Closing Your School in an Emergency

Download: School Closures in Emergencies for Schools – 2015-16

A Guide for Headteachers and School Staff – 2015/16Cornwall CC

This document outlines the agreed procedure which all schools must

follow when it is necessary to consider closing in the event of an

emergency (e.g. snow, flooding, no water or heating). A copy should

be held by the Headteacher, Secretary, Chair of Governors and

Caretaker; with each having a copy at the school and at home.

Be Proactive!

Agree Your Procedure

It is important that all schools have an agreed procedure that will be followed in the event of a closure,

and that this is communicated to all staff and parents. Many schools now offer a free text service which

immediately informs all parents of the school’s decision to close; however, we strongly recommend that

all parents still be advised to listen to updates on BBC Radio Cornwall, Pirate FM or Heart FM during

periods of inclement weather.

Maintain and Inspect Your Property

The main reason for schools to close is as a result of property damage caused by inclement weather e.g.

roofs, boilers and pipes. It is important that you maintain your school to an acceptable level, and that

you are fully aware of your school’s maintenance issues – a copy of your school’s Condition Survey may

assist you with this. If temperatures fall below freezing, someone from the school (perhaps the

caretaker) should undertake a daily inspection of the property’s boilers, radiators and water heaters.

For a copy of your Condition Survey, or for advice on how what to look for during your inspections,

please contact your Building Surveyor and/or Mechanical Engineer.

Free De-Icing Salt

In September/October each year, Highways send an email to all schools offering free de-icing salt; the

only condition being that the school holds a suitable receptacle/bin. We strongly recommend that all

schools take up this free offer, as all further salt supplies will need to be sourced externally to the

Council and at a cost to the school. This service is available to maintained schools only.

Who to Contact?

If the decision is made to close, schools must notify the Local Authority by email, as per the agreed

procedure (overleaf). A copy of your notification is automatically forwarded to numerous internal

officers and radio broadcasting colleagues; however, in some circumstances, you may wish to seek

further advice. Whilst the contact details below are there to assist you, these may be busy or

unavailable when a large number of schools are closing at the same time (usually as a result of snow).

08:30 – 17:30 17:30 – 08:30 Useful Links

General Advice

Schools Access &

Infrastructure

01872 322457 07891 840439 Cornwall Snow Advice

www.cornwall.gov.uk/snow

Met Office

www.metoffice.gov.uk

Environment Agency

www.environment-agency.gov.uk

Devon & Cornwall Police

www.devon-cornwall.police.uk

Radio Broadcasters

BBC Radio Cornwall

Pirate FM

Heart FM

01872 475263

01209 314314

01392 354231

01872 475263

01209 314314

01392 354231

Transport

Passenger Transport Unit 0300 1234 222

01872 323562

0300 1234 222

07824 848921

School Closures Webpage

Access & Infrastructure 01872 322457 01872 322457

Maintenance

Building Surveyor / Engineer

Interserve (PFI2 Schools Only)

0300 1234 100

0800 6344 190

07699 721092

0800 6344 190

Version 1.0

Last Updated: 06/10/2015

Updated by: Barrie McIntosh

Procedure Overleaf

Procedure: Considering Closing Your School?

Undertake a Risk Assessment

Providing your e-mail complies with the agreed

format, it will be broadcasted by BBC Radio

Cornwall, Pirate FM and Heart FM. However, you

may wish to inform parents directly.

Providing it safe to do so, a member of staff

should be at the school gate at the usual start

time to inform parents who may not have

heard/received the closure notification.

Providing your e-mail complies with the agreed

format, it will be broadcasted by BBC Radio

Cornwall, Pirate FM and Heart FM. However, you

may wish to inform parents directly.

Your priority must be to ensure that all children

within your care are kept safe and warm. A

member of staff must remain at the school until

all children have been collected.

Your priority must be to ensure that all

children within your care are kept safe and

warm. All subsequent actions must take this

overriding view into account.

You must undertake a risk assessment, using

common sense to determine whether it is feasible

for children and staff to remain in the school; and if

not, what subsequent risks could arise by sending

them home.

During inclement weather, you should be aware of

weather forecasts and take into account local road

conditions. Similarly, if the school has no

water/heating, you should base your assessment

around the estimated resolution time.

Where is it safe to do so, you must do your utmost

to keep the school open. To facilitate this, you may

wish to consider varying the school’s activities –

bringing classes together, reducing the extent to

which children have to move between buildings,

and/or ending the school day early.

You must undertake a risk assessment to

determine whether it is safe for children and staff

to travel to school; and if so, what subsequent

risks could arise once they are in school.

During inclement weather, you should be aware

of weather forecasts and take into account local

road conditions. Similarly, if the school has no

water/heating, you should base your assessment

around the estimated resolution time.

Where is it safe to do so, you must do your

utmost to open your school. To facilitate this,

you may wish to consider opening late or closing

early. And/or varying the school’s activities –

bringing classes together, reducing the extent to

which children have to move between buildings,

and/or ending the school day early.

During School Time Before School Starts

Make Decision & Seek Governor Approval

Inform the Local Authority & Radio Broadcasters

Inform Parents

1

2

3

4

To confirm your closure of your school, an e-mail (from any e-mail account) must be sent to:

schemerg@cornwall.gov.uk

The ‘Subject’ of your e-mail must read:

School Name / 4-Digit DfE No. / Closed or Opening Late or Closing Early

Your e-mail should contain a brief explanation of your reason(s) for closing. You will be sent an automated

reply confirming receipt. Please note however that emails which do not comply with the agreed format will not

be accepted, will not be broadcast by any local radio stations, and will not be published by Cornwall Council on

their website, Facebook or Twitter pages. This measure is in place to verify legitimacy and prevent hoaxes.

Providing your e-mail complies with the agreed format, a copy will automatically be forwarded to

BBC Radio Cornwall, Pirate FM, Heart FM, as well as Transport and Catering.

Transport and catering providers will receive a copy of your e-mail; however, it is essential that each school

informs its own provider(s) of their decision to close, open late and/or close early. Please note, the ability to

meet alternative times rest solely with each transport and catering operator; schools must appreciate that

providers may be unable to adjust timetables due to commitments elsewhere.