Model School Incident Management Plan

By Donald Mitchell,2014-06-17 17:59
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Model School Incident Management Plan ...

Essex LA Model School Incident Management Plan

This model may be used as a template for creating a school incident management plan but it

    is not a substitute for reading the LA’s guidance document on Emergency Planning &

    Response. References in the second column are to sections within that document. Use the

    third and fourth columns to note where provision is in place and where action has been taken.

    Checklist to ensure the school is ready to

    manage critical incidents

    Responsibilities In place Action

    taken The Headteacher/Principal carries the primary responsibility for 1.6 implementing the procedures detailed in the Plan.In the absence

    of the Headteacher/Principal, the Deputy or Assistant

    Headteacher/Principal named in the School Incident

    Management Plan, will cover.

    The school has a formally trained Educational Visits Co-2.4 ordinator.

    Health & Safety Our whole-school policies follow ECC health and safety 2.5 standards, in addition to those available from subject-specific

    teaching bodies.

    The school follows the ECC standards on the testing and 2.5 maintenance of equipment, fixtures and fittings, with annual

    testing in place and regular health and safety inspections

    undertaken and any potential dangers reported and dealt with.

    Training Appropriate training on the prevention, management and 2.6 response to incidents has been identified, undertaken and


    Administrative support A list of all pupils and staff, with next of kin contact details is 2.7 held centrally at the school, both on computer and in hard copy,

    with back-up discs and additional hard copies held at an

    alternative site, with appropriate security for personal data.

    Attendance registers are completed promptly at the beginning of 2.7 each morning and afternoon session and names of pupils who

    arrive late or leave early are recorded.

    An inventory of equipment is held on site and a second copy 2.7 retained at an alternative site. It is regularly updated


    An effective signing-in and out procedure applies to all visitors 2.7 and volunteers.

    Emergency procedures cover all areas of the school site. 2.7 Maintenance of the School Incident Management Plan The governing body and senior managers review and update 2.9 the plan on a regular basis (at least annually).

    The plan and contact information are accessible both during and 2.9 after school hours, on and off the school site.

    All school staff are aware of the plan and how it is initiated. New 2.9 staff joining the school are informed of the arrangements during


    A School Incident Critical Incident Management Team has been 2.9 identified and roles and responsibilities allocated, as described

    in the ECC guidance. Their emergency contact numbers are

    listed in the School Incident Management Plan.

    Arrangements for an independent outgoing telephone line are in 2.9 place.

    Staff with First Aid Qualifications have been identified and are 2.9 listed in the School Incident Management Plan

    Where feasible, arrangements are in place to share resources 2.9 with neighbouring schools in the event of an incident.


    School Incident Management Plan for

    [Name of School]

    A. Responsibilities

    1. The Headteacher/Principal carries the primary responsibility for implementing the

    procedures detailed in the Plan. In the absence of the Headteacher/Principal, the

    following Deputy or Assistant Headteacher/Principal Plan, will cover:

    In the event that he or she is also absent, the following member of the senior

    management/leadership team will cover:

2. The school’s Educational Visits Co-ordinator is:

3. The following member(s) of the senior management/leadership team and the

    governing body have responsibility for maintaining this Plan:

    B. Administrative support

    4. A list of all pupils, staff and next of kin contact details is held on computer at the

    following on-site location:

5. A back-up copy of the above list on disc is held at the following off-site location:

6. A hard copy of the above list is held at the following on-site location:

7. A back-up hard copy of the above list is held at the following off-site location:

8. An inventory of equipment is held at the following on-site location:

9. A copy of the above inventory is held at the following off-site location:


C. School Incident Management Team

    The following are members of the School Incident Management Team and their

    responsibilities and emergency contact numbers are as shown:

    Name Responsibilities Emergency contact number

D. Staff with first aid qualifications

    The following staff are qualified to administer first aid:



E. Actions to take in the event of a critical incident

    Actions 1-7 are immediate but the order will be determined by the circumstances at the time. Use the incident log below to record actions taken, with a separate log of specific detailed

    actions, for example those which involve listing names and other details.

    Action Taken by Time Date

    1. Ensure safety of all children and adults

     a) Contact emergency services as


     b) If off site, establish arrangements for

    uniting children, adults and staff with

    their families.

    c) Determine whether adults and staff

    involved in the incident are safe to

    drive or take public transport or

    whether they need collecting or


    2. Implement the School Incident

    Management Plan

     a) Person(s) with lead responsibility to

    be released from all duties.

     b) Collect School Incident Management

    Plan and contact numbers.

     c) Keep a separate log of all additional

    actions, times and dates

     d) Ensure independent telephone line

    (mobile or line in nearby building)


     e) Inform associated schools that could

    be directly affected by the incident.

     3. Obtain information about the

    incident and note with the log of

    additional actions (see Action 3 in

    the ECC guidance document held

    with this Plan for details)


    Action Taken by Time Date

     4. Contact key people (in case of ECC,

    to mobilise various kinds of

    support at LA level)

     a) Office hours: Schools. Children &

    Families Communications Team at

    County Hall:

     01245 436242

     01245 436188

     b) Out of office hours: ECC

    Emergency Planning Team: 07767 298483

    07967 666372

     c) If Church school, contact the

    appropriate Diocesan office: Anglican schools: 01245 294440 Catholic schools: 01277 265284

     5. Mobilise the school’s Incident

    Management Team

     a) Brief the team

     b) Clarify tasks, make plans, assign roles

     c) Set up timetable of meetings to review

    management of incident (a senior LA

    officer may be present)

     6. Contact families of pupils, adults

    and staff involved in the incident

     a) Designate key members of staff to

    make contact.

     b) Ensure that persons making contact

    are fully briefed, with written guidance

    if necessary.


    Action Taken by Time Date

     c) Use the record of contacts to avoid

    confusion and distress through

    duplication of contacts and to ensure

    that no-one is missed out.

     d) Establish and offer useful telephone

    numbers, either for support or for

    more information, such as emergency

    disaster number of hospital.

     e) Check that families/parents are not left

    alone in distress; suggest that they

    make contact with other relatives or


     f) Where appropriate, share the contact numbers of other families involved in

    the incident where they have given

    permission for this.

     g) Where appropriate, give advice to

    parents and families (in line with the

    County Council’s media advice) on

    responding to contacts from the


     h) Where appropriate, give information

    about arrangements for uniting or

    putting in contact children, adults and

    staff with their parents/families.

     i) Where a parent or family cannot be

    contacted, consider asking the Police

    or another professional to visit the


     7. Brief staff, governors, pupils,

    parents, religious leaders and other

    members of the school community

     a) Contact and brief Chair of Governors;

    request that he or she inform all other


     b) Hold briefing meetings for all teaching

    and non-teaching staff; consider

    setting up a schedule to keep staff

    informed and updated during the day.


    Action Taken by Time Date

     c) Issue a prepared statement for all

    parents (in contacting the LA, you

    may already be in touch with the

    media office who can advise).

     d) Inform pupils in the most appropriate

    way. (The LA’s Trauma Support Team

    may assist you with this)

     e) Identify pupils, adults and staff who

    are absent. Make appropriate

    arrangements for them to be briefed.

    Actions 8 11 refer to managing the school’ response to the incident.

     8. Plan management of the incident

    (with identified ECC staff and other

    agencies as appropriate)

     a) Meet with senior ECC officer(s), the

    school’s Incident Management Team and other professionals as mobiles by

    the Schools, Children & Families (LA)

    arrangements and/or the County

    Emergency Plan.

     b) Review plans, clarify tasks, assign

    roles and make further plans


     c) Ensure that school and other

    agencies’ actions area properly co-ordinated.

     d) Establish timetable of meetings to

    review the management of the


     e) Clarify criteria for withdrawal of

    outside agencies at appropriate stage.

     f) Access further advice from the

    Emergency Services if required.


    Action Taken by Time Date

     9. Set up arrangements to deal with


     a) At the earliest opportunity, and

    certainly before speaking to any

    representative of the media, contact

    the County Council’s Media Team (the

    LA may already have done this for you when you first reported the


    01245 430650

    01245 430394

     b) Ensure that all media contacts are

    either directed to, or dealt with, in line

    with advice from the County Council’s

    Media Team.

     c) Consider providing those answering the phone with a written statement as

    to what it is appropriate for them to

    say (see Action 7)

     d) Caution staff about talking to the


     e) Organise additional staff to deal with

    phone enquiries and people coming to

    the school as necessary.

     f) Designate separate areas for parents,

    media, staff and agencies managing

    the incident and others; avoid too

    many people in any one space.

     g) Ensure that an entry is made in the

    incident log of all important contacts.


    Action Taken by Time Date

     10. Make arrangements to support

    children and adults

    a) Identify those children, adults and staff who are most likely to be in need of


     b) Arrange for school staff/support

    agencies, including the LA’s Trauma

    Support Team to assist. Obtain consent

    from parents/carers if possible where

    outside agencies are involved.

     c) Ensure that pupils, adults, staff and

    parent/carers are aware of the support

    arrangements that the school is making

    and how these are accessed.

     d) Consider setting aside and staffing an

    appropriate area for children who are

    becoming too distressed to continue with

    their lessons.

     e) Consider setting aside and staffing an

    area for people coming into school who

    are distressed.

     f) In addition to the individuals directly

    affected, check Action 10 of the LA’s

    guidance for a list of children and adults who are most likely to suffer distress as

    a consequence of an incident.

     g) Maintain normal school routines

    wherever possible.

     h) Consider holding staff meeting with

    support agencies to discuss appropriate

    management strategies for distressed


     i) Plan how to manage distress that may be

    cause by ongoing police/legal

    proceedings and media attention.

     j) Give children permission individually and collectively to discuss what has

    happened and their reactions.


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