SENSE Learning - Emergency Procedures Policy

This Emergency Procedures Policy is made accessible to all Parents, Students, Local Authorities, Schools and SENse Learning associates.

Person responsible for ensuring that these policies are implemented and reviewed in line with the review dates: Sophie Amos, Operational Director

Introduction & Purpose

This policy is the Emergency Procedure Policy for SENse Learning which will be followed by all members of the Organisation and promoted by those in the position of leadership within the Organisation. This policy will be applied to all students and SENse Learning associates.

Policy Principles & Values

• The Organisation wants to ensure all associates and students are kept safe.

• The Organisation understands that sometimes there are events outside of their control which may impact on student sessions.

• The Organisation aims to run their normal service where possible and if unable to, offer a virtual provision in the meantime.

Procedures

Weather

We are all aware that from time to time, the UK suffers from adverse weather conditions such as snow, floods or severe winds, which may disrupt our normal travel arrangements and ease of getting to and from the normal place of work. In the event of adverse weather, SENse Learning requests that all associates make reasonable endeavours to attend work and therefore, the onus is placed upon each associate to facilitate their journey to and from work.

If you anticipate or have trouble travelling to work due to transport strikes or adverse weather conditions (i.e. heavy snowfall), you must telephone your line manager before 08:30am to see if any alternate arrangements can be made. SENse Learning encourages all associates to explore alternative means of safe transport (including walking) in these circumstances.

SENse Learning is under no obligation to reimburse associates for additional costs incurred because of using alternative means of transport.

At times, such as adverse weather events that have a red weather warning, SENse Learning will notify all associates and make arrangements for sessions to be cancelled until further notice. SENse Learning will inform all parents/carers. We will email again when we deem it is safe for normal service to resume.

In all circumstances where associates may arrive or think they may arrive late to work, the associate must telephone their line manager to update them of the situation and continue to do so until their arrival at work.

Before making decisions regarding travel during adverse weather conditions, it is essential to ensure that there is clear evidence of hazardous weather. This includes the presence of a red weather warning issued by appropriate authorities and/or proof of observable signs that the conditions are too dangerous to continue travelling by car, such as proof of road closures or photos of the road conditions. Only with such proof should travel be reconsidered and online sessions offered.

In these instances where it the associate provides evidence of unsafe travel conditions and has informed the case coordinator of this, then the case coordinator will approve for the associate to offer an online session with their student instead, and the associate will then will still be paid. Associates must include their case coordinator in all communications regarding online sessions offered.

In the instance above, if the offer of an online session is declined, the associate must offer to send resources via email to the student in order to receive payment for the session.

Associates may choose to reschedule the missed session on a suitable alternative date, subject to agreement with their case coordinator.

If alternative means of safe transport (including walking) are not possible, and online is not offered/there is no attempt/no offer to email resources to parents, resulting in absence from work, then any missed session will be unpaid.

Terrorist Attack

• If a terrorist attack occurs in the close vicinity of an associate or student, all sessions will be immediately cancelled until the Organisation can assure all parties will be safe to work.

• The Head Office will contact all people affected by the cancellation of sessions and inform them of the emergency plan.

• If a terrorist attack occurs in the close vicinity while an associate and student is out in public, then associates should follow all guidance of the emergency services.

• The main associate working within the team should contact The Head Office as soon as possible (if safe to do so), the Head Office will contact parents or carers. As soon as it is safe to do so, you must return the student home to their parent or carer.

• An incident form will need to be completed as soon as possible with a member of Head Office.

SENse Closure

• In the unlikely event that SENse Learning has to emergency close, all associates and parents or carers will be contacted and contacted again once we reopen.

High Risk Situation

• In the event of a violent or high-risk situation by members of the public, associates need to call the police using 999. Associates also need to phone the Head Office who will advise of next steps.

• The Organisation takes its duty of care very seriously for those who we work with and who work for us, and if any of our associates feel threatened or unsafe then they need to leave the situation as soon as safely possible once they have established the safety of the student.

• An incident form will need to be completed as soon as possible.

Car Accident or Breakdown

• If an associate has a car accident with a student in the car, the emergency services will need to be called.

• An accident/injury will need to be completed.

• If the accident is not serious, but the car is not able to be driven, please contact a member of leadership and they will decide the next course of action. This may require a parent or carer to come and pick the student up.

• If an associate's car breaks down and you are waiting for a breakdown service, please contact the parent or carer and advise that they may need to come and pick up the student if another associate is not able to do a pickup and drop off service.

Serious Student/Associate Accident/Injury at Work

• In the event of a serious accident or injury occurring whilst working with a student, please call 999 immediately to gain the needed emergency service. The Head Office will also need to be informed as soon as possible.

• An accident/injury form will need to be completed.

Pandemic

• In the event of another pandemic, like Covid-19, if deemed appropriate the Organisation would cease all face-to-face provision and close all SENse Learning Offices and move to online provision.

• The Organisation aims to keep all associates, students, parents and carers safe from harm.

• The Organisation would follow all government guidance and, if necessary, seek professional advice on how best to keep the SENse Learning community safe.

• The Organisation would aim to keep all lines of communication open, and answer any questions associates,students, parents or carers may have, to the best of our ability.

• The Organisation aims to act with the best interests of all its community in mind, and would only move back to face-to-face provision, when it has been deemed safe to do so and after carrying out thorough risk assessments.