trips

N Disruption to a planned day 1 1 1 1 2 2 Trip can take place on an alternative day

Lesson plans may require changing

Low

8 Breakfast and Twilight After School

Club

N Childcare arrangements for parents would be affected.

Staff’s jobs would be affected .

1

1 2 2 2 2 Could be held in alternative locations within Academy than those used at present

Low

Priority Risk Rating

Having now analysed your functions, you now need to go back and assign each one a priority risk rating in the final column of the table above. This will either be:

High

Medium

Low

Priority in this sense means ‘in the event of disruption which functions/activities need to be prioritised for recovery and which could wait’? In reaching your decision you need to consider all of the elements of the

assessment made above.

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6.3.3 Key functions that must be maintained

List in priority order the key services that the academy perform using tables in 6.3.1 and 2 to assist you. State in the first column if the function

is critical at a particular period. The third column is to indicate how many staff would be required in the first week following an emergency to

provide that function at a minimum level of service and the last column identifies facilities required to complete that function.

Key Service

State any critical times of year

Minimum no. Staff Required

FIRST WEEK

Minimum Facilities Required FIRST

WEEK (e.g. no. of rooms, IT, desks)

Attendance Records 1 1 computer, access to attendance

database/system, email

KS2 and KS1 Assessments critical in May and June 2 staff + 5 readers Space for 40 students, 40 desks &

chairs,

EYFS / KS1 / KS2 (10 classes) 1 teacher and on average 1 TA per

class

A classroom each or school hall could be

shared by 4 classes using dining room

tables

Facilities management 2 Site manager and at least one cleaner

Office functions 1 At least 1 full time or SBM

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6.3.4 Non-critical functions to be suspended

List the non-critical functions/activities that the school/establishment could suspend and for how long using tables in 6.3.1 and 2 to assist you.

Function Length of Time Function can be

Suspended For

Potential Number of Staff

Available

(to possibly be re-deployed to

support critical areas)

Breakfast and After School Club Provision

? 1 week before becoming unreasonably

difficult for parents who rely of extended

school provision

2 staff (Breakfast Club) 2 Staff each

day for Twilight (covered by 4

individuals)

Various after school clubs eg sport clubs ? Indefinitely if necessary

Covered by bought in provision &

overtime paid to support staff

Catering ? 1 week if meals are being prepared

elsewhere in the academy

1 cook & 2 assistants employed by

Caterlink – could be employed in

another school

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6.3.5. Continuity Options

6.3.6 Temporary Accommodation

Use this form to list the location where each function as appropriate, would be temporarily located to provide their essential services

if an incident prevents access to the normal place of work. Use the Option 1 for the preferred location and optionally, Option 2 (or

more) to identify other possible locations. If the temporary locations can only be used for 2 weeks or less then state “Short Term”.

Class/Departments Current Location Temporary Location

Please Give Details

Any Year Group Classrooms on floors one (KS1)

& two (KS2)

Option 1: Children operate from Twilight Room or the academy hall

Option 2 (off site): e.g. Arrangement made to re-locate to Free

School / Rew Valley / St Boniface old school site / Ventnor Winter

Gardens

Option 3 Keep pupils at home if for short length of time and no

alternative location available and provide activities via website.

Catering Canteen and kitchen Option 1: Liaise with Caterlink & bring meals in from The Island Free

School or Wroxall Primary

Option 2: Provide packed lunches for Free School Meal pupils &

request that others bring in food from home.

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Main School Office Ground Floor Option 1: Operate from Principal’s Room and relocate entrance to

that side of building

Option 2: Operate from far end of main hall

Option 3 (off site): Work from home / operate from Free School

Other offices eg SBM / Principal /

Family Liaison Officer

Option 1: Relocate to another part of academy

Option 2:

Option 3 (off site): Work from home / operate from Free School

6.3.7 Paper based records

Please record here any vital paper based records which are not on the computer network. Vital documents = those which if lost would prevent

or severely impair the academy’s ability to deliver a service, expose it to greater risk of litigation or achieve essential business objectives.

These documents are likely to be those where it is not possible to replace in whole or part the information contained in them.

Document Type Location Duplicated? Where Are Duplicates Held?

Child Protection documents FLO locked filing cabinet

These may be held electronically

Facility service documents Site Managers / SBM office Yes

With company contracted to

undertake work

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6.3.8 Evaluation of Continuity Options

This section is to think about possible continuity options for different impacts the academy may face. In the third column you will need to try and

evaluate the option before making a decision in the final column to determine whether or not it is a viable option to consider further. Examples

have been provided in the table.

Impact Continuity Option Evaluation {For (F) & Against (A)} Propose Option ( or

x)

Damage or denial of access to

premises

Alternative accommodation within academy premises

Staff and students can be relocated to another room with minimal disruption (F). Other accommodation on site could also be affected (A)

Alternative accommodation with another

academy or community facility

Reciprocal arrangement could work well (F)

Partner may also be affected by disruption or

unable to accommodate numbers (A)

Some non-teaching staff can work from home

Some non-teaching staff may not need

access to a school building to complete their

work (F) Not all staff have remote access or

are able to complete their work from home

(A)

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Impact Continuity Option Evaluation {For (F) & Against (A)} Propose Option ( or

x)

Loss of IT systems

Use manual procedures Paper registers can be used for attendance

and lunch(F)

Hard to balance dinner money (A)

Paper contact sheets are held in academy

office(F)

Ability to pay suppliers exists as SAGE

accounting system is web based therefore

can be accessed from any computer (F)

Central trust team in Portsmouth can support

(F)

Loss of landlines Use mobile phones

Parents would have staff phone numbers (A)

Use T2P text messaging system Online text service from the Academy that

holds all parent and staff mobile and e.mail

contact detail

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Impact Continuity Option Evaluation {For (F) & Against (A)} Propose Option ( or

x)

Loss of IT data

Data backed up daily and held on storage disk.

Disks rotated daily – and two off site. No data

older than one week old should be lost.

Haylands Primary, Ryde, have save IT server as

St Francis.

Data Swift, IT Support Company, will offer

support.

Data backed up every day on to an external

hard drive and taken off site at the end of

each week (F)

SBM completes this task. If they are away

someone else needs to complete it. (A)

Loss of paper-based documents

and records

Keep electronic versions of important

documents

Many systems used eg HOGE, EducPay,

Orovia, Teachers2Parents, are internet

based (F)

Ability to log onto school IT systems from home

All main records are accessible on IT server &

other systems eg payroll / HOGE accounting

Loss of power (e.g. gas and

electricity) so no heating or

lighting or loss of water

Keep essential contact numbers for power

supplier within the Emergency Plan

Supplier phone numbers kept in the

emergency plan (F)

Key supplier failure

Keep contact details for alternative suppliers Contact details kept in Academy emergency

Plan (F)

Hard to keep this up to date. (A)

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Impact Continuity Option Evaluation {For (F) & Against (A)} Propose Option ( or

x)

Fuel shortage Staff/students encouraged to walk/cycle to the

academy or use public transport

Not sufficient staff live in reasonable walking

distance to St Francis to provide safe cover

for all pupils (A)

St Francis is on main Newport – Ryde –

Shanklin bus route (F)

Seek staff from other schools who live in

Ventnor to work at St Francis

Feasible if fuel shortage was anticipated to

last a long time – would take organization

and co-operation to ensure learning could be

delivered

6.3.9 Proposed continuity options

During a disruption priority must be given to the key functions identified in tables 6.3.1 and 2 which must be maintained.

Insert proposed continuity options (those which have a in table 6.3.8 on the previous page) into the first column below. Consider appropriate

action which can be taken now to plan effectively and which actions could be taken during an incident.

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Proposed

Option

Insert from those

with a in table

above

Action to take now Action to take during an incident

Alternative

accommodation in

school

Complete Temporary Accommodation table above As per 6.3.6 Temporary Accommodation table and

reallocate staff/students to other areas accordingly. All

staff, pupils and parents informed of changes as per

Communications Plan

Alternative

accommodation

with another

academy

Contact made with nearby school and arrangements set

up

Activate arrangement by contacting academy using

contact details on External Contacts sheet in section

Some non-

teaching staff can

work from home

Ensure staff know procedure to follow Make contact by text message

Use manual

procedures

Ensure staff know procedure to follow Principal to activate this

Use call parents

txt messaging

service

Ensure all parent phone numbers are up to date Administrator to use the service to alert parents

Regularly back up

data on to external

Ensure more than one staff member can do this IT Technician responsible

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Proposed

Option

Insert from those

with a in table

above

Action to take now Action to take during an incident

hard drive

Keep electronic

versions of

important

documents

All important documents to be uploaded as soon as they

are received

Data to be backed up and taken off site.

Keep essential

contact numbers

of power suppliers

within the

emergency plan

SBM to ensure numbers are kept up to date and copy of

plan accessible to named persons on plan

Principal to activate the emergency plan

Staff/pupils

encouraged to

walk/cycle or use

public transport

Staff/pupils encouraged to walk/cycle or use public

transport

Parents notified by text

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6.4 Immediate Places of Safety In the event of a major incident on site requiring the academy to be closed, students will assemble at the primary fire assembly point which is on the school field. If these are not useable staff will escort students to the secondary fire assembly point which is on the outer field that belongs to the Free School.

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6.5 Off-Site Place of Safety

If it becomes necessary to evacuate the site completely, students will be escorted into the grounds of the far field that is owned by the Free School. They can be collected from this point (via the layby in front of the Rew Valley Astro Turf). If this is not feasible pupils will be escorted across the road to the main hall of the Island Free School.

6.5.1 Evacuation Centre

Name of Centre

Address

Contact Name

Contact

Number

Alternative

Contact

Number

The Island Free

School

Newport Road,

Ventnor, Isle of Wight

PO38 1BG

Mr Stef Boyd,

Headteacher

01983

857641

7.0 Lockdown Procedure

It is now possible to envisage circumstances where the academy may wish to lock itself in, to secure staff and students from an outside threat. This circumstance is described as a ‘lockdown’.

Notification of Lockdown Staff will be notified that lock down procedures are to take place immediately on hearing continuous ringing of the hand bells. Procedures: Follow the CLOSE procedure: • • Close all windows and doors

• • Lock up

• • Out of sight and minimise movement

• • Stay silent and avoid drawing attention

• • Endure. Be aware you may be in lock down for some time 1. The above signal will activate a process of children being ushered into the academy building as quickly as possible and the locking/barricading of the academy’s classrooms offices, connecting doors and all outside doors/ shutters where it is possible to remain safe.

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2. At the given signal, the children remain in the room they are in and the staff will ensure the windows and doors are closed/locked/barricaded and screened where possible and children are positioned away from possible sightlines from external windows/doors. Lights, Smart boards and computer monitors to be turned off. Mobile phones are put on silent mode. 3. Children or staff not in class for any reason will proceed to the nearest occupied classroom and remain with that class and class teacher e.g. children using toilets when lockdown procedure is engaged. 4. If practicable staff should notify the academy office by phone that they have entered lockdown and identify those children not accounted for. NO ONE SHOULD MOVE ABOUT THE ACADEMY 1. Staff to support children in keeping calm and quiet. 2. Staff to remain in lock down positions until informed by key staff e.g. Senior Leadership Team in person that there is an all clear. 3. Once the site is secure, staff should return to the building and monitor Academy entrances via CCTV, and discretely from the side windows in the office and hall on the first floor. The gates should only be opened by the academy when visual confirmation of the presence of the Emergency Services can be confirmed.

4. As soon as possible after the lock down teachers return to their classrooms and conduct a register and notify the reception immediately of any pupils not accounted for. Staff Roles: 1. School administrator to ensure that her office is locked and police called if necessary.

2. Head or site supervisors lock the school’s gates, front doors and entrances.

3. Individual teachers/ LSAs lock/close classroom door(s) and windows. Nearest adult to check exit doors. Communication with parents If necessary parents will be notified as soon as it is practical to do so via the academy’s established text messaging system. Parents will be told: ‘..the academy is in a full lockdown situation. During this period the switchboard and entrances will be un-manned, external doors locked and nobody allowed in or out. We will contact you again as soon as we are able. Please do not try to call the academy as this may tie up emergency lines. Depending on the type and severity of the incident, parents may be asked NOT to collect their children from the academy in the text message, as it may put them and their child at risk. Pupils will not be released to parents during a lockdown. Parents will be asked not to call the academy as this may tie up emergency lines. If the end of the day is extended due to the lockdown, parents will be notified and will receive information about the time and place pupils can be picked up from office staff or emergency services.

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A letter to parents will be sent home on the nearest possible day following any serious incident to inform parents of context of lockdown and to encourage parents to reinforce with their children the importance of following procedures in these very rare circumstances. Lock down drills Lock down practices will take place at least once a year to ensure everyone knows exactly what to do in such a situation. Monitoring of practices will take place and staff debriefed for positive reinforcement or to identify required improvements.

8.0 Silent Evacuation The lock on the main front door will be released by office staff following an instruction from EMT. All other fire doors are push door or turn key release. Care must be taken to de-activate the manual door alarms that are on doors leading to the car-park from the main hall. Notification of a silent evacuation would be made by word-of-mouth.

9.0 Business Recovery in the Event of a Loss of Buildings or site Space 9.1 General Replacement of the buildings and facilities that have been damaged or made unavailable will be the responsibility of the Portsmouth and Winchester Diocesan Academies Trust. Temporary working facilities are the responsibility of the Trust for which it holds insurance (see below).

9.2 Insurance The P&WDAT hold insurance under the Risk Protection Arrangement which includes the cover cost of temporary accommodation in the event of a major incident. RPA + insurance can be purchased by academies for other assets no covered by RPA, such as motor vehicles and mini-buses. Contact Academies Finance Officer if you wish to purchase RPA +. https://www.academies.thecpc.ac.uk/suppliers/categories/lot.php?categoryID=9&frameworkID=176&lotID=478

9.3 Replacement Site Facilities The size and scope of facilities required for the academy will vary according to circumstance. In the first instance contact should be made with the Trust, followed by Gallagher Bassett who handle claims on behalf of Risk Protection Arrangement on 0113 246 2040 or email UK.RPA@gbtpa.com The location of the temporary accommodation will be determined based on the space required and circumstances at the time. Academies are expected to make use of the buildings of other academy’s in the Trust where geographically and physically (net capacity) able to do so. The two possible locations that have been identified for consideration should temporary accommodation / buildings need to be sited are: The Ventnor Winter Gardens or St Boniface School site that is currently partly occupied by

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St Catherine’s School. Erecting additional buildings on our current campus site will always be the preferred solution.

10.0 Pandemic Threat / Mass Staff Unavailability Loss of staff is considered a generic threat to operations. The spread of a virus capable of impacting on operational service delivery is now considered genuine and serious. In the event of mass staff illness, the EMT will shut the academy to students using the same procedures described above.

11.0 Other Threats The following Other Threats have been considered

Phone and ICT Communications Loss

Finance Process Breakdown – payments to staff & suppliers fail

Utilities / Energy Supply failure

Service Delivery Loss of General Nature – St Francis Academy are unable to provide buildings or ICT support

Key Supplier Failure other than St Francis Academy – Catering, transport

Evacuation due to Nearby Incident

Bad Weather prolonged

Strikes

Terrorist Attack or Threat

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12.0 Recovery Action Plans

Operational Threat Steps to Restore Normal Working Action by Whom Comments/Notes

Phone and ICT Communications Loss

1. Contact DataSwift (Josh, 01983 885153) 2. First contact for telephone faults is Justin

Steele from Datatel, Faults – 0800 960109 or office 01983 216500 or mobile 07766 738675

Elaine Sharp (SBM) to co-ordinate

Finance Process Breakdown – payments to staff & suppliers fail

1 Invoices to be scanned to central Trust Office to input on online HOGE.

2 If HOGE is unavailable there is the ability to pay by Charge Card / contact with Lloyds Bank would be required to seek a cheque book

3 Instruction could be given to pay staff as per previous month.

SBM to contact colleagues at the central Trust Office in Portsmouth. Salaries managed via EduPay; SBM to inform colleagues in central Trust Office

Utilities / Energy Supply failure 1. Contact suppliers – Haven Electricity and Regent Gas

SBM to contact

Building Loss – partial or complete (Fire, Flood etc.)

1. Relocation into spare classrooms or main hall if necessary

Leadership team to manage

Building Denial leading to short term lack of access

1. Communication via test message system. Office acting on instruction from Principal

Service Delivery Loss of General Nature – St Francis Academy are unable to provide buildings or ICT support

1. Dependant on severity of loss and anticipated time to be back to a state of functioning on site consideration to be given to setting up school facilities in another location

Involvement of all named in Emergency Plan

Key Supplier Failure other than St Francis Academy – e.g. Catering, transport

1. Contact Caterlink, contract caterers, to organise for meals to be brought in from a nearby school kitchen eg The Island Free School or Wroxall Primary

SBM to co-ordinate

Evacuation due to Nearby 1. Follow Emergency Plan Principal

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Incident

Lockdown due to Nearby Incident

1. Follow lockdown procedures on p7. When given all clear (probably by police) return to normal

Principal

Fire 1. Follow emergency Plan Principal

Bad Weather prolonged 1 Communication to parents and staff via text Principal

Strikes 1. Principal to access staffing levels with regard to safety of pupils re adult ratio

Principal

Terrorist Attack or Threat 1. Follow lockdown procedures on p7. When

given all clear (probably by police) return to

normal

Principal

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Appendix A - Impact Table (To assist with critical functions identification in section 6.3.2)

Level

Descriptor

1. Insignificant

2. Minor

3. Moderate

4. Major

5. Extreme

Service Delivery Little disruption to

school life

Some disruption to

school life

Significant disruption to

school life

Loss of school for >48 hours

but <7 days

Loss of school for > 7 days

Health & Safety Insignificant Injury Minor injury

Threat of violence or serious

injury

Extensive or multiple injuries Fatality or multiple major

injuries

Financial Loss

(incl. budget

Overspend)

Loss of < £25K

Or

Loss of <0.03% of

school’s annual

revenue budget

Loss of £25 - 175K

Or

Loss of 0.03% to 0.15%

of school’s annual

revenue budget

Loss of £175 - 500K

Or

Loss of 0.15% to 0.3% of

school’s annual revenue

budget

Loss of £500K - £1m

Or

Loss of 0.3% to 1.0% of

school’s annual revenue

budget

Loss of > £1m

Or

Loss of >1.0% of school’s

annual revenue budget

Performance Minimal or no effect on

school objectives

Little effect on achieving

school objectives

Partial failure to achieve

school objectives

Significant impact on

achieving school objectives

Non delivery of school

objectives

Reputation Insignificant damage to

reputation

Minimal negative

coverage in local press

Significant local or minimal

national negative media

coverage

Significant negative coverage

in national press

Extensive negative national

media coverage.

Environment Insignificant

environmental damage

Minor damage to local

environment

Moderate damage to local

environment

Major damage to local

environment

Significant damage to local or

national environment