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React

• Ensure appropriate emergency protocol is activated, e.g fire evacuation.

• Contact relevant emergency services.

• Contact on-call Porter

• Ensure safety of students, Fellows, staff and visitors.

• Gather relevant information:

• What has happened.

• Relevant times of events.

• Parties involved.

• Level of injuries.

• Cause if known.

Escalate

Escalate cntd….

Based on what is currently known, answer the following questions:

• Will there be an interruption to critical services to a department for more than a tolerable time?

• Will the incident have a significant impact on the College’s reputation or attract media attention?

• Will there be a loss of IT systems for more than 8 hours?

• Has the incident impacted on the wellbeing of students, staff, Fellows or visitors?

• Shelter

• Food

• Water

• Safety

• Warmth

• Did the incident take place in an examination period?

If the answer to any of the above questions is YES, escalate to the Head Porter.

Department

System

Tolerable loss time

Porters

Fire detection

Emergency lighting

Main switchboard

Access Control

3 Hours

3 Hours

12 Hours

3 Hours

IT

WiFi

1 Hour in exam term

3 Hours at other times

Accommodation

KX

48 hours

Catering

Ansell Fire suppression System

Ventilation

3 Hours

3 Hours

Bursary

Payroll system

Accounting system

3 weeks

48 hours

Development 

Database of Alumni

Banking processes

1 Week

1 Week

HR

Cascade

1 Week

Tutorial

Camsis

1 Week

Function

Role

Responsibility

Head of Business Continuity Team

Domestic Bursar / Head Porter

Senior Bursar

• Activation of the business continuity plan.

• Identifying those who will resource the response team (Not all roles will be necessary, depending on the nature of the incident).

• Identification and management of stakeholders during the incident.

•  

Workspace

Head of Maintenance (or their deputy)

Estates Manager

• Managing the damage assessment process

• Ensuring structural security of all buildings affected by the incidents

• Managing the reinstatement works for affected facilities.

Tutorial & Admissions

Senior Tutor (or their deputy)

President

• Liaison with Tutors and Directors of Studies and students.

• Provide a point of contact for the University.

• Arrange alternative study facilities as necessary.

• Contact applicants if interview schedule is affected.

IT systems

Head of IT (or their deputy)

Head of communications

• Recovery of IT systems and data.

• Liaison with University IT services.

Human Resources

Head of HR (or their deputy)

Head of Conferencing 

• Management of the staff impact arising from the incident.  Including Accounting for people and Family liaison.

Finance

Senior Bursar(or their deputy)

Domestic Bursar

• Management of the financial elements of the incident

• Liaisons with insurance company.

Porters

Head Porter / Deputy Head Porter 

Head of Maintenance

• Maintenance of security and main point of contact on site.

• Management of impact on Porter’s Lodge function.

• Re-establish ‘reception’ based services.

• Liaison with Emergency Services.

Library

Librarian (or their deputy)

Fellow Librarian

• Management of the impact on the library provision.

• Liaison with Head of Maintenance regarding re-instatement.

Catering

Head of Catering (or their deputy)

Head of conferencing

• Management of the impact on food service arising from the incident.

Conferencing

Head of Conferencing  (or their deputy)

Director of Development

• Managing the impact on conferencing provision.

Accommodation

Accommodation Manager (or their deputy)

Head of Conferencing

• Management of impact on accommodation arising from incident.

Housekeeping

Housekeeper (or their deputy)

Accommodation Manager

• Management of impact on accommodation arising from incident.

• Provision of temporary bedding and essentials as required.

Communications

Head of Communications

Head of IT

• Single point of contact for press 

• Spokesperson to the University

• Writing and dissemination of internal and external communication as appropriate.

Health Centre 

College Nurse (or their deputy)

College Dean

• Welfare of students

Action

Status

Identify the roles and functions required from the Business Continuity Team and resource them.

Set up incident room in either: Bateman Room or Finella

Run initial meeting with the Business Continuity Team focusing on the points below and document accordingly:

• What do we know?

• What process or services are impacted?

• What does it mean to us?

• What is our strategy?

• Who do we need to communicate with?

• What else do we need to know?

Establish meeting schedule for example every 4 hours, daily etc.

Identify Specialist advisors required and liaise with them for input as required.  For example Contractors, Insurers, Lost adjusters, Emergency Services, University Communications etc.

Track actions and their implementation.  Minutes to be taken by Domestic Bursar’s or Senior Bursar’s PA.

Write communication release for internal and external use and distribute as required.  Consider a verity of communications methods, signs, social media, press releases etc.

Contact relevant stakeholders:

INDENTIFY stakeholders affected by the incidents.

ASSESS their level of involvement in the incidence (if any) and degree of influence.

PLOT each stakeholder on the chart below.

CONFIRM responsibilities for liaising with key stakeholders with the relationship owner.

Stakeholders to consider:

Students, Fellows, Tutors, Staff, Heads of Department, Visitors, Conference guests, University, University communications, University security, Media, Nearby Colleges, Nearby residents, Parents, Key business partners, 

Workspace

ACCOMMODATION

Short Term Actions

Displaced students will be moved temporarily to the Cavonius Centre as a place of shelter and safety.  Beds can be provided for 15 students in this space. 

If the Cavonius Centre is impacted or access is restricted then facilities will be sought elsewhere across the estate or assistance will be requested from nearby colleges.

Rooms will be identified by considering:

• Residents would be re-located to empty college owned accommodation.

• Students asked to double up in rooms or stay with friends.

• Consult with neighbouring colleges and further afield when these are exhausted.

• Local resident associations contacted to understand their availability.

• Consider hotel accommodation.

Ensure throughout that student locations are tracked and logged.

Medium Term Actions

For small numbers of displaced residents then semi-permanent re-location within existing accommodation or another college (if available) will continue.

Alternatively, the college can look to obtain temporary accommodations blocks which major re-building works are completed.  This may include using space on other college sites.

Long Term Actions

Re-building will be managed by the Domestic Bursar and Estates Manager.   All works will be agreed with insurers and follow normal major project requirements.

MAINTENANCE & ESTATES

Short Term Actions

Make safe any damaged building(s) and services such as gas, electricity and water within the capability of the department and arrange for specialist support as required. 

BOILER HOUSES

There are 84 boilers across the estate.  Many are standard residential boilers that are simple to maintain and replace if needed (and would unlikely cause a BCM situation).

This document will focus more on the larger scale boilers that control heating and hot water for large residential areas:

N. Tree Court

F. Gonville Court.

A-F St. Mikes

Stephen Hawking Building

K Block Harvey Court

Harvey Court

If these Boilers were to become unusable there is likely to be a significant lead time before they can be replaced.

Short Term Actions

Students asked to share bathrooms with nearby properties who still have hot water.

Alternative heating provided in the form of electric / oil filed radiators depending on the time of year.

Medium Term Actions

There is scope for placing temporary boiler houses on site.  If this were to be the case a decision would need to be made if students were removed until services were restored (as per the Accommodation strategy above).

CATERING

Short Term Actions

Move cooking and dining facilities to alternative kitchens.  In the case of the Old Courts being impacted then catering provision will move to Harvey Court and vice versa. 

In the unlikely scenario that both kitchens are compromised then consideration will be given to re-directing residents to other colleges for meals.  (Corpus, Peterhouse, Emmanuel and Trinity Hall.   In the event of an event meaning, we need to feed students elsewhere)

Staff could also be provided meals at alternative colleges or more likely be asked to provide meals themselves during the period of disruption.

Medium Term Actions

Temporary kitchen considered on either affected site if the short term arrangements of moving to the alternative kitchen do not meet the needs of the college.   

Long Term Actions

Re-building will be managed by the Domestic Bursar and Estates Manager.   All works will be agreed with insurers and follow normal major project requirements.

CHAPEL

Short Term Actions

Chapel services can be held anywhere withing the College estate and a suitable location would be found as required.  Weddings and funerals however can only be held in a Church or Chapel.  If this were to be the case the Dean would make a decision on a suitable location.

Medium and Long Term Actions

If the use of the Chapel was denied for a more considerable period of time then alternatives locations will need to be sought.  This is likely to be at another College or a Church within he vicinity of the College.  If this were to be the case the Dean would make a decision on a suitable location.

CONFERENCE SPACE

Short Term Actions

The main conference spaces are the Cavonius Centre and Bateman Auditorium along with other public rooms such as the Long Room and Senior Parlour. 

If conferences cannot be relocated on the day then they would need to be cancelled and refunded.  This will be decided on an individual basis. 

Consideration given to utilising space in neighbouring colleges if an event cannot be accommodated on site.

See accommodation advice for those conference guests that could be affected if accommodation is lost.

The impact on an event from the loss of IT must be considered and plans altered if needed.

Medium Term Actions

Future bookings will need to be reviewed with a view to relocating to other venues (either colleges or external companies).  Conference Manager will utilise contacts from external companies such as Cambridge First for alternative locations.  Where other locations cannot be found events will have to be cancelled.

HOUSEKEEPING

Assist accommodation in their response to incidents by providing replacement furniture, household essentials, cleaning and room preparation as required. 

OFFICE SPACE

Short Term Actions

Staff asked to work from home wherever possible.  Alternative rooms can be sought by considering the following:

• Consideration given to offices being shared. 

• Open plan working space set up in Cavonius Centre. 

• Teaching rooms and unoccupied student rooms

• Identified for use for those critical functions that cannot work from home.

If access to the site is restricted then consider alternative space being sourced from neighbouring colleges.

Medium Term Actions

Portable buildings could be located in St Mikes or on the West Road site.   Further consideration given to utilising space in the gardens of Harvey Road if required.

Long Term Actions

Re-building will be managed by the Domestic Bursar and Estates Manager.   All works will be agreed with insurers and follow normal major project requirements.

PORTERS’ LODGE

If an incident impacted one of the Porters’ lodges then the remaining Lodge would become the main Lodge for the College.  Each have identical capabilities (with the exception of key issue).

OLD COURTS:

If the Old Courts Lodge became unusable then operations would move to Tree Court Q4 (Head Porters Office) with consideration given to utilising S4 as HP & DHP’s temporary office.  Keys, contractors systems, mail franking, and alarm monitoring would need to be moved from the main lodge.  This will require an initial input from IT to support the relocation of computer equipment. 

All external property keys will be managed from West Road Lodge.

If the Gate of Humility is compromised then the Great Gate will become the point of entry for the College.  Signage to Q4 will be provided and the reinstatement of a Sentry box will be needed to house a Porter to monitor visitor entry, manage incoming post and parcels and to assist with enquiries. 

In the event of losing the Main Lodge the tourist visitor entry will be suspended. 

WEST ROAD:

If the West Road lodge becomes unusable then operations would move to the Conferencing Office which is situated in the lobby of Harvey Court.

STUDY SPACE

The Cavonius Centre and Bateman Auditorium along with other public rooms  can be utilised as study space if required.  Although these spaces are shared as conference spaces so priority will need to be decided.

The upper and Lower libraries should be considered as suitable spaces for study and extra desks and chairs can be provided for this purpose. 

Depending on the term time nearby colleges may be contacted to allow study space for students.

IT

COMPUTER OFFICE

Objectives

To ensure information technology resources are made available and to restore information and services in the event of damage, loss or disruption of business processes. To maintain confidentiality, integrity and availability of information when restored. 

There are a number of IT systems used by the college.  Some are hosted on site and others are manged and supported by organisations outside of the college.  In the event of a failure which constitutes a Business Continuity matter IT will act as the liaison between the college and any external providers. 

People

RETRIEVAL OF INFORMATION AND CONTACTS

Staff and Fellows database (including next of kin) is located on Cascade HR system which stores information remotely on behalf of the College.

Messages can be passed to staff from heads of Department either by phone or e mail depending on the circumstances.

Tutorial staff will contact academic staff and students using information held on Camsis.

Conference Guests would be contacted by the Conference Manager.

REPLACEMENT STAFF

Agency staff could be sourced for a number of roles both manual and office based positions.  University Information Services can be contacted for IT support roles. 

Heads of Departments along with the HR Manager will source agency staff based on their own requirements.

Other Colleges will be contacted to provide assistance for key roles wherever possible and recently retired staff (including those from other colleges) could also be considered to provide assistance and expertise on a short- medium term basis.

Depending on the nature of the need for replacement staff.   University and private counselling services should be considered.

PERSONAL ITEMS AND EFFECTS

The Cavonius Centre or the Bateman Auditorium will act as a focal point for immediate contact with residents (from affected areas) to issue temporary personal items for example bedding and toiletries.  Some personal toiletries are held on site, other items can be purchased from the numerous 24hour supermarkets located nearby.

When it is safe to do so residents may be allowed to return to their rooms to recover personal effects.

Action

Status

Identify the need for short term alternative accommodation and allocate space accordingly.

IT ENABLED SOLUTION:

Kinetics to be used to identify vacant spaces and allocate accordingly.

NON I.T ENABLED SOLUTION:

Discussion with relevant staff using their knowledge to identify vacant spaces.  Physically open doors to identify rooms that are in use or vacant.

Maintain records of resident’s locations.

I.T ENABLED SOLUTION:

Use Kinetics to log room changes

NON I.T ENABLED SOLUTION:

Keep manual records which can be transferred when systems are available

Consider alternative working locations to facilitate daily core roles, if required.

IT ENABLED SOLUTION:

Kinetics to be used to identify vacant spaces and allocate accordingly.

NON I.T ENABLED SOLUTION:

Discussion with relevant staff using their knowledge to identify vacant spaces.  Physically open doors to identify rooms that are in use or vacant.

Identify work in progress at the time of the incident and confirm key Accommodation operational priorities for recovery.

I.T ENABLED SOLUTION:

Utilise normal calendar and planning tools

NON I.T ENABLED SOLUTION:

Reliant on knowledge of HOD to produce a paper time line.

Liaise with other college to understand spaces they might have available to assist us.

I.T ENABLED SOLUTION:

University look up and telephone directories.

NON I.T ENABLED SOLUTION:

Report recovery status on a regular basis to the Business Continuity Team Leader.

I.T ENABLED SOLUTION:

Teams or other online meeting platforms used for convenience 

NON I.T ENABLED SOLUTION:

Face to face meetings held.

Action

Status

Make initial contact with insurer in relation to the incident.

I.T ENABLED SOLUTION:

Contact insurers via e mail or by phone

NON I.T ENABLED SOLUTION:

Remote access.

Identify work in progress at the time of the incident and confirm key Bursary operational priorities for recovery.

I.T ENABLED SOLUTION:

Utilise normal calendar and planning tools

NON I.T ENABLED SOLUTION:

Reliant on knowledge of HOD to produce a paper time line.

Liaise with external suppliers as required if bill payment will be impacted.

I.T ENABLED SOLUTION:

Use Access system to make suitable arrangements with bill holders.

NON I.T ENABLED SOLUTION:

Liaise with Access Dimensions if necessary to ensure backups available Tel: 0845 345 3300.

Inform bank if there will be a significant impact on our spending.

I.T ENABLED SOLUTION:

Contact insurers via e mail or by phone

NON I.T ENABLED SOLUTION:

Remote access.

Communicate with staff regarding pay-roll arrangements if affected.

I.T ENABLED SOLUTION:

In consultation with HR send staff suitable messages via email or through the communications Managers via the Venn

NON I.T ENABLED SOLUTION:

Letters produced and sent to staff.  Face to face communications through HOD.

Manage initial request for funds to help those who have lost personal belongings in the incident.

I.T ENABLED SOLUTION:

Contact insurers via e mail or by phone. 

NON I.T ENABLED SOLUTION:

Remote access.

Communicate financial impacts of the incident on the college to College Council and Governing bodies.

IT not required.

Report recovery status on a regular basis to the Business Continuity Team Leader.

I.T ENABLED SOLUTION:

Teams or other online meeting platforms used for convenience 

NON I.T ENABLED SOLUTION:

Face to face meetings held.

Action

Status

Identify the immediate impact on catering requirements at the time of the incident including, college, external and conferencing.

IT ENABLED SOLUTION:

Normal college booking systems used to identify functions and numbers booked for meals.

NON I.T ENABLED SOLUTION:

Fellows bookings to be taken by phone between Conference and Catering departments.  Function sheets for conference business to be printed and disseminated.  Charges calculated and charged at a later date.

Work with HR to source temporary or agency staff if needed to ensure services are still provided.

No IT required.

Assess food stores before use to ensure food safety standards have not been risked.

No IT required.

Manage the change between kitchen if a move is required.

No IT required.

Liaise with Maintenance and external contractors if all college facilities are out of use to establish a temporary provision.

IT ENABLED SOLUTION:

IT utilised to book services

NON I.T ENABLED SOLUTION

Telephones and remote working solutions.

Provide packed food to those displaced residents who require it.

IT ENABLED SOLUTION:

Meal booking system, e mail etc.

NON I.T ENABLED SOLUTION

Telephone orders placed via catering contractors and produce food internally for collection or delivery.

Work with HR to source temporary or agency staff if needed to ensure services are still provided.

No IT required.

Identify work in progress at the time of the incident and confirm key Catering operational priorities for recovery.

I.T ENABLED SOLUTION:

Utilise normal calendar and planning tools

NON I.T ENABLED SOLUTION:

Reliant on knowledge of HOD to produce a paper time line.

Report recovery status on a regular basis to the Business Continuity Team Leader.

I.T ENABLED SOLUTION:

Teams or other online meeting platforms used for convenience 

NON I.T ENABLED SOLUTION:

Face to face meetings held.

Action

Status

Provide initial and subsequent updates to both internal and external websites.

IT ENABLED SOLUTION:

Head of Comms can update in College or remotely.

NON I.T ENABLED SOLUTION:

Head of Comms can update remotely, or Contra, the web agency, can manage the website on our behalf. The Venn is a UIS system and depends on access to University IT systems.

Produce press releases as appropriate in relation to the incident.

IT ENABLED SOLUTION:

Head of Comms would liaise with the Master and senior leadership, plus central University.

NON I.T ENABLED SOLUTION:

Head of Comms to liaise with central University via telephone.

Identify work in progress at the time of the incident and confirm key Communication operational priorities for recovery.

I.T ENABLED SOLUTION:

Utilise normal calendar and planning tools

NON I.T ENABLED SOLUTION:

Reliant on knowledge of HOD to produce a paper time line.

Monitor and report back to committee in relation to social media and detail any impact on the college.

I.T ENABLED SOLUTION:

Social media can be used for messages and for monitoring, depending on the nature of the incident.

NON I.T ENABLED SOLUTION:

Social media accessible via personal smartphones which can be utilised instead of computers.

Assist HR in providing suitable wording for information releases.

IT ENABLED SOLUTION:

Head of Comms to liaise with HR remotely or in College

NON I.T ENABLED SOLUTION:

Hand write notices which can be displayed in Porters Lodge and public areas.  Telephone numbers can be provided for additional support.

Assist with providing photographic updates in relation to the incident.

IT ENABLED SOLUTION:

Smartphone used to capture images and then distributed securely via Teams of WhatsApp.

NON I.T ENABLED SOLUTION:

Photography completed and stored and shared at a later date.

Act as a link between college and emergency services in relation to what information is released.

I.T ENABLED SOLUTION:

Head of Comms to liaise with emergency services communications departments.

NON I.T ENABLED SOLUTION:

Communications via mobile phone and information disseminated as previously detailed.

Manage all press enquiries into the incident.

I.T ENABLED SOLUTION:

In liaison with central University, if required.

NON I.T ENABLED SOLUTION:

In liaison with central University in person, if required.

Ensure only relevant information is published and misinformation is managed sensitively to maintain the reputation of the college.

I.T ENABLED SOLUTION:

Important that messaging is consistent from points of contact throughout the College, to ensure the correct messages are communicated to external and internal parties.

NON I.T ENABLED SOLUTION:

Important that messaging is consistent from points of contact throughout the College, to ensure the correct messages are communicated to external and internal parties.

Report recovery status on a regular basis to the Business Continuity Team Leader.

I.T ENABLED SOLUTION:

Teams or other online meeting platforms used for convenience 

NON I.T ENABLED SOLUTION:

Face to face meetings held.

Action

Status

Identify the impact or disruption on conferencing bookings.

I.T ENABLED SOLUTION:

Use Kinetics to plan accordingly.

NON I.T ENABLED SOLUTION:

Identify a central event space to communicate to event organisers and visibly look at event space to re-allocate accordingly. Use Teams on mobile phones to locate the event sheets if we have a phone network.

Re-allocate prebooked events as appropriate either in college or to other college or commercial venues.

I.T ENABLED SOLUTION:

Use Kinetics to plan accordingly.

NON I.T ENABLED SOLUTION:

Contact our closest neighbours Clare, Trinity Hall, Kings and Corpus and see if they could help us accommodate our guests.

Provide information to Porters to assist in re-directing conference guests as appropriate.

I.T ENABLED SOLUTION:

Use Kinetics to plan accordingly.

NON I.T ENABLED SOLUTION:

Visibly look at the event space and provide information to the porters to assist in re-directing guests.

Work with Accommodation with the view to freeing up prebooked space if internal pressures require it more than external needs.

I.T ENABLED SOLUTION:

NON I.T ENABLED SOLUTION:

Maintain the effective running of the mal booking system.

I.T ENABLED SOLUTION:

NON I.T ENABLED SOLUTION:

Identify work in progress at the time of the incident and confirm key Conferencing operational priorities for recovery.

I.T ENABLED SOLUTION:

Utilise normal calendar and planning tools

NON I.T ENABLED SOLUTION:

Reliant on knowledge of HOD to produce a paper time line.

Report recovery status on a regular basis to the Business Continuity Team Leader.

I.T ENABLED SOLUTION:

Teams or other online meeting platforms used for convenience 

NON I.T ENABLED SOLUTION:

Face to face meetings held.

Action

Status

Contact donors if any events are impacted by the incident.

I.T ENABLED SOLUTION:

Send out emails and operate the Development switch board; answer emails and calls as required.

NON I.T ENABLED SOLUTION:

If no phones/data base are available: work with communication and IT for there to be a message on the College website, then use the College-wide set up central point of contact and pass messages as required.

Contact key Alumni for input if appropriate.

I.T ENABLED SOLUTION:

If phones/computers are available: send out emails and operate the Development switch board; answer emails and calls as required.

NON I.T ENABLED SOLUTION:

If no phones/data base are available: work with communication and IT for there to be a message on the College website, then use the College-wide set up central point of contact and pass messages as required.

Liaise with Communications Manager to update website with appropriate news.

I.T ENABLED SOLUTION:

Important that messaging is consistent from points of contact throughout the College, to ensure the correct messages are communicated to external and internal parties.

NON I.T ENABLED SOLUTION:

Liaise with the Head of Comms who can update remotely, or Contra, the web agency, can manage the website on our behalf. The Venn is a UIS system and depends on access to University IT systems.

Act as contact point to University Development Office.

I.T ENABLED SOLUTION:

Using usual means of communications

NON I.T ENABLED SOLUTION:

Communicate with contact using mobile phone and face to face meetings.

Report recovery status on a regular basis to the Business Continuity Team Leader.

I.T ENABLED SOLUTION:

Teams or other online meeting platforms used for convenience 

NON I.T ENABLED SOLUTION:

Face to face meetings held.

Action

Status

Identify medical requirements and assist with replacement of medical equipment and supplies if required.

I.T ENABLED SOLUTION:

I.T only required to reorder supplies following use in an incident.  Normal supplier contacted via website

NON I.T ENABLED SOLUTION:

Order placed over the phone.  Internal requests made face to face or by adding requirements to a list rather than sending by e mail.

Where required, assist Tutorial in relation family liaison and communications with next of kin.

I.T ENABLED SOLUTION:

Utilise health centre systems to access information of Next of Kin and other relevant information.

NON I.T ENABLED SOLUTION:

Contact University Student Registry and pass information as required.

Arrange access to counselling services for students and communicate as required.

I.T ENABLED SOLUTION:

Students can self-refer using the Outlook appointments system.

NON I.T ENABLED SOLUTION:

Students can attend the health centre directly. If Health centre has been relocated, Porters can sign post students to our location. 

Group sessions could be organised and drop in sessions arranged.

Identify work in progress at the time of the incident and confirm key Health Centre operational priorities for recovery.

I.T ENABLED SOLUTION:

Utilise normal calendar and planning tools

NON I.T ENABLED SOLUTION:

Reliant on knowledge of HOD to produce a paper time line.

Assist in providing minor follow up medical checks on casualties from the incident.

I.T not required

Consider the impact of data integrity, including confidentiality and compliance.

I.T ENABLED SOLUTION: 

Normal Nursing and Midwifery Council's guidance on record-keeping followed and maintained.

NON I.T ENABLED SOLUTION:

The above guidance can be adapted to work with or without IT.

Report recovery status on a regular basis to the Business Continuity Team Leader.

I.T ENABLED SOLUTION:

Teams or other online meeting platforms used for convenience 

NON I.T ENABLED SOLUTION:

Face to face meetings held.

Action

Status

Assist in setting up temporary facilities for displaced people.   Including staff, Fellows and Students.

I.T not required

Disposal of contaminated items and liaison with specialist contractors if required.

I.T not required 

Assess level of cleaning required to make an area safe.

I.T not required 

Identify safe and secure storage for damaged or displaced equipment. 

I.T not required 

Dispose of contaminated items.

I.T not required

Liaise with external contractors as appropriate to source specialised cleaning service and  materials etc.

I.T not required 

Provide bedding and essential household equipment to displaced residents or those who have lost personal belongings.

 I.T not required 

Source temporary or agency staff if needed to ensure services are still provided.

I.T not required 

Furnish temporary offices to house displaced staff.

I.T not required.  Orders can be managed by phone.

Provide alternative dining furniture if required.

I.T not required 

Identify work in progress at the time of the incident and confirm key Housekeeping operational priorities for recovery.

I.T ENABLED SOLUTION:

Utilise normal calendar and planning tools

NON I.T ENABLED SOLUTION:

Reliant on knowledge of HOD to produce a paper time line.

Report recovery status on a regular basis to the Business Continuity Team Leader.

I.T ENABLED SOLUTION:

Teams or other online meeting platforms used for convenience 

NON I.T ENABLED SOLUTION:

Face to face meetings held.

Action

Status

Gather information to confirm the safety and well-being of all employees, including accounting for the location of all staff at time of incident.

I.T ENABLED SOLUTION:

Cascade to be used to access information of who is working and work with line mangers to build up an accurate picture of the workforce at the time of the incident. 

NON I.T ENABLED SOLUTION:

Cascade can be accessed remotely from any computer.

Where required, facilitate family liaison and communications with next of kin.

IT not required.  Contact made by phone.

Manage any people issues arising from the incident.

IT not required.

Arrange access to counselling services for staff and communicate as required.

IT not required.

Identify work in progress at the time of the incident and confirm key HR operational priorities for recovery.

I.T ENABLED SOLUTION:

Utilise normal calendar and planning tools

NON I.T ENABLED SOLUTION:

Reliant on knowledge of HOD to produce a paper time line.

Assist HODs identify staffing shortages, considering contingencies such as agency staff and re-deployment of recourses if required.

IT not required.

Action

Status

Assess the impact on the library stock and collections.

I.T ENABLED SOLUTION:

Library stock details held on University library system computer.   This can easily be cross referenced against stock to understand what has been lost.

NON I.T ENABLED SOLUTION:

University library system held remotely and managed by an external company.  Can be accessed via alternative computers.

Liaise with emergency services in relation to recovery and preservation of books and collections.

I.T not required.

Through the communications office provide information to students in relation to how services have been impacted by the incident.

IT ENABLED SOLUTION:

Head of Comms can update in College or remotely.

NON I.T ENABLED SOLUTION:

Head of Comms can update remotely, or Contra, the web agency, can manage the website on our behalf. The Venn is a UIS system and depends on access to University IT systems.

Identify work in progress at the time of the incident and confirm key Library operational priorities for recovery.

I.T ENABLED SOLUTION:

Utilise normal calendar and planning tools

NON I.T ENABLED SOLUTION:

Reliant on knowledge of HOD to produce a paper time line.

Report recovery status on a regular basis to the Business Continuity Team Leader.

I.T ENABLED SOLUTION:

Teams or other online meeting platforms used for convenience 

NON I.T ENABLED SOLUTION:

Face to face meetings held.

Action

Status

Make safe utility supplies.

I.T not required for this task.

Secure the site with fencing and access points as necessary.

I.T not required for this task.

Conduct initial damage assessment, providing photographic information to assist.

IT ENABLED SOLUTION:

Smartphone used to capture images and then distributed securely via Teams of WhatsApp.

NON I.T ENABLED SOLUTION:

Photography completed and stored and shared at a later date.

Identify work in progress at the time of incident.  Assess any ongoing maintenance work, defer or resource as necessary.

I.T ENABLED SOLUTION:

Utilise normal calendar and planning tools

NON I.T ENABLED SOLUTION:

Reliant on knowledge of HOD to produce a paper time line.

Manage the reinstatement or repair of facilities.

I.T not required for this task.

Bring in relevant experts (structural engineer etc).

I.T not required for this task.

Identify if additional power or utility requirements are needed and action accordingly.

I.T not required for this task.

Action

Status

Be point of contact for emergency services.

I.T ENABLED SOLUTION

Operate switch board services and pass messages between departments.   

NON I.T ENABLED SOLUTION:

Mobile phones to be utilised if this is not available then message to be passed verbally.

Maintain running log of incident from start to conclusion.

I.T ENABLED SOLUTION:

Set up a dedicated laptop so that actions can be recorded (by a dedicated operator if required)

NON I.T ENABLED SOLUTION:

Paper records to be maintained and held securely.

Provide information on key utility supplies to emergency services and subsequent contractors.

I.T not required for this task.  Property information packs held in both lodges and provide all the information needed. 

Maintain the communication link across the college.

I.T ENABLED SOLUTION:

Maintain switchboard and direct calls as required.

NON I.T ENABLED SOLUTION:

Mobile phones to be used, messages passed by hand or via pigeon hole system.  Notices boards utilised to recorded information.

Establish an alternative reception area as required.

I.T not required for this task.

The alternative lodge will be used to provide the main services of the lodge.  It required a temporary lodge (sentry box) can be constructed to accommodate a presence on the affected site.

Maintain site security.  Where required work with external contractors to assist.

I.T not required for this task

Maintain adequate fire protection.

I.T ENABLED SOLUTION:

Existing fire systems to be monitored.  This can be done from either lodge so there will be no break in continuity.

NON I.T ENABLED SOLUTION:

Without computers the systems cannot be monitored.  Residents to informed that the system is not monitored and to call fire brigade themselves on discovering a fire.  Regular fire watch for uncovered buildings.   Additional firefighting equipment to be provided to affected areas.

Provide system of booking in contractors and visitors to college properties.

I.T ENABLED SOLUTION:

Maintain usual visitors control systems which can be managed from either lodge or via a laptop if required.

NON I.T ENABLED SOLUTION:

Manual records to be maintained of visitor attendance.

Maintain provision of key services to contractors, staff, fellows and students.

I.T ENABLED SOLUTION:

Maintain usual access control systems which can be managed from either lodge or via a laptop if required.

NON I.T ENABLED SOLUTION :

Manual records to be maintained of key issue and return.

Work with Accommodation in relation to displaced people accessing their rooms to collect belongings.

I.T ENABLED SOLUTION:

Use Kinetics to identify spaces available.

NON I.T ENABLED SOLUTION:

Paper records to be maintained and held in a central location.

Provide secure storage for keys to alternative accommodation that might have been established.

I.T not required for this task

Provide initial security of impacted sites until a permanent structure can be put in place.

I.T not required for this task. 

Identify work in progress at the time of the incident and confirm key Porters operational priorities for recovery.

I.T ENABLED SOLUTION:

Utilise normal calendar and planning tools

NON I.T ENABLED SOLUTION:

Reliant on knowledge of HOD to produce a paper time line.

Manage both internal and external postal supplies.

I.T ENABLED SOLUTION:

Continue to use normal postage policy.  If main lodge is closed then post collections moved to alternative lodge.

NON I.T ENABLED SOLUTION:

If franking system not functioning and is unable to be moved then postage will be managed through the post office counter by a Porter.

Provide adequate parking for contractors.

I.T ENABLED SOLUTION:

Use kinetics to book parking spaces.

NON I.T ENABLED SOLUTION:

Maintain paper records and grant access only on these.

Report recovery status on a regular basis to the Business Continuity Team Leader.

I.T ENABLED SOLUTION:

Teams or other online meeting platforms used for convenience 

NON I.T ENABLED SOLUTION:

Face to face meetings held.

Action

Status

Communicate with key stakeholders as instructed by the Senior Tutor in liaison with the Business continuity Team Leader, Including students, Director of Studies, Tutors, University and Parents of students if required. 

I.T ENABLED SOLUTION:

Send out emails and update information screens answer emails and calls as required.

NON I.T ENABLED SOLUTION:

Notice boards, pigeon holes and Royal Mail to parents/applicants

Identify work in progress at the time of the incident and confirm key academic operational priorities for recovery.

I.T ENABLED SOLUTION: Utilise normal calendar and planning tools

NON I.T ENABLED SOLUTION: Reliant on knowledge of HOD to produce a paper time line.  Support from ETO, DOS and Tutors.

Consider Pastoral requirements involving College Nurse and Head Porter as required.

I.T Not required

Liaise with other colleges for academic resources.

I.T ENABLED SOLUTION:

Normal recourses of email, phone etc.

NON I.T ENABLED SOLUTION:

Attend other colleges to discuss, mobile phone used instead of office phones.

Arrange access to counselling services for students and communicate as appropriate .

I.T ENABLED SOLUTION:

Publicised via email, The Venn and information screens.

NON I.T ENABLED SOLUTION:

Notice boards utilised along with written notes in pigeon holes.

Inform the University  in relation to academic matters (e.g. impact on examinations).

I.T ENABLED SOLUTION

Maintain normal systems of information.

NON I.T ENABLED SOLUTIONS:

Utilise University Student Services and Student Registry. 

Report recovery status on a regular basis to the Business Continuity Team Leader.

I.T ENABLED SOLUTION:

Teams or other online meeting platforms used for convenience 

NON I.T ENABLED SOLUTION:

Face to face meetings held.

Action

Status

Business Continuity Team Leader to formally close the incidents and stand down the Response Team.

Inform College Council.

Gather all incident documentation, review and file.

De-brief Business Continuity Team ,noting lessons learned and corrective steps required.

24 Hours

1 Week

2 Weeks

1 Month

Porters Lodge

• Fire alarm response.

• Access control.

• Reception and point of contact duties.

• Estate security.

• First aid response.

• Checking in and out of residents, visitors and conference guests.

Porters Lodge

• Fire alarm testing.

• CCTV systems.

• Post handling and deliveries.

• Car parking.

Porters Lodge

• Full service resumed.

Tutorial/Admissions 

• Examination facilities (if applicable)

• Applicant interviews.

• Welfare support offered.

• Contact applicants if interviews will be affected.

Tutorial/Admissions 

• Tutorial – supervisions and teaching in place.

• Welfare support provided.

• If A level results due confirm places.

Tutorial/Admissions 

Tutorial/Admissions 

• Bursaries and awards.

• Postgraduate scholarships

• Committees re-established.

• Undergraduate admissions, school visits and open days.

• Graduations.

• Full service resumed.

24 Hours

1 Week

2 Weeks

1 Month

Library

• Click and collect system set up to allow borrowing.

Library 

• Provision of study area for students.

• Reference / lending library for books and documents.

Catering

• Provision of catering services to residents, students, fellows and staff.

• Cleaning of equipment.

• Food order and delivery.

• Maintenance and operation of kitchen equipment.

Accommodation

• Housing of residents

Accommodation

• Reallocation of rooms on a permanent or temporary basis.

Housekeeping

• Providing laundry facilities.

• Maintaining essential cleaning of common toilet and washing facilities.

• Cleaning high risk areas.

• Removing contaminated waste.

Housekeeping

• Cleaning public, private and common areas.

• Room set ups.

IT

• Provide IT helpdesk provision.

• Provision of servers

• Wireless network established.

• Back up of data.

IT

• Provide replacement equipment.

Maintenance

• Plumbing and electrical response established.

Maintenance

• Remainder of trades back in place.

• Ticketing system up and running.

Maintenance

• Full service resumed.

Health Centre

• Accept face to face appointments.

• Establish link with other college to borrow equipment.

Health Centre

• Full service to be resumed.

Bursary

• Accounting system

• Payroll system

Development

• Database of Alumni

• Banking processes

Role

Name

Mobile

Desk phone

Accommodation

Anna Volund

07966387473

32445

Bursar

Sarah Tebbutt

07876746036

32499

Catering

Ricardo Soares

07387415219

66537

Computer Office

Matt Mee

07500883666

32257

Conference 

George Millar

07774017596

32418

Communications

Matt McGeehan

07774017608

35468

Development

Masa Amatt 

07917757001

32847

Domestic Bursar

Karen Ball

07795608636

32486

Estates Manager

Andrew Gair

07514467295

68792

Head Porter

Martin May

07824835167

32416

Housekeeper

Karen Heslop

07917535782

32409

HR Manager

Charlotte Hasler

07824835283

32414

Librarian

Mark Statham

07577271202

39685

Maintenance

Tim Lee

07774017618

32426

Nurse

Anne Limon Duparcmeur

07917535783

32421

Porters Lodge (OC)

07500883427

32400

Porters Lodge (WR)

07500883476

35400

Senior Tutor

Dr Andrew Spencer

07801482953

32469

Name

Role

Mobile

Office

Harwell Restoration

Library salvage 

078898487

01235 432245

RDW 

Book Conservation

01324621591

Cambridge Colleges Consortium

Book Conservation

66693

66061

UK Power Network

Electrical supply

0800 3163105

Cadent

Gas Supply

0800 111999

Anglian Water

Water supply

03457 145145

Ref

Action Taken

By Whom

Reason for Action