School business continuity plan template
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Business Continuity Plan Guidance
1 Aim of the plan
The plan has been designed to assist and prepare schools to deal with the effects of an emergency or incident and to provide the basis for a return to “business as usual” regardless of the cause.
2 Objectives of the plan
• Understand the critical functions and activities of the school;
• Detail the minimum acceptable levels of service;
• Analyse and respond to the risks to the school;
• Provide a detailed response to an emergency situation or incident; and
• Identify the key roles, responsibilities and contacts to respond to an emergency or incident
3 Introduction
Attached is a Business Continuity Plan which schools may wish to adopt.
Part of the plan is to establish an Emergency Response Team which would include key people for your school who you will require to assist in managing the crisis and any subsequent recovery actions. It is advisable to include the Chair of Governors as part of the Emergency Response Team.
The Plan should be reviewed and where necessary, updated annually or sooner if changes are required for example changes in staff that are part of the Emergency Response Team.
A hard copy of the plan should be retained by the Emergency Response Team. An electronic copy of the plan should also be saved on the shared network drive. Wherever possible a hard copy and or electronic copy should be kept off-site.
It is recommended that the Business Continuity Plan is tested annually for its effectiveness. The purpose of testing the plan is to ensure that the plan and its solutions sufficiently meet the service continuity and recovery requirements of the school.
It is advisable that an up to date inventory of all school assets is kept with this document and also copies of School Insurance Policies and details of ICT backup providers/procedures.
Examples of how to complete each form are shown within the form.
For any Critical Incidents please refer to the Local Authority Critical Incidents Guidelines for Schools. Contact Pat Morgan 0161 474 3917
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BUSINESS CONTINUITY PLAN 2015-2016
Person Responsible: Mrs K Morris
Adopted by - Headteacher: Mrs K Morris
Approved by - Chair of Governors:
Date:
Review Date: Spring 2016
Keep this plan in a safe place where you can find it in an emergency
FORM 1 - PLAN CONTROL
Record details of the actual plan
|Plan Owner: |Mrs K Morris |
|Name of person responsible for ensuring plan is | |
|maintained | |
|Name of School: |St Thomas’ CE Primary School – Heaton Chapel |
|Issue Date: |6th January 2014 |
|Date last issued | |
|Location: |1. Mrs K Morris - hard copy in HT office, with electronic copy on staff shared area. |
|State where the plan is located both hard copy and | |
|electronic copy. State names of who has a copy of | |
|the plan | |
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| |2. Brenda Fogarty/School Business Manager-School Admin Office |
| |3. Mr P Campen(DHT)-SLT Office |
| |4. Ms Louise Loynes (AHT)- SLT Office |
| |5. |
FORM 2 - EMERGENCY RESPONSE CHECKLIST
This form is to be used as a checklist during the emergency or incident.
|Task |Completed (date, time, by) |
|Immediate Actions: | |
|Identify and quantify any damage to the school, including staff, premises, equipment, data, records etc. | |
|Meet with the Emergency Response Team | |
|Identify critical functions, and decide upon the actions to be taken | |
|Provide information to : | |
|Staff | |
|Parents (as appropriate) | |
|Governors (as appropriate) | |
|Suppliers and customers | |
|Local Authority | |
|Insurance company (if appropriate) | |
FORM 3 - EMERGENCY RESPONSE TEAM
List key people for your school who you will require to assist in managing the crisis and any subsequent recovery actions.
School Emergency Response Team
| |Role |Home Phone Number |Mobile Phone Number |
|Name | | | |
|Mrs Karen Morris |Headteacher | |07963 913646 |
|Mr Paul Campen |Deputy Headteacher | |07969 139404 |
|Ms Louise Loynes |Assistant Head | |07738 520713 |
|Mrs Brenda Fogarty |School Business Manager | |07595665155 |
|Mrs Lesley Fairfax |Admin Assistant | |07958180618 |
| |Chair of Governors |0161 432 2709 |07964395080 |
|Mr A Whittell | | | |
|Mrs C Garner |Vice Chair of Governors | |07967504136 |
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|Site Manager |Nic Cort | |07976500145 |
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FORM 4 - REGISTER OF SCHOOL STAFF CONFIDENTIAL
|Name |Job Title |Home Phone Number |Mobile Phone Number |
|Mrs Karen Morris |Headteacher |0161 486 6171 |07963913646 |
|Brenda Fogarty |School Business Manager | |07595665155 |
|Ms Claudine Moore |Class | |07874806301 |
| |Teacher | | |
|Ms Kate Johnson |Class Teacher | |07811441362 |
|Ms Jo Croller |Class Teacher | | |
|Miss Amy Webber |Class Teacher | |07773785550 |
|Mrs Annette Pigott |Class Teacher | |07855760580 |
|Mr Chris Kemal |Class Teacher | |07715345789 |
|Mr Simon Bleasdale |Class | |07843681124 |
| |Teacher | | |
|Mrs Sue Whitehead |Class Teacher | |07980458517 |
|Mrs T Brokenbrow |Class Teacher | |07973199141 |
|Miss Natalie Wood |Class | |07786001224 |
| |Teacher | | |
|Miss Jenni Howard |Class Teacher | |07913325930 |
|Miss Annabel Swindells |Class Teacher | |07791732491 |
|Miss Paula Morton |Class Teacher | |07894017129 |
|Miss Beth Hammond | | | |
|Mrs Faye Stockton |Class Teacher | |07960151979 |
|Mr P Campen |Class Teacher/DHT |01625 850602 |07969139404 |
|Ms Louise Loynes |Class Teacher/AHT | |07738520713 |
| | | | |
FORM 5 – KEY SERVICES THAT MUST BE MAINTAINED
List in priority order the critical functions that the school perform and a description of each function.
In the 3rd column indicate how many staff would be required to provide the function at a minimum level of service. These may include – exams, teaching staff, support staff, catering staff.
|Essential Functions |Description |Number of Essential Staff Required |
|Examinations |Providing staff and facilities to enable pupils to sit |6 |
| |examinations (including SAT’s, GCSE’s) | |
|Office communications |Ensuring staff can access communications to parents and |1 |
| |staff | |
|Teaching children |11 classrooms and teachers |11 |
|School kitchens-children’s lunch |Cook and kitchen assistants |1 Cook, 2 Assistants |
|Premises management |School Caretaker |1 |
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FORM 6 – LOSS OF PREMISES - TEMPORARY ACCOMMODATION
Use this form to list the location where each class/office/room would be temporarily re-located in order to provide their essential services if an incident prevents access to the building. Use the Option 1 for the preferred location and Option 2 to identify other possible locations.
Nb: Include details of where location is if off-site (i.e. postcodes and/or links to maps)
|Class/Office/Room |Current Location |Temporary Location |
| | |Please Give Details |
|Each classroom | |Option 1: If an individual classroom was unusable then the class would be |
| | |split and distributed amongst other classrooms |
| | |Option 2: If 2 classrooms were unusable then the school hall could be used |
| | |for one class |
| | |Option 3: If 3 classes were unusable then one class could use the church |
| | |temporarily (2-3 days) |
|School Office |Reception Area |Option 1: SLT room across the corridor |
| | |Option 2:Share the HT’s office |
|School Hall |School Hall |Option 1: Lunches served in corridors and eaten in classrooms. PE outdoors. |
| | |Assemblies in church next door |
| | |Option 2: |
|Intervention rooms |Quiet room off hall, First |Option 1: Rearrange timetables |
| |floor and mezzanine |Option 2: Use circulation areas on ground and first floor |
| | |Option 3: Use church vestry |
|School kitchen | |Option 1: Call SK solutions for food to be prepared offsite and brought in |
| | |Option 2: |
|Head’s Office |Reception area |Option 1: Use SLT room |
| | |Option 2: |
FORM 7 – LOSS OF STAFF
Use this form to detail the minimum level of staff required if for example there was industrial action or a pandemic.
|Job Role |Number required for minimum|Arrangements to manage a |Further info |
| |service level |loss of or shortage of | |
| | |staff | |
|Teachers |6 |Use Supply Agencies |Option 1:Contact Supply Agencies, arrange cover with |
| | | |TA’s |
| | | |Option 2: If sufficient notice of industrial action |
| | | |then close the classes where teachers are striking |
|Business Manager |1 |Contact Finance Office at |Contact: Jatvinder.uppal@.uk-Finance |
| | |LA |officers to provide finance back up |
| | | |/invoicing/returns/budgeting plus part time |
| | | |assistance from other business managers |
|Admin |1 |Basic clerical duties by TA| |
| | |or volunteers | |
|Teaching Assistants |LSAs for 1:1 |Use other TAs | |
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|Catering Staff |3 (1 cook and 2 assistants)|Phone SK catering |0161 474 5578 |
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|Mid Day Assistants |6 |TAs and teachers support | |
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|Site Staff |1 |Contact caretaking services|0161 474 5577 |
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|General emergency contact if others |Pat Morgan at School Support: 0161 474 3917/07800617942 |
|unavailable | |
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FORM 8 – LOSS OF IT SYSTEMS - ESSENTIAL IT INFORMATION
Use this form to list the minimum systems or applications that your school will require to run the essential services assuming an incident prevents access to your normal PC’s and Servers. Details may include Email, Internet, systems applications, spreadsheets, databases etc.
|ICT Systems |Target time to restore to Minimum |Recovery Tasks to achieve |Recovery Tasks to |Responsible Person |
| |Service Level |Minimum Service Level |achieve Normal Service | |
| | | |Level | |
|Loss of ICT infrastructure due to|3 hrs |Contact AVA |Contact AVA 4744100 |School Business Manager or IT |
|burglary | | | |Co-Ordinator |
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FORM 9 - PAPER BASED RECORDS
Please record here any vital paper based records which are not on the computer network. Vital documents are those which if lost would prevent or severely impair the school’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? |
|Pupil Medical files | Filing cabinet in main |No |no duplicates held |
| |office | | |
|Staff Personnel files |Filing Cabinet in Reception |No |no duplicates held |
| |offices area | | |
|General Pupil Files |Filing Cabinet in Reception |No |no duplicates held |
| |offices area | | |
|Invoices/orders |Filing Cabinet in Reception |No |no duplicates held |
| |offices area | | |
|Vulnerable/at risk families records |HTs Office in locked |No |no duplicates held |
| |cupboard | | |
|SEN records |SENCO’s room |No |no duplicates held |
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|Emergency Contact File |School Offices | | “ “ |
| | |No | |
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FORM 10 – A-Z OF KEY EXTERNAL SUPPLIERS (CONTRACTORS, UTILITIES, INSURANCE POLICIES, ICT SUPPORT, LOCAL AUTHORITY CONTACT ETC)
Use this form to list the contacts that are required to deliver the essential services.
|Organisation |Purpose |Name Of Usual Contact |Telephone Number (Office |Out Of Office |Other Information/Alternative Provider |
| |e.g. Supplier Of | |Hours) |Hours Telephone | |
| |Stationery, | | |Number | |
| |Portacabin etc. | | | | |
|SK Catering |Catering Staff |Phone SK catering |0161 474 5578 |Pat Morgan | |
| | | | |07800617942 | |
|PE |PE/EVC |Russ Boaler |0161 474 3982 | | |
|SMBC |CRB team | |0161 474 3821 | | |
|SK Security |Alarms and alerts | |0161 474 5556 |0161 474 5556 | |
|SK Solutions |Caretaking |Ian Walker/Nick Tomkin |0161 474 5577 | | |
|Egan Reid |Stationery | |0161 612 6013 | | |
|Data Services |SIMs/AM7 etc |Sharon Mc Briarty |0161 218 163 | | |
| | |Jim Cairns |0161 474 3806 | | |
|NHS |School Nurse |Karen Gregson |0161 426 9723 | | |
| |Supply teachers |Ranstad |0161 245 3637 | | |
| | |Stockport |0161 474 3342 | | |
| | |Monarch |0161 638 9230 | | |
|SK |Rubbish collections| |0845 833 4444 | | |
|NPS Property Services | | |0161 495 6000 | | |
|School Support | |Pat Morgan |0161 474 3917 |07800617942 | |
|School Finance | |Jatvinder Uppal |0161 474 4763 | | |
|SMBC insurance | | |0161 218 1454 | | |
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FORM 11 – SITE INFORMATION
Will be up and running following rebuilding work as relocation of sites below. Identify the location of utility supplies. Include any internal hazards for example a chemical store room
|Utility Supplies |Location |Notes/instructions |
|Gas |Gas shut off to Boiler and meter on wall | |
|Water |Stop cock in HT’s office | |
|Electricity |PTA cellar | |
|Heating |Boiler room- cellar | |
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|Internal Hazards |Location |Notes/instructions |
|Caretaker store room |Next to school Hall and on upper landing |Flammable cleaning materials – key required |
|ICT hub |Reprographics room | |
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FORM 12 - ACTIONS AND EXPENSES LOG
This form should be used to record any decisions, actions and expenses incurred. The information will help to provide evidence of costs incurred for any claim under an insurance policy. (Please keep copies of receipts)
|Date/Time |Decision/Action Taken |By Whom |Costs Incurred |
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