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Appendix 3 – Emergency Preparedness Document and Emergency Procedures

CLARE COLLEGE

EmergencyPreparedness Document

andEmergency Procedures

If this document has been printed please note that it may not be the most up-to-date version.For current guidance please refer to The Head Porter

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Table of ContentsEmergency Procedures...............................................................................................................1

Introduction and Purpose...........................................................................................................4

Goals........................................................................................................................................... 4

Applicability and Scope...............................................................................................................4

Media Enquiries..........................................................................................................................4

Insurance Claims.........................................................................................................................4

Test, Training, and Exercises.......................................................................................................5

Information and Communication................................................................................................5

Review........................................................................................................................................ 5

Emergency Communications......................................................................................................5

Emergency Contact Directory.....................................................................................................6

Emergencies in College...............................................................................................................7

Green Minor Localised Emergencies/Incidents.................................................................7

Amber Major Localised Emergencies/Incidents..................................................................7

Red Major Emergencies/Incidents......................................................................................8

College Emergency Management...............................................................................................9

Mental well being.......................................................................................................................9

Verbal abuse...............................................................................................................................9

Physical assault...........................................................................................................................9

Utility failure............................................................................................................................... 9

Flood...........................................................................................................................................9

Note:...........................................................................................................................................9

Roles and Responsibilities.........................................................................................................10

College Emergency Preparedness Plan.....................................................................................12

Medical Emergency...............................................................................................................12

Building Evacuation...............................................................................................................12

Fire.........................................................................................................................................12

Bomb Threat..........................................................................................................................13

Suspicious Package or Object................................................................................................13

Utility Failure and Natural Disaster........................................................................................14

Verbal abuse..........................................................................................................................15

Physical assault......................................................................................................................15

Mental well being..................................................................................................................15

Death of a student/member of College.................................................................................15

Procedure/ Process Flowchart Minor Medical Emergency (not a student)..............................16

Procedure/ Process Flowchart Major Medical Emergency (not a student)..............................17If this document has been printed please note that it may not be the most up-to-date version.

For current guidance please refer to The Head Porter2

Procedure/ Process Flowchart Minor Student Emergency.......................................................18

Procedure/ Process Flowchart Major Student Emergency.......................................................19

Procedure/ Process Flowchart Severe Intoxication to a Student..............................................20

Procedure/ Process Flowchart Mental Health Emergency.......................................................21

Procedure/ Process Flowchart Bomb Threat............................................................................22

Procedure/ Process Flowchart Suspicious Package..................................................................23

Severe Weather- Preparing for a Severe Weather Event..........................................................24

Severe Weather/ Process Flowcharts.......................................................................................26

Sources of Further information................................................................................................27

Appendix 1................................................................................................................................28


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Introduction and Purpose

The College is committed to the safety and well-being of its Fellows, Staff, students and visitors. To ensure the College meets this commitment, the College will put into place suitable arrangements in response to an emergency that may affect an individual, department or the College as a whole.

This plan exists to satisfy these requirements and outlines the steps to be taken to prepare for and respond to an emergency.

Emergencies can and do happen and an organisation’s ability to respond appropriately in emergencies depends on the forethought and planning that has already taken place. This document is designed to provide guidance to College Officers, Heads of Departments (HoDs), and Staff in dealing with emergencies and when needing to develop a suitable plan.

GoalsThe goals of the College in responding to an emergency include:

The safety of all Fellows, Staff, students, and visitors. The physical and emotional well-being of Fellows, Staff, students, and visitors. The timely control of an emergency. The protection of the College, departments, property, and the belongings of Fellows,

Staff, students, and visitors.

Applicability and ScopeThis plan applies to all members of the College, and visitors. This document is intended to encompass all foreseeable hazards, giving guidance when needing to deal with incidents, threats and emergencies. When encountering a situation that has not been addressed within this plan, use of good judgment and the guiding principles outlined below.

The responsibility of visitors to the College will fall under the remit of those. This beingDevelopment Office for Alumni dinners, Catering Department for dinners, Tutorial/Admissions Office for school visits, custodians in conjunction with the Porters for the general public during summer months, and the Conferencing and Events Manager or their nominated Deputy for conferencing guests.

Media EnquiriesThe Assistant Bursar will address enquiries from the media during or after an emergency. Any requests made from the media should in the first instance be addressed to the Assistant Bursar.

Insurance ClaimsAny requests made for insurance details should in the first instance be sent to the Senior Management Accountant.


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Test, Training, and ExercisesTraining on emergency arrangements will be carried out at least every two years with records held for each.

Any improvements required as a result of the training will be documented with an owner and completion date given for each.

The emergency services will carry out a familiarisation session/ drill in conjunction with the College on an annual basis.

Information and CommunicationAn Emergency File (hardcopy) is held within the safe of each Porters’ Lodge. The file contains the relevant information to assist with most emergency situations encountered within the College. In addition, this file contains a nominal of those students with a declared health problem. The Porter and/or Duty Tutor should utilise this nominal in order to tailor the emergency response to the student’s existing medical conditions.

ReviewThe College’s emergency plan is the responsibility of the Master. The Master will however delegate this to the Bursar for completion. A review and update of this plan will be carried out at least every two years. Revisions will be made as needed throughout the year.

Emergency CommunicationsDuring an emergency, the College will use the following means and methods of communication.- Landlines- Mobile Phones- Two way radios- E mail- Verbal face to face- Public Announcement (PA) system (within the Gillespie Centre only)- Porters’ Handbook


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Emergency Contact Directory

Name Position Contact Number

Key ContactsPaul Warren Bursar (3)33221Emma Easterbrook Assistant Bursar (7)64756Dr Jacqueline Tasioulas Senior Tutor (3)33248Brenan Morgan Head Porter (3)33201Deborah Hoy Estates Director (3)33210James Claydon Deputy Buildings Manager (7)66078Helen James Nurse (7)66109Jo Scoones Nurse (7)66109

Heads of DepartmentsSteve Elstub Head Gardener (3)33270Lee Corke Catering Manager (3)33227Jackie Searle Accommodation Manager (3)33256Sally Johnston Conference and Events Manager (7)65142Sally Hewings HR Manager (3)33222Bill O’ Hearn Development Director (3)33232Jason Randall IT Manager (7)64699Mark Smith College Dean (3)33240 Bursary (3)33244Rob Nightingale Head of Sports 07921 451955Catherine Reid Forbes Mellon Librarian (3)33202


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Emma R. Easterbrook, 10/03/20,

Did you want to include all HoDs or just the ones that are listed? What about including H&S Advisor? Alternatively, you may want to refer to the Contacts List in the BCP?

Emergencies in College

While it is not possible to plan for every possible eventuality that might arise, incidents are grouped into three levels:

Green Minor localised emergencies/incidents Amber Major localised emergencies/incidents Red Major/catastrophic emergencies/incidents

Green Minor Localised Emergencies/IncidentsDisruption to the routine but not an immediate threat to life or well-being. Incidents that can be dealt with locally. The College’s operations can continue.

Examples include: Services – power, gas, water cut off Failed heating system Minor flooding or other weather damage Fallen trees Controllable water leak Vandalism Small containable spillage Local industrial action ICT failure or disruption including Reputational risk Verbal abuse Act of violence to persons not resulting in injury Minor medical emergency treated locally Mental health crisis

Minor incidents involving student examples include, but are not limited to the following: Drunkenness Antisocial behaviour Social events where the permitted noise levels or numbers in attendance have been

exceeded

Amber Major Localised Emergencies/IncidentsLocalised emergencies/incidents, which are likely to disrupt the normal functioning of the College. The College’s operations may have to cease in certain areas for a short time.

Examples include: A deliberate act of violence resulting in injury A College fire or external property explosion A localised College or property fire Severe weather problems Damage Fire Gas leak


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Water leak Major flooding or other weather damage Major spillage Bomb threat HSE RIDDOR- Specified injuries to workers, non-fatal accidents to non-workers (eg

members of the public), occupational diseases, specified injuries to workers Notifiable infectious outbreak within the College Death of a member of College Major medical emergency resulting in hospitalisation Attempted suicide

Serious incident examples involving students include, but are not limited to the following:

Medical emergencies Welfare emergencies Severe intoxication Incidents involving serious damage to property Incidents that may affect College business Incidents that may affect the reputation of the College, including media enquiries Criminals acts, including damage to College property Major disorder Incidents involving the attendance of the emergency services, including the

Police, Fire service and Ambulance service

Red Major Emergencies/IncidentsMajor emergencies can affect the College as a whole and the wider community and will involve external bodies. The closure to the College may be necessary dependant on the nature and proximity of the emergency.

Examples include: Multiple deaths Death of a member of the public HSE RIDDOR – Death of a worker, gas incidents Major fire Major water leak Explosion Terrorist action A more widespread disaster in the community A Flu epidemic or viral infection leading to national alert Hostage situation


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College Emergency Management

The Master or the pre-agreed nominee, the Bursar, has overall responsibility for the College’s response to an emergency, however they will be supported when dealing with emergencies. The following gives those involved during each emergency situation.

FireBursar- Assistant Bursar- Head Porter- Senior Tutor- Estates Director- Deputy Buildings Manager- Fire Porter

BombBursar- Assistant Bursar- Senior Tutor- Head Porter- Estates Director

Medical EmergencyStudent/Graduate = Bursar- Assistant Bursar- Senior Tutor- Head Porter- College NurseStaff member = Bursar- Assistant Bursar- Head Porter- Head of Department- College NurseFellow = Bursar Assistant Bursar- Senior Tutor- Head Porter- College Nurse

Natural DisasterBursar- Assistant Bursar- Head Porter- Estates Director- Heads of Departments

Suspicious Package Bursar- Assistant Bursar- Senior Tutor- Head Porter

Mental well beingBursar- Assistant Bursar- Senior Tutor- Tutors- Head Porter- College Nurse

Verbal abuseStudent incident= Senior Tutor- Tutor- Dean of Students- Head Porter Staff incident = Bursar- Assistant Bursar- Head Porter- Head of Department

Physical assaultStudent incident= Senior Tutor, Tutor- Dean of Students- Head Porter Staff incident = Bursar- Assistant Bursar- Head Porter-Head of Department

Utility failureBursar-Assistant Bursar- Head Porter- Estates Director- Deputy Buildings Manger FloodBursar- Assistant Bursar- Head Porter- Estates Director- Deputy Buildings Manager

Note:The College Nurse is available at all times during term time for students.


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The College Nurses are for students only!

Roles and Responsibilities

The following section sets out the roles and responsibilities of each position within the College. The roles and responsibilities may be delegated in the main role holder’s absence. Each role holder will be made aware of their part and requirements within the role

MasterThe Master is the Policyholder. The Master will become involved with ‘Red’ level incidents.

BursarThe Bursar is the Master’s pre-agreed nominee and will co-ordinate the emergency management plan.The Bursar will become involved at ‘Green’ and ‘Amber’ level incidents.

Assistant BursarThe Assistant Bursar will become involved at ‘Amber’ and ‘Red’ levels incidents.The Assistant Bursar will act as the legal contact for the College and will deal with any media enquiries. The Assistant Bursar will act as Minute taker where required. The Assistant Bursar will communicate with the neighbouring colleges and institutions depending on the situation.

Senior TutorThe Senior Tutor will be involved at all level incidents; ‘Green’, ‘Amber’ and ‘Red’.The Senior Tutor will be informed of all incidents involving students.The Senior Tutor will give guidance upon the effects of education and study.The Senior Tutor will coordinate with the Duty Tutor.

At ‘Amber’ and ‘Red’ level incidents, the Senior Tutor will make coordinate the involvement of informing families and will inform and convenience (where needed) the College’s Council.

Duty TutorThe Duty Tutor will be involved at both ‘Green’ and ‘Amber’ incidents.The Duty Tutor will give pastoral care for students only.

College DeanThe College Dean will be involved at ‘Amber’ and ‘Red’ level incidents.The College Dean will give pastoral care of all (if appropriate).

Head Porter The Head Porter will be involved at all level incidents; ‘Green’, ‘Amber’ and ‘Red’.The Head Porter holds the position as Health and Safety Officer, deals with security issues and discipline.The Head Porter will contact the HSE (Health and Safety executive) where required.


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Estates DirectorThe Estates Director will be involved at ‘Amber’ and ‘Red’ level incidents.The Estates Director will manage the College facilities and allocate resources where required.The Estates Director will have the expertise on the College infrastructure.

Heads of DepartmentsHeads of Departments will be involved at all level incidents; ‘Green’, ‘Amber’ and ‘Red’.Heads of Departments take responsibility for the Health and Safety within their department.Heads of Departments take responsibility for the duty of care to their staff.Heads of Departments will have the expertise within the department. Heads of Departments take responsibility for the allocation of resource within their department.

College NurseThe College Nurse will be involved at ‘Green’ and ‘Amber’ level incidents.The College Nurse will give advice on mental health issues. The College Nurse will provide First Aid treatment when required.The College Nurse is available during term time only, although can give advice 24 hours a day remotely.

StaffStaff will be involved at all level incidents; ‘Green’, ‘Amber’ and ‘Red’.Staff will give their expertise as directed by their Head of Department as required.

StudentsStudents will be involved at all level incidents; ‘Green’, ‘Amber’ and ‘Red’.Students will be given information and will act as appropriate.

Note:Where the main role holder delegates to another, the requirements and expectations must be explained and communicated.


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College Emergency Preparedness Plan

Medical EmergencyAll injury causing accidents should be reported immediately either to the Porters’ Lodge or to a First Aider.

An accident report form should be completed at the time of the accident. The completed form should then be sent to the Head Porter, the Health and Safety Advisor and the Head of Department. Where accidents involve a student, the report should also be sent to the Senior Tutor.

Guidance on those requiring a copy of the report form can be found within the process flowcharts for each incident.

Building EvacuationYou should familiarise yourself with the evacuation routes posted in all College buildings. If an evacuation is issued for your building, or if it is necessary to evacuate due to an emergency, fully cooperate and:

Leave the building immediately If you are the last one to exit your room close the doors Do not investigate the source of the emergency Walk, don’t run, to the nearest exit Use stairs, not lifts As you make your way out, encourage those you encounter to exit as well Assist people with special needs, but do not put yourself in danger or the evacuation

of others If there is no immediate danger, persons with disability/mobility limitations should

wait at a refuge point and report location and number of people needing assistance If there is imminent danger and evacuation cannot be delayed, the person with a

disability should be carried or helped from the building in the best and fastest manner (the person with the disability is the best authority as to how to be moved out of the building)

Follow instructions of the Porters or other identified emergency personnel Wait for instructions before returning to your building after an evacuation If you are unable to evacuate, block any door seal with blankets, clothes etc, open a

window if possible and attract attentionFireIn the Event of a Fire:Break the glass to activate the Fire Alarm and call 999 If you see smoke or flames:Use care:

Contain the fire by closing all doors as you leave Activate the nearest fire alarm Report the fire by calling 999 Evacuate or extinguish if able, or trained to do so (In most cases, it is best to evacuate)


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Use a Fire Extinguisher only if: You have been trained You have your back to an unobstructed exit You have a fully charged and proper type unit for the fire you are fighting The fire is contained, and you have reported the fire by Fire Alarm or 999 activation Everyone else has left the area There is little smoke or flames

Never fight a fire if:

You lack a safe way to escape should your efforts fail It has left its source of origin You are unsure of the type of extinguisher you need or have

If you cannot control the fire within 30 seconds, abandon your efforts, close the door(s) and evacuate immediately

Bomb ThreatIf you receive a bomb threat,

Remain calm Obtain as much information as possible: Write down the number from where the call is coming Write down the exact time of the call Write down as accurately as possible the statements made Listen to the voice to determine the sex, age, accents, lisps, tone, etc (note any

distinguishing feature(s)) Listen for background noises Try to signal a for someone else to also listen on the telephone line, if possible Do not hang up and stay on the line as long as possible; wait for the caller to hang up

Keep the bomb threat caller talking, and ask as many questions of the caller as you can: When will the bomb go off? How much time remains? Where is the bomb located? What does it look like? What kind of bomb is it? How do you know about this bomb? Why was it placed here? Who are you? What is your name?

Call 999 immediately and inform the Head Porter or one of his deputies (Porters) immediately after having spoken with the emergency services.

Evacuate the site as per fire requirements, using the secondary emergency assembly point.


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Suspicious Package or ObjectIf you have any reason to believe that a letter or parcel is suspicious, DO NOT take a chance or worry about embarrassment. Call the Head Porter or the nearest Porters’ Lodge immediately.

DO NOT touch the package or object DO NOT tamper with the package or object DO NOT attempt to move the package or object DO NOT open the package or object DO NOT put the package or object in water or an enclosed space, such as a drawer or

box Isolate the package or object and evacuate the immediate area Evacuate the site as per fire requirements, using the secondary emergency assembly

point

Utility Failure and Natural Disaster

Utility Failures These may include electrical outages, plumbing failure/flooding, gas leaks, steam line

breaks, ventilation problems, elevator failures, etc Remain calm Immediately notify both the Head Porter and the Buildings Department If the building must be evacuated, follow the instructions within the fire section Unplug all electrical equipment (including computers) and turn off light switches Elevators:

If passengers are trapped in an elevator, advise them to stay calm and tell them you are getting helpIf it is safe for you to stay in the building, stay near the passengers until assistance arrives

If you are trapped in an elevator, help will be there soon:Remain calmUse the Call Button of Phone to call for helpDo not try to climb out or exit the elevator without assistance

FloodsMinor or area flooding on College grounds could occur as a result of a water main break, loss of power or major multiple rainstorms. If the flood is due to building issues or main water supplies contact the Buildings Department and inform them of the issue.

For imminent or actual flooding, and only if you can safely do so: Secure vital equipment, records, and other important papers Move to higher, safer ground Shut off all electrical equipment If in a lab, secure all laboratory experiments Do not attempt to drive or walk through flooded areas Wait for further instructions on immediate action from the Porters If the building must be evacuated, follow the instructions on building evacuation Do not return to your building if you have been evacuated by flooding until you have

been instructed to do so by the Porters


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Verbal abuse Keep calm Try, if possible to calm the situation, if not, remove yourself from the situation and

seek assistance from a colleague Report the incident to the Head Porter via Head of Department

Physical assault Keep calm- Do not strike back If possible to calm the situation, if not, remove yourself from the situation and seek

assistance from a colleague Try to retain as much information as possible about the event Request assistance of Duty Porter if possible Report the incident to the Head Porter Call 999 if you are in imminent danger

Mental well beingThe Duty Porter is to contact the Duty Tutor

For all emergencies where the mental and physical wellbeing of a student is in question, the Duty Porter is to record the full details of the student and inform the Duty Tutor immediately. Prior to the Duty Tutor’s arrival, the Duty Porter is to reassure the person in question and if possible detain (not forcibly) within the Porters’ Lodge. If this first option is not possible, the Duty Porter is to seek a companion to accompany the person in question until the arrival of the Duty Tutor and/or Medical help. The following actions should also be followed:

The Duty Porter and/or the Duty Tutor are to consult the mental health flow chart (contained within the emergency file) in order to access the mental wellbeing of the person.

The Duty Porter and/or the Duty Tutor are to contact the First Response Service of Cambridgeshire and Peterborough’s NHS Foundation Trust, in order to access the 24-hour mental health crisis service. Telephone: 111 / select option 2.

The College Nurse is to be informed at the earliest opportunity.

Death of a student/member of CollegeSerious incidents that involve the death of a member of the College should be reported immediately to the following:

The Senior Tutor Duty Tutor The Bursar and/or the Assistant Bursar The Head Porter and/or the Deputy Head Porter


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Procedure/ Process Flowchart Minor Medical Emergency (not a student)


Head porter or health and safety advisor will investigate.

Carry out first aid.

Complete Online accident/incident form

Minor Medical Emergency

Fellow, Staff, and visitors.

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Procedure/ Process Flowchart Major Medical Emergency (not a student)


Head porter or health and safety advisor will investigate.

Carry out first aid. Call 999 for ambulance or other emergency service.

Complete Online accident/incident form

Major Medical Emergency

Fellow, Staff and visitors.

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Procedure/ Process Flowchart Minor Student Emergency


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Procedure/ Process Flowchart Major Student Emergency


Record all details of the incident including the hospital to attend, nature of incident and injuries.

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Procedure/ Process Flowchart Severe Intoxication to a Student


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Procedure/ Process Flowchart Mental Health Emergency


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Procedure/ Process Flowchart Bomb Threat


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Procedure/ Process Flowchart Suspicious Package


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Severe Weather- Preparing for a Severe Weather Event

These guidelines are intended to inform the College of the requirements when dealing with exceptional circumstances in relation to severe weather.

In depth the College dependant on the situation and severity should make plans.When developing plans, they should include:

The maintenance of stocks of salt or grit Identifying which walkways or areas need to be kept clear to allow people to get

around the College safely Identifying who will carry out the salting or gritting of walkways (Gardens/Porters) The communication of general information to Fellows, Staff, students and visitors In extreme severe conditions, estimating how many members of Staff need to get in

for the College and Departments to operate safely. Heads of Departments will compile the nominal of critical persons required

Points to remember when remaining open during severe weather:Remaining open during severe weather may increase risks arising from less supervision, longer journeys to and from school, minor slips and bumps, etc. There may be practical steps you can take to manage these increased risks, for example:

Reducing the extent to which students/Staff have to move between buildings/sites Ending the work day early so that students/Staff do not get home too late (while

making arrangements for those who cannot get home to be housed in College overnight)

A contingency for Staff to work from home

When severe weather coincides with public examinations, every effort should be made to remain open for examination candidates, even if the rest of the College is closed.

Points to remember when making the decision to close during severe weatherThe decision to close the College will not be taken lightly and will be made based up the safety of Fellows, Staff, students and visitors.

Before making the decision to close, the College Officers in conjunction with the Bursar should undertake a risk assessment and decide if there is significant risk of severe injury, ill health or inability to comply with relevant legislation that would then lead to their decision to close part or all of the College.

In timing the decision, it will be important to balance the likely accuracy of weather forecasts against the benefits of early decisions to help staff plan ahead. It may sometimes be necessary for the College to close during the day; for example, if the weather is deteriorating and Staff may not be able to get home later.

If the College decides to close, the responsible person must notify Fellows, Staff, students, and visitors as soon as possible. Any Staff who have travelled to work should be sent home as soon as communication is made.


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Once the decision to close the College has been reached, it will be necessary to communicate this message as promptly as possible to all relevant parties.

The College should have a variety of methods to get this information out. These could include:

Posting notices on the College’s gates Messages via the local media College websites Staff telephone Emails Mobile telephones including text messaging and social networking sites

Staff AttendanceMany members of Staff will live some distance away from the College and transport issues due to the weather may prevent them from attending work. The attendance of Staff will depend on road conditions and the decision of transport providers whether or not to operate.

Heads of Departments should consider the requirement for all members of Staff to attend and where practical and possible, reduce the number of personnel attending.

Members of Staff who are able to attend work should be requested to attend before those who live further afield, where possible working from home should be an option

Supporting Learning during School ClosureThe College, through the Senior Tutor, will ensure that the learning of the students continues throughout the reduced operation period of the College or College closure.

The Senior Tutor will liaise with members of College to ensure that the required arrangements are made and implemented.

The Senior Tutor will communicate the arrangements out to members of College.


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Severe Weather/ Process Flowcharts


Briefing to be made to Fellows, Staff, and students. Communicate information, requirements and plans of the College

Make an assessment of risk. Include:Likely period of disruption—Consequence for site and/or travel–

Danger to Fellows, Staff, students, and visitors.

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Sources of Further information

HSE (Health and Safety Executive) Website http://www.hse.gov.uk/ The University website https://www.cam.ac.uk/

Cambridge University Safety Office https://www.safety.admin.cam.ac.uk/

Clare College website http://www.clare.cam.ac.uk/Home/

Clare College HR Department See contact phone numbers

Cambridgeshire Fire & Rescue http://www.cambsfire.gov.uk/

Cambridge City Council https://www.cambridge.gov.uk/

Cambridgeshire & Peterborough NHS Foundation Trust Telephone 111- Option 2http://www.cpft.nhs.uk/


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Need to add to Contacts List above or refer to BCP Contacts List.

http://www.cpft.nhs.uk/

https://www.cambridge.gov.uk/

http://www.cambsfire.gov.uk/

http://www.clare.cam.ac.uk/Home/

https://www.safety.admin.cam.ac.uk/

https://www.cam.ac.uk/

http://www.hse.gov.uk/

Appendix 1


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