Download: School Closures in Emergencies for Schools – 2015-16
A Guide for Headteachers and School Staff – 2015/16
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
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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.