1 Action Plan for re-opening Colleges Please note: This is all subject to change depending on regular updates from government and SAGE Administration Staff We are planning that most administration staff who are managing to complete their roles from home will continue to do so with limited access to the sites where required. Any staff in administration offices coming onto site must be by prior arrangement with their line managers and adhere to social distancing requirements of their offices as determined by the H&S Manager. Staff who are required to come into College to support the re-opening will be contacted directly by their line mangers and discussions will take place regarding the hours they are required on site and the roles and the safety measures in place to protect them and students. Specific advice in relation to fire evacuation, infection control, first aid and changes to relevant policies e.g. behaviour management, safeguarding will be provided to staff on return. PHASE 1 (From 15 June if is it safe for us to do so) Distance learning continues for all students TARGETED PASTORAL SUPPORT Small numbers of students invited to work in college on a part time basis with an adjusted timetable. Study space, IT resources and supervision would be provided for students and Invitations would be directed to identified students. Proposed timings are mornings 9.30 – 12.30 (NCB to start at 8.30am). Some students may be required to attend every day others may attend on 2/3 days depending on need. The start time is fixed due to bus restrictions. - EHCP students - SEND students who are particularly struggling with distance learning - Students that are vulnerable or where there are more significant pastoral or safeguarding concerns - Students who have been identified as being disengaged from distance learning – maybe due to lack of access to IT or other resources. It may be necessary to ring-fence college transport provision for these students PHASE 2 (From 22 June if it is safe for us to do so) Distance learning continues for all students TARGETED PASTORAL SUPPORT – continues as in phase 1 PRIORITY SUBJECT PROVISION For a small number of subjects where learning has been significantly disrupted as a result of students requiring access to IT, resources and college facilities, students studying those courses will be invited to attend college on a part time basis with an adjusted timetable. Those students will experience a blend of on-site learning and distance learning.
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Action Plan for re-opening Colleges Please note: This is all subject to change depending on regular updates from government and SAGE Administration Staff
We are planning that most administration staff who are managing to complete their roles from home will continue to do so with limited access to the sites where required. Any staff in
administration offices coming onto site must be by prior arrangement with their line managers and adhere to social distancing requirements of their offices as determined by the H&S
Manager.
Staff who are required to come into College to support the re-opening will be contacted directly by their line mangers and discussions will take place regarding the hours they are
required on site and the roles and the safety measures in place to protect them and students. Specific advice in relation to fire evacuation, infection control, first aid and changes to
relevant policies e.g. behaviour management, safeguarding will be provided to staff on return.
PHASE 1
(From 15 June if is it safe for us to do so)
Distance learning continues for all students
TARGETED PASTORAL SUPPORT
Small numbers of students invited to work in college on a part time basis with an adjusted timetable. Study space, IT resources and supervision would be provided for students
and Invitations would be directed to identified students. Proposed timings are mornings 9.30 – 12.30 (NCB to start at 8.30am). Some students may be required to attend every
day others may attend on 2/3 days depending on need. The start time is fixed due to bus restrictions.
- EHCP students
- SEND students who are particularly struggling with distance learning
- Students that are vulnerable or where there are more significant pastoral or safeguarding concerns
- Students who have been identified as being disengaged from distance learning – maybe due to lack of access to IT or other resources.
It may be necessary to ring-fence college transport provision for these students
PHASE 2
(From 22 June if it is safe for us to do so)
Distance learning continues for all students
TARGETED PASTORAL SUPPORT – continues as in phase 1
PRIORITY SUBJECT PROVISION
For a small number of subjects where learning has been significantly disrupted as a result of students requiring access to IT, resources and college facilities, students studying
those courses will be invited to attend college on a part time basis with an adjusted timetable. Those students will experience a blend of on-site learning and distance learning.
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This is likely to include visual arts, and a small number of other subjects in each college. Students that are unable to attend will continue as at present, with full distance learning.
Proposed timings are mornings 9.30 – 12.30 (NCB to start at 8.30am). HOS are best placed to determine the need of their students and the number of days students should
attend. 1 or 2 days a week for identified courses.
Interactive content lessons should be recorded and where possible should be delivered in the afternoon.
PHASE 3
(From 29 June if it is safe for us to do so)
Distance learning continues for all students
TARGETED PASTORAL SUPPORT – continues as in phase 1
PRIORITY SUBJECT PROVISION – continues as in phase 2
SUBJECT SUPPORT WORKSHOPS
A larger number of subjects will offer opportunities for manageable numbers of targeted students to attend subject-specific workshop sessions. These will not replace distance
learning for those that attend, but will provide additional learning opportunities to consolidate learning that has taken place throughout the lockdown period. Students will be
invited on an ‘at-risk’ basis and are likely to include EHCP students, those with significant SEND needs, vulnerabilities, and those that are most significantly underachieving. It
might be desirable to stagger the introduction of subject support workshops.
Based on SAGE modelling, the hierarchy of controls to help prevent the spread of COVID-19 are set out below and are embedded in our risk assessments and action planning.
Controlling the transmission of the disease: minimising contact with students and adults who are unwell by ensuring that those who have coronavirus symptoms, or who have someone in their household who does, do not attend College.
Management and control through personal hygiene: cleaning hands more often than usual - wash hands thoroughly for 20 seconds with running water and soap and dry them
thoroughly or use alcohol hand rub or sanitiser ensuring that all parts of the hands are covered.
Ensuring good respiratory hygiene: promoting the ‘catch it, bin it, kill it’ approach
Enhanced cleaning regimes: cleaning frequently touched surfaces often using standard products, such as detergents and bleach.
Minimising contact and mixing: altering, as much as possible, the environment (such as classroom layout) and timetables (such as staggered break times).
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See Key of staff and roles at end of document:
Area
Consideration
Specific Actions/Intended Outcomes
Who
When
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Identify likely numbers of students returning and agree required staffing resource and approach
PTs contacting students by phone who fall into Phase 1 to identify likely numbers and bus requirements
Principals to contact HOS regarding phased 2 opening and to determine staff requirement/needs and likely numbers of students.
Subject staff/progress tutors to contact students likely to be invited to attend for stage 2.
Subject staff to contact students likely to be invited to attend stage 3
Staffing plans to be compiled depending on student numbers at each stage, taking into account available staff and ensuring that distance learning continues and that staff workloads are not increased.
Amended timetables to be arranged
All SPT/PTs/Study Support Staff Principals/Heads of School HOS HOS Principals and HR JV/Principals
By Friday 22 May By 8 June After 8 June After June 15 Ready for each phase Ready for Phase 2/3
Plan content and timing of communications to students and parents (including discussing attendance expectations and other specific things that should be done to help prepare returning students, for example, arrangements for drop-off/collection).
Letter out to students/parents regarding re-opening and guidance.
Individual letter for students invited back into college.
Post on website as above and via text message
Signage outside the college entrances asking people not to enter if they are showing symptoms of Coronavirus or have been in contact with anyone else that is.
Students who are classed as clinically extremely vulnerable due to pre-existing medical conditions will be advised to continue to shield. (Advise in Letter)
Any student displaying symptoms of Covid-19 should not attend (Advise in Letter)
Car parking for drop off/collection agreed at each site and marked for both students and parents. This message also to be included in letter out to parents regarding reopening and in training to be given to students on return.
Ensure students/parents are aware of transport arrangements and adjustments. College Bus information to be provided to students in Phase 1.
Video of each site and one-way system to be sent to all students for each phase of re-opening.
The Action Plan is to be sent out to all staff for consultation prior to any reopening.
BF BCF GD AS BF BF AS NM/HJ GD JV
Mon 8 June 9 June Mon 8 June Completed by 8 June Mon 8 June Mon 8 June Completed by 8 June From 8 June From 8 June Wednesday 27 May
4
Communicate the above to staff and provide some training so everyone clear. Training to be provided to all staff returning.
Student advised not to share transport with other students and to wear clean clothes each day and clothes that can be easily washed. (To be included in letter)
JB/HR BF
From 8 June Monday 8 June
Plan to resume taking attendance registers – what about staff?
During Phase 1 students will be expected to sign in (using own pens) at reception. PTs to follow up non-attendance.
College expectations are that if a student is invited into college, the expectation is that they will attend. Students/parents who are not willing to attend will be reassured it is safe by the PTs contacting them. However if students refuse to attend no formal sanctions will be applied.
During Phase 2 registers will be taken in the classrooms. PTs and Subject Staff would monitor in the normal way.
During Phase 3 we would expect subject staff to keep records of students who have been invited to attend and those who have turned up. Subject staff would be expected to follow up absences.
HR would monitor staff absence as normal. HR to provide further guidance.
From 15 June From 15 June From 22 June From 29 June From 15 June
Agree what returning support is available for vulnerable and/or disadvantaged students and put in place provision for the return of students with special educational needs and disabilities (SEND) in conjunction with families and other agencies.
IT provision and study space will be made available on College sites for students to continue distance learning provided by subjects.
Tailored support depending on which students are returning to be confirmed
Support with organising time/work and motivation
Specific support depending on the need of the individual students.
Liaison continues with all SEND, LAC, Safeguarding, mental health students and families as it has been throughout lockdown.
JV/Principals ) ) )SO’N and study support teams
From 15 June From 15 June
Agree what safeguarding provision is needed in college to support returning students (e.g. where new issues have arisen, or existing ones escalated) and consider any necessary changes and referrals as more students return to college, including those with problems accessing online offers. Check for revised protocols and update safeguarding policy if necessary.
Where possible a member of the Safeguarding team will be present within college every day
Referrals will continue as normal through Cedar
Safeguarding Assistant (NCP) will continue to work from home and liaise where necessary with external agencies
PT and safeguarding teams able to offer emotional wellbeing and support.
We will continue to provide counselling on site and distance counselling where appropriate.
Registers will be taken each day and absent students will contacted ASAP and information recorded on Cedar/NOK informed
) ) ) ) ) ) ) JH/safeguarding ) Teams) ) )
From 15 June
5
Safeguarding and Child Protection policy has been updated, further amendments to be made so that social distancing etc. following return to college to be implemented.
)
Update behaviour policies to reflect the new rules and routines necessary to reduce risk in your setting and agree how to communicate this to staff, students and parents.
Behaviour and attendance policy to be amended to identify social distancing expectations, physical contract, taking responsibility, corridor and classroom rules and sanctions.
Hygiene expectations and routines to be made clear to all students in all communications home.
Behaviour expectations travelling to and from College on College buses will be included in the behaviour and attendance policy.
Students to have these behaviours outlined in letter home and on information given to students returning to College.
By Friday 5 June From 8 June From 8 June From 8 June
Transport – Do we have up-to-date information about students modes of travel to Colleges? Work with bus companies to amend schedules or will buses be running as normal?
We are liaising closely with our two bus providers at Doncaster and Pontefract.
We have been provided with updated risk assessment and maximum numbers who can travel on these buses.
When contacting students regarding returning to College we are assessing their use of the College buses and working with the bus companies to ensure that we do not have more than maximum numbers on each bus.
Students returning at Bradford who do not use College buses are being asked about their proposed mode of transport. Those indicating that they will be using public transport have the option to vary their start and finishing times to avoid travel at peak times.
The bus companies are looking to alter routes to ensure the students can access provision. College bus information to be provided to students.
In line with Government advice on public transport we are informing students they must wear a face mask or face coverings whilst travelling on public and college buses and have provided a link so they can see how to make their own.
We are encouraging students to walk, cycle or use cars or to be dropped off by parents and providing dedicated parent drop off points and student car parking facilities.
We will make it clear to students that car sharing is not allowed.
) ) ) ) ) ) ) HJ/NM ) ) ) ) ) ) ) ) )
By 15 June and for Phase 2 and Phase 3
Work with your catering supplier to ensure meals are available for all students in college, without
We have decided not to open any catering facilities to avoid issues around catering. We have informed our catering supplier of this decision.
JV
20 May
6
disruption. Also, consider your arrangements for those year groups still out of college and eligible for benefits related free school meals.
Students in college will be told there are no catering facilities. The majority of students will be in College for a maximum of 3 hours at any time so can bring own drinks. To be included in Letter home to parents/students.
We are not allowing students to bring food onto site.
Water from the water fountains will be available and we will ensure cleaning materials are provided for shared use.
Those students on FSM are continuing to be paid monthly by BACS.
BF
JB JB JV
Monday 8 June From 15 June From 15 June Monthly
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Edu
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Keep educational impacts under review – ensure a trust-wide plan is in place to assess educational impacts, specifically gaps in learning, and that the plans address these in the short and medium term
Short Term
Subject teachers will keep Progress Tutors and Study Support staff regularly updated with students who are struggling to complete the work set or have failed to engage fully in distance learning.
Subject teachers will attempt to provide additional 1:1 support on-line and over email where possible.
Progress Tutors will liaise with all stakeholders and attempt to put the necessary interventions in place.
Progress Tutors will work with subject teachers and identify EHCP students, LAC, SEND, safeguarded students, students with serious mental health concerns and students who have disengaged with distance learning and will contact them personally over telephone to invite them into college in phase one of the re-opening.
In phase two of the re-opening students who are studying practical subjects and who are finding distance learning challenging because of the lack of specialist equipment, facilities and resources will be invited in to college.
Phase three will involve subject specific support for targeted students.
For the year 11 students who have not enrolled at college yet, they have been set summer independent learning tasks by each subject. These tasks will be on-line and available for students on Friday 22 May. All prospective students and parents have been notified of this by letter and reminded by text message. Students will then be assessed on this work by means of an initial assessment once they start college in September.
Current year 12 students will also be set summer independent learning to complete over the summer break which will prepare them for their progression exams which will take place in September. This will help subject teachers, Progress Tutors and Study Support to identify any gaps in learning due to lockdown.
Next step guidance on university, Careers and progression is continuing by distance learning and contact through PTs and Careers staff.
Medium Term
In September, the initial assessments for both year 12, year 13 and GCSE resit will help to identify any gaps in learning so college staff can provide the necessary interventions.
Progression exam one to one reviews will assess the suitability for students to continue with their programme of study.
Weekly teacher access periods (TAPs) will be utilised for students who require additional subject specific support.
The intervention and support centre will be utilised for students who require more generic support with organisation, time management and a structured and supervised time and place to do additional study. Personal student ISC plans will determine how many additional hours per week a student is timetabled for additional supervised study.
Senior leaders will look to further develop the use of a graduate one to one mentor scheme for students who have been significantly impacted by Lockdown.
A subject ambassador’s scheme will provide additional one to one support via peer mentoring. Academically strong students will provide weekly review sessions with students who are finding aspects of the content more challenging. This was a pilot at NCP this academic year which will be rolled out across the Trust.
The high quality teaching and proven college systems will continue to provide the necessary support for students who need it the most.
Each college will have a disadvantaged plan which includes a menu of interventions for students that are classed as disadvantaged.
Decide content and timing of staff communication(s) including if bringing staff in in advance of students returning is necessary.
Staff survey to all staff prior to reopening with replies by 22 May 2020. HR to collate responses
Action plan and information regarding re-opening sent to all staff for consultation. Replies by June 3nd.
Action plan revised in line with staff comments and sent to Board of Directors– comments to be returned by 8 June 2020
Information/guidance on returning to work sent out to all staff prior to returning following comments on action plan etc. and once approval from BOD/ obtained.
Plans to be shared with the local Advisory Group for each College
CEO updates to highlight this information weekly.
Training for staff returning to work to take place before reopening – new procedures for arriving, fire evacuation etc.
Most administration staff and teaching staff to continue to work from home. Those staff required to return will be contacted individually by team leaders to discuss hours of work etc. – HR to be kept informed weekly of any changes.
LW Covid-19 Team JV/RF Covid-19 Team JT RF JB/HR/JV HR
20 May 27 May 4 June 8 June 8 June Weekly 8/9 June From 1 June and weekly
9
Deep clean of each site undertaken by cleaning staff prior to re-opening. H&S Manager to provide additional training for cleaning staff and additional PPE if required.
Ongoing regular cleaning to take place each day with additional cleaners on site during the day.
Information provided to all staff so they are aware of the symptoms of Coronavirus and remind them to use our absence reporting procedures (remind staff of sick pay etc.), in case someone shows symptoms.
Additional training and risk assessment for first Aid staff in case students or staff feel ill whilst on sites.
Deal promptly and appropriately with any concerns raised by staff. Remind staff of channels of communication through CEO updates and Emails and Principals weekly briefings.
Process for new staff DBS checks.
Staff instructed not to car share.
Staff advised to wear clothing that can be easily washed. Not business suits.
Cleaner Leads/JB Cleaner Leads HR JB
HR
HR HR HR
From 27 May Onwards From 10 June Onwards Ongoing from 8 June 8 June
Ongoing
8 June 8 June 8 June
Consider options if necessary staffing levels can’t be maintained (including college leaders and key staff like designated safeguarding leads and first aid providers).
‘Survey’ staff to check on staff wellbeing working from home and to gauge staffing levels on return. Also to establish who is considered ‘extremely vulnerable’ and ‘vulnerable’, who may need a further conversation with HR.
Rotas to be developed for each site of staff who will be attending each week.
Managing TOIL and annual leave. Regular reminders in briefings.
Managing sickness and other absence. Regular reminders in briefings.
HR HR and Principals HR HR
20 May Ongoing Ongoing Ongoing
Identify staff who can’t return to college at this point (for example, those who are extremely clinically vulnerable or those who are clinically vulnerable or living with someone who is extremely clinically vulnerable and stringent social distancing cannot be adhered to on site) and how they can work from home (for example, supporting remote education).
HR and Principals to monitor staff who present issues regarding returning to work to assess if they can continue to work from home or a staggered return to work is required.
The majority of staff will continue to work from home and we will assess if specific equipment is needed to continue working from home following staff survey
We will consider how to continue to support and accommodate those who are vulnerable with underlying health concerns, who are pregnant or over 70 following staff survey
Staff who are classed as clinically extremely vulnerable due to pre-existing medical conditions will be advised to continue to shield.
HR and Principals HR/JB/RF HR/RF/Principals HR/RF/Principals
Ongoing From 3 June From 3 June From 3 June
10
We will consider how to accommodate employees with childcare responsibilities or other barriers preventing them returning to work following staff survey.
HR/RF/Principals
From 3 June
Agree any flexible working arrangements needed to support any changes to your usual patterns (for example, staggered start/end times).
We will follow our usual flexible working policy in all cases, possibly other than short-term working from home for now. Any contractual changes will need to be in writing.
HR to keep a spreadsheet of all adjustments and which staff are in College each week.
HR/RF HR
From 3 June Ongoing
Agree staff workload expectations (including for leaders).
For the majority of teaching staff they will continue distance learning. We will be mindful of staff workloads in phase 2 and 3 if teaching staff are required to attend Colleges.
For administration and other support staff we will ensure staff have manageable workloads through liaison with team leaders.
Most meetings to continue on line using Teams. No on site meetings to have more than 6 people.
Senior Leaders HR/RF/JV RF/JV/Principals
From 3 June From 3 June Ongoing
Decide what staff training (either delivered remotely or in college) is needed to implement any changes the Trust plans to make (for example, risk management, curriculum, behaviour, safeguarding).
We will delay staff accessing physical external CPD for now to reduce workloads and accessibility issues. HR to communicate through briefings.
Where possible we will limit staff working across sites except for essentials e.g. IT or Site issues.
Staff training if using PPE e.g. First Aiders/Study Support
Social distancing measures/training will be undertaken online before returning to College
Consider CPD week in September and what training could be done before the summer break to support further timetable adjustments if necessary in September.
Pulse survey carried out and action plan to be put in place based on survey results.
HR Senior Leaders JB LW/JB LW/RF LW
From 3 June From 3 June Before 15 June Before 15 June June/July By 15 June
Put in place measures to check on staff wellbeing (including for leaders).
HR setting up a Wellbeing Hub of information/videos etc. on Moodle.
Training/briefing for line managers of managing wellbeing/what help is available etc.
Line Managers to continue to have regular checks on staff. HR to include reminder in briefing.
HR HR HR/Line Managers
From 1 June 8 June Ongoing
11
Managing leave/TOIL to avoid disruption to service when we return (where a large proportion of staff may take their leave).
HR to monitor staff absence levels and encourage staff to take leave/lieu during lockdown.
Communicate to staff that if we are concerned about high levels of leave/lieu, we may have to designate a period of time when staff can take it.
LW LW
Ongoing – various emails sent
P
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Read the guidance on implementing protective measures in education and childcare settings and agree how this will be implemented in your college, including agreeing on any necessary updated health and safety policy and risk assessments.
Full risk assessment of each site and risk assessment document prepared.
Establish risk assessment for Visual Arts staff using shared equipment.
Risk Assessment will be shared with staff and Board of Directors for consultation and approval.
Statutory Health and safety posters displayed around sites
Deep cleaning of sites to take place before re-opening.
Other risk assessments revised to reflect changes following Covid-19 outbreak.
The Government advice is that the majority of staff will not require PPE beyond what they would normally need for their work. PPE should be provided for staff who are undertaking intimate care needs or for first aid provision.
Health and safety policy has been updated to reflect Covid-19.
JV/JV/AS/Principals Covid-19 Team JB AS Cleaner Leads/JB JB/AS JB
Completed 8 June From 27 May 1 June By 15 June From 27 June onwards 27 May Completed
Decide the physical and organisational structures needed to limit risks and limit movement around the building(s) (for example, classroom layouts, entry and exit points, staggered starts and break times, class sizes, lunch queues, use of communal staff areas). Agree how safety measures and messages will be implemented and displayed around colleges.
Following risk assessments at each college classrooms have been selected, measured and site team have laid out rooms with maximum numbers identified – these maintain 2m distances between desks. Plans available.
Students will be asked to remain in same seat each day and avoid moving around.
One-ways systems for movement around the colleges have been identified and will be communicated to students and staff through use of video. At all times we aim to reduce movement around the colleges.
We will have increased supervision on corridors to ensure students keep to the one-way systems and follow floor markings.
Furniture has been re-arranged in identified rooms to minimise contact and keep students and staff safe. Excess furniture removed.
We will be operating staggered break times so that all students are not moving around the college at the same time.
Due to bus limitations we cannot stagger start and finishing times but we are envisaging 9.30-12.30 morning sessions only.
Notices on office doors/markings on floors to remain 2 metres when others enter the rooms
Those administration staff who are in Colleges will adhere to the one person per room guidelines and avoid common areas wherever possible.
We have identified parents’ drop-off and pick-up protocols that minimise adult to adult contact and student car parking and staff car parking areas.
PPE will be provided for relevant staff – study support providing personal care and First Aiders and cleaner. Full training will be provided.
Increased posters around college for staff and students explaining the expectation around rules and hygiene, e.g. regular handwashing, handwashing/sanitising on entry to site, on exit, at lunch etc. in line with guidance, keep 2 metres at all times, staggered times etc.
Additional posters in staff areas re. informing HR and line manager if staff or anyone at home shows any symptoms of Coronavirus.
We will provide antibacterial wipes for areas of high use – photocopiers/ IT equipment/water fountains etc. Student will be asked to wipe down IT equipment before and after use. IT will arrange cleaning of laptops at the end of each day.
We will install screens for Reception staff and IT staff where appropriate.
We will be monitoring staff views and consulting regularly on return.
All sites are designated as no smoking sites. Closure of smoking area at NCP.
No sharing of equipment e.g. pens, phones etc.
We are informing students to bring their own headphones if they are needed as we are not providing these.
We will use outside space where possible during break times and these areas can be identified on the college plans – to be provided.
We have replaced fabric chairs with hard surface chairs to avoid contamination.
All vending machines have been switched off.
Senior management to carry out regular checks to ensure protocols are being observed.
We have limited the number of entrance and exits.
Multiple use toilets will be closed and only one person allowed in a toilet at any one time. We are providing posters displaying procedures for safe use of toilets in all toilet areas
Develop a staffing rota for supervising staff departure and breaks.
) ) ) ) ) ) ) JB ) ) ) ) AS and Site Teams ) ) ) ) ) ) ) ) ) ) ) ) ) Senior Management teams
HR JB
From 8 June From 8 June From 8 June From 15 June
13
Staff and students can wear masks or face coverings whilst at College if they wish but these are not being provided except for identified staff who need this for their roles.
Decide what an enhanced cleaning schedule looks like and how it will be implemented (for example, how often, when/if an additional clean is necessary) and how you will ensure sufficiency of supplies.
Additional cleaning and other supplies have been ordered in advance.
Soap, hand sanitizer and tissues will be available for staff and students throughout the Colleges.
Guidance provided to cleaners on what, how and when should be cleaned.
Hand sanitizer stations will be situated at the entrances to each building and on each floor being used.
We have arranged additional cleaning during the day of frequently touched surfaces using standard products, such as detergents and bleach.
JV has contacted cleaning contractors regarding return to work at Bradford
How PPE to be disposed of contained within guidance to First Aid/Study Support Staff.
JB/AS AS/Site Teams JB/Cleaning Leads AS JB JV JB
21 May From 8 June 27 May By 15 June 8 June Completed By 8 June
Decide the approach to enhance hygiene (for example, toilet use, hand washing) and decide on policy related to usually shared items (for example, photocopiers, books, practical equipment). These can be seen as a hierarchy of controls that, when implemented, creates an inherently safer system, where the risk of transmission of infection is substantially reduced. These include:
We will minimising contact with individuals who are unwell by ensuring that those who have coronavirus symptoms, or who have someone in their household who does, do not attend colleges. Information/guidance sent to students/parents stresses this.
Guidance to go out reiterates that staff and students should clean their hands more often than usual.
We will ensuring good respiratory hygiene by promoting the ‘catch it, bin it, kill it’ approach – reiterated in guidance
We have minimising contact and mixing by altering, as much as possible, the environment (classroom layout) and staggered break times.
Plan the college level response should someone fall ill on site (in line with relevant government guidance). Staff or students.
We will encourage any student or staff member displaying symptoms of COVID-19 to get tested.
Employees can book test via the digital portal.
NCLT also to register for employers to book tests through the online digital portal.
HR HR HR
From 8 June
Make arrangements for the very small number of cases where personal protective equipment (PPE) supplies will be needed: if staff provide intimate care for any student and for cases where a student becomes unwell with symptoms of coronavirus and
We have a procedure in place should a student or member of staff display symptoms/fall ill whilst at college.
We have ordered supplies of PPE sufficient for Study Support and First Aid staff offering personal care – in line with guidelines.
Training where required.
) ) ) JB ) )
From 8 June
14
needs direct personal care until they can return home.
St
ud
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Wel
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Plan likely mental health, pastoral or wider wellbeing support for students returning to college (for example, bereavement support) and discussed other services available – support around anxiety, mental health, behaviour, social care, or changes to mobility), and consider how these might apply to students who were not previously affected.
All students have access to Moodle which is an online resource. The Trust's Safeguarding Wellbeing and Support page covers a wide variety of topics which includes support around mental health, bereavement, coping with loss, anxiety to name but a few.
Each week students have been emailed resources and this has included PowerPoints on how to cope in such an uncertain time, how to manage their time effectively, guidance on local service and information around kindness which is the theme of this year’s mental health week
Our Counselling staff have put together short videos around anxiety to help students understand and cope with this better should they be experiencing symptoms
An action plan was put in place at each college at the onset of lockdown which identified students at each college at risk from a safeguarding or mental health nature. The level of contact required each week during lockdown was agreed and actioned by APs. The APs have met weekly throughout lockdown to review and discuss all of the at risk students.
Where we have been made aware that students are struggling, support has been put in place and these students have been contacted as a minimum once a week to check in and offered emotional wellbeing support.
Counselling services have remained open, students are still able to self-refer and flexibility is given in terms of weekly or fortnightly appointments.
Support for all students has been given but then where needed bespoke support for those who are identified as struggling has been put in place. This has been led by a number of staff including Progress Tutors, Senior Progress Tutors, Study Support, SENDCo's and Counselling staff.
Safeguarding teams Safeguarding teams Counselling staff Counselling staff APs/VP Safeguarding Safeguarding teams Counselling staff As indicated
Ongoing support Ongoing support Ongoing support Ongoing support Ongoing support Ongoing support Ongoing Support
Le
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Agree what learning is appropriate (including the relationship between face-to-face and remote education), for example, identify curriculum priorities, agree revised expectations and required adjustments in practical lessons, and any approaches to ‘catch up’ support.
Phase 1 focusses on those Year 12 students who are experiencing difficulties with distance learning/have EHCP plans, are identified as being vulnerable or are disengaged. These are our initial priority to provide them with a safe place to work with access to computers and study support and progress tutors. For all students distance learning by teachers continues
The success of this stage will be monitored following feedback from staff and students and evaluated before moving to Phase 2 similarly for Phase 3.
Phase 2 focusses on those Year 12 students who are having difficulties with learning due to not having access to suitable equipment e.g. A Level visual arts subjects. They will be invited into college for 1 x 3 hour workshop session with teacher support. For all students distance learning continues
Covid-19 team Covid-19 Team Covid-19 Team
From 15 June From 22 June Earliest 22 June
15
Phase 3 focusses on those year 12 students in other subjects who are experiencing difficulties who will be invited in for a workshop session with subject teachers. This will enable them to catch up where they may be falling behind. Distance learning for all students continues.
Covid-19 team Earliest 29 June
Identify what provision can be reasonably provided for in line with education, health and care (EHC) plans.
Study support will revise any EHC plans for students. Distance learning will still be provided for all students.
Study Support By 15 June
How will gaps in learning be addressed. Consider focusing on students who may have limited or no access to IT, those who were finding learning difficult beforehand.
Our phased approach focusses on the students who have limited access to IT and who are identified as being disengaged or struggling with distance learning. Phase 2 support those students who require specialist equipment etc.
See Education section for further detail.
Principals
Phased approach
Managing the College Life Cycle: consider how you will deliver the Colleges, regular calendar of activities and work plan for the summer term, e.g. staff recruitment, timetabling, planning next academic year.
Staff recruitment has continued successfully during lockdown. Most vacancies are now filled via the use of Microsoft Teams.
Timetabling is ongoing in each College and will be completed in early June.
Student recruitment has continued via telephone interviews.
Plans are continuing for next academic year via Microsoft Teams.
HR and Principals JV/Timetabling Leads Various RF, JV, Principals
Ongoing By early June Ongoing Ongoing
Agree ongoing leaning offer for students who cannot attend
Distance learning continues for all students until the end of term. This has proven to be very successful with the majority of students engaging and making progress.
All teaching staff Ongoing
16
V
isit
ors
Minimise the number of unnecessary visitors on site. We will encourage contact with visitors via remote means.
Where the above is not possible and access to the site is required, site guidance on social distancing and hygiene will be explained to visitors on or before arrival.
We will not allow parents to visit the site during the phased re-opening except to drop off and pick up.
We aim to limit the number of visitors at any one time.
We are installing screens for all Receptions.
We have measured out on floor in Reception areas to maintain 2 metres distance.
Visitors can still log in using the screen and this will be wiped before and after use.
Routine maintenance where required will be done outside of usual working hours wherever possible to avoid contact on site with staff and students- where this is not possible normal distances rules will apply.
We will provide specific guidance for reception to manage visitors and deliveries on site.
Visitors to use had sanitisers before entering the building and to declare they are ‘symptom free’ for at least 24 hours before signing in.
) ) ) ) ) ) ) ) ) JB/AS ) ) ) ) ) ) ) )
From 8 June
Oth
er C
on
sid
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Agree approach to any scheduled or ongoing building/contractor works.
Estates Manager to liaise with building contractors regarding any access on site to void contact with students and staff.
Work to be carried out will be segregated from areas being used by students and staff.
AS AS
From 15 June By 15June
Plan arrangements with your suppliers and check they are following appropriate social distancing and hygiene measures (for example, grounds maintenance, transport providers), including when in college.
Risk assessments for any contractors/suppliers on site.
Risk assessment provided by transport providers for Doncaster and Pontefract
AS JV/HJ/NM
By 4 June 30 May
Ensure you have considered the impact on staff and students with protected characteristics, including race and disability, in developing your approach.
Our plans have considered the impact on all staff and students and taken into accounts protected characteristics. HR to monitor.
Equality impact risk assessments and our approach to back to work planning.
HR HR
From 8 June
17
Cu
rric
ulu
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nd
tim
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Agree the curriculum plan for students returning to college and those continuing to learn at home DfE has also published case studies using various methods to adapt the curriculum for remote education to best meet the needs of students and adapt teaching practice for remote education and keep students engaged Ensure that there is a staffing plan and timetable for each college, including any special arrangements e.g. staggered starting and ending times of the college day, drop off and collection and/or break and lunch arrangements.
Each College in consultation with key staff/HOS and taking into account potential student numbers has devised a curriculum plan for each phase.
In all Colleges distance learning will continue for the majority of students as this is working well.
Once student numbers are known staffing plans will be developed to ensure we have sufficient staff available. Timetabling blocks/subjects for phases 2 and Phase 3 are under discussion and will be confirmed as each stage is reviewed and assessed.
Principals Principals Principals/HR
8 June On-going By 15 June
Po
licie
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d p
roce
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Health and safety - Child protection and safeguarding – check that you have COVID-19 addendum to your child protection policy (general guidance here, guidance for children’s social care services here, safeguarding and remote education here) - Attendance (guidance on attendance during COVID-19 here) - Behaviour - Exclusions - Pastoral/Welfare Consider whether enhanced safeguarding and welfare provision needs to be put in place – plan for the potential increase in disclosures and welfare needs including mental health Amend procedures for fire drills Assess whether any other trust and/or college-based policies and procedures need to be reviewed and amended Consider whether any delegations in your scheme of delegation need to be amended for a specified period or ongoing
Individual risk assessments are being prepared to each College and for each phases.
Policies are being reviewed and updated where appropriate –see earlier sections.
See safeguarding section earlier
Fire evacuation procedures are being redesigned for each phase of re-opening
We are happy that our scheme of delegation is fit for purpose during the lockdown phase and on re-opening does not need amending.
BOD to be kept fully informed through action plan and other documentation and CEO updates
Disaster recovery plans have already been updated since Coronavirus.
HR to review their policies.
First Aid Policy to be revised.
JB Covid-19 Group JB RF RF/JV JB HR JB
27 May onwards 15 June 8 June 21 May Ongoing 20 May By 10 June
18
Sup
ply
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on
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Reactivate and amend catering and/or cleaning contracts, including bringing staff out of furlough where necessary Reactivate supply chains Agree free school meals provision and work with your catering supplier to determine how and when food will be arranged and served (DfE guidance on FSM here) Check suppliers know and understand appropriate social distancing and hygiene arrangements Agree approach to any scheduled or ongoing building works in relation to safety
Regular contact has been maintained with all key suppliers. Contracts have been renegotiated with Bus providers, catering suppliers, cleaning contracts etc.
We are continuing to pay students their bursary and free college monies monthly direct to their bank accounts.
We are in regular contact with our cleaning contractors and have reviewed hygiene arrangements
See earlier section on visitors.
JV JV JV
On going On going On going
Co
mm
un
icat
ion
s
Plan and agree communications to staff, including but not limited to: - Arrangements for keeping staff and students safe - Staff deployment and attendance expectations - Curriculum and timetabling - Workload and wellbeing – Training Agree systems in place for regular briefings for all staff (those returning to college and those continuing to work from home) Plan and agree communications to parents/carers, including but not limited to: - Keeping your child safe - Attendance expectations - Uniform expectations - The curriculum - Transport/dropping off and picking up - Parents visiting only when strictly necessary, by appointment Agree the frequency of communications with parents or delegate to college-level
Regular communications have continued throughout the lockdown and college closures period.
Letters and text messages have been sent to students and parents on a regular basis
The website is regularly updated.
Staff continue to attend on-line briefings and weekly newsletters are sent out in each college. HOS briefings once a week.
Line management meetings continue on-line
The CEO sends regular updates to all Trust staff, Board of Directors and Advisors.
HR in regular contact with identified staff
Progress tutors and Study support and teaching staff in regular contact with students and in particular vulnerable students
Staff survey sent out to all staff
Action plan and risk assessments shared to all staff/BOD/LBG
CEO/JV in contact with DfE/RSC Academies contact
Principals to maintain regular liaison with local authorities
Ongoing Ongoing Ongoing Weekly Weekly Ongoing Ongoing 27 May 4 June By 22 May By 22 June 22 May
19
Fin
anci
al im
pac
ts
Ensure additional cost pressures due to COVID-19 have been identified and an end-of-year forecast which factors them in has been produced for the board Assess whether colleges in the Trust are eligible for financial support (DFE has published guidance on the financial support colleges and trusts will receive to reimburse them for exceptional costs incurred during COVID-19. These relate to increased premises-related costs; support for free school meals for eligible children who are not attending college and where those costs are not covered by the FSM national voucher scheme and additional cleaning costs Review policy and procedures related to fraud (see Fraud Control in Emergency Management: COVID-19 UK government guide)
We are continuing to monitor the budgets and will make adjustments in management accounts.
We continue to keep updated on financial support and eligibility for additional costs.
We have robust procedures to ensure we are not subject to fraud these continue to be updated and applied in the current situation.
JV JV JV
May and June Accounts Ongoing Ongoing
Reg
ula
tory
en
viro
nm
ent
Consider the implications of Eileen Milner’s letter to Accounting Officers which advises on the requirements for financial returns, and the AFH requirements, during the COVID-19 crisis Agree a plan for internal scrutiny – ESFA has confirmed that it is at boards’ discretion whether remote checks are feasible and helpful in managing risk during COVID-19 Agree the arrangements for external audit and associated returns - ESFA has confirmed that the current timetable should remain Keep under review the statutory timescales for returns that have been paused or deferred - ESFA published guidance on reducing burdens which includes a full list of returns that have been cancelled, paused or deferred
Letter received and advice noted. BFRO deferred.
Audit Committee will decide if further internal scrutiny is needed.
We will continue to monitor ESFA advice on returns and timescales.
JV Audit Committee JV
20 May 29 June Ongoing
20
Acc
ou
nta
bili
ty e
nvi
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t Scrutinise the executive’s arrangements for teacher assessments and the submission of grades for public examinations (FAQs on the decision around public examinations here. Ofqual has also published information about how GCSEs, AS and A levels will be awarded this summer, an update on summer 2020 GCSEs, AS and A level grades for students in year 10 and below and for private candidates and guidance for teachers, students, parents and carers Review the arrangements for college and trust accountability and the performance management policy in the light of DfE guidance on how college and trust external accountability will be handled this year. (Colleges and trusts will not be held to account based on exams and assessment data from summer 2020 and data will not be used by others, such as Ofsted and local authorities, to hold colleges and trusts to account)
Meeting of teachers of each subject to review the key evidence and indicators
that would be used to determine the rankings and CAG for Teachers provide initial CAGs and rankings for their students to be then collated by HOS
HOS coordinates a standardisation meeting with all teachers for a subject to agree the grades and rankings for the course as a whole
Comparison of value added for proposed grades with historical value added
Initially proposed data reviewed in detail by senior leadership team and guidance provided about changes required, taking into consideration:
Comparison of average GCSE point score for cohort compared with historical cohorts Comparison of grade distribution proposed with historical distributions
Further adjustments made and a further review by senior leadership team
Further adjustments made again, and a further review by senior leadership team
Quality Assurance meeting with 3 Principals and CEO to review finally proposed data, and to discuss any areas of concern
Final adjustments made at the direction of Principals and CEO
Presentation of summary data and course data to college advisory groups for agreement
Submission to boards
APR and performance Management reviewed at TET and communicated to all staff.
Ongoing with grades submitted between 1-12 June After 3 June
Co
mp
lian
ce
Air exchanges, Health checks, Infected persons. Have we made contact with our insurance company?
Air conditioning and filtration checks are being carried out at each College
Warm air circulation disabled
Chlorination checks organised at each College
JV has contacted insurers to inform them of return to College and to assess any potential liability that could arise from a claim from a student or member of staff contacting Covid-19 following their return to College.
Infection procedures updated and disseminated to all relevant staff.
AS AS JV JB
By 1 June By 1 June 22 May By 15June
21
Staff and roles
AP/VPs Behaviour Jo Holden, Jaz Qadri, Helen Jackson
AS Alan Semley Site Manager
BF Brendon Fletcher Principal NCD
COVID-19 team Richard Fletcher, Jo Vickers, Lauren Walker, Brendon Fletcher, Stuart Nash, Vicky Marks, Jamie Baker, Jo Holden, Alan Semley, Helen Jackson, Neil Mumby, Sarah O’Neill, Jaz Qadri.
GD Gaz Dodson Marketing Manager
HJ Helen Jackson Vice Principal NCD and Trust Curriculum and Quality
JB Jamie Baker Trust Health and Safety Manager
JH Jo Holden AP Pontefract and Trust Safeguarding JT Jennie Thorpe PA to CEO/Clerk to BOD
JV Jo Vickers COO
LW Lauren Walker HR Director
NM Neil Mumby Vice Principal NCP (Transport)
RF Richard Fletcher CEO
Senior Leaders CEO, COO, SLT teams at each College, HR Director
