Learning and Teaching Committee

Subject: Emergency Planning & Business Continuity Planning

The University has responded well to a wide range of incidents some of which were significant.

The former Director of Estates and the current Acting Security Manager developed an Emergency Plan to address how the University would respond to major incidents. This has satisfied the requirements of the insurers. A test of this was undertaken two years ago using an awayday to look at how the plan would be implemented with a scenario of an air crash on campus taking out both student and academic accommodation. The test was not considered to be successful as many aspects had not been addressed and some that had been addressed in the plan were already out of date. In reflecting on the test, it was also recognised that there was no consideration of Business Continuity Planning – how we cope for a potentially long period following a major incident which may result in loss of premises, people, services.

Audit Committee have identified the need for a more coherent and integrated approach to Emergency Planning and for the development of a Business Continuity Plan. The Chief Operating Officer has been tasked with responsibility for this. Dr Anne Mumford in her new role of Director of Change Projects is taking forward the development of plans as an institutional project. A paper indicating the way forward and a timed action plan is required for the end of October meeting of Audit Committee.

EMG have agreed that consultation should be undertaken to inform the development of the plans and this paper to Learning and teaching Committee forms a part of that process.

In an emergency situation we need to be sure that we can appropriately react and provide information to students on what will happen to their studies. Imago have a plan for managing issues relating to accommodation and provision of food.

For Business Continuity Planning we need to undertake an impact analysis which looks at how we would react within the first 24 hours, 48 hours, one week, two weeks and beyond to an incident which led to the loss of a building, key personnel, services (power, IT). For learning and teaching this will vary in impact more across the year than might be the case in other areas, though our pre-sessional English language courses extend the period of formal teaching. There may be other key points in the year, such as the time we receive A level results, the Open Days etc.

Learning and Teaching Committee are asked to consider the issues and to advise on how an impact analysis might be undertaken and how we might mitigate against possible major incidents, perhaps by having in place reciprocal arrangements and by ensuring relevant information is accessible.

Author - Dr Anne Mumford

Date - October 2008