South Bank Multi Academy Trust
Business Continuity & Recovery Policy
Approved by Trustees May 2017
Adopted by Governing Body: April 2017
Review Timetable: 3 years
Renewal Date: March 2020
1 WHAT SHOULD THIS POLICY ACHIEVE?
1.1 This Policy sets out how core business functions are maintained in the short, medium and long term in the event of serious disruption.
1.2 Examples of serious disruption include:
Full or partial denial of access
Full or partial loss of services (electricity, heating, water, telecoms, internet)
Loss of key staff or skills
Potential risk of harm
1.3 For clarity about how each individual academy will respond to site-specific incidents, each academy will have in place its own detailed Disaster Plan, which will provide guidance for senior staff in managing a range of critical incidents and situations.
1.4 Each Disaster Plan will include guidance for Headteachers to follow in relation to handling the media.
2 WHAT ARE THE AIMS OF THE POLICY?
2.1 To minimise the impact of serious disruption on the strategic objectives of the MAT, by protecting as far as possible the core business functions, namely:
Education of students
Strategic management of the school
ICT and telecoms systems
3 WHO MANAGES THIS POLICY?
This policy is overseen by the Headteacher of each school, with designated roles delegated to other senior members of staff.
4 ASSESSMENT AND IMPLEMENTATION
4.1 The Business Continuity Policy will normally be implemented in response to an emergency incident (see Emergency Response Procedures).
4.2 The Headteacher and other members of the Emergency Response Team (ERT) will assess the scale, impact and likely duration of the incident using Initial Impact Assessment Form (Appendix 1).
4.3 The decision to implement the Business Continuity Policy will be taken by the Headteacher with reference to the Chair of Governors.
5 PRIORITISATION AND FORMULATION OF THE POLICY
Once the decision to implement has been taken, a more detailed assessment of the situation and plan of action in response will be carried out by the Headteacher and designated staff using Detailed Impact Assessment and Action Plan (Appendix 2) and with reference to the Business Continuity Policy Framework (Appendix 3). In general, the Action Plan will prioritise in the following order:
health, safety and welfare of students and staff
protection of vital assets: physical, data and reputation
preservation of urgent and necessary channels of communication
continuity of core business functions
6 DELIVERY OF THE ACTION PLAN
6.1 The Action Plan will include designation of roles to particular members of staff. The Headteacher will maintain overall oversight and ownership of the Action Plan.
6.2 The Headteacher will arrange regular monitoring of the Action Plan with input from key stakeholders to ensure that it is being delivered effectively and to make any changes necessary.
resumption of normal business
7 RESUMPTION AND REVIEW
7.1 The Action Plan will include actions towards full resumption of normal business. Once resumption has been achieved, the Headteacher will notify relevant parties that the Action Plan has been concluded.
7.2 The Headteacher will subsequently carry out a full review of the recovery and continuity process and make recommendations for any changes to future Action Plans.
APPENDIX 1: INITIAL IMPACT ASSESSMENT FORM
|What is the nature of the incident
(e.g. fire/flood/storm damage/denial of access)?
|What is the extent of the incident:|
|Which areas of the site are affected|
|What equipment is affected
(e.g. ‘all telephones’ or ‘PCs in Main Office’)
|Which/how many people are affected|
|Which services are affected in which areas
(e.g. ‘electrical supply to B Block’)
|Which departments are affected
(list each or write ‘all’)
|What is the expected duration of the incident (list durations of each separate element if different)|
|Critical Function||Maximum Tolerated Period of Disruption*|
|Denial of access – full site||1 day|
|Denial of access < 25% of site||1 day|
|Denial of access >25% of site||1-4 weeks|
|Loss of any utility to full site||1-7 days|
|Loss of any utility to part of site||1-4 weeks|
|Loss of IT services||1 week|
|Loss of fixed line telecoms||1 month|
|Loss of key equipment||1 month|
|Loss of key service (e.g. catering)||1 month|
|Loss of >10% of workforce (teaching)||1 week|
|Loss of >10% of workforce (non-teaching)||2 weeks|
|Loss of <10% of workforce||Normal workforce management|
|Loss of key role(s)||1+ weeks|
*This is the time after which it is presumed to be necessary to implement the Business Continuity Plan
Decision to implement Business Continuity Plan:
APPENDIX 2: DETAILED IMPACT ASSESSMENT AND ACTION PLAN
|Element||Nature of Impact||Extent/Quantity||Expected Duration||Actions||Person||Timescale|
|Access to site|
|ICT and telecoms|
APPENDIX 3: BUSINESS CONTINUITY & RECOVERY FRAMEWORK: WOODTHORPE PRIMARY SCHOOL
|Critical function||Duration||Contingency Arrangements|
|Accommodation of students if full or partial denial of access||Short||
Unaffected part of school site
York High School hall
Alternative sites: agree with other schools/colleges in the MAT or city
|Long||Modular buildings erected on site|
|Welfare facilities if full or partial denial of access||Short||
As available on site
If none available, temporary closure of the school
|Long||Temporary WCs to be erected on site|
|Catering – loss of service||Short||Packed lunch from home/provided by school for FSM students|
Hot food to be prepared off site and delivered to school
Temporary kitchen and dining area to be erected on site
|Heating – full or partial loss||Short||
Additional clothes. Use of existing electric heaters in coldest areas
Hire of temporary heaters or closure of school if temperature falls below recommended temperature
|Long||Purchase of alternative heating equipment|
|Water – full or partial loss||Short||Use of facilities elsewhere on site (if possible)|
Supply of bottled water / bowser
Consider re-location, temporary closure or temporary buildings
|Accommodation of administrative staff||Short||
Alternative sites within school. Use of laptops/mobiles as necessary
Use of other MAT schools or carry out work at home
|Long||Consider temporary buildings|
|IT systems failure||Short||
Back-up server located off site to enable retrieval of data
IT providers (VITAL) to be contacted immediately
Teaching delivery to be retained using flip-charts instead of IWBs
|Long||Reinstate full functionality as a matter of urgency|
|Fixed line telecoms failure||Short||Use of mobile phones, contact CYC as VOIP system.|
|Long||Replace damaged system. Continue to use mobiles if external problem|
Deputies to assume key responsibilities
Other senior staff to take on specific tasks
|Long||Appoint temporary replacement and/or backfill existing staff acting up|
|Deputy Headteachers||Short||UPS teaching staff to take on additional responsibilities|
|Long||Appoint member of staff internally to act up|
|Other teaching staff||Short||Internal cover or supply staff|
|Long||Internal re-structure or temporary contracted appointment(s)|
|Business Manager||Short||Support from MAT Finance team to maintain key tasks|
|Long||Responsibilities to be covered within the school team and the MAT business team, with roles backfilled where appropriate CYC School Business Support Team – Business Manager service|
|Site Manager||Short||Internal cover from relief site manager|
Support from within the MAT if possible
Use of agency staff for longer-term cover
|Other support staff||Short||Manage without wherever possible or use agency staff for EYFS and SEND support|
|Long||Agency supply and/or temporary appointment|