Adverse Weather / Emergency Closure Procedure

Kemnay Academy

November 2014

1. GENERAL

The Rector will have complete discretion to close the school and send pupils home when adverse weather conditions are anticipated which could put children at risk. Where possible, the school will contact parents and every care should be taken to ensure that pupils are not sent into possibly dangerous conditions without their parents’ knowledge. Where storm conditions are not unduly severe, it is expected that schools situated in towns and villages will remain open so that pupils living near the school may continue to attend. Any decision to close the school for local pupils will be taken by the Rector. In any case of closure, responsibility rests with the Rector/SLT to inform all staff and any transport operators involved.

Essentially, closures will arise as a result of safety considerations for pupils. However, the Authority would not wish to put staff at risk travelling to work on dangerous roads. Where staff are not able to attend the school at which they are employed due to a sudden deterioration of weather, they should report to the nearest available school. Equally, however, the Rector has the discretion to release staff where, because of their place of residence, these members might have difficulty in returning home.

In certain circumstances, the weather will pose travel difficulties for pupils in country areas whereas village children will find access relatively easy. In these circumstances, schools should remain open for those pupils who can attend. This is dependant upon staff being available to supervise pupils.

Information with regard to school closures should be detailed on the Aberdeenshire Schools Information Line and the Aberdeenshire Adverse Weather Website, Local radio stations will broadcast the information that is on website. The Rector will update the Information Line and website accordingly.

Information about school closures is available from the following sources: a) The following radio stations will broadcast information received from Website

BBC Radio Scotland FM 92.5 – 94.7; MW 810 or 990 Northsound 1 FM 96.9 NECR FM 102.1 b) ADVERSE WEATHER TELEPHONE INFORMATION SERVICE

Dial Aberdeenshire Council’s access number : 0870 054 4999 Now enter Kemnay Academy’s pin number : 021070 c) ABERDEENSHIRE WEBSITE

http://www.aberdeenshire.gov.uk/closures/index.asp

KEMNAY ACADEMY SCHOOL BASED EMERGENCY EVACUATION ARRANGEMENTS

The named people below have a general responsibility for managing the overall evacuation programme

Rector Dr Charles Hunter Depute Rector Mrs Tricia Goodbrand Depute Rector Mr Colin Shand Depute Rector Mr Phil Gaiter CSNSSC Mrs Karen Stevenson

NAMES OF SUPPORT STAFF IN SCHOOL Janitor Mr Ian Allan Janitor Mr Norman Skea Janitor Mr Colin Ironside Janitor Mr Andy Laing

Administrative Assistant Mrs Agnes Gillan Senior Clerical Assistant Mrs Sarah Barnes Clerical Assistant (Full time) Mrs Abby Ross Clerical Assistant (Part time) Mrs Donna Barber

Technicians should report to the School Office to act as “runners” between School Office and Assembly points.

GENERAL SUMMARY OF ADVERSE WEATHER/EMERGENCY CLOSURE PROCEDURES

Once a decision has been taken to close the school by the Rector, one of the Depute Rectors or by the Authority the guidelines described below should be carried out fully and comprehensively. Closing the school early is a complex activity and it is important that all the key players are fully aware of their responsibilities.

The attached pages of this procedure describe individual responsibilities and it is the responsibility of those involved to familiarise themselves with them.

The following steps will be taken when the decision to close the school has been made:

1. School Office informed of the decision to close by Rector or Depute/s. Office staff should make any necessary calls. Suggested scripts for office staff to use during telephone conversations are outlined in Appendix 1. 2. The Rector and CSNSSC will be based in the main office to co-ordinate the arrangements. 3. S6 Pupils will distribute a memo to all staff informing them of the decision to close the school.

Once the memo informing of an emergency evacuation has been received staff should follow the instructions indicated in Appendix 2

FINAL POINTS TO NOTE

• For this policy to be effective pupils have to be educated to be aware of the name of the bus on which they travel. The office staff will, by the end of November of each year, have checked the pupil bus lists and confirmed with each pupil on which bus they travel daily. Records of bus allocations and associated evacuation rooms will be available in all classrooms and on the curricular shared drive,

• Staff would not normally be permitted to leave the school in advance of the departure of pupils. There may be exceptional circumstances however when such a request would be granted by the Rector.

APPENDIX 1: SCRIPT FOR OFFICE STAFF IN EVENT OF AN EMERGENCY EVACUATION

Given the severe state of the weather the school has now begun emergency closure procedures. Buses and taxis have been called.

Due to ………………. the school has now begun emergency closure procedures. Buses and taxis have been called. ______

APPENDIX 2

GUIDANCE FOR STAFF

This document outlines the procedures in place with regard to emergency closure and evacuation of the Academy as a result of adverse weather or other emergency situation. It also provides staff with instructions/guidance with regard to what will be expected from them during an emergency closure situation.

General

In the event of an emergency closure pupils will be directed to a specific classroom based on whether they travel home by foot or by bus. Rooms allocated for bus pupils will be based upon the bus number with all pupils travelling on one bus located in the same room(s). Each room will have an allocated member of the teaching staff who will be responsible for the pupils therein. Members of teaching staff not specifically allocated to a room will be required to act as standby for any staff who are allocated to rooms but are absent on the day of closure.

The following information is available in each classroom and on the curricular shared area:

• A list of rooms that will be used in the event of emergency closure with the designated teachers for each room. • Room allocation by both room number and by bus.

A poster outlining room allocation information will be located in each classroom for use during an emergency closure situation as will a copy of this guidance. The information is also available on the curricular shared drive (file name Policies and Procedures/Emergency Closure/2014_15). A detailed list of all pupils, in alphabetic order, outlining their designated room is also saved on the shared drive in case staff need to refer to it. Registers of pupils for each storm room have been prepared and master copies for use during emergency closure are located in the school office.

Should the decision be made to close the Academy a pre-printed memo will be distributed to all classrooms by S6 pupils. The school bell will also be rung. Once such notification has been received staff should take the following actions:

ALL STAFF:

• Direct all the pupils in your current class to their allocated room. A laminated copy of the room allocations will be on the wall in each classroom for reference. This information, and the full list of pupils in alphabetical order, will also be available on the shared curricular drive if you need further information.

STAFF WITH NO STORM ROOM ALLOCATION:

• Go to the staff room and await further instruction from a member of SLT in case you are required to cover for absent colleagues or provide other assistance.

STAFF DESIGNATED WITH RESPONSIBILITY FOR A STORM ROOM:

• Go to your designated room and assign a responsible pupil to go to the school office to collect the register and daily absence list. • Ensure all pupils on the register for your room are accounted for. • Direct any pupils present who are not on your room register to their correct allocated room. • Any pupils who indicate they intend to travel on a different bus from the one outlined should be directed to the relevant room and the registers for both rooms amended accordingly so that the school has an accurate record of how every pupil has left the Academy. • Stay in the room until instructed to evacuate by a member of the Senior Leadership Team. • When instructed, escort your pupils to their designated bus or to the school exit if they are local pupils. • If your room is used for bus pupils ensure all your bus pupils alight their designated bus. It is important that you ensure every pupil on your register is accounted for and has alighted the bus. • Once all the pupils from your designated room have been accounted for hand the register in to the school office. • Go to the staff room.

No member of staff should leave the premises until instructed by a member of the Senior Leadership Team.