School Emergency Response Plan - Letters to parents

By Jane Grant,2014-06-17 18:08
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School Emergency Response Plan - Letters to parents ...

Appendix A Letter to Parents template

Insert Address Here


    You will all be aware of the recent incident that has affected our school. I am sure you will appreciate how upset we all are. On behalf of everyone involved in the life of our community I would like to express our sympathy to ….

    I am sure you will understand that it is not possible for me to comment on the incident at this stage other than to provide factual information, but I will do my best to keep you up to date as time proceeds.

    We are currently working closely with Hertfordshire County Council’s Children, Schools and Families Department to ensure that disruption to school life of the school is kept to the minimum possible. However, as you will appreciate, it will be sometime before we are back on an even keel.

    We will be monitoring the well being of all students closely in the coming weeks to ensure that any ongoing problems as a result of the incident are identified. There will be opportunities during the school day for students to talk about the incident and how they felt at the time.

    For the immediate future we have made the following arrangements, which will come into effect from ……......... ……...........…. ……...........…...….

    As from today we will be using ……......... ……...........…. ……...........…...…. as the school office. We hope to have temporary buildings available for all students to continue with their education from ……...... ……...........…. ……...........…......….

    Please note that our new contact numbers are listed below. However I would ask you to keep calls to the school to a minimum so that we are not overwhelmed.

(Tel and Fax Nos.)

    The process of recovery is moving very fast as more and more decisions are made about the best ways to proceed. We will provide updated information as frequently as possible both on the board at the entrance to the school and in a weekly update letter to be sent to all parents.

    Thank you for your support and understanding in what is a difficult time for all of us.

Yours sincerely,

    Appendix B Trespasser Letter Template Example of a warning letter to trespassers causing or permitting

    nuisance or disturbance on school premises

    Note: the text of the letter below is intended merely to indicate the possible content and tone of such a letter. Where the trespasser is a child the

    letter should be sent to the parent or guardian.

Dear Sir/Madam

Trespassing and nuisance or disturbance on school premises:

    Section 547 of the Education Act 1996

    It has been reported to me that [you] were seen on the premises of [school]

    on [date] at [time]. [Description of what the trespasser was doing].

    The school’s premises are private property and [you] had no permission to

    enter them. [Refer if necessary to aspects of behaviour which were

    particularly disruptive].

    I must warn you that trespass and causing or permitting nuisance or

    disturbance on a school’s premises is an offence under section 547 of the

    Education Act 1996. The maximum penalty for this offence is a fine of up

    to ?500.

    The purpose of this letter is to warn you that you must not trespass again

    on the school’s premises. If you do, and cause a nuisance or disturbance,

    you may be removed from the premises and [the governors/the local

    education authority] will not hesitate to bring proceedings under section

    547 of the Education Act 1996.

    Yours faithfully

Appendix C - Emergency Pack

Checklist 1: Immediate Actions

    Below is a checklist of the key initial actions that the school should complete

    immediately following an incident.

     Role and Time/Date Action Person Completed Responsible 1. Evacuation

     Evacuation of the premises

     Roll call

     Everyone safe

     Call emergency services (as appropriate)

     Contact Hertfordshire County Council CSF department

    (as appropriate)

     Obtain a copy of family and staff contact lists

     Liaise with emergency services personnel at the scene 2. Details of casualties obtain information on the


     Names and injuries

     Current location of casualties

     Current location of relevant others

    Whether next of kin have been informed

    3. Injury

     Who is accompanying injured person(s) to hospital?

     Provide accommodation which is restricted to next of

    kin, pupils and staff (as appropriate)

     Provision of immediate transport, assistance, and

    counselling (as appropriate)

     Contact Hertfordshire County Council CSF department

    (as appropriate)

    4. Incident in school hours

     Decide whether to keep other pupils in school

     Decide whether to send pupils home (all or some)

     Arrange transport in liaison with HCC (as appropriate)

     Ensure staff, parents and governors receive your

    version of the facts and actions underway as soon as


    5. Incident outside school hours

     Decide how to contact parents; for bad news avoid

    phone chains

     Consider announcements via the local radio stations

    and other media

     Ensure staff, parents and governors receive your

    version of the facts

    and actions underway as soon as possible

Checklist 2: Actions in the first 24 hours

In addition, the table below summarises some further procedures that should be

    followed by the school in the 24 hours immediately after the incident.

    Role and Time/Date Action Person Completed Responsible

    Gather incident information 1. Incident Manger

    What happened? Where? When? Who notified you?

    Who has been contacted? Also, their names and

    numbers. E.g. HCC , Emergency services

    People: Who was involved? How were they affected?

    Where are they now? What is their current condition?

    Premises: Is there any damage to the premises? Who

    has been contacted?

    2. Evaluate situation and estimate extent of disruption Incident Manger 3. Consider activating the school Emergency Response Incident Manger

    Team. If so identify a suitable location and time.

    If school premises are not available determine to base

    the recovery operation from (Form 7).

    4. Liaise with HCC Health and Safety Education Team and Incident

    Herts Property. Manger/Comms

    Officer 5. Keep a log of all decisions made, noting time, action Administrator

    and when completed.

    6. Ensure the safety of student and staff. Any member 7. Notify staff and place key staff (Form 1) on standby. Comms Officer

    Ensure availability of School Emergency Plan and


    Determine Strategy for dealing with the incident i.e. 8. Incident Manger

    What additional resources or assistance is required?

    ? Resolve the incident internally e.g. contractors

    (Form 9).

    ? Contact HCC for assistance.

    9. Activate procedures for informing parents. Schools can Incident

    utilise HCC’s call centre if required. Manager/


    Manager 10. Establish school comms control facility using school Comms Officer

    premises if available:

    ? Establish media response in liaison with HCC

    who will lead.

    ? Arrange basic incident information press release

    for parents, staff, governors, other schools and

    media. HCC and other agencies to help produce

    a joint message.

    ? Provide updates to maintain communication


    11. Arrange student transport if required. Contact HCC for Deputy Incident

    support with bus and coach services. Manager 12. Arrange collection of students by parents, if applicable.

    Organise pick-up point and welfare of remaining Parent Liaison

    students. Officer

    13. Agree immediate resources needs with HCC service / Facilities

    loss adjustor (Form 10). For longer term needs arrange Manager /

    alternative accommodation where necessary (Form 7) Incident

    and essential office equipment (Form 5). Manager 14. Assess disruption to education process (Form 2). Deputy Incident

    Manager 15. Establish priority items to salvage if building out of use. Deputy Incident

    Paper based records (Form 8) and essential IT Manager

    information (Form 6).

    16. Consider a shift system to allow staff involved in the Deputy Incident

    recovery process to have a break. Manager 17. Draft a record of events with help from appropriate HCC Incident

    staff if necessary. Manager

Checklist 3: Actions for 24 hours 2 weeks following the incident

    Role and Time/Date Action Person Completed Responsible 1. Ensure all relevant parts of Stage 1 are complete. Incident Manger 2. Implement any emergency expenditure authorization Incident Manger

    procedures (with guidance from HCC).

    3. Identify usable facilities on site Facilities

    Manager 4. Review health & safety / security issues. Incident

    Manager 5. Consider alternative accommodation where necessary Incident

    (Form 7) and essential office equipment (Form 5). Manager 6. Assess staffing requirements, timetables and supply Deputy Incident

    cover. Manager 7. Invoke salvage procedures in liaison with HCC. Incident

    Manager 8. Comms Officer ? Update information provided to parents,

    students and local community using, websites,

    newsletter, notice boards.

    ? Continue media liaison with HCC.

    ? Maintain updates and support for staff.

    9. Review service deliveries / contractor arrangements on Deputy Incident

    site. Manager 10. Monitor staff and student welfare, and report any Teachers /

    problems. Notify HCC services if follow-up support is Incident

    needed for students and staff Manager 11. Arrange special assembly / areas of contemplation if Incident

    appropriate. Allow students to express emotions if Manager

    incident involved death or injury.

    12. Advise other users of the school site about alternative Facilities

    arrangements Manager 13. When closing the incident: Incident

    Manager/ ? Clear the outstanding action list.

    Deputy Incident ? Stand down staff on stand by.

    Manager/ ? Inform appropriate HCC contacts.

    Facilities ? Insure any temporary premises have been made Manager secure and that Hertfordshire Property are

    aware you are leaving.

    14. Arrange a debrief session for all staff to consider how Incident

    well the response to the incident was managed. Manager

    Request support from HCC with debriefing if required,

    and amend the school emergency plan as required to

    incorporate recommendations. Disseminate decisions


    Checklist 4: Ongoing actions and considerations

    Following the completion of the initial incident response, there may be a number

    of ongoing issues to consider, depending on the nature of the emergency. Some

    of these may relate to the use of the property itself whilst others may require

    support for the school community in coming to terms with what has happened.

    Role and Time/Date Issue for consideration Person Completed Responsible


     1. Hold a staff briefing session as soon as possible Position staff at set points to meet students returning to 2. school

     Provide written information on the incident and how it 3. will affect the school

     4. Review courses / timetabling

     5. Issue new fire notices and procedures, if required

     If the building has been affected or the school relocated,

    6. hold a fire drill as soon as possible so students know

    the new exit routes and assembly points.

     7. Consider imminent examination issues

     Ensure support is provided to staff who feel affected by 8. the incident.

     Monitor the well-being of students and report changes in 9. behaviour etc.


     Hold a school assembly to pass on information to 10 students

     11 Issue new timetables if required

     12 Issue maps showing restricted areas etc.

     13 Issue an information sheet to students and parents

     14 Monitor welfare and signs of distress in students

     Allow an opportunity for students to talk about the 15 incident


     16 Hold parents / teachers meeting

     Provide support for parents whose child has been 17 injured or killed

     Issue letters via students and provide regular updates to 18 parents on the recovery process

    Premises for use where the site itself has been damaged or relocation is required

     Request assistance from HCC where the property is 19 damaged or when relocation is required

     Obtain plans of the building. Mark on areas affected by 20 the incident.

     21 Check for obstacles to pupils movements

     22 Check / reallocate toilet facilities

     23 Identify new routes

     Review entrances / exits and identify new access points 24 where required

     Check fire escape requirements (consult with the Fire & 25 Rescue Service)

     Establish areas with restricted access to contractors 26 and vehicles

     27 Reallocate space e.g. parking, student areas, etc

    Role and Time/Date Issue for consideration Person Completed Responsible

     28 Review site security

     29 Review Health & Safety procedures

     Review fire prevention arrangements (liaise with the 30 Fire & Rescue Service)

     31 Consider reorganising or cancelling forthcoming events

     Contact users of the site out of school hours and notify 32 them of new arrangements if necessary

     Instigate a procedure for agreeing the goods to be 33 replaced with loss adjustors

     34 Set up an ordering and payment procedure


     Hold regular meetings with contractors, loss adjustors, 35 school building surveyors

     36 Establish Health & Safety requirements

     37 Establish access requirements for vehicles

     38 Establish student restricted access areas

     39 Adapt doors to fire exit / exit doors as necessary

     Agree working practices and times when noise must be 40 kept to a minimum

     Provide the contractors with a copy of the timetable for 41 each room

Incident Log Sheet


Appendix D Contact Information

The names and telephone numbers of organisations and individuals who may be

    useful to the School in an emergency:

    Telephone Assistance Availability Number

    Monday Friday 08.30 -17.30 01438 737261

    Saturday 09.00 16.00 Critical Incident Line CSF/HCC 0800 547547 All other times Health and

    Safety 01992 556478 Office hours only Education

    Team, HCC

    7 a.m. to 8 p.m. Mon-Fri and 8 Three a.m. to 4 p.m. Sat/Sun - an 0845 782 Valleys emergency service operates 3333 Water outside these hours

    Thames Emergencies 24 hours 0845 9200800 Water

    Electricity 0800 783 EDF Energy Insert Supplier 8838 Telecoms Insert Insert Insert Provider

    Gas Emergencies 24 hours 0800 111 999 (Transco)

    Fire Alarm Insert Insert Insert Contractor

    For Schools who do not have a direct contract with Mouchel Plumber Insert 24 hours Insert Electrician Insert 24 hours Insert CORGI Insert InsertRegistered 24 hours

    Gas fitter

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