University of Manchester
Major Incident Response Plan
_______________________________________
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Document Control
Version
Issue Date
Author
Other versions
Circulation
Revision frequency
1.7
June 2013
Dr David Barker
Head of Compliance and Risk
[email protected]
X 55798
V1.3,4,5 – Initial drafts
University Intranet
Duty Emergency Incident Manager
Registrar & Secretary’s Office
President’s Office
Members of Major Incident Management
Team
Annually (or as required)
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University of Manchester
Major Incident Response Plan
_______________________________________
Contents
1. Scope
2. Definitions
3. Authority to declare a Major Incident
4. Major Incident Management Team
5. Location
6. Communications
7. Record keeping
8. Welfare
9. Supporting Plans
10. Testing the plan
11. Appendices
Appendix A: Gold meeting agenda
Appendix B: Equipment for the Major Incident Control
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The University of Manchester
Major Incident Response Plan
1.
Scope
This manual is the most recent version of the University of Manchester’s Major
Incident Response Plan (MIRP) and assigns responsibilities for the development,
implementation, maintenance and testing of the plan.
This manual complements the University’s Emergency Management Plan (EMP).
The EMP describes the framework for the management of routine incidents that do
not require a significant response at the University level.
This plan is the basic framework for major incident preparedness. It is written in such
a generic fashion as to provide a framework for a University-level response. It cannot
cover the detailed needs of every operation in the University in every foreseeable
scenario.
The Major Incident Response Plan is maintained by the Head of Compliance and
Risk. The plan is available to the University community on the University’s intranet
system.
________________________
Professor Dame Nancy Rothwell
President and Vice-Chancellor
__________
________________________
Mr Will Spinks
Registrar, Secretary &
Chief Operating Officer
__________
Date
Date
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2.
Definitions
Emergency Incident
A routine or serious incident as defined in and covered
by the University’s Emergency Management Plan
Emergency Incident
Manager
The Emergency Incident Manager (EIM) is a member
of senior Professional Support Services staff on a
week’s rota, on call 24/7 working to the University’s
Emergency Management Plan
Emergency Management
Plan
The University’s plan for the management of routine
and serious incidents, carried by the EIM and available
on the intranet.
Emergency Services
Police, Fire or Ambulance services
“Gold, Silver & Bronze”
Gold, Silver and Bronze are Emergency Service
descriptors for Strategic, Tactical and Operational levels
in the command and control hierarchy. Terms such as
“Gold Commander” and “Gold meeting” pertain to the
relevant level of activity.
Major Incident
One that is likely to involve a response at institutional
level – requiring coordination of a number of different
areas within the University. Such an incident may
include: the risk of, or actual, deaths or significant
injury to staff, students, visitors and/or members of the
public; the shutting down of business, disruption of
operations, or physical or environmental damage and
significant damage to the University’s financial
standing and/or reputation.
Silver Control
Silver Control is the location adopted by the Silver
Commander to convene the Silver Team. The Silver
Commander will determine the hours of operation of
Silver Control and how it will be staffed.
Security
University Security
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3.
Authority to invoke the Major Incident Response Plan
The Major Incident Response Plan is designed to provide support for the University of
Manchester during a major incident. While the plan does not cover every conceivable
situation, it does supply the basic procedural guidelines necessary to cope with
emergency situations.
A Major Incident will be declared by the President & Vice-Chancellor or Registrar,
Secretary & Chief Operating Officer, under normal circumstances. However, if
immediate contact with senior management is impossible, the EIM has the authority
to invoke the Major Incident Response Plan and work with that authority to manage
resources and the incident as required.
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4.
Major Incident Management Teams
The University’s Major Incident Response process is supported by a
Gold/Silver/Bronze command and control hierarchy, echoing similar organisation
within the Emergency Services.
A Major Incident, by definition, will always require a “Gold” response. A single
“Gold Commander” will be appointed (by default this is the President and ViceChancellor but may be explicitly delegated) and will be supported by at least one
“Silver Commander” (usually the Registrar, Secretary & COO, but this again may be
explicitly delegated).
In the event of a Major Incident the Gold Commander will initiate a Gold-level
meeting, in order to define strategic priorities. This may be pro-active or reactive,
depending on the nature of the incident. Subsequently the Silver Commander will
convene a Silver-level meeting in order to lead the tactical response, drawing on
senior colleagues as defined and required.
A sudden incident may require an instant Silver-level response and the Silver
Commander operates with the President and Vice-Chancellor’s authority to initiate a
Silver-level meeting at any time. If an “orphan” Silver-level meeting is initiated then
it is the responsibility of the Silver Commander to request a Gold-level meeting at the
earliest available opportunity.
It is recognised that the composition of any Gold or Silver teams will be determined
by the senior staff available at the time of a Major Incident and the scope of any
challenge faced. The following table describes core Gold and Silver team members,
with a number of delegations to recognise the potential for multiple absences on any
particular day. Any team may be supplemented with additional key staff at the
Chair’s discretion.
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Figure 1:
Incident management team structure and personnel/information
flow between teams
Gold Incident Management Team
Core membership:
Gold Commander
The President & Vice-Chancellor
1st Deputy:
Deputy President
nd
2 Deputy
Registrar, Secretary & COO
Members:
Dean/Vice-President of EPS
1st Deputy:
Prof. Tony Brown
nd
2 Deputy: Prof. Paul O’Brien
Dean/Vice-President of FLS
1st Deputy:
Simon Merrywest
2nd Deputy: Prof. Ian Roberts
Dean/Vice-President of Humanities
1st Deputy:
Russell Ashworth
2nd Deputy: Fiona Devine
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Dean/Vice-President of MHS
1st Deputy:
Tony Whetton
2nd Deputy: Kay Day
Vice-President for Teaching & Learning
1st Deputy:
Richard Reece
nd
2 Deputy: Kersti Borjars
Vice-President for Research
1st Deputy:
Chris Taylor
nd
2 Deputy: Matt Lambon Ralph
The Director of Finance
1st Deputy:
Sally McGill
2nd Deputy
Louise Bissell
The Registrar, Secretary & COO (Silver Commander)
1st Deputy:
Karen Heaton
2nd Deputy
Diana Hampson
The Director of Communications, Media & PR (Silver)
Jon Keighren
1st Deputy:
2nd Deputy
Rachael McGraw
Head of Compliance & Risk (Silver)
1st Deputy:
Martin Conway
nd
2 Deputy: Melanie Taylor
A secretary and record keeper to be appointed by the Chair.
NB:
A model agenda for a Gold Major Incident Management Team meeting is
provided as Appendix A.
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Silver Incident Management Team
Core membership:
Silver Commander: The Registrar, Secretary & COO
1st Deputy:
Karen Heaton
nd
2 Deputy: Diana Hampson
NB:
Members:
If the Registrar, Secretary & COO is acting Gold
Commander then the role of Silver Commander will fall
to his deputy.
Head of Compliance & Risk
Martin Conway
1st Deputy:
2nd Deputy: Melanie Taylor
Director of Communications, Media & PR
1st Deputy:
Jon Keighren
2nd Deputy: Rachael McGraw
Director for the Student Experience
Pat Sponder
1st Deputy:
2nd Deputy: Helen McGlashan
Director of Estates and Facilities
1st Deputy:
Kenny Nolan
nd
2 Deputy
Steve Jordan
Director of IT Services
1st Deputy:
Steve Paton
nd
Allan Copley
2 Deputy
General Counsel
1st Deputy: Iram Kiani
2nd Deputy: Kathryn Grant
Head of University Security
1st Deputy:
Paul Greenlees
2nd Deputy
Len Roach
Director of Human Resources
1st Deputy:
Andrew Mullen
2nd Deputy: Graham Smith
A secretary and record keeper to be appointed by the Registrar, Secretary & COO.
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5.
Location
At this stage the primary location for Silver Control will be the Ken Kitchen Room in
the John Owens Building.
In the event that the John Owens Building is unavailable, then Silver Control will be
set up in the Alan Turing Building. In the event of a pan-campus emergency Silver
Control may move to Chancellors Conference Centre. Chancellors has the advantage
of on-site accommodation, catering and communications infrastructure and, in the
event of a protracted incident, may be considered to be a preferred venue for Silver
Control. If Chancellors is unavailable also then an alternative location will be
determined by the President and Vice-Chancellor and/or Registrar, Secretary & Chief
Operating Officer and communicated by the Head of Compliance and Risk.
During normal working hours the equipping of Silver Control should be a matter of
routine. However, the Head of Compliance and Risk will maintain a stock of items to
service Silver Control at any time of day or night. This stock will be maintained in a
secure, but accessible location and arrangements made for alternative access if the
Head of Compliance and Risk is not available. Appendix A to this document details
equipment to be maintained for Silver Control.
6.
Communications
Communications flow, both incoming and outgoing, is critical to the effective
management of a major incident. The Director of Communications, or nominated
deputy, will be responsible for ensuring that information flows to and from Silver
Control are maintained.
The Director of Communications is responsible for ensuring that all outgoing
communications on behalf of the University are checked and, if appropriate, approved
by the Gold Commander. The Emergency Management Plan carries detailed
information regarding communication routes to staff, students, authorities and the
wider public.
7.
Record Keeping
It is essential that accurate and complete records are made of information received,
discussions, decisions made and actions taken. Both Gold and Silver meetings will be
supported by a secretary (to be nominated by the Chair of each meeting). It is
recognised that, during a long-running and intensive incident, supporting and
replacement staff may be required.
Importantly, the secretary will be expected to keep a contemporaneous record of
information flows, decisions made and timelines.
A laptop, Dictaphone, flip charts and stationary will be maintained in order to support
the secretary.
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8.
Welfare
Managing a long-running and complex incident requires sustained concentration and
effort, often during unsociable hours. It is important that those managing and
supporting an incident receive suitable refreshment and have the opportunity to take a
break. Gold or Silver Commanders may consider appointing a member of staff as
Welfare Manager in order to arrange food, refreshments and other ad hoc
requirements. A University credit card and petty cash will be available for purchases
as required.
9.
Supporting Plans
The following documents are likely to be referenced by Gold and Silver Commanders
and may support the basis of an initial response:
Emergency Management Plan:
Detailed plan for routine incidents, supporting
the Emergency Incident Manager system.
Importantly, this carries out of hours contact
details for key staff.
Estates Emergency Incident
Response Procedure (EPM FM5): Detailed plan defining the Estates Directorates
response in the event of an incident, with
particular reference to out of hours support.
The Head of Compliance and Risk will ensure that copies of these plans are held in
the equipment made available to Silver Control.
10.
Testing the Plan
It is important that this plan and those responsible for the management of a Major
Incident are tested on a regular basis. Lessons learned from scenario testing and the
experience of working together as a team managing a mock incident are both benefits
of such scenario testing.
The Head of Compliance and Risk will co-ordinate occasional tests of the Major
Incident Response Plan, involving the convening of both Gold and Silver teams and
scenario testing against a detailed mock incident.
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11.
Appendices
Appendix A: Gold Incident Management Team Agenda
Appendix B: Equipment for Silver Control
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Appendix A: Gold Incident Management Team Agenda
Agenda
1. Information and intelligence update
2. Faculty updates
3. HR, Security, Finance
4. Actions
5. AOB
6. Next meeting
7. Logging of key decisions
Matters to consider
•
•
•
Information
Intention
Method:
•
•
•
•
•
Administration
Risk assessment
Communications
Rights
Contingencies
– intelligence, threat, background
– strategic objectives
– how and who is responsible
– phases (pre-, during and post-)
– briefings/meetings, media, finance
– generic and specific
– operational
– Academic freedom; Freedom of speech etc.
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Appendix B: Equipment for Silver Control
Equipment to be available in the Silver Control:
- Networked and wireless-enabled laptop
- Pads of paper and pens
- Flipcharts and pens
- Dictaphone/voice recorder
- Campus maps
- OS Maps of the University and its environs
- Telephones
- Radio telephones (TBC)
- Loudhailer
- Petty cash
- University credit card
- Refreshments
- tea/coffee facilities
- bottled water
- cups and glasses
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