Emergency School Closures
1. Introduction
It may be necessary to close schools for a variety of reasons including :
Headteachers are asked to make contingency plans to try and ensure that schools remain open wherever possible.
2. Closure due to Severe Weather
School closure contingency plans should be prepared well in advance of the bad weather season so that staff, parents and pupils understand what these plans are.
The decision to close a school will normally rest with the Headteacher on the basis of information received from the media regarding weather, supplemented by on the spot observation, either personally or from staff members better placed to make such observations. Advice given through local radio stations is directed at travel that could quite easily be deferred or cancelled altogether, it is not intended to reflect the view that travel to school, or indeed work, is unnecessary.
Your nearest 24 hour staffed police office may be able to help with a local situation report. These are in Norwich, Great Yarmouth, Kings Lynn, North Walsham, Dereham and Thetford.
Factors involved in reaching the decision to close the school are likely to be :-
It is unlikely that conditions will necessitate the closure of all schools and any decision taken by Headteachers should be based on that schools individual situation. Schools should remain open wherever possible.
Headteachers should advise staff, parents and students to listen to local radio stations during inclement weather when broadcasts of school information are most likely to be made. However, Headteachers should be aware that incidents can occur with little or no warning and that not everyone involved will hear relevant broadcasts. Therefore a "back-up" system of cascade telephone calls involving school staff and possibly the PTA may be necessary to reach everyone.
2.1 Closure Guidance
Should a severe weather warning be received, the Schools Closure Plan will be activated at County Hall and a team assembled to receive calls from Headteachers and to activate the broadcast system via the relevant radio stations. Headteachers should telephone:-
Norwich (01603) 222008
This number incorporates a bank of telephones simultaneously to handle the larger number of calls expected in these circumstances.
The Closure Message
The telephone lines used in this operation are likely to become busy. Messages should be kept short and to the point, as follows:-
This is . (name)
Head of (school)
State Location Code .. (e.g. E1234)
The school will not be open today . (date)
or tomorrow . (date)
(very important no code, no message - for security purposes)
Ancillary data will not normally be broadcast, however, exceptional items will be transmitted if at all possible. Such items are:-
The school will remain open for . (e.g. examination students today)
. (date) and/or tomorrow (date)
2.3 Staff Attendance
Although it is recognised that severe weather conditions make it difficult for staff to get to and from work, unless an individual has permission to be away from work for other reasons, then the expectation is that staff will present themselves for work. Transport difficulties which may arise from the occurrence of snow or other factors does not alter that obligation which applies equally to all staff. It is not limited by the location of an individuals home. Staff who live a considerable distance away from their workplace, or in isolated situations, are equally expected to attend work as usual.
When adverse weather conditions make travelling difficult or dangerous, Headteachers may authorise staff not to attend school or to attend a school closer to their home (see sections 3.2 Staff Absence for further information).
When a school is closed to pupils the expectation is that staff will present themselves for work unless advised to the contrary by the Headteacher. Contract Staff (Catering and Cleaning Services) also need to be advised of any emergency requirements.
2.4 Transport
Particularly in rural areas the attendance of many of our pupils will be dependent on the road conditions and the ability of home to school transport contractors to judge if they can operate. Some form of liaison between your school and the contractors is obviously helpful in arriving at a decision and, in all cases should help you to judge how many pupils you can expect if you keep the school open. In the event of a school closure, the transport company(ies) and the Local Education Advice Centre must be notified as soon as possible.
2.5 Clearance Of Snow
Within the school site the school is responsible for snow clearance and the clearing of approach paths is the specific task of the caretaker. When severe weather is forecast, the caretaker should be tasked to lay salt and grit in advance.
The clearance of public roads will depend on the availability of the Highways Department vehicles or contractors who will not normally be able to clear snow on school sites.
Headteachers should be aware that they have a responsibility in inclement weather to keep the children indoors if there is any question of childrens safety being at risk, for instance if they are let out for breaks and the playground area is unsafe.
In periods of prolonged snow, the clearance of car parks and playgrounds can be arranged through the Head of Education Site Service (01603 222039).
3. Disruption due to Fuel Shortages
In September 2000 blockades of fuel depots seriously disrupted the availability of fuel supplies leading to Headteachers considering school closure. The following is based on guidance developed at that time.
The priority of national and local emergency plans is to save and maintain life. Therefore schools play an important role in enabling parents who work in the emergency, health or associated services to be free from childcare responsibilities and available for work.
3.1. School Closure
Wherever possible schools should remain open. However, where it proves impossible to provide adequate supervision it may be necessary to fully or partially close your school.
Should it be necessary to close your school you should notify County Hall using the same procedure as detailed above in 2.1 Closure Guidance.
3.2 Staff Absence
It is permissible for Headteachers within the overall policy and arrangements agreed by your Governing Body to authorise staff not to attend your school but, if possible, to attend a school closer to their home. It is important, before authorising any such arrangement, that you determine whether the school closest to the staff members home needs assistance from the staff member. This also applies to staff who live in Cambridgeshire and Lincolnshire with whom we have reached a reciprocal agreement. Where it is agreed that a member of staff should attend a school other than their normal place of work, the Headteacher of that school should ensure that they are briefed on local arrangements for health and safety, i.e as a new or temporary staff member would be briefed on arrival at the school for the first time.
3.3 School Meals
Difficulties in delivering the school meals service may arise from 3 causes:-
You should check with the School Meals Service/your cook daily on the likely availability of meals being provided on the following day and keep parents informed. If school meal arrangements at your school cease, then provided that parents have been notified of the need to provide packed lunches, your school can continue to operate.
4. School Closures for other reasons
On occasions it may be necessary to close your school due, for example to a:-
In these events the Headteacher should telephone Education Premises Section at County Hall on 01603 224308 and give the Closure Message.
If the telephone is staffed, i.e during office hours, a staff member will take the message, and advise the relevant sections of the Education Department as appropriate. If necessary arrangements will be made to advise local radio stations.
These are :- BBC Radio Norfolk 01603 614346
Hereward Radio 01733 460400
KLFM 01553 691739
Radio Broadland 01603 660927
SGR FM 01473 241111
If the telephone is unstaffed, i.e outside office hours, the answerphone will remind Headteachers to ring the local radio station(s) appropriate to their catchment area.
Emergency Closure Check List
It is advisable that Headteachers and staff carry completed versions of this at all times
If manned - Give closure message - Activate cascade phone procedure to parents - phone transport company - school meals phone cook in charge - cancel peripatetic staff (if necessary) - If closure is building related Contact Building Inspector
If answerphone - Leave closure message - phone appropriate Radio Station(s) Hereward Radio 01733 460400, Radio Norfolk 01603 610984, Radio Broadland 01603 660927, King's Lynn FM 01553 771778, Radio SGR 01473 241111 - Activate cascade phone procedure to parents - phone transport company - school meals phone cook in charge - cancel peripatetic staff (if necessary) - If closure is building related Contact Building Inspector