FIRE SAFETY MANAGEMENT POLICY AND EMERGENCY RESPONSE POLICY (BCAD-HS-10-V1)

FIRE SAFETY MANAGEMENT POLICY AND EMERGENCY RESPONSE POLICY (BCAD-HS-10-V1) Date 09/2015 Version 1 AMF 1. Policy Statement All members of staff are trained to uphold the highest standards of safety in their working and this includes minimising the risk of fire as well as knowing what to do in the event of a fire emergency. This includes ensuring that pupils approach all fire evacuations in a serious and responsible manner, and that they carry out the evacuation of the College efficiently. This procedure applies to all school facilities and covers all occupants of the school including staff, students, contractors and visitors. 2. Aims It is the College s statutory duty to carry out a fire risk assessment and for that risk assessment to be suitably reviewed. This has been completed for the premises and is reviewed annually or when there is a significant change, whichever occurs first. In addition the College has a policy and procedures to deal with fire safety and prevention. The fire safety management policy sets out the objectives in respect of fire prevention and emphasizes the College s commitment to fire safety. These objectives are: To define the procedures and responsibilities in the event of a fire emergency occurring within the College To define the by way of the Fire Management System the instructions for evacuation, assembly and registration. To define responsibilities with respect to fire prevention and planning for any potential emergency evacuation. To have proactive liaison with the local fire and rescue service including effective arrangements for notifying the fire and rescue service of changes to the occupancy, changes in the buildings, periods of abnormal occupancy, fire growth characteristics and other relevant factors. 2.2 Fire Management Statement The College s primary focus is for the safety of its pupils, employees and visitors and, to that end, the fire safety management of the school is based around life safety. The College has put procedures in place to protect records but this is not the primary focus. The College aims to provide an environment which is safe and which promotes fire prevention at all times. To suitably manage the fire risk within the College environment the management has designated responsible people with specific tasks. The College Governors and the Head Master are ultimately responsible for fire safety. In practice, responsibility for fire safety is delegated to the Head Master who manages the school and its fire safety on a 1

day to day basis. The Head Master has specific areas of responsibility but has delegated defined duties to the Business Director and other staff (see section 5 below). 2.3 Fire Management System There is a clear fire management system in place to ensure that the school suitably manages the fire risk. The system seeks to anticipate and proactively identify the impact of any proposed changes. The management of the College identifies any alternative protection and management measures that will be required as a result and ensures that they are implemented. All staff have roles in fire safety. Specific staff are trained as required to ensure that all occupants are assisted to make their way out of the building effectively in an emergency. 3. Practice and Procedure 3.1 General Requirements College procedures accommodate all fire emergency situations and take into account all College members including academic and administration staff, pupils and contractors. All staff are instructed to familiarize themselves with their roles and responsibilities within this plan as well as emergency contact numbers (999) & ADEC EHS Section (02 615 6999). Instructions on evacuation procedures are communicated through announcements, notices or on the back of visitor badges for visitors to the College site. A College Emergency Response Team (ERT) is established to respond to fire emergency situations, notify authorities and safely evacuate College occupants to assembly points. Their responsibilities are listed in section 5 of this policy Other responsibilities in the Fire Safety Management System are held by Teachers and Tutors, the Business Director and his team, including the Facilities Manager and members of the support and administration team. 3.2 Fire Risk Assessment and Planning The current fire risk assessment was completed in September 2013. The fire risk assessment will be reviewed annually or when there is a significant change, whichever occurs first. We follow the guidance from the ADEC EHS Section in undertaking an assessment of the risks presented by fire. The College Leadership Team ensures the appropriate actions recommended by the fire risk assessment are undertaken. An external assessor performs an annual fire risk assessment and the findings are presented to the EHS committee. Appropriate control measures and corrective actions to minimise the risks identified are implemented following each risk assessment review with priority given to the highest risks. Where budget constraints delay implementation, risk management strategies will be put in place to reduce the risk. The planning system is proactive and takes into account a wide range of possible emergencies and incidents. These are likely to include planning for logistical issues such as the provision of shelter, communications, 2

transport, the weather, time of day, time of week, time of year (holidays, etc.) and traffic related issues, as well as scenarios such as power failures or floods. The planning system also includes the delegation of responsibilities in the instance of a fire. All staff are instructed to read the Fire Safety Management Policy so that they are aware of their responsibilities in preparation as well as during the evacuation procedure itself. 3.3 Main College Premises Fire Alarm System The College site is fitted with an automatic fire alarm system. The main control panel is located in reception. Smoke and Heat detectors are provided throughout the College and are regularly tested by specialist external contractors. The results of these inspections are kept by the EHS officer. Manual tests of the fire alarm are conducted every Tuesday at 0700. 3.4 Fire Alarm Systems and Evacuation Procedures for Auxiliary College Premises (to be updated when new building constructed in January) The College Sports facilities evacuate to the College Field via the gate behind the kitchens unless this route is compromised in which case they can either remain in the sports hall to be registered. 3.5 Evacuation routes Fire evacuation routes can be found on the evacuation maps situation in the corridors and the assembly point for all staff evacuated from the building is on College field. Staff and pupils should: Make themselves aware of all evacuation routes, emergency exits and the assembly area (College field). Should not use an elevator as part of your evacuation route. Should take an active part in fire evacuation drills. Should never assume a fire alarm is a drill. They should ensure that the alarm is genuine and evacuate the premises without delay. Ensure that all fire escape corridors and staircases are kept clear at all times. Report blocked or obstructed fire escape routes immediately to the Facilities Manager or the EHS officer. Ensure that no flammable or combustible materials are stored in an escape corridor or in an escape stairway. 3.6 Fire Doors and Exits These are fitted throughout the interior of the premises and are designed to protect evacuation routes by impeding the spread of flames and smoke. All fire doors are suitably marked and should be kept shut and clear of obstruction at all times. Unless they are retained by an automatic mechanism which will release the door in the event of a fire, they should never be kept open by wedging or propping anything against them. 3

Fire exit doors are the final exit to a place of safety outside the premises. They should not be blocked by any obstruction, either inside or outside the building. Any person who finds a fire door blocked or locked should report it immediately to the Facilities manager or the EHS Officer. 3.7 Emergency Lighting Emergency lighting conforms to fire safety legislation, is tested during each school vacation and is maintained by an approved contractor. Records of all tests and maintenance activities are kept by the College Facilities Manager on behalf of the EHS officer. 3.8 Fire fighting Staff should only attempt to put out a fire if: They are a member of the Emergency Response Team (ERT). They have a proper extinguisher in good working order AND have been trained to use it. Civil Defence has been notified of the fire. The fire is small and confined to its area of origin. There is a way out and the fire can be fought with one s back to the exit. 1 Staff should not attempt to extinguish a fire unless they are sure of their ability or the fire extinguisher's capacity to contain the fire. Generally, they should leave the area in line with evacuation protocol. 3.9 Fire Extinguishers Extinguishers may be found at fire points which are clearly signed and usually located on exit routes. They are checked regularly by a competent contractor who services them on an annual basis. Further regular checks by the Facilities Management team should; Ensure access is unobstructed. Verify that safety pins have not been tampered with. Check that the gauge pointer on the Extinguisher indicates it is full. Verify that Fire Extinguishers are not damaged. Training in the use of extinguishers will be given as appropriate. All staff are instructed never to take unnecessary risks and only to use an extinguisher if they have been trained how to use it, they feel confident, and it is safe to do so. Staff may have to use an extinguisher if they find that their escape route is blocked by fire. Fires fall into three categories; those involving ordinary combustible materials such as wood, paper and textiles, those involving flammable liquids such as oils, solvents used in chemistry and cooking, and electrical. 1 Fire Emergency Response Procedure v1.2 ADEC EHS, reviewed 15 April, 2014 4

There are four main types of extinguisher used in the School. The applications for which they are suited are summarised below: WATER FOAM CARBON DIOXIDE DRY POWDER Wood, paper, textiles, etc. Petrol, oil, fats, paints etc. Electrical hazards Water must never be used on burning liquids or electrical equipment. All extinguishers are checked every 12 months and the date of last inspection is shown on the extinguisher. 3.10 Electrics testing Through the Business Director, the Facilities Manager is responsible for ensuring that the hard wiring system is inspected every five years by a competent person and any identified remedial work is undertaken without delay. The Facilities Manager will ensure that all portable electrical equipment is tested at intervals compliant with ADEC EHS inspection guidelines (see section 8 EHS Inspection Procedures) All staff must be familiar with school procedures and report any problems to the Bursar and/or the Facilities Manager in the first instance. Staff are reminded that they must not bring electrical equipment into school without the permission of the Head Master/Business Director/Heads of School. 3.11 Fire Training Staff receive fire awareness training on an annual basis, usually as part of the September term induction All fire wardens will attend fire training courses arranged at two yearly intervals or as required due to changes in the organisation. 3.12 Fire Evacuation Procedures Should a member of staff or a pupil find a fire and/ or smoke, they should activate the nearest alarm station. Pupils should also report the fire emergency immediately to the nearest teacher All pupils and staff immediately evacuate the College and close/ shutdown sources of electricity and gas and close all doors after everyone leaves All staff and pupils leave the College buildings through evacuation routes and emergency exits towards the fire assembly point on College field, away from the fire location All College personnel assemble as per the diagram in Appendix 1 for registration 5

3.12.1 Raising the Alarm A register is taken of all College staff and pupils according to instructions detailed below Absentees from the registration are communicated to the fire service together with any suspected locations No pupils or staff should re-enter to the building unless instructed to do so Anyone who discovers a fire should raise the alarm by operating a break-glass fire alarm point. These are located on evacuation routes and are usually adjacent to a fire exit. As soon as the fire alarm sounds, the College Receptionist will summon the fire and rescue service unless the Head Master, EHS officer, Facilities Manager or Business Director advises within 45 seconds that it is a false alarm. 3.12.2 Evacuation On hearing the alarm, everyone should use their nearest exit to proceed to the fire assembly point - the College field (see diagram at Appendix 1). Staff should direct pupils to leave the building in an orderly manner (i.e. no running but brisk walking with clear and quietly) and should leave the room last, closing the door and windows without putting themselves at risk. The priority of staff is the safe evacuation of pupils. If the College field is compromised and cannot be used as an evacuation point then fire wardens/staff will direct pupils/staff along a safe route to Bloom Gardens estate as a secondary assembly point. Pupils and staff should not attempt to fight the fire until evacuation is complete unless it is to facilitate evacuation. Staff should contain the spread of smoke and fire by closing doors and windows, where there is no risk to their own safety. Pupils and staff should only attempt to fire fight in accordance with the instructions in sections 3.8 and 3.9. Much of the danger from fires comes from smoke or poisonous gases, heat and lack of oxygen. If premises are evacuated for a fire, they should not be re-entered until the fire and rescue service has advised that it is safe to do so. 3.12.3 Evacuation of disabled persons Disabled persons must be evacuated to a place of safety. They cannot be left in refuges to await the arrival of the emergency services. It is the firefighters' responsibility to rescue anyone who is trapped and to fight the fire, not to assist with general evacuation of the buildings. Staff or pupils who are temporarily on crutches are to be assisted by members of staff and fellow pupils as appropriate. Ideally, anyone with restricted mobility should be the last to leave the building to facilitate smooth evacuation. Security should be informed of the timetables of any pupils who are disabled so that they can assist in their evacuation. 3.12.4 Evacuation of Pool 6

Pupils may evacuate with a towel to provide some cover when at the assembly area together with suitable pool footwear. Girls may wish to also take to the pool side a suitable non-transparent cover (dressing gown or abaya that is left poolside in case of an evacuation 3.12.5 Assembly area and Registration All staff and pupils should go to the assembly area identified in Appendix 18 where the members of staff responsible for checking each area will undertake a roll call. Once this has been completed, the results should be communicated immediately to the EHS officer (Deputy Head Master) or in his absence the Head Master who will be standing in a prominent position and wearing a yellow High-Vis jacket. The EHS officer s main responsibility at this stage will be to ensure that everyone on site is accounted for. 3.12.6 Staff signing-out and Staff Absence Records The security guards provide a print out of all staff who have signed out and present this to the EHS Officer. However, in the instance of a fire, the delay in collecting a print out of the College register is unacceptable; especially given the role that the security staff have as part of the ERT. Therefore, a staff signing out book exists at the College reception which should be used when staff leave and enter the premises. The College reception provides the EHS Officer with copies of: Security provide: Staff Absentee list (cover rota) The staff signing out register The pupil signing out register The list of pupil absentees The visitors book From these documents, the complete list of persons, other than parents who may be on site at pick-up and drop-off times, can be deduced. It is therefore crucial that all academic staff inform the cover administrator if they are going to be absent from school, even if they do not require cover. It is equally crucial that all staff and pupils sign out at reception if they intend to leave the site during the school day. The Business Director should have a register of admin staff who are absent each day. The signing in and out books operate between 7am and 4:15pm. 3.12.7 Instruction for Academic Staff, Tutors and Pupil Registration Staff should always be aware of the closest and fastest escape routes from their teaching rooms. On hearing the alarm, staff should do the following: Instruct pupils to leave the College by the closest fire exit leaving their belongings behind Close all windows in the classroom 7

In science, the gas should be turned off Check that all pupils have left the room Place the Clear sign on the door so that it is visible from outside the room and close the door Follow their class out to the assembly area, ensuring that pupils move in an orderly manner (i.e. no running but brisk walking and quietly). Prevent any pupils from attempting to reenter the building until instructed to do so. Tutors should instruct pupils to line up in their form within their year group line on College field as shown in Appendix 1. The relevant HoYs/HMMs hand out paper registers to tutors for completion. Once they have checked their form, they should report to the appropriate HoY/HMMs and hand him/her their registers. If a head of year/hmm is absent, a tutor should deputise in their absence. Tutors should stay with their form, standing at the front of the form line maintaining silence. 3.12.8 Instructions for Heads of Year/ House Masters HoYs and HMMs as indicated on Appendix 1 should provide their tutors with registration sheets as necessary in order to register their form groups. They should collate lists of absentees provided to team by the tutors and any absent tutors or assistant tutors to the Head of School as appropriate and as indicated on Appendix 1. HoYs and HMMs are also responsible for deputising for any missing tutors under their charge in the speedy registration of their tutor groups. It is therefore essential that HoYs and HMMs maintain fire registers that have correct pupil and tutor lists to facilitate this process and ensuring that they are stored with sufficient copies for each tutor in Reception. Once they have ascertained the list of absentees amongst the pupils and tutor teams under their charge, they should provide a list of absentees, or a nil response, to the appropriate Head of School or member of SLT as indicated on Appendix 1. 3.12.9 Instructions for the Heads of Prep and Pre-Prep, and Head of Sixth Form and Head of Year 9-11 The Heads of Prep, Pre-Prep and Head of Sixth Form and Head of Year 9-11 should collect the lists of absentees from the HMMs and HoYs and deputise in the collection of a form s register in their absence. They should then consult the records brought out by the College reception to check that the absentees have not already left the College site. A list of absentees amongst the pupils or tutors, or a nil response, should then be reported to the EHS Officer (Deputy Head Master), or in his absence the Head Master. 3.12.10 Instructions for teaching staff who are not tutors (including part-time staff) All academic staff (including music staff) who are not tutors, should assemble as directed on Appendix 1 to be registered by the Deputy Head Mistress (Curriculum), or in her absence, the Deputy Head Academic (prep). A list of absentees, or a nil response, should then be reported to the EHS officer and in his absence, the Head Master. 8

3.12.11 Instructions for Support/Administration/Finance Staff Support/Administration/Finance s taff should assemble as directed on Appendix 1 to be registered by the Business Director and in her absence, the Business Director s PA. A list of absentees, or a nil response, should then be reported to the EHS officer and in his absence, the Head Master. 3.12.12 Instructions for Cleaners and Other Contracted Workers All cleaners and contracted workers, will receive written details of the fire procedure from the Business Director. All cleaners and other contracted workers should assemble on College Field as indicated on Appendix 1 to be registered by the Facilities Manager. A list of absentees, or a nil response, should then be reported to the EHS officer and in his absence, the Head Master. 3.12.13 Instructions for Hirers and Extended School Providers All hirers and contracted users of the premises will receive written details of the fire procedure from the Business Director arrangements arranged with the College. Hirers of the building are required to adhere to the fire procedures at all times and take such measures as are necessary to ensure the safety of those children/persons for whom they have responsibility. They should assemble on the College field and carry out a registration of their personnel and inform the senior staff on duty as appropriate if there are absentees. 3.12.14 Instructions for College Visitors Evacuation instructions are provided on the back of visitor badges and security advise visitors of this when they sign in. In the incidence of a fire, all staff are responsible for escorting their visitors to the College Field. At large events, such as those held in theatre, evacuation instructions are given at the start of the event, usually by the event organiser. Once on the College field, the College receptionist will register the visitors using the College sign in book provided by the gate security team and report any absentees to the EHS officer and/or the Head Master. 3.12.15 Instructions for Security Security staff should perform the following tasks, post delegation by the Head of Security. In the instance of fire: 1. Identify whether the fire alarm is caused by a genuine fire or a false alarm and inform one of the following ASAP (within 45 seconds) who will be found at the front reception desk The Business Director The Head Master The EHS Officer 2. Assess and investigate the location of the fire and its growth 9

3. Assist staff in the evacuation procedures listed in described above, including the evacuation of any disabled pupils or those on crutches 4. Bring the visitors book to the College Field and pass it to the College Receptionist 5. Be on College field to assist in any evacuation of College Field should it be compromised by opening the gates into Bloom Gardens or the gates at the front of College, whichever is more appropriate. 6. Be at the front gates to allow access to the Fire services as required Due to the diversity of roles in the instance of a fire, it is necessary that the delegation of roles occurs prior to any drill. 3.12.16 Instruction for College Receptionist In the instance of the fire alarm being activated, the College receptionist should: 1. Call the fire services if not informed that it is a drill or false alarm within 45 seconds by Security, the Head Master, The Business Director, The EHS Officer or another member of staff 2. Assist HMM and HoY with the collection of fire registers 3. Vacate reception and hand to the EHS Officer on College field copies of: The list of staff absentees (cover rota) The staff signing out register The pupil signing out register The list of pupil absentees 4. Collect copy of the Visitors book from security 5. Conduct the registration of any College visitors 6. Report any absentees, or a nil response, amongst the College visitors to the EHS Officer (Deputy Head Master), or in his absence the Head Master. 7. Assist HMMs and HoYs in identifying pupils and staff who have been identified as missing in the registration process 3.12.17 Instructions for the Fire Incident Commander The Fire Incident s Commander is responsible to the Head Master for: Controlling the assembly point Ensuring that fire and rescue service access gates are opened During a practice noting escape times and general observations for improvement Liaising with the fire and rescue service to ensure that all relevant information is communicated effectively 10

Ensuring that no one re-enters the building until deemed safe to do so by the Head Master, EHS officer or Fire Services Implementing the major incident site evacuation plan if required. 3.12.17 Instructions for Fire wardens Fire wardens are appointed at all locations in line with the findings and recommendations of the School s fire risk assessments. The primary duty of a fire warden is the safe evacuation of all personnel from their designated areas. In the event of an emergency, fire wardens have authority in ensuring safe evacuation of the premises. 3.13.18 Entrance to the Assembly area Pupils in Pre-Prep should enter and leave the assembly area via the gate closest to the College Reception. Pupils in the Prep School should enter the assembly area by entering via the gate closest to the Main Bus Entrance to the College. Senior School pupils and staff should enter the assembly area by the gate adjacent to the fire exit closest to the Spinneys entrance. If any of these entrances should be compromised pupils will be directed to alternative access points. 3.14.19 Evacuation during public examinations If an evacuation should occur during a public examination, pupils will be isolated by the examinations staff in the area adjacent to the assembly area on the pavement. Pupils must remain in silence to avoid disqualification from the examination. Specific instructions on what should be done in instance of an evacuation are provided to pupils by the examinations officer. 3.13 All Clear No one should attempt to return to the College buildings before being cleared to do so by the Fire Incident Commander. The EHS Officer - (or in his absence, the Head Master) will instruct the Fire Incident Commander to begin the orderly return to College by year group/house, acting on confirmation received by College security that the fire alarm has been re-set and that the building is safe to re-enter. 3.14 Emergencies outside School Hours (1500 0800 and weekends) In the event of the fire alarms sounding after school hours, all persons remaining in the College should assemble on College field. Members of staff in charge of after-school activities are responsible for escorting all pupils taking part in their own activity to College field where they will report to the member of College Leadership on late duty. The member of College Leadership on late duty will: 11

Check the libraries, the dining room, the sixth form common room and the ICT rooms, instructing any pupils there to make their way to College field. He or she should then walk to College field and wait for a member of the Facilities Management Team/Security. Compile a list of pupils and then send them home or back to their activities as appropriate Pupils who are being collected by parents should wait at the assembly are if the all clear is not sounded under the supervision of staff responsible for after-school activities, either until the fire and rescue service has reported all clear or until their parents arrive to collect them, at which point a register of those pupils returned to parents should be taken by the member of staff on duty. The duty member of the Security will: Locate the zone in the College which has triggered the alarm and, if necessary, summon the fire services. If possible the Facilities team will sweep the area/building concerned. Report to the member of staff on late duty on College field. He should then return to the front of the School to await the arrival of the fire and rescue service and escort them to the fire. Report the situation at once to the Facilities Manager Provide details of any investigation of the incident for the Facilities Manager and EHS officer for record keeping The member of College leadership on duty should be informed by the responsible member of the Security team once the fire and rescue service has reported all clear. All cleaners working in the College should leave the building by the nearest exit and walk to the assembly area on College field. The EIPS supervisor should take a register and report any absentees, or a nil response, to the member of College leadership on duty. 3.15 The College phone and Radio Systems Communication via radio and phone ensures that all parties involved, or potentially involved, in an incident are informed rapidly and effectively, of relevant information. In addition the systems make use of alternative formats as necessary, with contingency plans for when systems fail. 4. Assessment and Record Keeping 4.1 Monthly and Termly EHS Checks Monthly and Termly checks are conducted as per Records of termly and Monthly EHS monitoring as per the ADEC EHS Section requirements. These records are kept by the EHS Officer. 4.2 Fire Log A fire log, which records all fire evacuations, drills, evacuation times and comment is maintained by the Facilities Manager on behalf of the EHS officer: 12

5. Staffing and Resources The EHS committee is responsible for devising and implementing all EHS procedures for the College. The Emergency Response Team (ERT) is made up all those involved in coordinating a safe evacuation and registration during an emergency. They also have responsibility in advising the Fire Incident Commander of suggested improvements to the Evacuation procedure and any other aspects of fire prevention and planning. The Emergency Response Team is made up of: Head Master EHS Officer Heads of Schools and Deputy Heads of Schools The Fire Incident Commander Fire Wardens Security Guards All staff and pupils have responsibilities in alerting the EHS committee to Fire Safety concerns that they become aware of. In addition, in order to action a safe evacuation, further responsibilities in planning are held by the following. The Business Director Facilities Manager College Receptionist Database Manager and Cover Coordinator HMMs/HoYs Teachers and Tutors 5.1 Head Master The Head Master has responsibilities as follows: Ensuring that legislative requirements are met; and that testing, maintenance or repairs are initiated as required. Ensuring that all control measures identified in the fire risk assessment are in place and that further improvement actions are completed so far as is reasonably practicable. Assigning an appropriate member of his team the responsibility to complete each improvement action. 13

5.2 EHS Officer Ensuring the College has a Fire Safety Policy and that such a policy is reviewed annually Ensuring that a Fire Risk Assessment is completed and reviewed annually Ensuring staff are notified of the significant findings of the Fire Risk Assessment Recommending actions derived from the Fire Risk Assessment are completed Recommending the maintenance / testing of all fire-fighting systems and equipment. Ensuring that all tests of equipment and evacuation procedures are logged and recorded in the fire log book Ensuring that the College Emergency Plan and Evacuation Procedures are regularly reviewed Ensuring that the College has a Major Incident Evacuation Plan which may include agreements with local providers and additional training for staff Ensuring all pupils, staff, visitors and others who use the building are made aware of the Fire Safety Precautions and the Fire Evacuation Procedures Ensuring the provision of fire awareness training to all staff Ensuring the provision of fire warden training for designated staff Will continually assess the adequacy of fire warden provision. Ensuring that an emergency fire drill is undertaken every term Ensuring the preparation of specific personal emergency evacuation plans for staff and/or pupils with special needs and or disability Ensuring the provision of suitable fire safety systems i.e. fire alarm, automatic detection and emergency lighting Ensuring the provision of suitable fire safety equipment such as fire doors, fire signs and fire fighting equipment Ensuring any fire prevention officer s recommendations and or enforcement notices are complied with. The EHS Officer has responsibilities as follows: Lead Emergency Response Team (ERT) in the College. Plan and evaluate emergency drills within the EHS committee Communication of Fire Safety Management Procedures to all staff and pupils Maintain records of all fire prevention training, planning and induction in emergency procedures actioned in the College 14

5.3 Heads of School and Deputy Heads Heads of School and Deputy Heads have responsibilities as follows: Ensuring all fire prevention methods are established and enforced. Ensuring that the Database Manager, has a complete list of all staff, designated roles in College and pupil lists Maintaining fire registers (through House Masters and Heads of Year) to facilitate speedy registration during an evacuation Training teachers how to use fire extinguishers for incipient fires. The training should ensure that there are sufficient numbers of staff trained in all aspects of fire prevention, fire protection and evacuation procedures and able to use the appropriate extinguishing equipment (and media), so as to provide full coverage of the building, with provision for contingencies, sickness or holiday absences. Being knowledgeable of the emergency contact numbers. Training pupils and staff on evacuation routes and procedures. Defining the frequency for conducting emergency drills during the school year (not less than 4 times a year - twice in term 1 and once for the other two terms). The College can conduct these internally without Civil Defence. 5.4 Fire Incident Commander and Fire Wardens The Fire Incident Commander is responsible to the Deputy Head Master for: Assisting in the devising and implementation of fire safety policy Providing data on evacuation timings for the Facilities Manager and EHS Officer Ensure that all fire doors are closed and classrooms marked clear during the evacuation of the building 5.5 Security Guards and College Reception In advance of an evacuation, security and reception should do the following: Ensure that roles have been delegated as per to the evacuation procedures Be able to identify reported hazards Have control of the gate areas, ensuring entrance is clear for Civil Defence, directing people and traffic away from the College entrances. Be knowledgeable of emergency numbers. Be knowledgeable of fire extinguisher use 15

Have knowledge of the different emergency alarms, how to activate and deactivate the emergency alarms. Ensure that visitors and contractors are signed in to the building and are provided with the evacuation procedures Where appropriate escort visitors and contractors from the building Maintain signing in and out logs (for staff, visitors, and pupils) Liaise with HMMs/HoYs to keep fire roll call sheets readily available Ensure that the list of pupil and staff absentees is printed daily at 8:10am so they can be brought to the fire assembly point during evacuation. 5.6 Teachers and Tutors Teachers and Tutors are responsible for: Learning to recognise and activate the emergency alarm. Ensuring they follow the morning and lesson registration procedures Ensuring they have read and can follow the evacuation and registration procedures in the instance that the emergency alarm is sounded Immediately reporting an emergency situation to other teachers and Head Master. Immediately reporting violations of the fire safety program. Acting as fire wardens when evacuating their class from the College buildings. Ensuring that their particular classrooms and work areas are kept free of hazards which may block escape routes. Ensuring that all electrical equipment used within the classroom have been suitably maintained and have not been brought on site without suitable permission Reporting any hazards (which can not be dealt with) to the Facilities Manager Ensuring that new pupils are suitably trained in evacuation procedures Ensuring that pupils who attend class with a prohibitive injury are assessed and that a personal emergency evacuation plan is put in place If required, being aware and trained in the major incident evacuation plan which may require escorting the class away from the premises to a safe site Taking part in any fire safety training provided by the school. 5.7 Business Director The Business Director is responsible for the overseeing of the College s fire safety manpower arrangements as delegated to her by the Head Master. 16

All hirers and contracted users of the premises will receive written details of the fire procedure as part of the hire arrangements from the Business Director. Hirers of the building are required to adhere to the fire procedures at all times and take such measures as are necessary to ensure the safety of those children/persons for whom they have responsibility. 5.8 Facilities Manager Through the Business Director, the Facilities Manager has been assigned tasks such as controlling work, maintaining safety systems and overall maintenance. Some of these duties are contracted to suitably qualified engineers. The school work control system has been developed proactively with clear lines of responsibility; a permit system; logging and audit processes and routine checking and supervision. The maintenance system is one where there is dynamic monitoring of the fire safety systems, and the equipment is kept fully functional at all times when the building is in use. The Facilities Manager has responsibilities for the following: Ensuring the alarm sound is unique for an emergency and audible by all school occupants. Ensuring fire suppression equipment such as sprinkler systems, fire hoses and extinguishers are inspected regularly and maintained in working order. The formal maintenance and regular testing of the fire alarm The formal maintenance and regular testing of the emergency lighting The formal maintenance and organising of testing for the automatic detection system The maintenance and inspection of the firefighting equipment The maintenance of exit/escape routes and signage The completion and upkeep of the school fire log Supervision of contractors undertaking hot work and cold work Ensuring that fire compartmentation is sound and that any fire engineering solutions are suitably maintained Reporting any hazards (which cannot be dealt with) to the Business Director and EHS Officer Ensuring that access can be gained at all times to the electric and gas shut off devices Ensuring that fire critical plant such as gas boilers are annually serviced in line with the schools planned preventative maintenance regime Ensuring that electrical equipment is suitably maintained and that fixed electrical wiring is inspected at least every five years by a competent person in line with the schools planned preventative maintenance regime and that any identified remedial work is undertaken without 17

delay. Ensuring that all portable electrical equipment is tested at intervals compliant with ADEC EHS inspection guidelines Ensuring that fire fighter equipment is maintained and accessible i.e. fire hydrants and dry risers 5.9 Database Manager and Cover Coordinator The Database Manager and Cover Coordinator has responsibilities for: Ensuring that a complete list of staff absentees is circulated to College reception (as part of the daily cover notices) That all form lists and staff lists are kept up to date on the database and that the relevant staff for registration are informed of any changes 5.10 House Masters and House Mistresses The House Masters and House Mistresses have responsibility for: Ensuring all pupil and staff fire registers are kept up to date and are stored in Reception 5.11 Examinations Officer The Examinations Officer has responsibility for: Providing guidance to candidates sitting public examinations on evacuation procedures which have agreement from the College EHS Officer 5.12 Pupils and Parents Pupils have responsibility for: 5.12 All Staff Ensuring they are able to recognize and activate the emergency alarm. Immediately reporting an emergency situation to teachers. Following the evacuation instructions Ensuring that the College is informed of pupil absence Registering with College reception if they are late into College Signing out at reception if they leave the College site early Responsibilities applicable to all staff and pupils include: Not tampering or removing fire-fighting equipment without authorisation Becoming familiar with the procedures set out in the fire evacuation policy and on the fire action notices found in all rooms. Ensuring that wherever practicable, electrical equipment is switched off and disconnected from the power supply when it is not in use 18

Ensuring fire exit routes are free from obstruction at all times and fire doors and exits are not locked or propped open Personal high power electrical equipment should not be used on the premises unless it has been authorised by the Facilities Manager Ensuring that all waste materials must be placed in metal bins or other designated receptacles Ensuring all provided workplaces are kept tidy and free from combustible waste at all times. All staff should note that smoking is not permitted anywhere on the College premises or at any site which is under the control of the College. 6. Associated documents AD EHSMS RF 2012, v2 - Element 06 Emergency Management AD EHSMS RF 2012, v2 - CoP 06 Emergency Management Requirements AD EHSMS RF 2012, v2 - CoP 07 Fire Prevention, Planning and Control ADEC EHS SECTION Fire Emergency Response Procedure v1.2 ADEC EHS SECTION Guidelines for the Development of School Emergency Management Plans v1.1 7. Monitoring and Review This policy is reviewed termly by the ERT, and is updated by the EHS Officer. A further review is conducted before the start of the Academic year post review by the EHS Committee. 8. Approved by Head Master on behalf of the College: Chairman on behalf of the Governors: 19

Change History Record Version No. Description of Change Owner Date of Issue 1.0 2.0 3.0 20