Unavoidable School Closures Guidelines

UNAVOIDABLE SCHOOL CLOSURES GUIDELINES

Please contact:

Liaison & Compliance Team PO Box 61 County Hall Preston Lancashire PR1 8RJ Telephone: (01772) 531808 Fax: (01772) 531633 Answer-phone: (01772) 533643 Text: (07826) 902534 E-mail: [email protected]

Contents

1. Background Page 1

2. Statutory Requirements Page 1

3. Legal Position Page 1

4. What the Headteacher Should Do Page 2

5. Possible Reasons for Closure Page 3 -5 - Premises Related Issues Page 3 - Environmental Health Issues Pages 3 and 4 - Emergencies Page 4 - Personnel Issues Page 5 - Unplanned Events Page 5

6. Positive Alternatives to Closure Page 5

7. What is not an unavoidable closure Page 6

8. Immediate Action Following a Decision to Page 7 Close…..Who to Inform?

9. Method of Notification Page 8

10. Arrange Necessary Follow Up Action Pages 8 and 9

Appendix A Contact Points

Appendix B Notification of Unavoidable Closure Form NUC/1 (Revised September 2010)

Appendix C Notice Board Information

Appendix D Guidelines on Staffing in the Event of an Unavoidable School Closure

Appendix E Guidance on the Notification and Recording of Unavoidable Closures via the Schools Portal

Appendix F Preston City Council "Guidance for Managing Outbreaks of Diarrhoea and Vomiting in Schools and Nurseries" NB This may be of use to all schools.

Appendix G Useful Website Links

Unavoidable School Closures

1. Background

This guidance sets out the statutory requirements for school sessions and provides advice to schools on the issues that should be considered when, in exceptional circumstances, it may be necessary to close a school for a temporary period.

When considering if a school should close temporarily, the Department for Children Schools and Families (DCSF) have asked Local Authorities to emphasise to schools that they should endeavour to open their premises and provide a full curriculum, or failing this, that they should provide care for children to enable parents to go to work.

2. Statutory Requirements

Governing Bodies and Headteachers are reminded that the School Standards and Framework Act 1998 and the associated Regulations (The Education (School Day and School Year (England) Regulations 1999 (No 3181) require that schools should meet for not less than 380 sessions (190 days) for pupils.

This is particularly relevant for schools that are used by Returning Officers as polling stations. When such schools are setting their staff training days they should ensure that each election date(s) coincides with one of the five INSET days. In the event of an unplanned election, schools should seek to rearrange a training day. A whole, or partial, closure of the school should only be considered on an exceptional basis, if all five training dates have already been spent and no dates can be rescheduled.

3. The Legal Position

There are some exceptional and emergency circumstances that may arise when it is necessary to temporarily close the whole or part of a school. The decision to close should not be taken lightly. However, in view of the nature of unplanned and unexpected events, a decision based on a site specific risk assessment, may be required to be taken on the day of the closure.

The School Standards and Framework Act 1998, Section 38, provides that the conduct of the school shall be under the direction of the Governing Body and that the Headteacher is responsible for the management of the school. Therefore, the decision to close rests with the Headteacher and Governing Body, but schools must consider the Lancashire County Council guidance and should liaise with the Local Authority (and for denominational schools, the appropriate Diocesan/Church Authority).

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4. What the Headteacher should do………….

The Headteacher must establish the nature of the problem. Whatever the reason for an unavoidable closure, the Headteacher should consult as quickly as possible with the: a) Chair of Governors (or in his/her absence the Vice Chair of Governors), b) appropriate County Council Officer (or Liaison and Compliance Team) and c) Diocesan/Church Authority representative (for denominational schools).

Advice should be sought to ascertain whether the problem can be resolved, thus avoiding any closure, or to ensure that any closure is as brief as possible. The use of one or more training days to ensure continuity of educational provision should be considered.

A decision to close the school (either as a full or partial closure) lies with the Headteacher. However, the decision to close must take into account Lancashire County Council’s guidance and the decision to close should only be taken following consultation with the relevant parties unless, owing to the emergency nature of the situation or for any other compelling reason, such an agreement cannot be secured. If after due consideration the school is deemed to be unfit to receive pupils, then it would clearly not be possible for the school to meet as intended. Assuming the Headteacher has acted reasonably, this should not place the Headteacher, Governing Body or the Local Authority in any breach of their obligations.

It is strongly recommended that the Headteacher and Governing Body agree a school policy and arrangements for the management of unavoidable closures. Schools should particularly note the further guidance on staffing issues as given in Appendix D. Schools should also consider possible arrangements for providing suitable programmes of work for pupils during periods of unavoidable closure. However, where there is any doubt concerning the health and safety of pupils and staff, then the Headteacher should err on the side of caution.

MAJOR INCIDENTS

In the event of a major incident (pandemic, bomb alerts, fires, death of a pupil etc), the Local Authority has emergency planning officers that are available 24/7. The contact numbers are as follows and are also provided in Appendix A. Please note any of these mobile numbers can be used.

Area Emergency Number All Areas 07887 830854 North (Lancaster, Wyre and Fylde) 07767 253947 South (Preston, South Ribble and West Lancashire) 07771 663501 East (Hyndburn, Ribble Valley, Burnley, Pendle and 07771 663498 Rossendale)

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5. Possible Reasons for Closure

It is not the purpose of these Guidelines to give a full and comprehensive list of possible reasons for closure, but they fall into the following main and sometimes inter-related categories:

Premises Related Issues

Issue Contacts/Comments Breakdown of major Community/ Voluntary Controlled (VC) Schools equipment (e.g. Contact Lancashire County Assets and Maintenance boiler) Team. Fire Voluntary Aided (VA)/ Foundation Schools Flood Contact the school’s architect or building surveyor and Major damage and Lancashire County Assets and Maintenance Team. In vandalism the case of church schools, contact the Diocesan/Church Authority Officer. Moving premises All Categories of Schools Contact the project or school's architect, building Contractual delays surveyor or the supervising clerk of works. Safety Contact the Property Group Health and Safety Manager, (e.g. asbestos, gas or the Health, Safety & Wellbeing Team. leak, oil spillage) Failure of utilities The Headteacher should contact the appropriate service (water, electricity or provider directly. gas)

Environmental Health Issues

Issue Contacts/Comments Pandemics Specific guidance on pandemics is available from the links provided in Appendix G. Schools should be aware that if the reason for closure relates to a pandemic, there is a requirement on Local Authorities to provide information to the Government on a daily basis. This information is then collated to show the position nationally. Schools will be required to inform the Local Authority if they plan to close or partially close as a consequence of a pandemic (including the relevant closure and re-opening dates) and to provide information on the number of pupils/staff clinically diagnosed with flu (if known) at the time of the decision to close.. Success in controlling outbreaks of infectious disease Epidemics depends upon early recognition and prompt action. In most cases of common childhood infections, the Headteacher will need to ensure the child stays away from school and be vigilant of further cases occurring. However, if more pupils than would normally be expected

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are absent from school with suspected or confirmed infections, particularly food poisoning, meningitis, hepatitis, scabies, measles, dysentery or with diarrhoea, vomiting or 'flu like illness, the Health Protection Unit and the Environmental Health Department of the Infestations Borough/City/District Council should be informed. Only in exceptional circumstances would they recommend closure of the school. The Guidance for Managing outbreaks of diarrhoea (Appendix F) and vomiting in schools and nurseries may be helpful. In the case of infestations, contact the appropriate Environmental Health department.

Emergencies

Issue Contacts/Comments Extreme/ adverse Where there is a danger to the pupils /staff at school, or weather in journeys to and from school, it may be necessary to close the school for the whole or part of the day. Bomb alert Directives may be given for schools to close, for example by the police, where there is imminent risk, for example, Police action bomb alert, terrorist action, civil disturbance, chemical leak or spillage. Schools must ensure that they have Emergency Planning a clear evacuation procedure that is known and understood by all staff, pupils and visitors. Directives may also be given under the Emergency Planning arrangements for alternative use of the school premises. Death of pupil on the In the case of the death of a pupil on site, please refer to school site. the LA’s specific guidance. Health and Safety If there are any other health and safety problems where the Headteacher feels it may be necessary to close the whole or part of the school, contact the corporate Health, Safety & Wellbeing Team.

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Personnel Issues

Issue Contacts/Comments Excessive staff These are exceptional circumstances for the school to absence close, where the safety of pupils is jeopardised if Industrial action sufficient supply cover cannot be obtained.

Funeral of staff In the case of a funeral for a member of staff, pupil or member, pupil or governor this is not normally viewed as a reason for governor closure. The Authority recommends that there is representation from the school at the funeral, but the closure of the whole school would not be appropriate. Post accident/ Assistance from the Critical Incident Support Team may incident trauma be useful.

Unplanned Events

Issue Contacts/Comments Council, General The ‘Representation of the People Act’ regulates such and European matters, for example, requirements to close all or part of elections. the school, use of separate entrances etc. For details of whether your school is required as a polling station please contact the Returning Officer based in your City/District/Borough Council. The use of school premises for predictable or pre-programmed elections is not to be regarded as an acceptable reason for an unavoidable closure. The dates of elections should be built into the staff training (INSET) days.

6. Possible Alternatives to Closure

(a) Are there any reasonable alternatives to a closure? For example:  partial closure of a Key Stage and  the availability of alternative accommodation (e.g. in the church hall or another local school).

(b) Can the Liaison and Compliance Team and Diocesan/Church Authorities assist? For example:  Alternative accommodation,  Pastoral/ counselling support from the Diocesan/Church Authority or the Critical Incident Support Team  Employee Counselling and Welfare Service and  The provision of transport  The provision of additional catering

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7. What are NOT Unavoidable School Closures? a) Staff Training Days

Unavoidable closures cannot be used to increase the number of staff training days. The number of training days are laid down by statute and therefore an amendment of the Education (School Day and School Year) (England) Regulations 1999 would be required. b) Academic Review Days or Target Review Days or Pupil Planning Days

It has come to the attention of the Authority that a small number of schools are holding academic review days during school hours and counting this day towards the required 190 days. Despite the fact that the pupils are in school for a very short time, the registers are being marked as if pupils are in attendance for both sessions. This action by schools may be in breach of the Education (School Day and School Year) (England) Regulations 1999 and The Education (Pupil Registration) (England) Regulations 2006. c) Phased entries of Reception and Year 7 Pupils The Authority has noted that at the start of the Autumn Term some schools phase the entry of reception pupils in primary schools and Year 7 pupils in secondary schools and as a result the school is closed to some pupils during those sessions. This action by schools may be in breach of the Education (School Day and School Year) (England) Regulations 1999 and Pupil Registration Regulations 2006, as the school has reduced the number of available teaching days.

The school attendance regulations and guidelines are available on the DCSF website: http://www.dcsf.gov.uk/schoolattendance/legislation/

Copies of The Education (Pupil Registration) (England) Regulations 2006 and the School Day and Year Regulations are available at the following links: Pupil Registration Regulations 2006 School Day & Year Regulations (England) 1999

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8. Immediate Action following a Decision to Close ……… Who to Inform?

Following consultation (including, whenever possible, consultation with the Chair/Vice Chair of Governors), the Headteacher should inform, as appropriate, those listed below of the decision to close and the length of closure. If the closure lasts for longer than 24 hours, it may be necessary for the updated position to be given to the Authority (Liaison and Compliance Team) on a daily basis.

Contact Issue(s) for Consideration Liaison and Compliance Team. In event of closure, the Liaison and Compliance Team must be notified immediately and wherever possible before 10:00 am. If the closure lasts for longer than 24 hours, the school should inform the Liaison and Compliance Team of their circumstances on a daily basis. Staff  Communication, if unable to attend the school.  Required to report to school? (See Appendix D for further  information on staffing And/or undertake appropriate alternative duties?  issues) Or report to their nearest school/other venue?  Leave of absence. Parents/Carers and Pupils The Headteacher must ensure that adequate arrangements are made for the pupils to travel home safely and that adults are at home to receive them. This will require co-ordination by telephone of parents/ carers/ grandparents/ other relatives/ childminders/ friends etc. In some cases it may be necessary for the Headteacher to make alternative arrangements for pupils who are unable to return home, e.g. nearby school, church hall, etc. It may be necessary in some circumstances for schools to consider possible arrangements for providing suitable programmes of work for pupils. Diocesan/Church Authorities Church Schools should keep the relevant Diocesan/Church Authority informed. Contact should also be made with the relevant Diocesan/Church Authority representative where there are specific building issues. Environment Directorate – Policy To co-ordinate arrangements for pupils to travel home and Public Transport/SEN Transport safely, should home-to-school transport be required. Catering Provider Children in receipt of a free school meal should receive a meal or a packed lunch. Police Contact the local police station for their information. School Support Services (If applicable) Cancel or rearrange any peripatetic teaching sessions, swimming, pre-arranged visits, school crossing patrols, etc. Capital Development and Asset If alternative accommodation is required, schools should Management Team initially contact the Capital Development and Asset Management Team.

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9. Method of Notification

Listed below are some possible options that may be used to notify those concerned of the closure:

 Local radio  Text messaging service  School website  Telephone (some schools may arrange for messages to be circulated via a ‘chain’ system.)  Letter  Emails  Notice on school gates  Television  Local Press  Church notices  Group call via the Westfield Centre

10. Arrange Necessary Follow up Action a) Attendance and Registration

Please refer to the pupil attendance regulations via http://www.dcsf.gov.uk/schoolattendance/legislation/ and in respect of staffing Appendix D. b) Complete Form NUC/1 (Revised July 2009)

Form NUC/1 should be completed and include the reason for the closure; the year groups and number of pupils affected: if staff remained in attendance and consultation with the relevant bodies. Once completed, the form should be returned as soon as practicable to Liaison and Compliance Team at County Hall.

This can be by:

 e-mail,  facsimile  hard copy or  via the Schools’ Portal (please see Appendix E for details). NOTE the unavoidable closure facility on the portal calendar should only be used to notify of a closure, not that a school has re-opened on the day on which this occurs. Such an entry would misleadingly appear as a closure on the system. All entries made on the calendar transfer automatically onto the lcc website for general display.

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c) Formal Report to Governing Body

The Chair of Governors and Headteacher should ensure that the closure is reported at the next full meeting of the Governing Body. In receiving the report on the closure, the Governing Body should ensure that:

 the circumstances giving rise to closure have been resolved;  arrangements made by the school in the event of unavoidable closures are reasonable and satisfactory in respect of pupils, parents/ carers, staff and the school community as a whole;

 steps have been taken to fulfil the requirements relating to the attendance of staff and pupils at the school in the academic year. Please refer to:  the pupil attendance regulations and http://www.dcsf.gov.uk/schoolattendance/legislation/

 guidelines on staffing in the event of a closure Appendix D.

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Click to return to Document Contents Page Unavoidable School Closure Guidance Appendix A (Revised September 2010)

UNAVOIDABLE SCHOOL CLOSURES USEFUL CONTACTS

CONTENTS PAGE

Contact Page

Directorate for Children and Young People Local Authority Emergency Contacts 1

Critical Incident Support Team 1

Liaison and Compliance Team 1

Capital Development and Asset Management Team 2

Governor Services 2

Other Contacts 2

Office of the Chief Executive Health, Safety & Wellbeing Team 3

Human Resources Service Centre 3

Environment Directorate Home to School Transport 4

Resources Directorate Assets and Maintenance Team 4

Construction Health & Safety 4

External Contacts Diocesan /Church Authority Officers 5

Environmental Health Departments 6

Local Council Returning Officers 7

Health Protection Agency 7

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Unavoidable School Closure Guidance Appendix A (Revised September 2010)

Contact Points for Unavoidable School Closures

Directorate for Children and Young People

Local Authority Emergency Contacts

In the event of a major incident, the contact telephone numbers for the designated Local Authority Emergency Officers (24 hours cover) are set out below:

PLEASE NOTE: Any one of these mobile numbers can be used.

Critical Incident Support Team (CIST)

Bronwyn Gendall Tel: 01772 530107 Acting CIST Co-ordinator Mob: 07887 830937 [email protected]

North Area David Wood Tel: 01524 581200 [email protected] South Area Stephen McCoy Tel: 01772 531818 [email protected] East Area Yakub Padia Tel: 01254 220553 [email protected]

Liaison and Compliance Team Tel: 01772 531808/ 531810/ 531815/ Liaison and Compliance Answer phone 531624/ 531893 Team 01772 533643 [email protected] Fax: 01772 531633 Text: 07826 902534

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Unavoidable School Closure Guidance Appendix A (Revised September 2010)

Capital Development and Asset Management Team

Capital Development and Asset Management Team 01772 537690

Governor Services

Tel: 01524 581186 Vacancy North Area Fax: 01524 581149

Answer phone: 0800 616662 Tel: 01772 532162 South Area Bernard Golding Fax: 01772 532159 [email protected] Answer phone: 0800 616665 Tel: 01254 220503 East Area Judy Haydock Fax: 01254 220590 [email protected] Answer phone: 0800 616667 Tracy Barton Tel: 01772 531593 Central Team [email protected] Fax: 01772 531886 Answer phone: 0800 181832

Other Contacts (Please also refer to 'My School Contacts' on the Schools' Portal)

School Frances Molloy Tel: 01772 532722 Attendance [email protected] Fax: 01772 531451 Tel: 01772 531485 Catering Gillian Cini [email protected] Fax: 01772 532736 Tel: 01257 517150 Music Service Tim Rogers [email protected] Fax: 01257 273470 Alternative Tel: 01772 531863 Complementary Deborah Howarth Fax: 01772 532430 [email protected] Education School Crossing Ken Speak Tel: 01772 646810 Patrol [email protected] Fax: 01772 646842 County David Croall/Lynn Brewer Tel: 01772 533321 Secretary & Legal Advisers to Schools Tel: 01772 530569 [email protected] Fax: 01772 530949 Solicitors Group [email protected] Tel: 01772 532781 Andy Swain, Media Manager Mob: 07824 598006 [email protected] (office hours only) Lancashire County Council Tel: 01772 534801 Insurance Section 01772 530104 [email protected] 01772 534863 Lancashire County Council Tel: 0845 0530000 Main Switchboard

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Unavoidable School Closure Guidance Appendix A (Revised September 2010) Office of the Chief Executive

Health, Safety and Wellbeing Team

General Enquiries: 01772 535355 (office hours) Health, Safety Health, Safety & Wellbeing & Wellbeing Business Services Team Emergencies Only: Team [email protected] Before 9am & after 5pm: 07917 053326 Fax: 01772 531718

Employee Employee Assistance Support Tel: 08000 214 154 Programme Service 24 hour phone line

Human Resources Service Centre Tel: 01772 535355 Human Resource Service Centre (Schools HR) [email protected] Tel: 01772 535353 Fax: 01772 536518

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Unavoidable School Closure Guidance Appendix A (Revised September 2010) Environment Directorate

Home to School Transport

Virginia Ferneyhough Tel: 01772 531449 Policy and [email protected] Fax: 01772 534685 Public Transport Peter Brown Tel: 01772 534565 [email protected] Fax: 01772 534685

SEN/Social Care Transport

North Area Liz Charles Tel: 01772 530721 Transport (Lancaster & Ribble Valley) Fax: 01772 531952 Planner [email protected] North Area John Mynott Tel: 01772 531756 Transport (Blackpool, Fylde & Wyre) Fax: 01772 531952 Planner [email protected] South Area Peter Lockwood Tel: 01772 530712 Transport (Preston & South Ribble) Fax: 01772 531952 Planner [email protected] South Area Mark Power Tel: 01772 531723 Transport (West Lancashire, Chorley & Fax: 01772 531952 Planner Merseyside) [email protected] East Area Mark Hough Tel: 01772 531883 Transport (Pendle, Burnley & Yorkshire) Fax: 01772 531952 Planner [email protected] East Area Steve Jordan Tel: 01772 530711 Transport (Rossendale, Blackburn & Hyndburn) Fax: 01772 531952 Planner [email protected]

Resources Directorate

Assets and Maintenance Team

Contact Emergency Number North 07920 089393 South 07766 133992 East 07766 134001

Construction Health and Safety

Construction Steve Kirby, Property Health & Safety Health and [email protected] Tel: 01772 533946 Safety Manager

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Unavoidable School Closure Guidance Appendix A (Revised September 2010) Diocesan/Church Authority Education Officers

Church of England Diocesan Officers Blackburn Mr Fred Kershaw Tel: 01254 503070 [email protected] Fax: 01254 699963 Bradford Rev Clive Sedgewick Tel: 01423 817553 [email protected] Fax: 01423 817051 Liverpool Dr Jon Richardson Tel: 0151 705 2190 [email protected] Fax: 0151 705 2211 Manchester Mr Maurice Smith Tel: 0161 828 1436 [email protected] Fax: 0161 828 1484

Catholic Diocesan Officers

Lancaster Father Luiz Ruscillo Tel: 01524 841190 [email protected] Fax: 01524 846258 Leeds Mrs Angela Cox Tel: 0113 261 8041 [email protected] Fax: 0113 261 8035 Liverpool Mr Frank Cogley Tel: 0151 522 1071 [email protected] Fax: 0151 522 1082 Salford Mrs Geraldine Bradbury Tel: 0161 817 2222 [email protected] Fax: 0161 372 9991

Methodist Church including the United Reformed Church Dr Lois Louden Tel: 01524 32584 [email protected]

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Unavoidable School Closure Guidance Appendix A (Revised September 2010) Borough, City and District Councils

Environmental Health Departments Authority Officer Contact Telephone Number Mrs K Davies Tel: 01282 477246 Burnley Borough Council Environmental Health & Fax: 01282 477306 Licensing Manager Chorley Borough Simon Clark Tel: 01257 515151 Council Head of Environment Fax: 01257 515754 Ms C Platt Tel: 01253 658602 Fylde Borough Council Director of Community Services Fax: 01253 713113 Hyndburn Borough Mr A J Akrigg Tel: 01254 380622 Council Head of Environmental Health Fax: 01254 386711 Ms S Lodge Tel: 01524 582701 Lancaster City Council Head of Health & Strategic 01524 582935 Housing Fax: 01524 582709 Mr D Bailey Tel: 01282 662010 Pendle Borough Council Principal Environmental Health Fax: 01282 662027 Officer Mr C Sharp Tel: 01772 906301 Preston City Council Assistant Director of Fax: 01772 906313 Environmental Health Ribble Valley Borough Mr J Russell Tel: 01200 414466 Council Manager Environmental Health Fax: 01200 414487 Mrs L Cropper Tel: 01706 252551 Rossendale Borough Emergency Planning Fax: 01706 870447 Council Co-ordinator Ms D Johnson Tel: 01772 421491 South Ribble Borough Head of Regeneration & Fax: 01772 625590 Council Healthy Communities Mr D P Tilleray Tel: 01695 585202 West Lancashire Executive Community Services Fax: 01695 585126 Borough Council Manager Mr R Posner Tel: 01253 891000 Wyre Borough Council Director of Neighbourhood Fax: 01253 899000 Services

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Unavoidable School Closure Guidance Appendix A (Revised September 2010) Borough, City and District Councils

Returning Officers

Authority Officer Contact Telephone Number Burnley Borough Council Steve Rumbelow Tel: 01282 425011 [email protected] Donna Hall Tel: 01257 515151 Chorley Borough Council [email protected] Phillip Woodward Tel: 01253 658500 Fylde Borough Council [email protected] Hyndburn Borough Jane Ellis Tel: 01254 380146 Council [email protected] Daphne Snelson Tel: 01524 582058 Lancaster City Council [email protected] Stephen Barnes Tel: 01282 661602 Pendle Borough Council [email protected] Lorraine Norris Tel: 01772 906101 Preston City Council [email protected] Ribble Valley Borough Marshal Scott Tel: 01200 414401 Council [email protected] Rossendale Borough Helen Lockwood Tel: 01706 252428 Council [email protected] South Ribble Borough Jean Hunter Tel: 01772 625301 Council [email protected] West Lancashire Jane Smith Tel: 01695 585013 Borough Council [email protected] Wyre Borough Council Jim Corry Tel: 01253 887501 [email protected]

Health Protection Agency

Cumbria & Lancashire Health Protection Unit Tel: 01257 246450 [email protected] Fax: 01257 246451

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FORM NUC/1 Appendix B (Revised January 2010)

NOTIFICATION OF UNAVOIDABLE CLOSURES

School Name: School Number:

A. DETAILS OF CLOSURE

Year Number of Date(s) am * pm * Groups(s) Pupils Affected Affected

* Please complete as follows: C = whole school closure P = part school closure

Reason(s) For Closure (please tick as many boxes that apply)

1. Adverse weather 12. No electricity 2. Bomb alert 13. No heating 3. Breakdown of Equipment 14. No water 4. Contractual delays 15. Other 5. Environmental Health 16. Pandemic * 6. Excessive staff absence 17. Police Action 7. Fire 18. Post accident/incident trauma 8. Flood 19. Safety 9. Funeral 20. Structural Damage 10. Industrial action 21. Unplanned event 11. Moving premises 22. Vandalism

Schools should provide brief details, in the text box below, regarding the reasons to close; the arrangements put in place to notify parents/carers; the arrangements for providing suitable programmes of work for pupils during the period of closure and the steps taken to re-open the school as soon as possible:

* In cases where the reason for closure is a pandemic, please can you also indicate how many pupils and staff have been affected.

FORM NUC/1 Appendix B (Revised January 2010)

B. STAFF

Were all staff in attendance? Yes No If ‘NO’, did those who did not attend undertake alternative duties Yes No Did any staff attend at an agreed alternative school/venue? Yes No If ‘YES’ please supply the details below:

C. CONSULTATION ABOUT THE DECISION TO CLOSE

Please indicate who you consulted (please tick as many boxes that apply)

Chair/ Vice Chair of Governors Liaison & Compliance Team Committee & Office Services Team Health Protection Agency Diocesan/Church Authorities Officer Police/ Fire and Rescue Service Health, Safety & Wellbeing Team Property Group Area Officer Clerk of Works Architect/ Building Surveyor Other(s)

D. REPORT TO THE GOVERNING BODY

Date to be reported to the Governing Body: Headteacher’s Signature: Date:

Please return this form to:

Liaison and Compliance Team PO Box 61 County Hall Preston, PR1 8RJ Tel: 01772 531808 Fax: 01772 531633 Email: [email protected]

Or please complete the form electronically via the Schools’ Portal, using the 'My School Calendar Option', see Appendix E of the Unavoidable School Closure Guidance document for further details.

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ACTION REQUIRED BY THE HEADTEACHER OR SENIOR STAFF MEMBER: 1. Consult with the Chair/Vice-Chair of Governors, Liaison and Compliance Team and Diocesan/Church Authority contact (where appropriate) 2. Inform Liaison and Compliance Team before 10:00 am where possible by: Telephone: 01772 531808/ 531810/ 531815/ 531624/ 531893 Fax: 01772 531633 Answer-phone (24 hours): 01772 533643 Text: 07826 902534 E-mail: [email protected]. 3. Telephone local radio station with: School Name, District Number, School Number, DCSF Number and password. State the name of the caller and contact phone number. 4. Contact all staff including any peripatetic/supply staff. 5. Contact all parents and carers. 6. Contact all transport and catering providers. 7. Place notice on school gate if appropriate. 8. Complete Form NUC/1 (revised July 2009). The NUC/1 form can be completed via the Schools Portal (Please see Appendix E for further information) 9. If unavoidable closure is to continue for longer than 24 hours, contact the Liaison and Compliance Team on a daily basis with a status report. 10. If the reason for closure is pandemic, the Authority is required to be notified of the school's re-opening.

95.5 FM, 103.9 FM (01254) 583583 BBC Radio Lancashire 104.5 FM, 855 MW,

1557MW Magic 999 & Magic 999 MW (01772) 477777 97.4 Rock FM Rock FM 97.4 FM

(0161) 886 8800 (main switchboard) REAL FM 105.4 FM [email protected] (01282) 690998 (studio) 2BR (01282) 690000 (reception) 99.8 FM (01282) 677107 (news-desk)

The Bay (01524) 541758 96.9 FM

(01253) 300965 (studio) Radio Wave 96.5 FM (01253) 304965 (switchboard) (01704) 502500 (reception) Dune FM (01704) 502515 (studio) 107.9 FM (01704) 502502 (news-desk) (01942) 777681 Wish FM 102.4FM [email protected] 0845 22 42 052 (from 530am to 7am – and from 9am onwards) Fresh Radio 1413 MW 0845 22 42 062 (Between 7am and 9am call the studioline) e-mail [email protected] (01254) 708107 107FM The Bee (01254) 778033 107FM [email protected]

Central Radio 106.5 (01772) 708000 106.5FM

(01706) 229899 (Office 7am – 5pm) Rossendale Radio Text/Phone (07724) 781 222 (24 hours) 104.7FM 104.7FM e-mail [email protected]

Click to return to Document Contents Page Unavoidable School Closure Guidance Appendix C (Revised November 2010) Unavoidable School Closure Guidance Appendix D (Revised January 2010)

Guidelines on Staffing in the Event of an Unavoidable School Closure

Staff The Headteacher and Governing Body should, as part of their agreed strategy for the management of unavoidable school closures, ensure that there are clear arrangements for staff in respect of communication, reporting and attendance for duty. The following should be considered as part of the school policy/arrangements.

Communication

(a) communication with staff in the event of an unavoidable closure; (b) arrangements for staff to communicate with the school when they are unable to attend or it is unsafe to travel due, for example, to severe weather conditions.

Alternative Duties

There is an expectation that staff make every effort to attend school. If this is not possible, the following arrangements should be considered as part of the school policy:

(a) Alternative duties (appropriate to the Employees Conditions of Service) to be undertaken at home or at another venue if staff are unable to attend or if the school is closed; (b) Arrangements for staff to attend another school or venue near to their home, where necessary, if they are unable to attend or it is unsafe to travel. These must be pre-planned and co-ordinated by school management. Arrangements must be made with the alternative school in advance so that the staff concerned are known to the alternative school; otherwise, they should not report to an alternative school. In the interests of safety, the alternative school is advised not to accept an unknown person where no such pre-planned arrangements have been made. (c) Where staff undertake alternative duties or attend an agreed alternative school/venue they should be considered to have attended for duty and are entitled to be paid. (Note - staff salaries for such alternative duties in another school would be met from the member of staff's own school's budget.) (d) In the circumstances where staff do not attend and do not undertake alternative duties, this should be treated as leave of absence with or without pay, and Headteachers/Governing Bodies will need to make a determination on this matter. Absences should be recorded (with or without pay) on the appropriate returns to the Human Resources Service Centre.

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Unavoidable School Closure Guidance Appendix E (Revised January 2010)

Guidance on the Notification and Recording of Unavoidable Closures Via the Schools’ Portal Schools are able to notify the Liaison and Compliance Team of their unavoidable closure(s) via the school calendar facility on the Schools’ Portal. NOTE the unavoidable closure facility on the portal calendar should only be used to notify of a closure, not that a school has re-opened on the day on which this occurs. Such an entry would misleadingly appear as a closure on the system. All entries made on the calendar transfer automatically onto the lcc website for general display.

Step 1

To access this option, please use the Headteacher’s login details and the 'Our School Area' option from the main menu on the left hand side of the screen.

Select ‘My School Calendar’.

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Unavoidable School Closure Guidance Appendix E (Revised January 2010) Step 2

Select ‘Unavoidable Closures’.

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Click ‘Insert Closure’ to add new closure or

‘Update’ to add further detail and finally

‘View’, should you wish to view your closure details

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Whichever option is chosen, an electronic version of the NUC1 form will be displayed. When inserting details of a closure, please ensure that each section contains an appropriate entry. Failure to do so will result in you being unable to save the information that has been input. When you are satisfied that the form is complete, press ‘Save’ at the bottom of this screen.

Unavoidable School Closure Guidance Appendix E (Revised January 2010) Step 5

This will return you to a list of closures for your school, with a further option to ‘Send’.

Once ‘Send’ is clicked, the Liaison and Compliance Team will automatically be notified. An acknowledgement will be returned to your mailbox once a member of the Liaison and Compliance Team has read the details.

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Unavoidable School Closure Guidance Appendix F (Revised January 2010)

FOOD SAFETY SECTION

GUIDANCE FOR MANAGING OUTBREAKS OF DIARRHOEA AND VOMITING IN SCHOOLS AND NURSERIES

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Unavoidable School Closure Guidance Appendix F (Revised January 2010)

Contents

Aim of the Guidance

Definition of an Outbreak

Action – Reporting

Obtaining Faecal Samples

Recording of Information

Management – Isolation of Affected Children

Exclusion of Affected Children and Staff

Restrictions on Activities

Enhanced Cleaning of Environment

Effective Hand washing

Appendix – 1 Pupil Cases Log Sheet 2 Staff Cases Log Sheet 3 School/ Nursery Lunches Meal Plan 4 Other Activities Plan 5 Hand Hygiene 6 Action Checklist

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Unavoidable School Closure Guidance Appendix F (Revised January 2010)

Aim:-

The purpose of this document prepared by Preston City Council’s Food Safety Section is to provide guidance for managing an outbreak of diarrhoea and vomiting in schools, nurseries and other childcare settings and which should be followed to facilitate effective investigation and control of the outbreak. It also provides advice relating to the provision of accurate information to staff and parents.

Definition:-

An outbreak may be defined as having two or more related suspected or confirmed cases who are linked through common exposure, personal characteristics, time or location.

Action:-

1. Reporting

It is recognised that occasional diarrhoeal illness is not unusual in young children. However, an incidence in excess of that normally observed would justify an investigation. Prompt notification is essential for the monitoring of infection and allows the investigation and control of its spread.

• As soon as an outbreak is suspected within the establishment, then the person in charge should contact the Food Safety Section : 01772 906159

2. Obtaining Faecal Samples

The germs responsible for diarrhoea and vomiting outbreaks are usually bacterial or viral. Illness caused by viruses is characterised by the rapid onset of nausea, vomiting, abdominal cramps and diarrhoea.

• It is essential that faecal samples are obtained from symptomatic cases as quickly as possible and collection arranged for them to taken to the hospital laboratory as soon as possible. This will be done by environmental health staff on receipt of case details.

• It is necessary that the above information regarding obtaining and collecting samples is given to parents when their child is collected.

3. Recording of Information

The purpose of the investigation is to identify the source of the incident and keeping of records can assist in determining this and also deciding the management procedures which require implementing.

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Unavoidable School Closure Guidance Appendix F (Revised January 2010) The person in charge should complete the following:-

• Pupil Cases log sheet ( see appendix)

• Staff Cases ( including students and helpers) log sheet ( see appendix)

• Copy of meals served on 3 days prior to onset of symptoms( see appendix)

• Details of any other activities e.g. trips out (see appendix)

Management:-

The objective of controlling the outbreak is to prevent the spread of any illness either within or beyond the establishment. The most important practical aspects for the management of the outbreak are:-

• Isolation of affected children

• Exclusion of affected children and staff

• Restrictions on Activities

• Enhanced Cleaning of the Environment

• Effective Hand washing

1. Isolation of affected children

Segregation of those who are ill from those who are not can be effective at reducing the spread of infection. The parents of symptomatic children should be contacted immediately and collection arranged for as quickly as possible. A waiting area for those with symptoms should be designated.

Similarly it is important to minimise the circulation of staff between affected and unaffected areas.

Any staff who become ill at work should leave immediately.

2. Exclusion of affected children and staff

Any children or staff who have been sent home with diarrhoea and/or vomiting symptoms should not return to the childcare setting for a full 48 hours after the last episode of vomiting or diarrhoea.

The absolute importance of hand hygiene must be reinforced on their return.

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Unavoidable School Closure Guidance Appendix F (Revised January 2010) 3. Restrictions on Activities

The following activities should be stopped until the outbreak is declared closed and restrictions are lifted

• Play with water, playdough, plasticine, sand and soft toys

• Visits to the swimming pool and other establishments where other childcare facilities may visit

• Cookery, baking, making snacks or other food handling activities

• Outside visitors to the premises

4. Enhanced Cleaning of the Environment

Immediate cleaning and decontamination of soiling due to vomiting and diarrhoea is vital in controlling the spread of infection. The longer the delay in cleaning the greater the risk the infection could be spread to other children, staff and areas.

In an outbreak situation the cleaning of affected areas must be increased to twice daily

It is essential that those responsible for carrying out the cleaning have adequate protective clothing and equipment – they should not be food handlers.

Bleach is the preferred cleaning agent as it will kill both bacteria and viruses .It is important to follow the manufacturers instructions for dilution and particular attention should be focused on toilet seats, door/toilet handles and sink taps.

5. Effective Hand washing

The most effective way of controlling outbreaks of diarrhoea and vomiting is scrupulous hand washing. Frequent hand washing with warm water and antibacterial soap for at least 10 seconds is the correct method – see hand hygiene sheet in appendix. Shared cloth towels should be avoided. The use of paper towels is advised.

Children and staff should be hand washing in particular after using the toilet, before preparing and eating food. During the outbreak, children should be supervised to ensure correct hand washing is taking place.

Alcohol based hand gels can be used as a further measure to prevent the spread of infection by contaminated hands, but this does not replace the need to properly wash hands. Hand gels are not effective at killing viruses.

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Unavoidable School Closure Guidance Appendix F (Revised January 2010) D & V OUTBREAK - SCHOOL MANAGEMENT LOG SHEET - PUPIL CASES

Faecal Surname First Date of Duration of DOB Class Address Tel Symptoms Excluded? Sample Result (Print) Name Onset Symptoms Date

Sheet No:

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Unavoidable School Closure Guidance Appendix F (Revised January 2010) D & V OUTBREAK - SCHOOL MANAGEMENT LOG SHEET - STAFF CASES

Faecal Surname First Date of Duration of DOB Class Address Tel Symptoms Excluded? Sample Result (Print) Name Onset Symptoms Date

Sheet No: MEALS CONSUMED 3 DAYS PRIOR TO ONSET Click to return to Document Contents Page

Unavoidable School Closure Guidance Appendix F (Revised January 2010)

Date Date Date Breakfast

Lunch

Tea

Supper

Snacks

Any Other Food Items Consumed

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Unavoidable School Closure Guidance Appendix F (January 2010)

Clubs Name Class Activities Date Date Other attended

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Unavoidable School Closure Guidance Appendix F (January 2010)

Appendix A – Hand Hygiene

The hands are one of the main routes of spread of infection.

Good hand hygiene is the most important measure in the control of infection. Care should be taken when washing hands to reduce the level of germs.

When to wash hands

Hands should be washed: • After using the toilet • Before preparing, eating, drinking or handling food • When visibly dirty

How to wash hands properly

• Wet hands before applying soap • Rub hands vigorously, ensuring all surfaces of the hands are cleansed, in particular, between the fingers, thumbs and wrists, palms front and back • Rinse off soap thoroughly • Dry hands well, using a clean towel (preferably a disposable paper towel).

Hand washing technique

Reference: Ayliffe GAJ, et al (1992) control of hospital Infection; A Practical Handbook. 3rd Ed, Chapman and Hall, London.

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Unavoidable School Closure Guidance Appendix F (January 2010)

D & V OUTBREAK

CHILDCARE SETTING MANAGEMENT ACTION SHEET

ACTION Y N COMMENTS Food Safety section notified

Parents notified about obtaining faecal samples Pupil cases log sheet completed

Staff cases log sheet completed Meals consumed sheet completed Extra activities sheet completed

Waiting area for symptomatic cases designated Exclusion of affected children and staff implemented Restriction on activities implemented Enhanced cleaning of environment implemented

Effective hand washing implemented

Alcohol gel being used

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Unavoidable School Closure Guidance Appendix G (Revised January 2010)

USEFUL WEBSITE LINKS

Lancashire County Council Emergency Procedures http://www3.lancashire.gov.uk/corporate/atoz/a_to_z/service.asp?u_id=2123&tab=20 (Emergency/Critical Incidents in Schools) http://www3.lancashire.gov.uk/corporate/atoz/a_to_z/service.asp?u_id=2123&tab=20 (Death of a Pupil Guidance)

Human Resources Service Centre http://www.lancashire.gov.uk/corporate/web/?siteid=5047&pageid=26076

Health & Safety Executive http://www.hse.gov.uk/

Department of Health http://www.dh.gov.uk/en/index.htm

Met office / BBC Weather http://www.metoffice.gov.uk/ http://www.bbc.co.uk/weather/ukweather/

Pandemic Information http://www.dh.gov.uk/en/Publichealth/Flu/PandemicFlu/index.htm https://schoolsportal.lancsngfl.ac.uk/corporate/web/view_sp.asp?siteid=4786&pageid=23835 &e=e (Pandemic Guidance for Schools via Schools Portal) https://schoolsportal.lancsngfl.ac.uk/corporate/web/view_sp.asp?siteid=4786&pageid=23834 &e=e (Swine Flu Guidance via Schools Portal)

Teacher net – developing a school emergency management plan http://www.teachernet.gov.uk/emergencies/index.html

Pupil Registration Regulations and Guidance Documents http://www.opsi.gov.uk/si/si2006/uksi_20061751_en.pdf (Pupil Registration Regulations 2006) http://www.dcsf.gov.uk/schoolattendance/legislation/ (DCSF School Attendance Legislation) http://www.dcsf.gov.uk/schoolattendance/uploads/Legislation%20- %20Keeping%20Pupil%20Registers%20JUNE%202008.pdf (DCSF Guidance on Pupil Registers)

Moodle Website http://vle.webed.lancsngfl.ac.uk

Advice on Keeping Schools Open in Bad Weather http://www.teachernet.gov.uk/_doc/14644/snow-7jan09.html http://www.teachernet.gov.uk/educationoverview/severeweather/?cid=Snow&pla=8JAN10&ty pe=email

Radio Lancashire Notification of Closures http://news.bbc.co.uk/local/lancashire/hi/front_page/newsid_8365000/8365758.stm

Department for Education Guidance http://www.education.gov.uk/schools/adminandfinance/emergencyplanning/a0069425/advice- on-severe-weather (Advice on severe weather) http://www.education.gov.uk/schools/adminandfinance/emergencyplanning/planning/a001061 5/school-emergency-management-plan (School emergency management plan) http://www.education.gov.uk/schools/adminandfinance/emergencyplanning/planning/a001063 5/managing-crises-in-schools (Managing crises in schools)

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