Glow Blogs – Central
FINAL
Departmental Severe Weather
Contingency Arrangements
|Department of Children & Families |
|Plan Owner |Gillian Tee |
| |Director of Children & Families |
|Version Number |V7 |
|Date Created |April 2011 |
|Date Last Modified |3 September 2014 |
|Document Prepared By |Michelle McMillan, Principal Officer, Enterprise Risk |
| |Management & Business Continuity |
This plan forms part of the Council’s Corporate
Severe Weather Contingency Arrangements.
Gillian Tee, Director of Children & Families
City of Edinburgh Council
TABLE OF CONTENTS
1. Summary
2. Important Immediate Response Documents
2.1 Emergency Closure Process and Authorisation (Crib Card)
2.2 Reporting into the Centre
2.3 Risk Assessment
2.4 Undertaking Risk Assessments at Weekends
3.0 Practical Use of these Arrangements
3.1 Definition of Severe Weather
3.2 Role of the Emergency Continuity Team / Internal Contacts
3.3 Plan Invocation, Incident Management, Reporting, Sample Agendas
3.4 Departmental Out of Hours, Weekend and Holiday Cover Arrangements
3.5 Response Checklist
4.0 Departmental Response
4.1 Departmental Essential Activities to be Maintained
4.2 Priority Locations
4.3 Vulnerable People
4.4 Emergency Supplies, Eligibility and Supplies, Key Suppliers
4.5 Mini Laminated Emergency Contact card
4.6 Personal Protective Equipment
4.7 RED Weather Alerts
Severe Winter Weather
4.8 Clearance of Snow and Ice
4.9 Calling in Clearance / Grit Requests for Roads
4.10 Calling in Clearance / Grit Requests for Internal Grounds
4.11 Parental Assistance / Volunteers
4.12 Service Support Officers – Snow Cover
4.13 Thaw and Freeze Advice
4.14 Practical Arrangements – Salt / Grit
4.15 Fire Safety in Schools and Children & Families Establishments
4.16 Snow Clearing Risk Assessment
4.17 Health and Safety Winter Weather Frequently Asked Questions
4.18 Schools & CLD Redeployment of Staff
4.19 Questions and Answers Work Arrangements Severe Winter Weather
4.20 Remote Access to Emails
4.21 Response to Severe Weather During a Holiday Period - Schools
4.22 Communications and Key Messages
4.23 SEEMIS Instructions for Using Text Alert
4.24 Circulation of Severe Weather Information – Weather Warnings
4.25 Use of LPG Heaters in Schools
4.26 Awareness Training
4.27 The Use of GLOW in Severe Winter Weather
High Wind
4.28 Response to High Wind
Flooding
4.29 Response to Flooding
Volcanic Ash
4.30 Response to Volcanic Ash
5.0 Methodology, Maintenance, Monitoring and Review
6.0 Appendices, Logs Checklists and Forms
6.1 Decisions Log
6.2 Initial Assessment for Response
6.3 Initial Assessment for Recovery
6.4 Recovery Checklist
6.5 Incident Closure Form
6.6 Key Contacts
6.7 Children & Families Emergency Continuity Team (Incident Management)
1. Summary
This document is the City of Edinburgh Council’s Children & Families Severe Weather Contingency Arrangements to be used by schools and Children & Families establishments in the event of severe weather disruption.
The purpose and scope of this plan is to better enable the Authority to continue to deliver Children & Families essential activities required within a 72 hour period to pre-determined levels following disruption to normal business, and to respond according to the needs of the incident.
Section 2 outlines the Council’s business continuity strategy for a severe weather scenario.
Section 3 provides definitions, roles and responsibilities and incident management.
Section 4 provides information on the operational response.
Section 5 gives the methodology for the development of these arrangements.
Section 6 outlines plan maintenance, monitoring and review.
Section 7 provides relevant business continuity logs, checklists and forms.
Children & Families is committed to ensuring that access to services is maintained at all times in the event of severe weather. It is recognised that while a level of disruption can be expected, this plan will help managers to manage business disruption to ensure that properties remain open safely wherever possible.
The Council maintains a separate generic Corporate Business Continuity Plan.
The Council also maintains a Council Emergency Plan, which details the response to serious emergencies or major incidents affecting the Edinburgh area. The Council’s business continuity process is integrated and consistent with the Council’s policy of responding to emergencies while maintaining critical services.
Plans that may be relevant to severe weather incident include:
• Council Corporate Business Continuity Plan
• Council Flooding Plan
• Lothian and Borders Extreme Weather Plan
• Council Emergency Plan
Children & Families understands that closures disrupt children’s education and complicates the lives of working parents who need to make alternative child care arrangements. Severe weather also has an impact on the economy when services and business in which parents work is disrupted due to child care arrangements.
During severe weather the message is very much “Business as Usual”. It is the authority’s assumption that most establishments should be able to remain open. We recognise colleagues work hard to plan and operate in conditions of severe weather, however the experience of severe winter weather in 2010 has shown us all that severe weather can still disrupt the best plans.
General advice in terms of planning includes ensuring contact details and communication methods from establishments to pupils, parents, Headteachers and Managers are up to date. This document details the process of how severe weather business interruption should be reported to the centre and how closures and part closures should be managed.
Practical arrangements need to be planned and put into effect during severe weather e.g. maintaining stocks of salt/grit, ensuring orders are placed timeously well in advance of the winter.
Authorisation to close establishments during severe weather is taken by Headteachers and Establishment Managers in liaison with colleagues from the department’s Emergency Continuity team. This team meets daily during an emergency response.
We hope that this document is useful and provides guidance to Headteachers and Establishment Managers on how to manage school and establishment closures and / or partial loss of business due to severe weather. Your comments and feedback are welcome and should be directed to Michelle McMillan, Principal Officer, Enterprise Risk Management & Business Continuity by e-mail Michelle.McMillan@.uk
Gillian Tee
Director of Children & Families
2. Important Immediate Response Documents
PLEASE NOTE DURING RESPONSE DOCUMENTS 2.1, 2.2 AND 2.3 MUST BE USED
2.1 Emergency Closure Process and Authorisation (Crib Card)
THE PRIORITY AIM OF THIS DOCUMENT IS TO ENSURE ESTABLISHMENTS REMAIN OPEN
IF YOU ARE USING THIS PLAN DURING AN INCIDENT AND HAVE NOT READ ALL OF THE PLAN ONLY USE THE CRIB CARD OVERLEAF
The steps shown on this card are to help you to manage and respond in the event of severe weather.
The Crib Card should be kept in locations where it can be picked up and used easily if and when required, e.g. in the Headteacher/Establishment Manager’s office, school, establishment office. Headteachers and Establishment Managers should also keep a copy at home.
[pic]
2.2 Reporting into the Centre – (the detail of the crib card)
Examples of business continuity risks
Examples of Business Continuity risks brought about by Severe Weather could be as follows:
Loss/denial of premises (e.g. caused by boiler breakdown)
Loss/denial of staff (e.g. due to travel disruption)
Loss/denial of key suppliers / utilities (e.g. due to access / failure of utility network e.g. a power cut)
Reporting into the centre within and out of office hours
If the severe weather has led to a loss of business or if you believe there is a significant risk which may potentially lead to loss or partial loss of business, it is essential that you contact the Children & Families Emergency Continuity team by either of the following methods:
The Children & Families Emergency Phone Number 0131 469 3333
This number is available from 7.30 am – 5.00 pm Monday to Thursday and 7.30 am – 3.55 pm on a Friday. If you need to contact the team, out with these hours please call your manager using the information below:
|Name |Area |Mobile Number |
|Aileen McLean |Early Stages |0788 508 4046 |
|David Bruce |Community Services |0791 959 0499 |
|Karen Prophet |Schools, Quality & Curriculum |0791 959 0636 |
|Moyra Wilson |Inclusion/Pupil & Parent Support |0779 907 0280 |
|Rosie Wilson |Special Schools & Specialist Provision |0781 028 2215 |
|Carol Chalmers |Special Schools / Disability |0790 013 7063 |
|Frank Phelan |Residential |0778 927 3962 |
Residential establishments
Severe winter weather issues for Residential establishments are managed by Frank Phelan (Team manager Specialist Residential Care) If the call is outwith 8.30 am – 5.00 pm Monday to Thursday and 8.30 am – 3.55 on a Friday, out of hours please call the duty Service Manager for Support to Children & Young People.
In a severe snow weather emergency there is a 4 x 4 vehicle plan in place between Children & Families and Health & Social Care to assist Residential staff if they are unable to make/or return from a scheduled shift with their normal mode of transport.
Please note, twinning arrangements exist throughout the Residential Estate which can be invoked if required.
Contact details are as follows: (Emergency Social Work) 0800 731 6969
IMPORTANT Communications / the Children & Families Emergency Number
PLEASE NOTE, headquarters staff will contact Communications with closure/part closure details. Communications will contact the media, e.g. Radio Forth with these details. At no time should Headteachers or Establishment Managers approach Radio Forth or any other media companies independently.
The emergency continuity number (0131 469 3333) should not be given out to parents / carers or the public. This number is an internal number for the use of Headteachers and Establishment Managers only.
Teachers and staff must go to their line managers for advice and support. Only Headteachers / Business Managers and Establishments Managers should contact the Authority directly.
Headteachers and Business Managers should contact Corporate Transport and Edinburgh Catering to cancel school transport and meals if schools are to close or open late. Information must also be passed on if schools / establishments are to partially close.
During times of severe weather, Children & Families may decide to use a dedicated information line on school closure through the Council Contact Centre. This number would be provided to the public and staff if and when required.
3. Risk Assessment The crib card should be kept in the school / establishment main offices. Headteachers and Establishment Managers should also keep a copy at home.
Children & Families Establishment Risk Assessment (Please turn overleaf for instructions)
|Establishment Type e.g. Nursery, Primary, Secondary, Special, CLD, |Establishment name |Date and time of risk assessment call |
|Residential | | |
|Assessment Undertaken by |Contact Team staff member taking call (Headquarters use only) |Signature (Establishment Use only) |
Current Staffing Levels
|Total number of teaching staff (Schools only) | |How many of your senior management team are present? | |
|Total number of non teaching staff (Schools & C&F establishments) | |Is your Service Support Officer present? |YES |
| | | | |
| | | |NO |
|What are the hazards? |Description |What are you already doing? (what controls |What further action is necessary? |(1.1) What action do you need to undertake to |
| | |exist) | |minimise the risk? |
|Are there issues with access to | | | | |
|the building, this includes | | | | |
|access routes and access for | | | | |
|emergency vehicles? | | | | |
|Are any fire exits blocked? Is | | | | |
|the fire evacuation plan | | | | |
|operational? | | | | |
|Are there any issues with | | | | |
|heating? | | | | |
| | | | | |
|Are there any issues with water | | | | |
|supply? | | | | |
| | | | | |
| | | | | |
|Are there any property issues? | | | | |
|e.g. icicles, overhanging snow, | | | | |
|scaffolding, play equipment | | | | |
|Do you expect to have issues with| | | | |
|catering/cleaning? | | | | |
Action Plan agreed with Senior Officer
|Action required (please transpose from cell 1.1): |Responsible Person |Date of completion |
| | | |
| | | |
| | | |
| | | |
| | | |
| | | |
| | | |
| | | |
| | | |
| | | |
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Instructions for completing risk assessment
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2.4 Undertaking Risk Assessments at Weekends
If required, the risk assessment should be undertaken at the weekend by the Headteacher / Establishment Manager who will be asked by the department to undertake the risk assessment and return it for a specific time. If the Headteacher / Establishment Manager is unable to undertake the risk assessment, a member of the school management team can be delegated.
Where a decision is required to be made on an establishment closure prior to 7.30 am, e.g. when there had been heavy snow overnight the risk assessment should be completed by the Headteacher / Establishment Manager and then discussed with the line manager by direct contact out of hours.
3.0 Practical Use of these Arrangements
3.1 Definition of Severe Winter Weather
There is currently no agreed definition for severe winter weather. The current criteria, thresholds and likely impacts used by the Met Office for the issue of warnings for snow, blizzards and widespread ice under the National Severe Weather Warnings Service (NSWWS) are:
Heavy snow
Met Office criteria: snow falling at a rate of 2 cm/hour or more expected for at least 2 hours
Possible effects: increased journey times, minor accidents
Very heavy snow
Met Office criteria: snow falling at a rate of 2 cm/hour or more expected for at least two hours, accumulating to 15 cm or more
Possible effects: local routes impassable, local loss of power and telecommunication lines
Blizzard
Met Office criteria: moderate or heavy snow accompanied by winds of 30 m.p.h. or more, with visibility reduced to 200 m or less; or drifting snow giving rise to similar conditions
Possible effects: major routes impassable, local loss of power and telecommunication lines
Severe blizzard
Met Office criteria: heavy snow accompanied by winds of 30 m.p.h. or more, reducing visibility to near zero
Possible effects: transport infrastructure paralysed, regional loss of power and communication lines
Widespread icy roads, glazed frost, freezing rain
Met Office criteria: when rain falls on to surfaces with temperatures at or below zero, or condensation occurs on surfaces at or below zero, or already wet surfaces fall to or below zero. The ice is usually clear and difficult to distinguish from a wet surface and usually forms in sheets. Warnings are issued when any depth of ice is expected over a widespread area.
Possible effects: damage to power and telecommunication lines, driving difficulties, difficulty walking
Advice to the public is available at the following link to the Met Office website at:
.
The Highways Agency has adopted a definition of winter as 1 October to 30 April and has identified three risk periods, namely high, moderate and low. The high risk period is defined as between December and February, inclusive.
3.2 Role of Emergency Continuity Team / Internal Contacts
Children & Families have an Emergency Continuity Team which deals with Business Continuity response in terms of potential and actual establishment closure. The department also has an Emergency Contact Team of trained individuals that can be convened to respond and answer calls from 7.30 am – 5.00 pm Monday to Thursday and 7.30 am – 3.55 pm on Friday if required on the emergency 0131 469 3333 line. This team also takes information on risk assessments and complaints.
Role of Business Continuity Co-ordinator
The Business Continuity Co-ordinator liaises with the Council Incident Management team, the department’s Emergency Continuity Team, Children & Families Heads of Service and Senior Managers and other Category 1 responders as required e.g. Police, Fire and Rescue.
Team members are detailed below:
Children & Families Emergency Continuity Team
|Name |Position |Telephone Number |Mobile |E-mail Address |
|Aileen McLean |Senior Education Manager - Early Stages |0131 469 3300 |0788 508 4046 |Aileen.McLean@.uk |
|Anne Kiely |Early Years & Childcare Manager |0131 469 3686 |0774 713 8220 |Anne.Kiely@.uk |
|Audrey Palmer |Divisional Projects Manager |0131 469 3138 |N/A |Audrey.Palmer@.uk |
|Carol Chalmers |Service Manager Disability |0131 469 3348 |0790 013 7063 |Carol.Chalmers@.uk |
|David Bruce |Senior Education Manager - Community Services |0131 469 3795 |0791 959 0499 |David.Bruce2@.uk |
|Karen Prophet |Senior Education Manager – Schools, Quality & Curriculum |0131 469 3048 |0791 959 0636 |Karen Prophet@.uk |
|Frank Phelan |Team Manager Specialist Residential Care |0131 469 3567 |0778 927 3962 |Frank.Phelan@.uk |
|Alex Tweeddale |PPP Contracts Manager |0131 529 6506 |0776 731 0320 |Alex.Tweedale@.uk |
|Michelle McMillan |PO Enterprise Risk Management & Business Continuity |0131 469 3832 |0779 564 0422 |Michelle.McMillan@.uk |
|Morag Marshall |Schools Business Support Manager |0131 469 3106 |N/A |Morag.Marshall@.uk |
|Moyra Wilson |Senior Education Manager – Inclusion/Pupil & Parent Support |0131 469 3066 |07799 070 280 |Moyra.Wilson@.uk |
|Rosie Wilson |Service Manager – Special Schools & Specialist Provision |0131 469 3960 |0781 028 2215 |Rosie.Wilson@.uk |
|Susan Searl |Business Finance Support Officer |0131 469 3384 |N/A |Susan.Searl@.uk |
3. Plan Invocation, Incident Management, Reporting, Sample Agendas
The Children & Families Severe weather plan will be invoked when severe winter weather is:
- confirmed and
- imminent or occurring
Headteachers and Establishment Managers will be contacted to advise that arrangements have been invoked in full or part, depending on the severity and length of the severe winter weather.
Within Children & Families the plan will be invoked following authorisation from the Children & Families Emergency Continuity Team.
This team will make decisions with Headteachers and Establishment Managers on closure for all Children & Families properties.
Plan Invocation Process – Children & Families
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The responsibilities of the Emergency Continuity Team include the following:
|What? (Tasks) |Who? (Responsibility) |
|Confirming the nature and extent of the situation |Council Incident Management Team |
| | |
| |Children & Families Emergency Continuity Team |
|Addressing Risk Assessments / Phone Calls to Headteachers & | |
|Establishment Managers |Children & Families |
| |Emergency Contact Team |
|Monitoring departmental essential activities and any issues | |
| |Children & Families Emergency Continuity Team |
|Considering the frequency, location and membership of the |Council Incident Management Team |
|Children & Families Emergency Continuity team meetings | |
| |Children & Families Emergency Continuity Team |
|Ensuring a consistent approach across the Council and | |
|department | |
|Delegating tasks |Council Incident Management Team |
| | |
| |Children & Families Emergency continuity Team |
|Sending the emergency continuity process to schools and |Senior Education Managers Service Managers |
|establishments (crib card sheet and risk assessment) The C&F | |
|Severe Winter Weather Contingency Arrangements will be sent | |
|when the plan is invoked so colleagues have the information to | |
|hand. | |
|Managing pre-determined recovery objectives |Children & Families Emergency Continuity Team |
|Providing situation reports to the Council Incident Management |Principal Officer Enterprise Risk Management & Business |
|Team / Severe Winter Weather Specialist Group |Continuity |
|Overseeing the incident response |Council Incident Management Team |
| | |
| |Children & Families Emergency Continuity Team |
|Offering strategic and operational direction to all |Children & Families Emergency Continuity Team |
|Headteachers and Establishment Managers involved in response | |
|Liaison with Communications in terms of update |Children & Families Emergency Continuity Team |
|Passing on instruction to stand down, as advised by the Council|Principal Officer Enterprise Risk Management & Business |
|Incident Management team |Continuity |
|Holding post incident departmental debriefs |Principal Officer Enterprise Risk Management & Business |
| |Continuity with members of the Emergency continuity Team as |
| |well as additional meetings with Council Severe Weather |
| |Specialists / C&F Enterprise Risk Management / Business |
| |Continuity group |
All Emergency Continuity Team meetings take place within Waverley Court.
Emergency Continuity Team – Sample Team Agenda
Situation Report
Confirming the nature and extent of the incident, the current situation and departmental actions for each division within Children & Families. Number of establishments open / closed / partially open.
Latest Weather Update
Latest information from the Met Office for the forthcoming days.
Update from Council Severe Weather Specialists Meeting
Corporate update of discussion and actions required from this meeting.
Invocation of these Arrangements
Consider whether these arrangements require to be invoked, consider daily representation of the Emergency Continuity team.
Essential Activities
Wherever possible the department will ensure that essential activities are maintained. Please refer to section 5.1 for the departments Essential Activities.
Communications for Council website and staff
Discussion with Communications representative on information to be put on Council web site.
Discussion on communications and advice to staff.
RED weather alerts
When severe weather warnings are received from the Met Office, a RED weather alert will be sent to schools and establishments warning that severe weather is on its way and that contingency arrangements will be invoked.
4. Departmental Out of Hours, Weekend and Holiday Cover Arrangements
During severe winter weather, senior managers within Children and Families are involved in planning and decision making as required depending on the severity of conditions.
If severe weather has been forecast at weekends Children and Families asks Headteachers and Establishment Managers to submit risk assessments to Senior Education Managers / Service Managers over the weekend. Information from the risk assessments is then sent on to Road Services to ensure that priority gritting is undertaken. The priority gritting list of establishments for Children & Families is also sent to Services for Communities prior to the weekend if a severe weather forecast has been received. At this time Special Schools would also be asked in advance to ensure that school gates are left open to allow Services for Communities to access properties to clear internal bus turning circles as well as road access.
During holiday periods e.g. Christmas, Heads of Service / Senior Education Managers within Children and Families are on call on a rota basis should they be required to respond.
Out of hours arrangements
Waverley Court Senior Managers involved in response out of hours arrangements
During times of severe weather, the Children & Families Emergency Continuity team detailed below will be available to respond to Headteachers and Establishment Managers out of hours as specified on the crib sheet.
Emergency Continuity Team – Out of Hours
|Karen Prophet |Schools, Quality & Curriculum |0791 959 0636 |
|Moyra Wilson |Inclusion/Pupil & Parent Support |0779 907 0280 |
|David Bruce |Community Services |0791 959 0499 |
|Rosie Wilson |Special Schools |0781 028 2215 |
|Carol Chalmers |Special Schools/Residential |0790 013 7063 |
|Aileen McLean |Early Stages |0788 508 4046 |
The team will communicate regularly with each other at the times specified below primarily by e-mail to provide updates for each service area. They will also be in regular contact with each other by phone if required:
Weekend Communication Times
10.00 am
2.00 pm
7.00 pm
3.5 Response Checklist
This page should be used as a checklist during the response phase of an incident by Headteachers and Establishment Managers involved in the response:
| |Task List for First 24 Hours Following an Incident |Completed |
|1 |Start log of actions undertaken (use Decisions Log, see 7.1) | |
|2 |Ensure liaison with emergency services | |
|3 |Notify / alert main departmental contacts and provide regular updates as appropriate. | |
|4 |Alert Emergency Continuity Team | |
|5 |Identify admin support and other required resources | |
|6 |Convene Establishment Emergency Continuity Team (this may be the establishment senior team) | |
|7 |Identify and quantify any damage to the building, including staff, premises, equipment, | |
| |data, records, etc. | |
|8 |Provide information and / or notify as appropriate: | |
| |• establishment staff | |
| |• suppliers | |
| |• clients, pupils, parents and carers | |
| |• other key internal and external contacts | |
| |Task List for First 24 – 48 Hours Following an Incident |Completed |
|9 |Consider relocation options if required, working with the Council IMT and other departments | |
|10 |Notify and relocate staff to alternate site(s) | |
|11 |Provide regular updates to: | |
| |• establishment staff | |
| |• suppliers | |
| |• clients, pupils, parents and carers | |
| |• other key internal and external contacts | |
| |Additional Tasks (Optional) | |
|12 | | |
|13 | | |
|14 | | |
|15 | | |
|16 | | |
5. 4.0 Departmental Response
4.1 Departmental Essential Activities to be Maintained
|Essential Activity / Service |Division |CEC BIA Ref |Priority for Resumption of Service Following|RTO / Recovery time for Resumption|
| | | |Disruption |of Activity |
|Delivery of Integrated Facility Management Services (IFM) to all Project |Resources |RE1 |1 |1 hour |
|Establishments in PPP1 and PPP2 | | | | |
|Emergency Social Work Services |Support to Children & Young People |ST6 |1 |2 hours |
|Family Based Care – Emergency Elements of Service |Support to Children & Young People |FC1/ST2 |1 |2 hours |
|Family Based Care – Elements of Direct Care |Support to Children & Young People |ST1 |1 |3 hours |
|Youth Offending Service, Family and Community Support |Support to Children & Young People |ST13 |1 |12 hours |
|SWIFT |Support to Children & Young People |IM3/IN1 |1 |24 hours |
|Meeting the Learning, Care and Welfare needs of pupils in Special Schools |Support to Children & Young People |SL6/ST4 |1 |24 hours |
|Schools Care and Welfare Business Impact |Schools & Community Services |SC1 |1 |24 hours |
|Integrated Community Support Service |Support to Children & Young People |ST12 |1 |24 hours |
|Early Years Settings |Schools & Community Services |SC4 |1 |48 hours |
|Residential Services |Support to Children & Young People |ST9 |2 |12 hours |
|Secure Services |Support to Children & Young People |ST8 |2 |12 hours |
|Provision of school meals, free meals to establishments (coordination and liaison|Resources |SU3 |2 |24 hours |
|role) | | | | |
|SEEMIS |Resources |IM3/IN1 |2 |24 hours |
|Weekend Emergency Services – Stenhouse for Out of Hours Crisis Care of Children |Support to Children & Young People |ST10 |2 |2 weeks |
|Hillview Respite Unit |Support to Children & Young People |DC6 |4 |12 hours |
|Family Support |Support to Children & Young People |ST11 |5 |24 hours |
4.2 Priority Locations
Priority locations (predefined locations that Services for Communities will grit as a priority) within Children & Families are as follows:
All Schools (including Special Schools)
Child and Family Centres
Other establishments throughout the city which have experienced extreme severe weather conditions in recent years due to topography, layout of location site or both.
Services for Communities have all Children & Families priority location information on a Geographic Information System (GIS).
The list of properties for priority gritting will be revised on an annual basis by the Children & Families Emergency Continuity Team.
Decisions will be taken by the Services for Communities Neighbourhood Environment Managers and Task Force Managers. Neighbourhood Managers and Task Force Managers will reallocate duties to Task Force staff as required.
3. Vulnerable People
The Department will, subject to the requirements of data protection legislation, share information between departmental, Council and NHS systems to help identify vulnerable people living in the community.
Children & Families Practice Teams
C&F Practice Teams – severe weather contingency actions
When a severe weather alert triggered, all Children’s Practice Team Managers report to the Service Manager on the day as to how badly their locality is affected, what are the operational issues and what assistance is needed.
All Children’s Practice Team Managers review with their teams the priority of all vulnerable service users and identify on a day to day basis those children and families who most need to be seen.
Where families live some distance away from the responsible social work centre, Children’s Practice Team Managers negotiate with the manager in that neighbourhood to organise staff to visit. This could go beyond social work centres to include e.g. residential or Children & Families Centre staff.
During severe weather managers should identify staff who may require access to 4 x 4s and arrange for this though Corporate Business Continuity.
In terms of snow clearance social work office car parks should be priority. In the past there have been problems when workers made it through the snow but then couldn’t access the office car park and had to abandon their cars elsewhere. Contractors may be required to clear areas, managers can call out contractors through Roads Services (instructions are included within this plan).
Use of flexible working, staff can work from a team closer to home than their own team
It is important that staff make only essential journeys. This means cutting any non-urgent activities which may include contact arrangements for Looked After and Accommodated Children.
This also includes journeys for children e.g. from out of council foster placements to schools within the City of Edinburgh Council. There is a requirement to plan arrangements for children that are transported in to school and may not be able to return to their foster carer due to a decline in the weather. There may be times when children need to be accommodated in suitable alternative placements in the city overnight.
4.4 Emergency Supplies, Eligibility and Supplies, Key Suppliers
The Council holds details of departmental key suppliers corporately.
Key supplier information is also held within Business Impact Assessments which detail departmental essential activities.
4.5 Mini - laminated emergency contact card
You may wish to create mini - emergency contact cards for your staff as shown on the exemplar below.
It is suggested that the details are checked and reissued on a monthly or termly basis. You may wish to laminate the cards and have different colours for different versions. It is important to destroy previous versions of cards to ensure colleagues have the right version. These cards are handy as they can be kept in your wallet or bag.
Exemplar emergency contact card
|Schools & Establishments Senior Staff |Version 1 |Date of Issue | |
|Headteachers | | Other Emergency Contacts |
|Name |Home No |Mobile No |Name |Home No |Mobile No |
| | | | | | |
| | | | | | |
| | | | | | |
| | | | | | |
| | | | | | |
|Business Manager |Support Staff | | |
| | | | | | |
| | | | | | |
| | | | | | |
| | | | | | |
| | | | | | |
|Teachers |Local Authority Emergency Contacts e.g. | | |
| | | |Children & Families Emergency Line |0131 469 3333 | |
| | | |Karen Prophet | | 0791 959 0636 |
| | | |Moyra Wilson | | 0779 907 0280 |
| | | |Rosie Wilson (Special Schools) | | 0781 028 2215 |
| | | | | | |
Departments use of text messages to contact Headteachers and Establishment Managers
During response to severe weather the authority may use text messages to communicate with Headteachers and Establishment Managers. We ask that mobile phones are monitored by Headteachers and Establishment Managers during times of response.
In an emergency response mobile phones and lists of staff mobile and home numbers become invaluable. Lists of all staff mobiles should be kept by the Headteacher / Establishment Manager / Senior team at home and school / establishment. If staff do not have mobile phones that they can use for work, the Headteacher or Establishment Manager may choose to offer to purchase mobile phones.
6. Personal Protective Equipment (PPE)
Schools and Children and Families Establishment Managers are asked to ensure that staff who clear snow and ice have suitable protective clothing such as the PPE detailed below:
Waterproof lined jackets
Waterproof Trousers
Suitable gloves
Boots
4.7 RED Weather Alerts
At the onset of severe winter weather RED weather alerts may be issued e.g. at the onset of bad weather and following on from weather advice from the Met Office. A RED weather alert will be issued by the department asking Headteachers and establishment managers to prepare their establishments and staff for any response required.
4.8 Clearance of snow and ice
This winter, schools and Children & Families establishments (non PPP) have in place an allocation of winter weather equipment.
The following equipment has been provided to each establishment:
Supply of snow shovels
Snow wovel
Hand gritter
Twelve snow blowers have been allocated to Children & Families establishments on a needs basis.
All snow clearance should be undertaken using the Risk Assessment form (4.16) included in this plan.
When clearing paths and areas within grounds, consideration should be given to wheelchair users to ensure that they have access to the establishment. Schools and establishments may wish to signpost paths if required to make it easy for staff / pupils and service users to follow directions safely.
Headteachers and Establishment Managers should ensure that when opening their establishment following heavy snow fall, all emergency exits are clear. The establishment’s fire evacuation plan must be operational in terms of access to muster points etc. If an alternative fire evacuation plan needs to be created this must be communicated to all staff as a matter of urgency. Detailed fire advice is provided within this plan.
Services for Communities (Roads Services) will not clear the internal areas of schools or establishments and requests should not be made for this to be done.
4.9 Calling in clearance / grit requests for roads adjacent to your work place
| |
|External Areas (adjacent roads, pavements) |
| |
|Requests to clear roads and pavements adjacent to schools and establishments should be made by the Headteacher / Establishment Manager or Business|
|Manager by contacting Roads Services directly. Contact details are provided below: |
| |
|Roads Services Telephone Numbers 0131 458 8012 |
|0131 458 8013 |
|0131 458 8069 |
|0131 458 8072 |
|0131 458 8075 |
| |
|Roads Services E-mail winter.maintenance@.uk |
Internal Areas
Special Schools
Arrangements are in place for Services for Communities to clear the turning circles of Special Schools.
All other schools and establishments should use the equipment provided by the authority to clear areas. Headteachers and Establishment will be advised if contractors have to be used to clear internal areas (in extreme situations).
4.10 Calling in clearance / grit requests for internal grounds at your work place
Within Children & Families contractual arrangements can be brought into place but only after existing staff and resources have been exhausted and it is clear that the solution requires additional assistance in terms of plant / equipment / labour.
You will be advised by the Authority when you can call off contractors
Children & Families Headteachers and Establishment Managers should call out contractors through the dedicated e-mail address and phone number provided below:
It is very important that you specify exactly what you require in terms of grounds clearance and gritting by contractors e.g. Paths, fire exits, access for emergency vehicles. You may also wish to specify what you don’t want e.g. there may be areas that you would prefer snow is not dumped after clearing.
The areas specified should be those that are essential for health and safety and access to the premises. Please be as precise as possible, you may wish to create maps and / or list details of your establishments requirement in advance.
|Internal Grounds of establishment |
| |
|Requests to clear internal areas of the school / establishment in extreme situations as specified in 4.10 should be made by the Headteacher / |
|Establishment Manager or Business Manager by contacting Roads Services directly. Contact details are provided below: |
| |
|Roads Services Telephone Numbers 0131 458 8012 |
|0131 458 8013 |
|0131 458 8069 |
|0131 458 8072 |
|0131 458 8075 |
| |
| |
|Roads Services E-mail winter.maintenance@.uk |
4.11 Parental Assistance / Volunteers
Any volunteer who is working under the supervision and instruction of Council staff is deemed to be a Council employee and their actions are covered by the Council’s insurance provision.
It is perfectly acceptable to include volunteers in such tasks as path clearing, etc. However, the tasks should be risk assessed in the same manner as work carried out by Council staff. Volunteers should be made aware of the findings of risk assessments and they must be made aware of any agreed safe working methods.
Volunteers should only be asked to carry out work they are physically capable of.
A fit to participate form is provided overleaf which must be completed by all volunteers.
Snow clearance
FIT TO PARTICIPATE DECLARATION
Please be aware that the type of work you are volunteering to do can often be physically demanding and tiring. For this reason we would strongly advise that you ask yourself whether you are physically capable of carrying out the work involved.
If you are pregnant or have any pre-existing health problems, e.g. angina, back pain etc..or you are not sure whether you are fit enough to carry out the work involved, then you should seek advice from your GP before you complete this form.
Signature: …………………………………………….. Date: ……………………
Scottish Government advice is that there is no law preventing you from clearing snow and ice on the pavement outside or on paths to your house (or any other building you are responsible for).
Provided you are careful, use common sense and don't do anything which would be likely to cause harm or distress to others, it is highly unlikely that you will be found responsible for any accidents. In fact, users of areas affected by snow and ice have responsibilities to be careful themselves.
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4.12 Service Support Officers – Snow Cover
Headteachers and Establishment Managers should identify if their establishment has a Service Support Officer who lives at a location where it could be difficult to get to their place of work in the event of severe winter weather.
If Snow Schools is invoked Service Support Officers should report to nearest educational establishment if they live within Edinburgh.
In the event of gaps, Headteachers and Establishment Managers should contact Corporate Property Facilities Management by e-mail of phone.
Corporateproperty.helpdesk@.uk
Tel: 0131 529 7878 (out of hours the call will go through to the Council Contact Centre and will be taken by the Duty Officer).
These requests will be prioritised and cover will be arranged.
4.13 Thaw and Freeze Advice
EXTREME WEATHER CONDITIONS
Thaw & Freeze
Risks:
The responsible manager must undertake and update the necessary risk assessment on a regular basis i.e.:
• Falling obstacles/ unsafe structures: snow, gutters, slates, glass roofs, fragile structures, trees and branches.
• Safe Access and Egress: clear entrance paths, fire exits and path ways clear from both snow and ice and tripping hazards.
• Flooding: Burst Pipes, blocked drains. Where possible open access hatches to loft/attic spaces to allow heat to pipes over night/weekends.
• Heating Failure: ensure sufficient fuel supplies as delivery time may be effected including any temporary heating arrangements.
Property Related Issues Related to Severe Weather
Property colleagues can be contacted by schools and establishment managers for assistance with property related issues detailed above through the Corporate Property helpdesk number.
4.14 Practical Arrangements – Salt / Grit
Grit and salt is supplied by J C Peacock & Co Ltd to Children & Families Establishments (non PPP):
Contact Details are as follows:
Bunzl UK Limited
Greenham Gouse
671 London Road
Isleworth
TW7 4EX
Tel: 01698 810 761
PPP Salt Supplies
Please see below details of salt suppliers for PPP establishments.
PPP1
JC Peacock & Co Ltd
North Harbour
North Harbour Street
Ayrshire
KA8 8AE
Tel: 01292 292 000
PPP2
Land Engineering
Gardrum House
Fenwick
Ayrshire
KA3 6AS
Tel: 01560 600 811
Headteachers and Establishments Managers must ensure that adequate supplies of grit / salt are ordered prior to the onset of winter and that supplies are stored appropriately.
Headteachers and Establishment Managers must pre-determine and decide the access routes to the establishment which need to be gritted as priority during severe winter weather, similarly arrangements for delivery areas e.g. school kitchens must be pre-determined. It is the responsibility of the Headteacher / Establishment Manager to ensure that this work is undertaken.
Services for Communities have agreed to grit pre-identified access routes to a number of Children & Families establishments commonly affected by severe winter weather due to topography or other factors.
Services for Communities (Roads Services) will not grit playgrounds or car parks within Children & Families establishments and requests must not be made to undertake this work.
Services for Communities will provide a one ton bag of grit to Children & Families that have the storage capacity to store the grit prior to the onset of winter.
4.15 Fire Safety in Schools and Establishments
Fire Safety guidance advises that one distance (18m) is specified for access to Dry Risers. The same distance should apply the same distance to Foam Inlets and Fire Hydrants, where the positions are known.
All the fire exits as designated in the Fire Evacuation Plans must be available for use and kept clear.
It is vital that the building users can use the emergency exits and that they have unrestricted access to the congregation point. If the congregation area detailed in the Emergency Evacuation Plan is inaccessible then another area needs to be designated and that information should be made clear to all staff. This may require a temporary amendment to the Fire Action Notices.
Guidance along with other authorative documents are written for the normal conditions that we experience and it would reasonable to apply a sensible level of management during unusual or extreme situations commensurate with the degree of risk.
The risk assessment is used so that Headteachers and Establishment Managers can make a judgement on what would seem to be reasonable in the circumstances
There may be circumstances where parts of a building could be put out of use and access prevented. Therefore if there is nobody in that part of the building and the exit is not part of an evacuation route from another area the priority for clearing that route may be reduced. This may be more easily managed in the case where a school has an annexe in a completely separate building. Such alterations would require careful consideration, close monitoring and effective communication with all staff. You may be required to put a temporary emergency evacuation plan in place.
The Fire & Rescue Service advise that a minimum of 25% of the employees in any premises should have an awareness of how to operate a fire extinguisher. This is to provide them with sufficient knowledge to escape from the building safely - possibly extinguishing a fire on the escape route, but also to extinguish small fires before they get out of hand.
Persons who work in higher risk areas (e.g. CDT and the Sciences) may require a higher level of training since the risk of an outbreak of fire is greater in those areas.
Employees should only use an extinguisher if they have been trained to use one and are satisfied that they can do it safely without subjecting themselves to an undue level of risk.
Once premises have been evacuated, then employees should not re-enter until it is safe to do so or if accompanied by a member of the emergency services. (In cases where the fire alarm has gone off for no apparent reason, the Fire & Rescue Service nearly always ask a member of staff to go with them to find the source of the activation).
4.16 Snow Clearing Risk Assessment
|Department Children and Families |Date xxx |
|Unit/Section/Team |Location of assessment |
|e.g. Newbridge Primary School | |
|Type of Establishment – please tick |
|Primary |Secondary |
|Nursery |Special |
|Community Learning |Residential |
|Other | |
|Name of Employee: |Job Title: |
|Describe briefly the work activity subject to risk assessment |
|e.g. Snow clearing. Spreading of salt / grit |
|LOOK FOR THE HAZARDS |
| |
|List any hazards likely to affect health and safety: |
| |
|Slip, trip & fall |
|Contact with moving vehicle |
|Over exposure to cold and adverse weather |
|Manual handling sprains |
|Contact with salt / grit: eye injury, skin irritation |
| |
|DECIDE WHO MIGHT BE HARMED AND HOW |
| |
|List groups of people at risk from the identified hazards: |
|Employees , contractors, visitors public |
|EVALUATE THE RISKS |
| |
|List the precautions already being taken: |
|Non-slip footwear used with plenty of tread. Advice note given out to all operatives. |
|Major roads avoided. Snow cleared only from minor roads free from traffic or very lightly trafficked. HiViz vest or jacket worn when working on or near |
|carriageway |
|Regular breaks taken inside where possible. Hot drinks made available. Lairs of clothing recommended. Hat and gloves used. |
|4. Mechanical aids used where possible. Advice given on good practice |
|5. Advice given to regularly wash / wipe hands, and to pay attention to who is working nearby. |
| |
|Are the precautions adequate to reduce the risks to an acceptable level Y N |
|List the risks that are not being adequately controlled |
| |
| |
|List the further actions to be introduced to further reduce the risks |
|(Note: Also record who will be responsible for doing this and the planned completion date) |
| |
|RECORD THE FINDINGS |
|In recording your findings in the above sections you will need to ensure that you have |
|made a proper check |
|spoken to all those who might be affected |
|dealt with all the obvious significant hazards |
|taken into account the number of people involved |
| |
|and that the precautions are reasonable and the remaining risk is low |
| |
|REVIEW AND REVISE |
|It is good practice to review risk assessments from time to time to make sure that the precautions are still working effectively and to revise the |
|assessment if it becomes clear that it is no longer valid. |
| |
|List here any actions taken or points raised in regard to the assessments: |
|Overall Assessment of Risk: Low Medium High |
|Assessment completed by: | |
| |Signed: |
|Job title: |Date: |
17. Health & Safety Winter Weather Frequently Asked Questions
Can I clear the path or footway outside my establishment?
There is no law preventing you from clearing snow and ice on the footway outside or on paths to your establishment. Provided you are careful, use common sense and don't do anything which would be likely to cause harm or distress to others, it is highly unlikely that you will be found responsible for any accidents.
Remember, users of areas affected by snow and ice have responsibilities to be careful themselves.
How should I go about clearing the snow?
When clearing paths you should follow this advice
• Do not use hot water. This will melt the snow, but may well replace it with black ice, increasing the risk of injury
• Choose suitable clothing for the task, e.g. footwear that provides a good grip
• Do not take unnecessary risks in the road. Traffic will find it difficult to stop quickly in icy conditions. When clearing snow and ice wear visible clothing which helps traffic to see you
• If shovelling snow, think about where you are going to put it, so that it does not block people's paths or simply shift the problem elsewhere. Make sure it will not cause problems when it melts. Piling snow over gullies or drains may stop melting snow from draining away and allow it to refreeze
• It's much easier to clear fresh snow, so make a start before people squash it down if you can
• Clear a small path down the middle of the area to be cleared first, so you have a safe surface to walk on. You can then shovel from the centre to the sides
• Spread some grit on the area you have cleared to prevent ice forming. If necessary, ordinary table salt or dishwasher salt will work, but avoid spreading on plants or grass. Don't use too much; a tablespoon for each square metre cleared will be enough. It will take a little while to work
• If there is no salt available, then a little sand or ash can be used - it will not have the same de-icing properties as salt but should offer grip under foot
• Use the sun to your advantage. Removing the top layer of snow will allow the sun to melt any ice beneath; but you will need to cover any ice with salt to stop refreezing overnight
• Salt can be washed away by further snowfalls or rain and then refreeze, leaving black ice. If this happens more salt should be used soon after the rain has stopped and before temperatures reach freezing
• Particular care and attention should be given to steps and steep slopes - additional salt could be used in these areas to reduce the risk of slipping
• Try to sweep up any excess grit, sand or other substances used come the thaw - to prevent these from blocking drains
What about the personal safety of the people carrying out the work?
Slips, trips and falls
Use non-slip footwear with plenty of tread.
Spread grit/ salt as you progress to avoid ice forming.
When clearing snow from footway / footpath always clear a line down the middle of the path first. This will provide you with a safer surface to walk on and allow you to then shovel snow from the centre to the sides.
Walk on the areas you have cleared and gritted.
Always take care when walking on slopes and icy areas
Contact with moving vehicles
Avoid major roads. Only clear snow from minor roads free of traffic or very lightly trafficked. Always try to face oncoming traffic when working near a carriageway.
Wear a Hi Viz vest or jacket.
Over exposure to cold or adverse weather
Regular breaks taken inside where possible.
Hot drinks available.
Layers of clothing
Hat & gloves
Manual Handling/ sprains
Where possible use mechanical aids
Keep stretching and swapping tasks.
Work at your own pace.
Always bend your knees, not your back
Don’t lift anything that is too heavy
Contact with salt / grit: eye injury, skin irritation
Wear appropriate Personal Protective Equipment (PPE).
Wash / wipe your hands regularly.
Remove gloves before you touch your face
Pay attention to who is working near to you when spreading salt / grit.
How wide should the cleared path be?
Before deciding how wide the path should be consider the following questions:
How many people are likely to use it?
Is there likely to be a lot of ‘two-way’ traffic?
Are any wheelchair-users likely to use it?
Are buggies and prams likely to be wheeled along it?
In most cases a metre-wide path will be sufficient. If the path is lengthy it might be appropriate to introduce occasional widened points to allow people travelling in opposite directions to pass.
How many routes do I have to clear within my car-park / playground?
Generally, it is better to have a few well-maintained clear paths than a lot of paths that prove difficult to keep clear.
Think about where users will need to travel to and from. If the route is not really necessary then it may be okay to leave it and ask users not to attempt that journey. For example, it is unlikely that visitors will arrive by bicycle in extreme weather, so don’t bother clearing a path to the bicycle shed.
What is the situation regarding volunteers?
Any volunteer who is working under the supervision and instruction of Council staff is deemed to be a Council employee and their actions are covered by the Council’s insurance provision.
It is perfectly acceptable to include volunteers in such tasks as path clearing, etc. However, the tasks should be risk assessed in the same manner as work carried out by Council staff. Volunteers should be made aware of the findings of risk assessments and they must be made aware of any agreed safe working methods.
Volunteers should only be asked to carry out work that they are physically capable of. Volunteers must be asked to sign the Fit To Participate declaration within this plan.
Are staff allowed to clear snow?
Some staff may not feel physically able to carry out this type of work. Others will not be confident to do it if they have fallen badly in the past. Because of this staff should not be coerced into clearing snow or other similar duties.
However, if staff are needed to carry out snow clearing then it is perfectly acceptable for the Head of Establishment to ask for volunteer staff to assist. .
What would a suitable snow clearing risk assessment look like?
Please see section 4.16.
Should we allow children to play in the snow?
Children have played in snow for as long as any of us can remember. There is no over-riding health and safety reason that they cannot continue to do so provided some precautions are taken.
Some issues that may need to be addressed include:
The cleaning of the building
When children re-enter the building they are likely to trail in snow. This can result in a slip hazards and a badly streaked floor.
Children’s shoes and clothing
Children may not be dressed appropriately if their parent / carer has not anticipated their child playing in snow.
Grassed areas
Grassed areas can be churned up quite quickly when wet. The scale of the damage may not become apparent until after the thaw.
Supervised play
An assessment should be carried out on what level of supervision is required at play-times. Snowball fights can get out of hand quickly, resulting in broken windows or personal injury. There may be an opportunity to channel energies into less risky activities such as snowman making competitions.
What happens if someone slips outside the school and approaches the school to complain?
If the issue can be resolved locally then staff should attempt to do so. If it appears that the person has been injured or has suffered damage to their property then they may be considering bringing a claim against the Council. If that is the case then they should be directed to the CLARENCE help-line (0800 23 23 23) where they will receive assistance with their claim.
Should you report accidents to staff and pupils that occur on the way to school?
There is no legal duty to report accidents while staff or pupils are travelling to and from school. However, if you are concerned about the number of accidents, or it appears that a particular route is generating more accidents than other routes, then you should contact the Health and Safety section to discuss the matter.
What else should I consider?
Fuel
Ensure that sufficient fuel supplies are on-site (including fuel for temporary heating arrangements). Delivery times may be effected if the bad weather has caused poor driving conditions.
Lone working
Staff may occasionally be required to visit the school outside normal operating hours to check on conditions. If you are working on your own then you may need to take extra precautions for your own safety. Council advice on the Subject of lone working is available from the Orb and from the Health, safety and Wellbeing Section.
Falling icicles/snow on guttering and roofs
If your establishment has large amounts of overhanging snow or large icicles try to make anyone entering it aware of the risk (for visitors a simple note on your door or front gate may do the job). Staff and pupils can be updated with regular briefings.
If practical, it may be appropriate to cordon-off the area immediately below the hazard.
If you are confident that it is safe to do so you should try to remove overhanging icicles that pose a threat on your own property - but ladders should not be used in icy conditions nor should you hang out of windows to reach roof areas. Once more it is important to let children know of the risks falling icicles - and of the danger of throwing snow or any other objects onto (or at) icicles or snowy roofs.
If there is any doubt as to whether to attempt to remove the icicles, contact Property colleagues for advice. In some circumstances pulling down icicles and snow can cause damage to the property.
If the overhanging snow or icicles are too high to reach safely it may be necessary to contact the fire service and ask for their assistance.
Remember that snow might fall from a roof onto a fragile structure causing damage to property.
Snow on the branches of trees may also pose a risk.
What happens if the heating breaks down / how cold can it be before the establishment should be closed?
A guidance note ‘Heating and Ventilation in Council Workplaces and Schools’ is available on the Health and Safety section of the Orb (or contact hr.healthandsafety@.uk for a copy).
The principal points to consider are:
• The temperature in workplaces should be reasonable and should be at least 16°C.
• The minimum temperature should be achieved by the first hour of the working day / school day.
• There are a different set of standards for certain parts of schools (see table below).
• Where a reasonable temperature cannot be achieved, local heating such as portable heaters may be required (contact your Client Officer for advice)
• Allow sufficient breaks to enable building users to get hot drinks or to warm up in heated areas
The School (General Requirements and Standards)(Scotland) Regulations 1967 (As Amended) prescribe minimum and recommended temperatures as follows:
|Area |Number of air changes per hour to be heated by the |Legal minimum (°C) |
| |heating system | |
|Classrooms/dining rooms/ Staff rooms/ Nursery |2 |17 |
|Assembly/ Lecture theatre/ Cinema |1.5 |15.5 |
|Corridors |2 |13 |
|Toilets/Cloakrooms |2 |13 |
|Games Hall |1 |10 |
|Gym |1.5 |13 |
|Medical/Sickrooms |3 |18.5 |
4.18 Schools & CLD Deployment of Staff
This is the process for school and CLD staff relocation information during severe winter weather.
Headteachers and Community Learning Managers are asked to undertake the following:
Headteachers and Community Learning Managers are asked to undertake the following:
• Send details of staff for your establishment living within the Edinburgh area who will not be able to make it to their normal place of work on a “snow day”. We need the following:
- Staff Name
- Sector, Primary/Secondary/Nursery/Special
- Postcode
- Normal place of work
- Job Title
• This information must be sent to Eileen Hogg by e-mail Eileen.Hogg@.uk by 31.10.14
• Snow Schools will be allocated centrally according to home postcodes received
• These staff will be advised of where their Snow School is
• Headteachers will also be sent 2 lists; one of their own staff who require a snow school detailing their identified snow school and one of staff from other schools who will be attending their school
The Snow School flow chart will outline the stages to manage any snow school arrangements
SNOW SCHOOLS WILL BE MANAGED AT SCHOOL LEVEL WITH HEADTEACHERS INVOLVED IN DECISIONS FOR INDIVIDUAL MEMBERS OF STAFF.
To ensure the information is kept up to date it is planned that in future this information will be updated annually in September.
For staff who do not live within the City of Edinburgh and are unable to get to their place of work, they should establish a contingency position with their Headteacher or Establishment Manager to work from home if the nature of your duties allow, utilise annual/Flexi leave or unpaid leave.
At this time there are no arrangements in place for staff to relocate to non City of Edinburgh schools / establishments.
Headteachers and Establishment Managers should ensure that colleagues who live outwith the city of Edinburgh are provided with suitable work to carry out from home during these times.
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4.19 Questions & Answers Work Arrangements Severe Winter Weather – HR Advice
Q1. Am I entitled to special leave if I am not able to get to work because of bad weather?
No. You must use annual leave, flexi leave (if you are in the Flexitime Scheme) or unpaid leave. This is the case no matter what has prevented you from being able to attend work because of bad weather, e.g. no public transport, inability to walk due to excess snow.
Q2. What are my options if I work in a school and can’t use annual or flexi leave if I am unable to get to work?
Teachers and school based staff are given the option of reporting to their nearest school. If this is not possible, within Children and Families establishments, your Headteacher can authorise that you work from home if there is work for you to do or unpaid leave if not.
Q3. Am I entitled to special leave if I have had to take days off work to look after my children as a result of school closures?
If the school closure was unforeseen, you will be able to apply for up to one day’s paid leave for breakdown of normal care arrangements in order to deal with this emergency and make alternative childcare arrangements. You will not be able to apply if you have already used this entitlement in the last 12 months. No other paid special leave is available. It is your responsibility to cover any further time-off needs by using annual, flexi or unpaid leave.
Q4. What will staff get paid if they were not able to get to work?
If they have used annual or flexi leave or have agreed a temporary adjustment to their working pattern, staff will receive their pay as normal. If it has been agreed that they will use unpaid leave, their pay will be reduced accordingly.
Q5. What pay will staff receive if their place of work was closed completely by the authority?
As the authority has closed the place of work staff will be paid as normal.
Q6. I am losing flexitime because it is taking me longer to get to work because of the bad weather and I have been leaving earlier. Should I not receive a standard day’s credit since I have made an effort to attend work?
For employees on the Flexitime scheme, actual attendance hours are recorded. Core time can be relaxed, e.g. to allow someone to leave early because they are worried about transport home, but additional credits will not be given. This will allow staff to attend work for short periods of time, if that is all that can be achieved. Therefore, you should always clock in and out when you arrive and leave even if it is within core time.
Q7. I have a lot of flexi built up. Can I use more than one and a half days flexi leave during the severe weather?
The scheme does not allow for more that one and a half days of flexi leave. However, as an exception this will be allowed subject to management discretion and the arrangements below. Managers have already been given discretion during the severe weather period to allow debit balances of over the scheme limit of 10 hours providing the employee can reduce the debit balance to 10 hours or under over the next two flexi periods.
Q8. How do I record the absence for any of my staff who have not been able to come to work because of bad weather?
You should wait until you have discussed the options with the employee. Having agreed what leave will be used, the employee should apply for annual, flexi or unpaid leave via myHR. If the employee does not have access to myHR, the manager can record the leave via myPeople. Leave can be requested/recorded after the event.
Q9. What do I enter on myPeople for staff who cannot come to work because their child’s school is closed?
If the school closure was unforeseen and it has been agreed the employee is eligible for one day’s paid leave, you should select the option ‘Breakdown of normal childcare arrangements’. Otherwise, annual, flexi or unpaid leave should be entered as shown above.
Q10. A member of staff could not make it into their base school but managed to attend another school closer to their home. How should I record this. Also, I have allowed a member of staff to work from home. How should this be recorded?
There is no need to record either of these officially on My People as the employee is still working and should be paid as normal. You may wish to keep informal records within school as to what work is being undertaken at home or the hours that staff are actually working.
Q11. If I already had flexi or annual leave approved before the bad weather, can I cancel this given that my building has been closed and there is no alternative building to go to?
No. Any leave approved before the decision to close the building should still stand, since you were not scheduled to work.
4.20 Remote Access to Emails
|Key Points |
| |
|Check you can access your emails remotely |
| |
|Remember to move any key emails to your inbox as archived emails cannot be accessed remotely |
| |
|Emails can only be sent and received if your mailbox is under its size limit, so ensure your inbox is not full or nearly full. |
For Education e-mail accounts
For an email with xxxx@edin.sch.uk use .
Your Username (usually your employee number) and Password are the same as when you log onto your computer at work.
Try logging on to Outlook Web Access at work just to see how easy it is. If you need to quickly check your e-mail where someone else is logged in, just type mail into the address bar in Internet Explorer then press Return. There is also a link at the top of every page on the Orb.
Please note that you will not have access to any archived emails.
For Corporate e-mail accounts
Access will be via a corporate supplied laptop using Direct Access (rolled out in November to all laptop users) – using this will allow staff to login and open outlook to access their emails and archives as if they were sat at their desk.
And/or via a corporate mobile device (phone or ipad) providing it is enrolled under Mobile Device Management.
Remote access guidance is particularly important for staff working from home.
4.21 Response to Severe Weather During a Holiday Period - Schools
During the winter school holidays (Christmas holiday and February break) if severe winter weather has been forecast Senior Education Managers and Service Managers will contact Headteachers and Establishment Managers to ask that a risk assessment is undertaken prior to returning to work so we can start to plan contingencies to ensure assistance is provided wherever required.
4.22 Communications and Key Messages
During response to severe weather regular Departmental Incident Management Team meetings take place daily. Each meeting includes a representative from the Corporate Communications team, this ensures that we get the most up to date and accurate information to the media.
Communications has the following in place to help ensure business continuity:
▪ email, contact, web editing and news management systems that can be managed remotely from any internet-enabled PC
▪ a wireless laptop to allow remote working from any location
▪ Smart phones for senior managers and media officers
▪ a 24-hour on-call rota for media officers, managed via the Contact Centre, and an escalation procedure for call-outs in response to major incidents
▪ a ‘battle box’ containing various resources located in the media team area at Waverley Court.
Communications is developing a practical guide for emergencies; this is a framework for decision-making rather than a prescriptive plan. The guide is being written to help communications managers and other senior officers to decide communications strategy and handling (including media relations). This guide will be developed and completed through working with partner organisations on the Lothian and Borders Emergency Public Communications Group and its plan.
Services for Communities and Communications are progressing channels for sharing information in anticipation of, and during, an incident to ensure that the latest information and advice can be communicated as appropriate to the public and other stakeholders.
Guides on communicating with vulnerable people already exist, produced by the Cabinet Office and the Scottish Government, and they will influence the Council's own approaches to communicating in an emergency.
Communications are to discuss with SFC appropriate means of using neighbourhood contact lists as a way of communicating in an emergency.
The Council's new website will provide a means for updating the public on emergencies, including out of hours incidents via remote editing. Once that is fully in place the current Council newsblog, which has been used successfully for communicating during and outwith normal hours, will no longer be required. The Twitter site will continue to be one of the channels available to Communications for the prompt sharing of information.
The creation of a roads Twitter site (@edintravel) provides a means of sharing information via mobile phones. This can be by SMS, although is limited to only Vodaphone users, or through the use of smart phones. Any other text-based services would require financial resources.
Helpline pre-recorded message for staff and the public
During times of severe winter weather the Children & Families Emergency Continuity team will issue a pre-recorded message to the Council Contact Centre so that a dedicated phone number can be provided to staff and the public who may choose to be kept up to date by phone. The number will be released to staff and the public when in operation.
Communicating Closure to Students and Parents
Timely and clear messages must be communicated to students and parents. Different schools will use different systems of communication. It may be worthwhile seeking feedback from parents on the effectiveness of communication used, the authority strongly suggests that SEEMIS text alert is used.
Key messages to parents and carers during severe winter weather:
It is the choice of parents and carers to send pupils to school during severe winter weather. An absent note has to be provided if pupils are not attending.
Information may need to be provided to ask that parents and carers ensure pupils are dressed appropriately for the weather.
A message may need to go out that packed lunches may need to be provided by parents or carers if school lunches cannot be guaranteed. Schools should advise children eligible for free school meals that costs will be refunded if pupils have to bring their own lunch during severe winter weather.
Updating School Websites
Wherever possible during responses to severe winter weather, school and establishment websites should be updated with city-wide and local information regarding closure. Parents, carers and clients should be encouraged to check Council / school web sites and listen to Radio Forth.
Communications at the Weekend
During the weekend if there has been a heavy snowfall that warrants school closure this information will be available on the Council website / Radio Forth from 4.30 pm on the Sunday. This information will be based on information from the risk assessments. Staff / parents and carers should monitor the Council web site and Radio Forth in these situations.
Communications Contact Details:
On call Media Officer (contact out with office hours) 0131 200 2000.
General media line (8.00 am to 6.00 pm Monday to Thursday and to 5.00 pm Fridays) 0131 529 4040.
4.23 SEEMIS – Instructions for using Text Alert
Text Messaging Tips
This document has been updated (July 11) in line with the new Text Messaging fields in C+G. For complete information on how to set your school up for text messaging, please refer to the SEEMIS help pages at: .
These pages can also be accessed via your front screen of C+G. Click on the ‘Help Pages’ link in the top right hand corner of your screen. The list is alphabetical, so look for Text Messaging.
However, the following tips will assist with creating and tracking text messages in Click+Go.
What Should I do?
You don’t need to do anything for pupils previously set up for Text Messaging. SEEMiS in Hamilton have transferred their information to the new fields. The old ‘Messaging’ box will eventually disappear as this has been replaced by the ‘Telephone/Email’ box.
For new pupils, a mobile phone number and email address needs to be entered into the ‘Telephone/Email’ box (Records > Edit > Contact details tab)
• Click on the contact to receive messages (the main contact).
• Click on the ‘edit’ button. This takes you to a further screen.
• Enter the mobile number/email address of the main contact into the Telephone/Email box and use the SMS radio button to indicate which one you wish to set as the preference. Setting the preference does not mean that you have to use this preference, you have the ability to choose when you are actually sending the message. Save these changes.
Refer to the SEEMIS Help pages for more details as these have recently been updated to reflect the changes to Text Messaging (July 2011).
1. Tips for Sending General Messages
Sending a general message to a pupil’s main contact (SMS Student Message
Sender)
• Remember to select Send to Main Contact (the system defaults to Send to Student).
• Remember to check the Preference. The system defaults to SMS but you can also choose email or preference. Preference is whatever is ticked on the radio button in the contacts box in Records > Edit.
Sending a general message to a pupil (SMS Student Message Sender)
• The system will automatically send an email where an email address entered in the pupil’s address tab and a text where a mobile number is present (in Records/Edit/Address tab).
Sending a general message to staff (SMS staff message sender)
• Remember to change the priority to High if you want to send a text message, Low if you want to send an email.
• If the staff member is one who is enabled to log calls with SEEMiS, their school email address will be in the field. You may temporarily need to enter their own email address in the field to allow them to receive the message and change it back again afterwards.
2. Problems with sending emails?
To send an email to a pupil contact, member of staff or pupil you have to first enter
the sender’s email (i.e. your school’s email) into the School Details screen.
• Management > School Details > Enter your school email address (i.e. admin@...)
3. Tracking messages sent
> Message Delivery Status: Schools can view the content of a pupil message, and
the date it was sent/delivered.
• Go to Text Messaging > Messaging > Audit > Reports > Message Delivery
Status;
• Select the pupil using the normal pupil filter on the left;
• Select the date range you want;
• Select the message type – attendance or general;
• Click ‘Get Messages’;
• Click ‘Generate Report’ if you want to print it out;
Go to Audit>Message Audit to get a summary of all messages sent (recipient/pupil
name/message type/confirmation).
Go to Audit>Non-Delivery Audit to get a list of undelivered messages (pupil
name/number of non-deliveries/mobile tel/last successful date).
4. Reading Replies to your Text Messages
> Text Messaging > Messages > View SMS Replies
• Click on the /Replies tab then click ‘Show Replies’
• Conversations can also be viewed by choosing the ‘Conversations’ tab, choose the relevant pupil or staff member, clicking on the name then click ‘show’.
5. Monitoring SMS costs
> Chargeable Messages Screen: Schools can check how many messages they
have sent within a specified time period to help them monitor their text expenditure.
• Go to Text Messaging > Messaging > Audit > Chargeable School Messages;
• Select the date range (the system defaults to start & end of the current;
financial year);
• Initially the total number of messages will appear (see ‘Messages Sent’);
• Click on ‘Show Details’ to see further information (date sent, from menu, sent
to number);
• Click ‘Hide Details’ to return to the summary;
6. How much does this cost?
Text messages cost slightly over 4p each (4.06p), emails are free.
The department strongly encourages the use of SEEMIS text messaging by Headteachers to contact parents and staff during severe winter weather. Where possible a staff member living locally may be trained to use SEEMIS.
4.24 Circulation of Severe Weather Information – Severe Weather Warnings
During periods of severe weather, forecasts are received regularly by the department from the Met Office, National Severe Weather Warning Service ( NSWWS).
The NSWWS will send weather warnings to warn of severe or hazardous weather which has the potential to cause danger to life or widespread disruption of communications to transport.
We can generally expect to hear from NSWWS during periods of the following types of severe weather:
Severe gales
Heavy rain
Heavy snow and icy roads
Thunderstorms and lightening
Heat and sun
Dense fog
Information from NSWWS will allow you to start to plan for severe weather in practical terms.
Useful Weather Links
When a severe weather forecast is received the first thing to do is check the local and national weather forecasts. Details of websites where you can obtain this information are provided below.
bbc.co.uk/weather
/weather
.uk
xcweather.co.uk
4.25 Use of LPG Heaters in Schools
HEALTH AND SAFETY AT WORK ETC ACT 1974
Code of Practice for Operation of Liquefied Petroleum Gas (LPG) Heaters in Educational Premises
1. Type of Appliance
1.1 The type of heaters supplied will be convector LPG heater units, with solid feed pipes and metal enclosure for fuel cylinder. Each unit will have affixed to it a metallised label giving the principal operating instructions.
2. Instructions
2.1 When Heating Engineers deliver the units, instruction will be given to the appropriate member of staff directly involved in their day to day operation (normally the Service Support Officer). If this has not been done the Client Officer for the property must be contacted immediately so that it can be carried out.
3. Siting
3.1 Heaters must be sited as far as possible away from areas of movement, for example in the corners of rooms. They should not normally be beside doors, in corridors or in any situation where they could reasonably be expected to be knocked over or interfered with by unauthorised persons. These requirements will in many cases mean that furnishings and equipment may require to be repositioned.
3.2 Heaters must never be sited in areas subject to strong draughts.
3. Heaters must never be used in areas where flammable vapours could be present, e.g. science laboratories, print rooms and certain store rooms.
4. Servicing
The Service Support Officer will be expected to light and extinguish the heaters at appropriate times. No other persons should normally undertake these duties unless they have received proper instruction (see Section 2). If uneven burning or other problems are experienced, only the Service Support Officer should investigate. Whenever there is a suspected malfunction which is outwith the competence of the Service Support Officer, the appliance must be disconnected from the fuel cylinder and the Heating Engineers called in.
5. Fuel Cylinders
Cylinders must be handled with care and kept upright at all times. Damage to the valve can be serious.
5.1 Spare cylinders must be stored apart from the appliances themselves, and at each operating location only the cylinder attached to the appliance should be present. Stocks of cylinders (including empty cylinders, since there is always residual gas in them) should be kept in carefully selected areas, away from heat sources and never below ground level as LPG is heavier than air and leakage in such situations would lead to dangerous concentrations. They should never be stored on or near emergency escape routes.
If there is any doubt in this regard advice should be sought from the Departmental Safety Adviser.
When the heater units are removed, it must be ensured that all cylinders (full or empty) are also uplifted by the contractors.
2. Cylinders should be changed over only when the room is unoccupied. There should never be smoking or naked flames in proximity to the cylinder at this time. Before attempting to change cylinders it must be ensured that the valves are firmly closed.
6 Ventilation
All gas fired appliances produce as combustion products water vapour, carbon dioxide and carbon monoxide. When mixed with an adequate volume of air these products are totally safe, and present no health and safety risk. In the absence of sufficient air to give complete combustion a dangerous concentration can be produced in a relatively short period.
1. Whenever LPG appliances are being operated there must be an adequate fresh air intake into the area involved. At least one window must be open for ventilation, and if there are several appliances in a large area there should be more than one open window. It must be remembered that the occupants of the room will probably be unable to notice any deterioration in the atmosphere. It is, therefore, important that ventilation is checked regularly.
6.2 In no circumstances must LPG appliances be used in areas which do not have direct natural ventilation e.g. store rooms, some types of study areas.
7 Emergencies
If a leak occurs in the appliance the immediate steps to be taken are:
a) Shut off gas supply by closing valves
b) Extinguish all sources of ignition
c) Ventilate the affected area thoroughly
d) If possible, remove the appliance to a safe place
e) Call in the Heating Engineers
7.1 In the event of fire breaking out at the appliance, urgent evacuation is necessary. If the leak is from the low pressure side (i.e. the appliance as opposed to the cylinder), the flame is unlikely to be large and it may be possible to extinguish it. If it is safe to do so this should be accomplished by shutting off the gas supply, preferably by closing the cylinder valve. No attempt should be made to extinguish the flame in any other way.
2. If fire breaks out, the Fire Brigade must, immediately on arrival, be informed of the presence and location of cylinders.
7.3 Existing fire arrangements should normally be sufficient to cover necessary action. The aspects of particular relevance to heaters are:
a) Do not place materials, furnishings or equipment on or against them
b) Do not attempt to move them when they are lit
c) Heaters should never be in a position where they could be knocked over, or interfere with fire evacuation.
d) If there is any concern about irregularity of burning, the unit should be taken out of service until it can be properly checked by an experienced person.
7. Information
Staff working in areas heated by LPG units must be made aware of these special requirements, and the head of the establishment must satisfy himself/herself at regular intervals that they are being observe.
Crib Card for arranging heaters due to boiler failure
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26. Awareness Training
Children and Families test severe weather plans corporately through the Corporate Business Continuity Group. Plan testing involves members of the Children & Families Emergency Continuity team and members of staff new to emergency response that require to be trained because of the nature of their role.
Children & Families also offer training in September for Headteachers and Establishment Managers new to post and this can be booked though the CPD directory.
Children and Families will also train and test the Children and Families contact team prior to winter managing calls from schools and establishments on risk assessments.
27. The Use of GLOW in Severe Winter Weather
All Edinburgh pupils have access to Glow, the world's first national intranet system for education. Pupils, who can access a computer at home, at a library or a Community Centre, can investigate material through Glow Groups created specifically for them by their teacher(s). Glow allows teachers and pupils to communicate over the Internet in a safe and secure way. Teachers can post work and lessons for pupils, who can then submit completed work. Features include safe and secure 'chat rooms' where teachers can answer pupil questions, and where pupils can help each other out and share learning experiences.
In addition there is a growing collection of online resources available on the Edinburgh and National Glow Groups with appropriate web links to support pupils’ learning especially if they are logging on during a period of severe weather or over holiday and study leave periods.
Snow Glow, for example, was created during the severe weather of 2010/11 and hosts a wide range of curriculum-linked resources.
Responding to other types of severe weather
When responding to other types of severe weather as described below the same arrangements used to respond to severe winter weather are used in respect of communications, response to severe weather during a holiday period, the use of SEEMIS text alert, and the circulation of severe weather information
High Wind
28. Response to High Wind
Following a Red weather warning from the Met office Children & Families would work with Heads of Establishment and colleagues in other service areas to plan and respond to high wind.
Establishment Managers would receive a communication to advise that a red weather warning had been issued and the actions taken would be as follows:
• be prepared to undertake a closure risk assessment should this be required
• be prepared to close the establishment at short notice if this is requested by the Scottish Government (this happened in December 2011).
• the Service Support Officer and establishment managers should check the building before and after a high wind event (when it is safe to do so).
• advise Property colleagues if there are issues following a high wind event for example damage to trees and / or situations where the removal of trees is required.
Flooding
29. Response to Flooding
Following a Red weather warning from the Met Office Children & Families will work with Heads of Establishment and colleagues in other service areas to plan and respond to flooding.
The Council has a City of Edinburgh Flooding Emergency Plan which is available on the Orb used by the Council and other agencies to respond to flooding emergencies.
Children & Families establishments in areas of the city prone to flooding must ensure that they have an adequate supply of sandbags. If sandbags are required the Corporate Property Helpdesk should be contacted and Services for Communities will organise the delivery of sand bags to the establishment.
Volcanic Ash
4.30 Response to Volcanic Ash
If volcanic ash occurred again which was as extensive as the 2010 eruption of Eyjafiallajokull Children & Families would work closely with other service areas in the Council and other responders to ensure that all staff are kept advised in terms of updates on the situation and health information.
The eruption of Eyjafiallajokull occurred during the Easter break and caused a Business Continuity issue particularly in schools as staff could not get home from holiday abroad.
If this situation were to occur again Children & Families would deploy Quality Improvement Officers and staff who are General Teaching Council for Schools registered to schools to teach as happened in 2010.
5.0 Methodology, Maintenance, Monitoring and Review
The Children & Families Severe Winter Weather Contingency Arrangements are focused on how Children & Families will both maintain its essential activities during a severe winter weather scenario and respond to the incident. The agreed scope of these arrangements is defined as those activities that require to be resumed within 72 hours in the event of a disruption to business, whilst responding to the incident.
These are standalone arrangements. They are cross-referenced to the Corporate Business Continuity Plan.
This Plan has been developed using the Business Continuity International Standard ISO22301.
Plan Maintenance Monitoring and Review
These arrangements will be fully reviewed every five years or following serious disruption to business due to severe winter weather, significant organisational change or other change that would render this plan invalid, whichever occurs first.
Any review of this plan is at the discretion of the relevant Children & Families Head of Service, in conjunction with the Principal Enterprise Risk Management and Business Continuity Officer.
Plan Distribution
|Post |Location |
|Director of Children & Families |Waverley Court |
|Children & Families Heads of Service |Waverley Court |
|All Headteachers & Business Managers |Schools & Centres |
|All Service Managers (Support to Children & Young People) |Waverley Court |
|All Residential Managers |Various |
|Council Business Continuity Officer |Waverley Court, G4 |
|Departmental Business Continuity Co-ordinators |Various |
|Specialists related to severe winter weather |Various |
|Departmental Business Continuity Deputies |Various |
|Contingency Planning Unit including Service Manager |Waverley Court, G4 |
|Council Emergency Co-ordination Centre |City Chambers, 2.18 |
6.0 Appendices Logs Checklists and Forms to be used in response if required
6.1 Decisions Log
Name: Job Title: Date: Page of
| | | | | | |
| | | | | | |
| | | | | | |
| | | | | | |
| | | | | | |
| | | | | | |
6.2 Initial Assessment for Response
|Question |Logged Response |
|What is the nature of the incident (type, location, | |
|severity)? | |
|Are there any casualties or fatalities? | |
|Are there any staff casualties or fatalities? | |
|Is the incident currently affecting service / departmental / | |
|council business operations? If so, which areas? | |
|What is the estimated duration of the incident? | |
|Have the emergency services been called? | |
|Has access to the whole site been denied? If so, for how | |
|long (estimate if not known)? | |
|Which work areas have been destroyed, damaged or made | |
|unusable? | |
|Which work areas are inaccessible but intact? | |
|Which systems and other resources are unavailable (include | |
|computer systems, telecoms and other assets)? | |
|Have any utilities (gas, electricity or water) been affected?| |
|Can the incident be controlled by the Department or is | |
|Council Incident Management involvement required? | |
|Have Insurance Services been informed? | |
|Name: |
| |
|Job Title: |
| |
|Date: Page ____ of ____ |
6.3 Initial Assessment for Recovery
|Question / Issue |Logged Response |Date |
|Are any key staff unavailable for work? | | |
|Which work premises cannot be used? When will these premises be| | |
|useable? | | |
|Which systems and other resources are unavailable? Require a | | |
|report from e-Government about the impact on BT service | | |
|provision. When will normal service be resumed? | | |
|Are any external communications links affected? When will they| | |
|be reinstated? | | |
|List any key equipment loss and impact on services. How long | | |
|before it can be replaced? | | |
|Has any critical work-in-progress been affected? When will it | | |
|be resumed and how are essential activities affected? | | |
|Have any critical assets been lost? How and when will these be| | |
|replaced? | | |
|What is the expected impact on essential service delivery? | | |
|List the department’s / Council priorities during the recovery | | |
|phase. | | |
|What are the recovery objectives, what recovery teams are | | |
|required and which staff are identified to participate / lead | | |
|these teams? | | |
|If relocation sites have been required what are the on-going | | |
|issues and objectives? | | |
|Name: |
| |
|Job Title: |
| |
|Date: Page ____ of ____ |
6.4 Recovery Checklist
The transition from Recovery to Return-to-Normal will depend on the department, nature of the incident, its severity and the time taken to manage the consequences. Issues to consider may include:
|Issue |Yes / No |Comment |
|Call diverts and voicemail messages removed | | |
|Networks secure and working normally | | |
|ICT accessible and working normally | | |
|Security and access to buildings as normal | | |
|Staff in normal or temporary places of work | | |
|Backlog of work cleared and / or scheduled and allocated | | |
|Work flow normal | | |
|Learning points agreed internally | | |
|Debrief scheduled | | |
|All involved parties agree that the incident has been dealt with and | | |
|closed | | |
|Name: |
| |
|Job Title: |
| |
|Date: Page ____ of ____ |
6.5 Incident Closure Form
|Incident Closure Report Form |
|Incident Report Reference: |Date and Time: |
|1 |Provide a brief summary of the incident, including date, time, duration and key actions: |
| | |
|2 |What were the impacts? |
| |On staff: |
| | |
| |On service delivery: |
| | |
| |On clients / customers: |
| | |
| |On the provision of insurance: |
|4 |Record any outstanding actions arising from the incident. |
| | |
|5 |Has a debrief been scheduled? |
| | |
| |What were the main issues? |
| | |
| |What were the learning points? |
|6 |List any supporting documentation that you have submitted with this form (e.g.: incident logs, status reports, |
| |debrief reports, etc.) |
| | |
|7 |Please record any additional comments: |
| | |
|8 |Does the Departmental Business Continuity Plan need to be reviewed (please detail suggestions)? |
| | |
|Name: |
| |
|Job Title: |
| |
|Date: Page ____ of ____ |
6.6 Key Contacts – Children & Families
|Department |Name |Title |Landline |Mobile |
|Children and Families |Aileen McLean |Senior Education Manager - Early Stages |0131 469 3300 |0788 508 4046 |
| |Carol Chalmers |Service Manager Disability |0131 469 3348 |0792 013 7063 |
| |David Bruce |Senior Education Manager - Community Services |0131 469 6228 |0791 959 0499 |
| |Karen Prophet |Senior Education Manager – Schools, Quality & Curriculum |0131 469 3048 |0791 959 0636 |
| |Frank Phelan |Team Manager Specialist Residential Care |0131 469 3567 |0778 927 3962 |
| |Alex Tweeddale |PPP Contracts Manager |0131 529 6506 |0776 731 0320 |
| |Joyce Nisbet |Client Manager - Communications |0131 469 3134 |- |
| |Michelle McMillan |PO Enterprise Risk Management & Business Continuity |0131 469 3832 |0779 564 0422 |
| |Morag Marshall |Business Support Manager |0131 469 3106 | |
| |Moyra Wilson |Senior Education Manager – Inclusion/Pupil & Parent Support |0131 469 3066 |0779 907 0280 |
| |Rosie Wilson |Service Manager – Special Schools & Specialist Provision |0131 469 3960 |0781 028 2215 |
| |Susan Searl |Business Finance Support Officer |0131 469 3384 | |
| | | | | |
[pic]
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Please proceed to next page to complete Action Plan
Full name………………………………………………………Mr/Mrs/Miss/Ms
……………………………………………………………………………………
Address:………………………………………………………………………………………………………………………………………………………………
…………………………………………………………………………………………………………………………………………………………………………
Tel No: (day)………………………………..Mobile:…………………………………
Email address:…………………………………………………………………………
6.7 Children & Families Emergency Continuity Team
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