Date of Initial policy update Date of next review October 2018

Approved by governors October 2017 Key person MP

Critical Incident and Emergency Plan (CIEP)

The overall responsibility for health and safety at The Westgate School and Nursery (referred hereon in as TWS) is held by the Headteacher and the Governing Body

Contents

1 Definitions .................................................................................. 2

1.1 Critical Incident ........................................................................................................................... 2 1.2 Serious Incident ......................................................................................................................... 2 1.3 Emergency ................................................................................................................................. 2 1.4 Major Incident ............................................................................................................................. 2 1.5 ‘Lockdown’ ................................................................................................................................. 2 1.6 Out of Hours Regime .................................................................................................................. 3

2 Roles and Responsibilities ......................................................... 3

2.1 Responsible Manager/Incident Team Leader ............................................................................. 3 2.2 Family and Press Liaison Officer ................................................................................................ 4 2.3 External Emergency Services Communications Officer .............................................................. 5 2.4 Incident Room Co-ordinator ....................................................................................................... 5 2.5 First Aid Officer x 3 ..................................................................................................................... 6 2.6 Pupil Communications/Counsellors ............................................................................................ 6 2.7 Staff Communications/Counsellors ............................................................................................. 7 2.8 Parent Communications/Counsellors.......................................................................................... 7

Appendix A – Full Staff Contact Details (retained in incident room/not for wider circulation) Appendix B – Critical Incident Team Contact Details Appendix C– Emergency Committee/Services Contact List Appendix D – Incident Log Appendix E –Bomb Threat Checklist Appendix F - Actions on hearing Emergency alarms sounding across school site

Definitions

(These definitions provide an example only as to the level of threat/ disruption and the associated ‘entry point’. Judgement can and will be made by the Responsible Manager at any stage during the incident, as to escalation, if appropriate.) 1.1 Critical Incident Team is able to manage the situation without outside support. May be necessary to inform HCC of incident. Tends not to require the convening of the CIEP Team. Central and Area Teams can support as required. Examples include: Fire Evacuation, Water leak, snow closure. 1.2 Serious Incident Team requires support. Children’s Services Area Serious Incident Team undertakes the management of the response. The Team concentrates on its own immediate priorities. Possible Children’s Services Area Home Team dispatched. Central and specialist team support. Examples include: Isolation of blocks, major disruption to services, school closure, injury to pupil(s). 1.3 Emergency Children’s Services Central Emergency Team undertakes overall management of the response. Possible Children’s Services Travelling Team dispatched. All Teams with clear roles and responsibilities. Examples include: Building collapse, major injuries, explosion, and bomb alert. 1.4 Major Incident Multi-department Strategic and Tactical management Team(s) co-ordinate overall management of the HCC integrated response as part of a wider multi-agency response. Children’s Services Central Team to be ready to respond as required. Examples include: Devastating damage, potential for fatalities or major disruption. 1.5 ‘Lockdown’

When an intruder is on site and poses a threat, the following steps should be taken (these steps have been communicated to all staff): Step 1 – On discovering an intruder who poses a threat, immediately where safe to do so, staff must send a messenger or communicate directly to Reception that an intruder who poses a threat is on site – including if possible, their location. Any staff who observe another member of staff dealing with an intruder/unable to get a message to Reception, must themselves, send the message. Step 2 – On hearing that there is an intruder on site who poses any threat, the Receptionist on duty must waste no time in establishing further facts and must immediately radio the Site Team and state very clearly “one minute of pulsing bells ”. He/she must then call 999 and report clearly that we are a school with an intruder on site who is posing a threat. On activating the one minute of pulsing bells , site team staff must de-activate ALL other bells. The Site & Facilities Manager (Site Team in his absence) is to also send the automated email to all staff along with sending the following radio message: Radio Message All Dept's this is the Site Manager - the Lock-Down alarm has been sounded. I say again The Lock-Down alarm has been sounded. You are to immediately conduct the Lock-Down Procedure I say again You are to immediately conduct the Lock-Down Procedure.

The following will be asked to acknowledge: Nursery Lower School PE Dept Upper School receptionist Automated Email. Immediate – Emergency Message The Westgate Site is in a LOCKDOWN situation Immediate action: • If you are in an area that has a thumbscrew lock – secure building/ room. • Or barricade yourself in. • Draw blinds/ hide under desks • Endeavour to keep occupants clam Fire alarm activation whilst in LOCKDOWN situation: • This is the only situation whereby occupants of building remain. • Site Team – Report to main Fire Panel – Immediately investigate relevant building. o Evacuation of relevant building once fire has been identified. o If occupants of building establish that there is a fire they are to evacuate without delay. Fire Alarm activation/ 999 Lockdown call – will trigger immediate Emergency Services response. Normal lesson change bell will signal the end of Lockdown. Pupils to report to programmed lesson to register. Step 3 – Any staff hearing the one minute of pulsing bells signal must stay and keep pupils/colleagues exactly where they are. If they are in areas that have a thumbscrew lock, they must keep occupants calm, lock the door and await further instruction. If the Lockdown signal is heard by pupils/staff whilst activities are being performed outside, the best course of action may be to disperse from site. This will be dependent on the situation at this the time. Step 4 – When emergency services and/or the Responsible Manager/Incident Team Leader have declared that it is safe to do so, Site Team colleagues can sound a normal lesson change bell and all staff and pupils will go to where they should be/would have been at the time. Step 5 –. CIEP team to convene to Headteachers office. Registration of Pupils/Staff to be conducted. 1.6 Out of Hours Regime Out of hours, the CIEP Contact List should be used in the ‘cascade’ order shown.

Roles and Responsibilities

2.1 Responsible Manager/Incident Team Leader The Responsible Manager/Incident Team Leader is the Headteacher. The Deputy Incident Team Leaders are the Upper School Leader, Lower School Leader and theFaculty/H&S Link. Role For Serious Incidents or above, located at The Westgate School (TWS) Headteachers office, Main Reception, this role leads and manage key functions throughout the incident and retain overall control. Information Source All information will be annotated on the CIEP Whiteboard - a radio is available from Reception – more can be obtained from Site Team staff if necessary. For privacy, radios should be switched to

Channel 3 routinely as Site Team use Channel 2. The Headteacher has a mobile phone and a backup, topped up mobile is available on Reception. Key Tasks Declares status of Incident (Critical Incident, Serious Incident, Emergency, Major Incident) having noted the following: Contact number of person making the report Name of person making the report Position of person making the report Time and date call received Name of school/group involved Location of the incident Full details of incident – what happened, to whom, where, when? Which agencies have been informed What is required (if appropriate) from Children’s Services in terms of specialist assistance For all incidents above Critical, contacts Emergency Planning Unit Day Officer 07623 960259 or 01962 846846 and Director of Children’s Services. Instructs Incident Room co-ordinator to convene CIEP Team. Liaises with Family and Press Liaison Officer to ensure readiness for all media enquiries in the short, medium and longer term. Control and coordination. 2.2 Family and Press Liaison Officer TWS Family Liaison Officer is The Lower School Leader or Upper School Leader. The Family Liaison Officer(s) for Nursery are the Nursery Manager(s). The Deputy Family Liaison Officer(s) for Nursery is the Senior Early Years Practitioner/SENCO. The Family Liaison Officer for The Badminton Association is Mr Nigel Tier. Role For Serious Incidents or above, located in the Conference Room – Main School Reception, this role is responsible for contacting affected families with information agreed by Responsible Manager/Incident Team Leader, as well as ensuring consistency of messages to press and LA. Information Source Responsible Manager/Incident Team Leader SIMS Pupil Data Key Tasks Contact HCC Corporate Communications via the Emergency Planning Unit Day Officer 07623 960259 or 01962 846846 as soon as is practicable (even just to alert or inform). Seek support and advice and establish single point of contact. All media communications must be via the HCC Corporate Communications Team (CCT) CCT should prepare a factual statement along with reassurances of action being taken at the incident site. CCT should prepare a script from which anyone confronted by the media can speak. This should be passed to Incident Room Co-ordinator for cascading to front line staff.

Do Don’t Respond to ‘what’ and ‘when’ questions Provide agreed facts and actions quickly and accurately, ensuring main messages are heard Consider audience needs Choose your own time for reporting to the media Prepare and rehearse consistency in accounts Remember the community – they need information about the incident, opportunities to express personal reaction and quickly re-established routines

Reply to ‘how’ and ‘why’ questions Speculate Bluff or lie Make ‘off the record’ comments Make excuses or blame others Explain why you cannot comment Make promises you can’t keep

After CCT approval, instructs Website update. 2.3 External Emergency Services Communications Officer The External Emergency Services Communications Officer is The Site & Facilities Manager. The 2nd in line/designate External Emergency Communications Officer is Assistant Site & Facilities Manager. Role For Serious Incidents or above, located in the Business Manager’s office, this role deals with all external communications to emergency services and feed communication updates to The Responsible Manager/Incident Team Leader. Information source Responsible Manager/Incident Team Leader Appendix 1.3. CIEP box – TWS Conference Room (signage) Key Tasks Arrange for CIEP Signage to be put up immediately by Site Team. Inform appropriate emergency services as appropriate or as directed. Follow emergency advice instructions and ensure access routes are clear Meet with emergency services on arrival 2.4 Incident Room Co-ordinator The Incident Room Co-ordinator is the Headteachers PA The 2nd in line/designate Incident Room Co-ordinator is theOffice Manager Role For Serious Incidents or above, located, in the Headteacher’s PA’s office, Main School Reception, this role is to set up Incident Room, respond to emergency line and act as support to Responsible Manager/Incident Room Leader requests. Information Source Responsible Manager/Team Leader Appendix 3.1 CIEP box – TWS Conference Room (signage) SIMS

Key Tasks Convenes CIEP Team on instruction from Responsible Manager/Incident Team Leader, declaring status (Criticial Incident, Serious Incident, Emergency, Major Incident). Informs LA (Serious Incident upwards only) Inform CofG that CIEP has been convened Sets up incident room/opens CIEP box Ensures where necessary, statement is prepared for Receptionist and Administration staff to read to incoming callers and/or closes switchboard Logs events

2.5 First Aid Officer

The Pupil Welfare Officer will be based in the Upper School Medical room., along with the Head of the PE Dept and a member of the site team. .One or more of these officers should situate themselves where appropriate/directed and call for 1 day trained First Aiders if deemed necessary. The Medical Welfare Officer, will be based in the medical room and is to call upon hand held radios from the site team, if required. The other First Aid Officers will react and deploy as necessary. A list of a First Aid trained can be obtained from Medical tracker along with a list being displayed outside the Upper School medical room. All should attend if requested, until severity/number of casualties is clear. Role For Serious Incidents and above, to be located in the Medical Room or to be deployed to area as agreed. This role is to provide First Aid treatment as required, until emergency services arrive. Information Source Responsible Manager/Incident Team Leader Family and Press Liaison Officer Key Tasks Sets up medical room and provide responsive support

2.6 Pupil Communications/Counsellors The Pupil Communications/Counsellors are as follows: Pupil Support Worker Year Leaders

All should attend until severity of situation/level of support is clear. If agreed, staff other than the Pupil Support Worker as 2nd in line/designate and/or situate themselves elsewhere on the site as appropriate/required and be co-ordinated by the Pupil Support Worker. . Role For Serious Incidents or above, located in Rooms 1, 2,3, & 4 in the Main School Building, this role is to calm, comfort the young people arrange for their return home/evacuation. Information Source Responsible Manager/Incident Team Leader Family/Press Liaison Officer

2.7 Staff Communications/Counsellors The Staff Communications/Counsellors are as follows: Assistant Headteacher Assistant Headteacher Role For Serious Incidents or above, located in the HOY/Pastoral base, this role is to inform, calm and comfort staff and arrange for their return home/evacuation. Information Source Responsible Manager/Incident Team Leader Family and Press Liaison Officer Key Tasks Communications to staff 2.8 Parent Communications/Counsellors The Parent Communications/Counsellors are as follows: Assistant Headteacher Year 9 Leader Role For Serious Incidents or above, located in the Learning Resources Centre, Main School Building, this role responds to parent queries and ensure consistent messages ONLY from Family/Press Liaison Officer are transmitted. Information Source Family and Press Liaison Officer Appendixes: Appendix A – Full Staff Contact Details (retained in incident room/not for wider circulation) Appendix B – Critical Incident Team Contact Details Appendix C– Emergency Committee/Services Contact List Appendix D -Incident Log Appendix E –Bomb Threat Checklist – To be held by receptionists.

Appendix A – Full Staff Contact Details (retained in incident room/not for wider circulation)

Appendix B – Critical Incident Team Contact Details Incident Room/PA Dedicated Line – 01962 857311

Role Name Home Mobile

Responsible Manager/Incident Team Leader

Fae Dean 01725 553040 07714 950880

Rob Jeckells 01264 335864 07765 787477

Stuart Adlam 01962738530 07920 803262

Deputy Family & Press Liaison Officer

Stuart Adlam 01962 738530 07920 803262

Nursery Family & Press Liaison Officer

Jennie Pethick 01962 734907 07725868511

Jayne Bush 01962 881038 07849 407718

Badminton Association Family & Press Liaison Officer

Nigel Tier 07808 950690

External Emergency Services Comms Officer

Maurice Pay 01264 323315 07769 666016

Tom Goudie 07531701804

Incident Room Co-ordinator Caroline Peverell 01962 862718 07710 178213

Elna Chisholm 01980 551427 07968 123258

First Aid Officers Mrs Rebeca Murchie 02380 263763 07584 469477

Laura Ralph 07501 023007

Rob Wylie

Maurice Pay 01264 323315 07769 666016

Tom Goudie 07531701804

Pupil Comms Counsellors Andy Hider 07790 565515

Claire Fyvie-Rae 023 8077 1296 07809 362079

Julian Sambrook 01962 880023 07846 394048

Dan Howes 01722 417820 07812 505204

Staff Comms/Counsellors Pete Hurley 01489 893074 07718 644683

Heidi Judd 07413 054481

Parent Comms/Counsellors Jill Mellor 01256 353138 07743 777082

Charlie Damant 01962 624252 07884 437355

Appendix C– Emergency Committee/Services Contact List This is reviewed quarterly by the External Services Communications Officer: Emergencies: 999 Non-emergencies: 101 Hants Police: 01962 841534 Fire Brigade Monitoring Service: 08448712223 HHC Property Services: 01962 847778 – Out of hours: 02392242173 EMCOR Facilities Services: 08456018372 Gas Emergency Service: 0800111999 Emergency Planning Unit Day officer: 07623 960259 or 01962 846846 HCC Corporate Communications Team (CCT): 01962 847368 or 01962 847367 HCC Out of Hours Duty Press Officer 07957 932 574 HCC Emergency Planning and Resilience: 01962 845253 Mobile: 07957 932558 Children’s Services 0300 555 1384 Out of Hours - 0300 555 1373 Department for Education Enquiry line: 0370 000 2288 Environment Agency flood line: 0845 988 1188 (24 hour) Met Office Customer centre: 01392 885 680 (24 hour) Health and Safety Executive: 0845 345 0055

Appendix D -Incident Log

Name of Person Making Report

Contact Number of Person Making Report

Position of Person Making Report

Time and Date Call Received

Name of School/Group Involved

Location of Incident

Full details of incident (what happened, to whom, where, when)?

Which Agencies have been informed

What is required (if appropriate) from Children’s Services in terms of Specialist Assistance

Date and Time Incident Room Co-ordinator instructed to convene CIEP Team

Emergency Planning Unit Day officer 07623 960259 or 01962 846846

Appendix E –Bomb Threat Checklist – To be held by receptionists. If you receive a telephone call from someone who claims to have information about a bomb, record as much information as possible. Time of call:

Telephone number you were contacted on:

Exact wording of the threat:

+ Stay calm. Being cautious, and without provoking the caller, try to ask the questions below. Where is the bomb right now?

When will it explode?

What does it look like?

What kind of bomb is it?

What will cause it to explode?

Did you place the bomb? If so, why?

What is your name?

What is your telephone number?

What is your address?

+ Try dialling 1471. You may get

information on where the phone call was made from.

Did dialling 1471 work?

Time the call ended:

+ Contact the Police (999) and Head Teacher / nominee immediately. + Carry out further actions based on Police advice. What gender was the caller?

Male

Female Approximately how old was the caller?

Did the caller use a codeword?

Did the caller have an accent?

Did the caller sound familiar?

What sort of voice did the caller have?

Normal

Loud

Quiet

Whispered

Clear

Disguised

Well spoken

Poorly spoken

Deep

High pitched

Hoarse

Nasal

Impediment

Stutter

Lisp

Slurred

Other

At what pace did the caller speak?

Normal Quick Slow What manner did the caller have?

Normal

Calm

Excited

Laughing

Upset

Angry

Rational

Irrational

Irritated

Muddled

Other

Were there any distinguishable background noises?

Notes:

Base bomb threat procedures on the following principles: Source: NaCTSO Guidance note 1-Schools version

1. Stay calm and listen. 2. Obtain as much information as possible – try to get the caller to be precise about the

location and timing of the alleged bomb and whom they represent. If possible, keeps the caller talking.

3. Ensure that any recording facility is switched on. 4. When the caller rings off, dial 1471 (if that facility operates and you have no

automatic number display) to see if you can get their number. 5. Immediately report the incident to the relevant manager or security team to decide on

the best course of action and notify the police. If you cannot get hold of anyone, and even if you think the call is a hoax, inform the police directly. Give your impressions of the caller and an exact account of what was said.

6. If you have not been able to record the call, make notes for the security staff or police. Do not leave your post – unless ordered to evacuate – until the police or security arrive.

Appendix E - Actions on hearing Emergency alarms sounding across school site. The following poster is displayed around the school site. Actions on hearing Fire Alarm:

Leave the building by the nearest available fire escape route in silence. Do not delay your escape. Go immediately to the fire muster area (sports field) to be accounted for. Whilst at the Muster area wait calmly and silent for further instruction.

Do Not

Do not take risks. Do not stop to collect personal belongings. Do not re-enter the building for any reason unless authorised to do so. Do not report anywhere else other than the Fire Muster area.

Actions on Hearing Lockdown alarm (One minute of pulsing bells)

On hearing that there is an intruder on site who poses any threat – The school will enter a lockdown mode.

The signal for a School lockdown will be One minute of a pulsing bell. Lower School and Nursery receptionists will be informed using school radio network (includes PE Dept).

An all school Email will also be sent – Notifying ‘state of Lockdown’ Colleagues hearing the 30 seconds of pulsing bells signal/receiving lockdown email -must

keep pupils/colleagues exactly where they are. If you are in areas that have a thumbscrew lock – secure room. Or barricade yourself in. Draw blinds. Endeavour to keep occupants calm.

If the alarm has sounded during a break time:

Run to a place of safety Hide – It’s better to hide than confront. Barricade yourself in if you can.

When the situation has been decide to be safe a normal lesson change bell will sound. You should then go to where you should be/would have been at the time.

Tell the police by calling 999.

Fire alarm activation whilst in Lock-Down situation:

This is the only situation whereby occupants of buildings remain.

Site Team - Report to Fire Panel - Immediately investigate relevant building - Evacuation of this building only if Fire established.

If Occupants of a building establish that there is a fire they are to evacuate without delay raising the alarm to all as they leave. Fire Alarm activation/999 Lockdown call - will trigger immediate Emergency Services response. Normal lesson change bell will signal the end of Lockdown. Pupils to report to programed lesson to register.