INTRODUCTION

In a typical week, the College will have several minor incidents that can be adequately managed by the immediate response team. Even moderate incidents can usually be managed without the need to summon the entire College response team. Only the largest incidents would require a full scale response from the College. As with other organisations, there is a layered response structure that allows a response proportionate to the incident.

Although layered, this response structure is also flexible. Initial responders can and often are supplemented by other on-call staff. ICT, Estates and Facilities have comprehensive response structures up to and including the Incident Management Group (IMG) which is capable of managing most incidents. Only if the incident is of sufficient scale to begin to affect the normal running of the College would it normally be necessary to convene the wider IMG and the President Executive Group, even then it may not be necessary to call in the entire wider IMG.

PURPOSE AND REMIT

The purpose and remit of ICT and Estates and Facilities response groups are documented in their own detailed standard operating procedures, but their role is initial assessment, resolution and containment of the incident.

Incident Management Group

The Incident Management Group (IMG) is formed during an incident to provide tactical response and direction during an incident that affects or may affect the ability of the College or part of the College to continue normal operations. Their remit may include, but is not limited to:

  • Initiate actions to minimise harm to students, staff and visitors and ensure their safety, health and welfare.
  • Provide direction to the College's response to an emergency.
  • Stabilise and secure the incident.
  • Manage all communications both internally and externally, Including social media.
  • Minimise any potential reputational damage to the College.

Should the emergency services be acting on site then they will manage the incident itself and the role of IMG is to assist the emergency services with information and services, as requested, whilst implementing strategic decisions on the deployment of College resources and pursuance of College activities.

A key role of IMG is managing both internal and external communications to set the expectations of College staff, students and stakeholders and protect the College’s interests and reputation.

IMG has the authority to deploy College resource as it sees fit to best manage an incident either on or affecting College property or interests. This includes the authority to close areas of the College as required; although this would normally only be done after consultation with the President Executive Group.

Full details of Composition and advice are available at: Incident Management Group

President Executive Group

The President Executive Group (PEG) will be informed when an incident is or has the potential to materially affect the ability of the College, or a significant element of the College, to continue normal operations or if there is likely to be media or public interest in the incident.

PEG will provide strategic direction, priority and focus to IMG. During a significant incident, PEG will consist of all members of the President’s Executive Group.

LOCATION

Initially at least, the location of response teams will be determined by the incident and the senior person managing the incident will determine where to locate their team; in reality this is likely to be dispersed and may be virtual.

If an incident develops such that elements of the wider IMG are required on site then it would be appropriate for one of the designated IMG control rooms to be activated. The senior person managing the incident will determine the most appropriate location.

Should PEG determine they should be physically present on site then they would normally convene in the President's or Provost’s Office.