Item 11 Appendix 4
West Dunbartonshire Council · 20 March 2024
Back to Educational Services Committee — 20 March 2024 and its agenda
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Educational Services Protocol for Intruders February 2024 Appendix 4
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2 Contents Pg 3 Protocol for Intruders Working Group Members 4 Introduction 5 Definition of Lockdown Protocols 5 Dynamic Risk Assessment 5 School Communication Methods 6 Fire Alarm procedures during a Full Lockdown 6 Intruder(s) in possession of weapons 7 Partial Lockdown Protocol 9 Full Lockdown Protocol 13 Interval and lunchtime procedures in response to Intruder/s 14 Lockdown Tabletop Exercises 14 Lockdown Information to Children, Young People and Employees 15 Children’s Rights in relation to Intruders 16 WDC Employees and Visitors Rights in relation to Intruders 17 Appendix 1 - Communications Timeline 18 Appendix 2 - Communications Responsibility 19 Appendix 3 - Full Lockdown Protocol Flowchart 20 Appendix 4 - Safety Checks to Prevent Intruder or Intruders 22 Appendix 5 - Effective day-to-day operating procedures for intruder prevention 24 Appendix 6 - Challenging the presence of individuals 25 Appendix 7 - Emergency Action Plan Template 34 Appendix 8 - Grab Bag Contents 35 Appendix 9 - Letter to parents following Lockdown Incident 36 Appendix 10 - Post Incident Support
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3 Protocol for Intruders Working Group Members Claire Cusick - Senior Education Officer Murray Hanvey - Education Officer (Senior Phase) Alison Boyles - Headteacher - Dumbarton Academy Wendy McInally - Depute Headteacher - Clydebank HS Paul Darroch - Depute Headteacher - Our Lady and Saint Patricks HS Chris Rainey - Depute Headteacher - St Peter the Apostle HS Matt Hooper - Depute Headteacher - Vale of Leven Academy Dave Paton - Choices School Caroline McGinley - Principal Teacher - Early Years Tracy King - Child Protection Officer Greg Allan - PT Whole Family Wellbeing / UNCRC Officer Moira Rodger - Press Officer - WDC Comms Stephen Ross - PPP/DBFM Alistair Nicolson - BAM FM Christopher McGilchrist - EIS Rep and Class Teacher - St Peter the Apostle HS Andrew Berrie - EIS Rep and Class Teacher - Dumbarton Academy Young People from Clydebank HS Young People from Dumbarton Academy Parent Council Representation from Dumbarton Academy
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4 Introduction In the unlikely event of an emergency situation or intruder entering the grounds or building within the school estate, it is important to have an established set of procedures for employees to follow. This will ensure the safety and wellbeing of our employees, children, young people and visitors. Procedures should be a sensible and proportionate response to any external or internal incident and should aim to minimise disruption to the learning environment whilst ensuring the safety of everyone within the building. For the purposes of this protocol, the term ‘lockdown’ means ‘an emergency situation in which people are not allowed to freely enter, leave, or move around in a building or area because of danger’ (Cambridge Dictionary, 2023). Also, for the purposes of this protocol, the term ‘establishment’ will apply to Early Learning Centres, Primary Schools, Secondary Schools and Special Schools operating under Educational Services within West Dunbartonshire Council. Lockdown procedures can be activated in response to any number of situations including: ● an intruder or intruders inside an establishment building ● an intruder or intruders on establishment grounds ● an unexpected emergency within or outwith an establishment. In these situations, establishments should be prepared to take steps to isolate children, young people, employees and visitors from danger by initiating a lockdown. Lockdown arrangements should be determined by individual establishments to reflect local circumstances such as the building layout, classroom arrangements and resources available. An establishment lockdown can serve several functions during an emergency situation. These include: ● removing children, young people, employees and visitors from any threat; ● isolating and containing the dangerous situation from the establishment; ● allowing for accurate accounting of children, young people, employees and visitors within each room; ● depending on the situation, facilitating an organised evacuation away from a dangerous situation.
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5 Definition of Lockdown Protocols There are two types of lockdown protocol: 1. Partial Lockdown: The intruder or intruders is/are outside the establishment building but on the grounds. 2. Full Lockdown: The intruder or intruders is/are inside the establishment building. Dynamic Risk Assessment If an intruder or intruders have been identified, a Dynamic Risk Assessment (DRA) should be carried out to ascertain the degree of threat. This will determine whether a partial or full lockdown is required and if emergency services are required. A DRA in this type of situation would take decisions and actions based on the nature and severity of the threat being presented based on observations and / or the actions of the intruder(s). The decision to initiate a lockdown will ultimately lie with the Headteacher. This decision will take place once enough information has been communicated to them to make an informed decision. Information sources will include eye witness statements, CCTV footage and location of the intruder(s). If the Senior Leadership Team (SLT) believes that support from emergency services is required, they will coordinate information to them via the school office. School Communication Methods Within WDC schools, a mix of whole school communication methods are used. The facilities within each building will dictate how the school communicates the follow messages: - Partial/Full Lockdown to whole school; - Communications between SLT members. As part of your school’s specific intruder protocol, please consider the best possible method of communication for speed and accuracy. These include: - Tannoy System; - Bell signal; - Walkie Talkies; - Mobile Phones; - Phone network.
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6 Fire Alarm procedures during a Full Lockdown During a full lockdown situation, the intruder(s) may attempt to activate the fire alarm to cause more disruption, confusion or panic. It is paramount that the fire alarm is not ignored in these circumstances. Health and Safety recommend that, if safe to do so, trained employees silence the alarm and investigate the relevant zone. If the presence of a fire is found, then the fire alarm must be unsilenced and normal fire evacuation procedures commenced. Intruder(s) in the possession weapons If the intruder(s) are deemed to be in possession of a weapon, employees should do the following; ● Clear the area of children, young people and visitors; ● Do not approach the intruder(s); ● Contact SLT via the school office, who will contact emergency services immediately. Further guidance can be found on the ‘Operational Protocols for Weapons Incidents in Educational Establishments’ document on the WDC intranet at https://intranet.west- dunbarton.gov.uk/media/15198/appendix-5-weapons-protocol.pdf.
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7 Partial Lockdown Protocol When an intruder or intruders is/are identified outside the establishment building but on the school grounds, the following Partial Lockdown protocol should be followed:- ● The Headteacher initiates the “Partial Lockdown” warning. The warning should be delivered as follows: Tannoy Message/Walkie Talkie ○ Repeat x 3 the message, ‘Intruder outside the building. Initiate partial lockdown procedures. Turn phones to silent and refrain from message sending’. Bell Signal ○ Ring the bell for 10 seconds ● Everyone should remain inside the establishment building; ● All exterior doors leading outside the establishment building should be locked. This should be checked by janitorial staff; ● No one should enter or leave the school grounds; ● Children, young people, employees and visitors not in class or in an open area for any reason should proceed to the nearest occupied classroom and remain with that class (e.g. children using toilets when the warning is signalled, young people studying, etc); ● Employees should take a register of children, young people, employees and visitors in each classroom; ● Employees should prepare a list of missing and extra children, young people, employees and visitors within their room; ● Employees should take this list with them if they are directed to leave the classroom; ● Children and young people in changing rooms should remain there with employees; ● Employees should close room windows and blinds; ● No person should remain within hallways, restrooms, and other rooms that cannot be secured;
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8 ● Individuals should contact the school office ONLY with vital information regarding the incident; ● Mobile phones must not be used by anyone other than to communicate vital emergency information. All mobile phones should be on silent mode and employees to enable vibrate function; ● Teaching and work can continue as normal, giving due care to potential anxiety in children, young people, employees and visitors; ● Disable bell timings; ● Move from classrooms on announcement only; ● Alert parents and guardians by text to inform them that the school is in lockdown until further notice. Please refer to Appendix 1 for text wording. For classes outside the building, e.g. Physical Education, Science, Early Years, etc:- ● Employees outdoors must have mobile phone on them or walkie talkie ● Employees must be able to hear the lockdown announcement, or have this communicated to them via mobile phone/walkie talkie; ● An alternate lockdown location must be identified. This location can be indoors or outdoors; ● Employees should take a register of children, young people, employees and visitors in each class; ● Employees should prepare a list of missing and extra children, young people, employees and visitors in the area; ● Employees should take this list with them if they are directed to leave the area. Once the intruder or intruders has/have been removed from the establishment grounds, and the threat has subsided, the establishment can announce the signal for “all clear”. Reporting a partial lockdown post incident At an appropriate time post incident, the Headteacher should log an incident report on Figtree.
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9 Full Lockdown Protocol When an intruder or intruders is/are identified inside the establishment building, the following Full Lockdown protocol should be followed:- ● The Headteacher initiates the “Full Lockdown” warning. The warning should be delivered as follows: Tannoy System/Walkie Talkie ○ Repeat x 3 the message, ‘Intruder in the building. Initiate full lockdown procedures. Turn phones to silent and refrain from message sending’. Bell Signal ○ Repeat x 3 a 10 second ring of the bell ● Children, young people, employees and visitors not in class or in an open area for any reason should proceed to the nearest occupied classroom and remain with that class (e.g. children using toilets when the warning is signalled, young people studying, etc); ● Children, young people, employees and visitors should remain in the classroom with the doors closed. ○ Where possible, Curriculum Leaders or designated employees should lock all classroom doors within their department then secure themselves in the department base room. ● Children and young people in changing rooms should remain there with employees; ● Employees should close room windows and blinds; ● Employees should support children in keeping calm and quiet; ● Exterior doors should not be locked; ● Employees should take a register of children, young people, employees and visitors in each classroom; ● Employees should prepare a list of missing and extra children, young people, employees and visitors within their room; ● Employees should take this list with them if they are directed to leave the classroom;
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10 ● Individuals should contact the school office ONLY with vital information regarding the incident; ● Mobile phones must not be used by anyone other than to communicate vital emergency information. All mobile phones should be on silent mode and vibrate turned off; ● No one should respond to anyone at the door until the “all clear” is announced; ● Disable bell timings; ● Alert parents and guardians by text to inform them that the school is in lockdown until further notice. Refer to Appendix 1 for text wording; ● Keep out of sight; ● If there is a medical emergency during this time, this must be communicated to the school office so help can be directed as soon as possible; ● If children and young people are moved out of the classroom, assist them in moving as quietly and quickly as possible. For classes outside the building, e.g. Physical Education, Science, Early Years, etc:- ● Employees outdoors must have mobile phone on them or walkie talkie ● Employees must be able to hear the lockdown announcement, or have this communicated to them via mobile phone/walkie talkie; ● Classes outside the building should move to a designated evacuation area only if it is safe to do so; ● Employees should take a register of children, young people, employees and visitors in each class; ● Employees should prepare a list of missing and extra children, young people, employees and visitors in their area; ● Employees should take this list with them if they are directed to leave the area. Once the intruder or intruders has/have been removed from the establishment grounds, and the threat has subsided, the establishment can announce the signal for “all clear”.
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11 Staff Roles All staff should follow the instructions below: ● Senior Leadership Team ○ Headteacher/Head of ELCC ■ Coordinate communication from main school office amongst rest of SLT, office employees and janitorial employees; ■ Relay information to school office staff members in contact with Police Scotland. ○ Depute Headteachers ■ Take role of the Headteacher in absence of the Headteacher; ■ Approach intruder(s) with caution and follow guidance outlined on Appendix 6. It is recommended that at least 2 members of SLT make the approach; ■ Ensure other children, young people and other employees leave the immediate area where the intruder is located. ○ Business Manager/Office Manager ■ Grab Bag contents must be checked once a term and after each use; ■ Locate grab bag and distribute required items appropriately; ● First Aid kit available for appropriately trained staff. Kept in the grab bag until required. ■ Establish contact with department heads to relay relevant key information. ■ Make tannoy announcements ○ Comms Officer ■ This should be an identified front office employee or ELCC Leadership member; ■ Contact emergency services when directed to by the Headteacher; ■ Continue liaising with emergency services throughout incident. ● Middle Leadership ○ If you have a class, follow the procedure for isolating children and young people, employees or visitors; ○ If you are non-contact and in department, check the department area corridor is clear and then join a class; ○ If you are out of department, report to department immediately if safe to do so. If not, report to the nearest safe classroom. ● Early Years Practitioners/Class Teachers
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12 ○ If you have a class, follow the procedure for isolating children and young people, employees or visitors; ○ If you are non-contact and in department, remain in base or join a class; ○ If you are out of the department, report to the nearest safe classroom. ● Learning Assistants, catering employees and cleaning employees ○ Report to the nearest safe classroom, office or base. ● Children and young people ○ Children and young people should be supported to do the following during a partial/full lockdown: ■ Remain calm,quiet and follow all instructions from employees; ■ If out of class, report to the nearest occupied classroom. ● Front office employees should: ○ Report to Headteachers Office ○ Divert incoming calls to Headteacher Office ○ Follow instructions from the SLT. ● Facilities Management or other employees directed by the SLT locks the school’s perimeter doors. Communication with parents/carers ● If necessary, parents/carers will be notified as soon as it is practical to do so via the school’s established communication network, e.g. texting service; ● Depending on the type and severity of the incident, parents and guardians may be asked NOT to collect their children from school as it may put them and their child at risk; ● Children will not be released to parents while a partial or full lockdown is in effect; ● If the end of the day is extended due to the lockdown, parents and carers will be notified. They will receive information about where and when pupils can be picked up from by the office personnel or emergency services; ● A letter to parents and guardians will be sent home on the nearest possible day following any serious incident to inform them of the context of the lockdown. They should also be encouraged to reinforce with their children the importance of following procedures in these very rare circumstances. Reporting a full lockdown post incident At an appropriate time post incident, the Headteacher should log an incident report on Figtree.
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13 Interval and lunchtime procedures in response to Intruder/s During interval and lunchtimes, schools should plan to ensure they have an adapted plan if such situations were to happen. SLT, as they would during class time incidents where an intruder/s is reported, should attempt to clear the intruder from the premises. If this is unable to be done, and the intruder/s is a threat, the following should happen: Partial Lockdown (Intruder/s outside building) ● Headteacher announces partial lockdown; ● Outdoor supervision staff should usher children and young people inside building if safe to do so; ● Outdoor supervision staff should report to nearest school ground entrance, if safe to do so, and stop other employees, children, young people and visitors from entering the grounds; ● Employees, children and young people should enter the building, report to their next period class or department area and follow instructions from staff; ● Employees, children, young people and visitors outside the school grounds should not enter the school grounds; ● All other guidance from the partial lockdown section should be followed. Full lockdown (intruder/s inside building) ● Headteacher announces full lockdown; ● Outdoor supervision staff should usher children and young people to outdoor muster point; ● Outdoor supervision staff should report to nearest school ground entrance, if safe to do so, and stop other employees, children, young people and visitors from entering the grounds; ● Employees, children, young people and visitors who are inside the building should report to the nearest safe space in the school and keep out of sight; ● Employees, children, young people and visitors outside the school grounds should
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14 not enter the school grounds; ● All other guidance from the full lockdown section should be followed. Lockdown Tabletop Exercises It is recommended that once establishments have their specific Partial and Full Lockdown plans prepared, they should perform a Tabletop exercise prior to any Lockdown drill to ensure the plan is as robust as possible. Lockdown Information to Children, Young People and Employees Lockdown information sessions should take place twice a year to ensure children and young people know exactly what to expect in the event of a partial/full lockdown situation. Lockdown information should be shared with children and young people at assemblies. It is recommended that one assembly should be delivered by staff and one be pupil led. An assembly at the start of the school year in August and one post Christmas holiday should be used to deliver this information. Employees should receive lockdown information during an inservice day at the start of the school year in August.
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15 Children’s Rights in relation to Intruders The United Nations Convention on the Rights of the Child (The UNCRC - Click here for all the articles of The UNCRC) is now enshrined in Scottish law. The UNCRC Act (2024) has had a clear impact on the design and implementation of this policy. Under Article 12 of the convention, every child has the right to express their views, feelings and wishes in all matters affecting them, and to have their views considered and taken seriously. Children and young people within West Dunbartonshire schools have been consulted and have had their views taken into account in the creation of this protocol. The following are examples of where the UNCRC apply to this protocol: ● Article 6 - Life, survival and development - Every child has the right to be alive. Governments must make sure that children survive and develop in the best possible way. ● Article 19 - Protection from Violence - Governments must protect children from violence, abuse and being neglected by anyone who looks after them.
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16 WDC Employees and Visitors Rights in relation to Intruders Council employees and visitors have the right to be safe at their workplace or when using one of our buildings. The Council has a duty of care towards all employees and visitors. This protocol is designed to ensure the health, safety and welfare of everyone while on Council grounds.
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17 Appendix 1 - Communications Timeline
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20 Appendix 4 - Safe Checks to Prevent Intruder or Intruders Guidance Before any lockdown procedure is initiated it is important that time is spent on prevention and putting in place safety checks that are regularly carried out as well as testing all key equipment within the establishment. The following list should form part of your assessment and planning to mitigate any possible lockdown situation. This list is not exhaustive but should be adapted to your own establishment setting:- ● Physical Security ○ Install and maintain effective locks, alarms and security systems; ○ Ensure CCTV is regularly maintained and is fully operational; ○ Check all locks on doors and windows are operating properly and regularly are maintained; ○ Ensure rooms/cupboards used to store key equipment (such as knives, tools etc) are securely locked and security locks are in good working order; ○ Ensure entrance points to the establishment are all working properly and able to be secured appropriately; ○ All access points, corridors and stairwells must be free from obstruction at all times; ○ Identify suitable rooms for use in case of lockdown; ○ Check intruder alarms are functional and regularly serviced; ○ Check safety grab bag contents regularly and restock as appropriate. ● Visitor Management ○ Implement a strict visitor check in and out system, requiring identification; ○ Restrict access to the school building during school day; ○ Ensure all visitors are aware of the exit points in case of evacuation, and procedures explained; ○ Ensure all visitors are clearly identifiable during their visit. ● Training ○ Ensure all staff and pupils are trained on security lockdown protocols, recognising potential threats and how to respond; ○ Conduct drills/exercises to practice emergency procedures. ● Communication ○ Two way radios must be in good working order and batteries should be checked to ensure they are fully charged; ○ All employee contact numbers should be held centrally and updated regularly ○ Ensure all classroom telephones are in good working order. ○ Ensure the text messaging system can be used remotely by a number of key employees.
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21 ● Community Involvement ○ Ensure parents, community members, and local partners are engaged and involved in the overall awareness and support of school security measures. ● Collaboration with local emergency services ○ Foster strong relationships with local services for quick response and joint training. This includes BAM FM and WDC FM. ● Regular Security Audits ○ Conduct periodic assessments to identify vulnerabilities and address them proactively Appendix 5 - Effective day-to-day operating procedures for intruder prevention
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22 School Uniform ● Ensure the establishment has a uniform policy and that it is strictly followed. This will require all employees to take responsibility to uphold the standard. A key part of this policy must be that no hooded or masked garments should be worn inside the building. ○ Early Years Centres and Special Schools may have a unique uniform policy; ○ Religious garments (e.g. Niqab or Burka) are exempt from this. ● Establishments should have a clear procedure for supporting children and young people who have arrived in non-school uniform; ● Children and young people should only wear PE kit during PE lessons or extenuating circumstances, accompanied by a note (e.g. ripped/soaked trousers); ● During Secondary Schools preliminary examinations, uniform must be worn; ● It is understood that there may be times when children and young people may be exempt from wearing uniform in establishments. Examples include:- ○ School field trips; ○ Sporting competitions (e.g. School sports day, extra curricular sport); ○ Non-uniform days. Secure doors ● Fire Exits should only be opened where emergency evacuation is required. ● Any perimeter door that has been identified as faulty should be reported to BAM FM/Facilities Management in the first instance for repairs and a timeframe for repair sought. This must be followed up if not completed within the given timeframe; ● If a door fob or keys go missing, it must be reported to the School Business Manager immediately; ● No secure door should be propped open by furniture e.g. chairs, fire extinguisher etc. Perimeter Gates and Fence ● SLT to agree which employees require perimeter gate keys;
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23 ● Perimeter fence gates should only be unlocked/locked by FM employees at appropriate times; ● Any damage to the fence causing it not to be secure should be reported to BAM FM/Facilities Management in the first instance. Employee Responsibilities ● All employees must have an employee identification badges on display at all times; ● Employees should inform the school office if they are expecting a visitor; ● Office employees should phone relevant employees to confirm meetings before allowing entry; ● Employees who have invited visitors to the school should meet them at the front door or waiting area; ● Employees must ensure all visitors sign into the visitors book on arrival and receive a visitor’s badge which must be worn throughout the duration of their visit. All visitors must sign out the visitor’s book when leaving the establishment; ● Employees, children and young people should not force open any secure perimeter doors; ● If employees lose their keys or their secure door fob, this must be reported to the Business Manager immediately; ● If employees are made aware of or overhear any discussions/rumours relating to intruders they must report this to a member of the SLT immediately. Appendix 6 - Challenging the presence of individuals Who to challenge in terms of presence in establishments?
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24 ● Any child or young person not in school uniform and who is unfamiliar to employees in the establishment/grounds; ● Any adult in the school unaccompanied by an employee in the establishment/grounds; ● Any adult who does not have a visitor’s badge within the establishment/grounds; ● Anyone acting suspiciously within the establishment/grounds. How to challenge presence safely? ● Adults who are unfamiliar, have no visitor badge and/or are acting suspiciously: ○ Seek assistance from fellow employees if possible; ○ Remain calm and non-accusatory; ○ Introduce yourself and your role in school; ○ Explain the reason why you have stopped them. E.g. ‘I noticed you do not have a visitor badge. May I ask…’; ○ Enquire who they are visiting and escort them to the individual if appropriate. ● Children and young people located out of class: ○ Seek assistance from fellow employees (if required); ○ Remain calm and non-accusatory; ○ Introduce yourself and role in school (if required); ○ Ask their name and registration class (if required); ○ Ask why they are out of class; ○ Ask who their current class teacher is and where their class is located; ○ Instruct to go back to class or, if appropriate, escort back to class. If it is clear that the individual or individuals should not be in the building/school grounds, they should be escorted off the premises without physical intervention. If they refuse, inform them the school will call Police Scotland. Appendix 7 - Emergency Action Plan Template
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25 < INSERT SCHOOL/ELCC NAME HERE > EMERGENCY PLAN This plan is protected. Do not give any contact details or sensitive information to the media, pupils, parents / carers or members of the public. Plan administration Version number 1 Date of issue 1/12/2023 Electronic copies of this plan are available from WDC Intranet Hard copies of this plan are available from Establishment offices Location of emergency grab bag(s) <Insert location> Date of next review 1/12/2027 Person responsible for review <Insert here> CONTENTS Section
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26 1.1 School information 1.2 Contact details - Senior Leadership Team 1.3 Contact details - Middle Leadership 1.4 Contact details - Local Authority 1.5 Tannoy announcements 1.6 Muster points if a class is outside 2.1 Communications Timeline 2.2 Communications Responsibility 2.3 Full Lockdown Protocol Flowchart
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27 1.1 School information School details Name of school School address School operating hours (Including extended services) Approximate number of staff Approximate number of pupils Age range of pupils Office contact details Office telephone number Office email address Headteacher mobile number 1.2 Contact details - Senior Leadership Team Name Job title Mobile Number Headteacher Depute Headteacher Depute Headteacher Depute Headteacher Depute Headteacher Principal Teacher Primary/ELCC ELCC Lead School Office/Business Manager Comms Officer Facilities Manager Head Janitor
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28 1.3 Contact details - Middle Leadership Name Department Responsibility Contact details E.g. Mathematics E.g ELCC E.g. Support Base E.g. Specific areas of school
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29 1.4 Contact details - Local Authority * Leave this field blank for use during an emergency; you may need to record alternative contact details. Organisation Name Role of contact Contact details WDC Communications Comms Officer WDC Education Services CEO WDC Education Services Link SEO 1.5 Tannoy/Bell communication To communicate to children, young people, employees and visitors that a partial or full lockdown is in effect, please use the appropriate message below: Announcement Partial Lockdown Full Lockdown
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30 1.6 Muster points if a class is outside Please use the following muster points in a partial or full lockdown situation: Muster Points if classes outside Partial Lockdown Full Lockdown .
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31 2.1 - Communications Timeline
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33 2.2 - Communications Responsibility
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34 2.3 - Full Lockdown Protocol Flowchart
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35 Appendix 8 - Grab Bag Contents It is recommended that the contents of the grab bag are checked once a term and after every use. Consider the use of a cable tie to keep bag contents secure until required. Item Notes / instructions Date checked Checked by Emergency plan First aid kit (to be used by trained employees) Full standard first aid kit First Aid Gloves (non-latex) 10 pairs in zip lock bag Torch Two-way radios for SLT Ensured turned off when stored Spare batteries For torch Whistles x 4 Megaphone High Visibility Vests for SLT Foil Blankets Pens x2 Pencils x2 Notepad * Other items that may be useful but aren’t stored in the grab bag can be included below. Item * Location Date checked Checked by
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36 Appendix 9 - Letter to parents following Lockdown Incident **Letter template to parents/carers after a full lockdown. Issued on the day.** Dear Parents/Carers, I am writing to thank you for your support and cooperation today when we had to initiate our emergency lockdown procedures at our school/ELCC. Following unauthorised individual/s identified on the premises and their refusal to cooperate with our Senior Leadership Team’s request to leave, we immediately implemented our lockdown procedures. The safety and welfare of all our children/young people, visitors and employees is paramount and I am pleased that the situation was swiftly resolved. I would like to thank you for your support and cooperation for following our advice by not phoning or coming to the school/ELCC, which allowed us to safely manage the incident. Please don’t hesitate to contact me if you have any questions.
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37 Appendix 10 - Post Incident Support Post incident support - assistance for pupils and parents / carers Introduce a strategy to monitor pupils and staff who may be particularly affected by the incident. Ensure that staff are aware of this strategy. Offer pupils and staff the opportunity for psychological support and counselling. Ensure staff and pupils know support is available and arrange access to these services as necessary. Consider which pupils need to be briefed, how, and by whom. Provide opportunities for pupils to discuss their experiences (e.g. promoting discussion during class, arranging a special lesson). Do not discourage pupils from talking about their experiences. Consider providing relevant books in the school library or access to materials online. Arrange for a member of staff to visit those affected (at home or at hospital). Ask for consent from parents/carers before doing this. Make arrangements to express sympathy to those who have been hurt. Consider encouraging pupils to send cards/messages to those affected. Be sensitive about the demands practical issues might make on pupils (e.g. deadlines for coursework, imminent exams). Maintain regular contact with parents/carers. Do not make public any sensitive/confidential information about individuals unless consent has been given by pupils and parents/carers. Consider organising an event for parents/carers to discuss any issues or concerns they might have. If pupils who were particularly affected by the incident leave school (e.g. transferring from primary to secondary education) consider, sensitively and confidentially, notifying the headteacher of the new school.
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38 Post incident support - general actions Request support from educational professionals trained in psychological debriefing, critical incident stress debriefing, bereavement counselling and trauma management if appropriate. Consider requesting support from other organisations. E.g.: ▪ Educational Psychologist Service; ▪ Teacher Support Network; ▪ Samaritans; ▪ Cruse Bereavement Care. Manage any distress that could be caused by ongoing Police enquiries, legal proceedings and media attention. Cancel or rearrange any events which are inappropriate. Plan appropriate support for staff to enable them to cope with any questions or discussions pupils might have about the incident. Ensure that any new roles given to staff do not place a burden on them. Over time, staff may need to be relieved of any additional responsibilities given to them. Ensure that new staff are aware of the incident, which pupils were involved and how they were affected. Consider any actions which can be taken to support the local community if affected by the incident (e.g. fund raising). Post incident support - returning after a period of absence Negotiate with parents / carers a suitable date for returning to school after a period of absence in line with Getting It Right For Every Child (GIRFEC) planning processes. Consider if any additional support could be provided which would make the return easier. E.g.: ▪ Initial part-time attendance; ▪ Alternative methods of teaching; ▪ A sanctuary that pupils could use if upset during the school day. Brief pupils who may be able to help in the process of resettling (e.g. close friends). Ensure that all staff are aware of the need for sensitivity. Put in place special arrangements for: ▪ Missed work; ▪ Rescheduling projects; ▪ Exams.
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39 It is worth noting that incidents of intruders resulting in serious injury or death will be a rare outcome. However, if this were to happen, then please consider the guidance below: Post incident support - funeral arrangements Contact bereaved families to express sympathy on behalf of the school. Take account of religious and cultural factors (e.g. some faiths wish to hold funerals within 24 hours of death). Consider contacting religious leaders within the community for support. Consult parents / carers sensitively about funeral arrangements. Try to establish if representatives from the school will be invited to the service. It may be useful to consider: ▪ Closing the school on the day of the funeral as a mark of respect; ▪ If appropriate for a senior member of staff attending the funeral on behalf of the school; ▪ If staff and pupils will be allowed time off school to attend the funeral; ▪ Providing transport to take pupils and staff to the funeral; ▪ Providing pupils with information about what happens at funerals; ▪ Arranging floral tributes and/or donations. Post incident support - remembrance Taking into account the wishes of the family, consider providing a suitable memorial at the school: ▪ Garden; ▪ Seating area/bench; ▪ Tree; ▪ Book of condolence; ▪ Fountain; ▪ Sculpture; ▪ Painting; ▪ Photograph; ▪ Prize (e.g. a sporting/academic trophy for older children). Be aware of important dates which the school may need to be prepared for. E.g.: ▪ Birthdays; ▪ Christmas; ▪ Mother’s Day; ▪ Father’s Day; ▪ Anniversary of the event. Discuss with staff, parents/carers and pupils how to mark anniversaries and other important dates. E.g.: ▪ Commemorative service; ▪ Special assembly; ▪ Concert; ▪ Display; ▪ Sports event. Be aware of renewed media interest near anniversaries of the event.
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