Emergency Procedures Policy

1. Statement

Skywise Educational Guardianship UK Ltd places the highest priority on ensuring the safety and welfare of all students under our care. We recognise that emergencies can occur unexpectedly and may require immediate and effective action. This policy outlines our procedures for responding to emergencies, ensuring the safety of students and providing clear guidance to staff, homestays, parents, and partner schools.

This policy is in accordance with AEGIS Standard 2.6, which requires:

●      A 24-hour emergency contact number accessible to students, parents, staff, volunteers, homestays, and schools.

●      An emergency plan detailing how foreseeable emergency situations will be handled.

●      Suitable emergency cover arrangements for any lone guardianship staff.

 

2. Contact Details for the DSL and DDSL

 

DSL     

Ms Zhiying Zheng    

Tel: 07792 766 329  

Email: tina.zheng@skywisegroup.com

 

Compliance officer  

Mrs Katerine Lee      

Tel: 07809 721 064  

Email: katerine.lee@skywisegroup.com

 

24-Hour Emergency Contact UK      

Miss Grace Shuyi Lee     

Tel: 07767 599 455  

Email: info@skywisegroup.com

 

24-Hour Emergency Contact China

Mrs Yanping Chen   

Tel: 0086 139 1175 8089

Email: carol.chen@skywisegroup.com

 

3. Emergency Contact Availability

Skywise Educational Guardianship UK Ltd provides a 24-hour emergency contact number to ensure that all students, parents, staff, and homestays can access immediate assistance from a qualified member of staff with access to relevant records.

In case of an emergency, individuals should call the 24-hour emergency contact number, where a trained staff member will be available to provide assistance.

 

4. Emergency Response Procedure

All staff handling emergency calls are trained to respond calmly, professionally, and efficiently. When receiving an emergency call, the staff member should:

●      Gather as much information as possible regarding the situation.

●      Provide reassurance and support to the informant, who may be in distress or shock.

●      Discuss what immediate action needs to be taken and by whom.

●      Notify the DSL (Designated Safeguarding Lead) or, if unavailable, the 24-Hour Emergency Contact UK or China as soon as possible.

●      Inform the student’s primary guardian (parent or legal guardian).

●      Maintain a written record of all incidents and actions taken.

All records of emergency incidents will be stored securely in compliance with UK GDPR and Data Protection Act 2018.

 

5. Emergency Scenarios and Action Plans

5.1 Cancelled Flights

●      Skywise Educational Guardianship UK Ltd will arrange suitable care for affected students.

●      If necessary, an emergency homestay will be arranged until a new flight is secured.

●      Students should notify Skywise as soon as they are informed of a cancellation.

●      Parents will be kept fully updated, and Skywise will liaise with the airline to rebook flights.

5.2 Pandemic or Contagious Outbreak

●      Skywise will follow guidance from the UK Government, UK Health Security Agency, and the World Health Organisation.

●      Boarding school students will usually be required to remain at school unless advised otherwise.

●      If homestay accommodation is unavailable due to health risks, Skywise will assist in securing alternative quarantine arrangements.

●      Remote learning support will be provided if required.

5.3 Serious Injury or Death of a Student

●      Skywise will immediately liaise with emergency services, medical staff, and the police.

●      The student’s parents or legal guardians will be informed as soon as possible.

●      Assistance will be provided to parents in arranging travel if necessary.

●      Support will be offered for repatriation, rehabilitation, or funeral arrangements if required.

●      Media enquiries will be handled sensitively and in accordance with GDPR and safeguarding principles.

5.4 Terrorist Incident

●      Schools have their own lockdown procedures, which will take priority in such cases.

●      If a terrorist attack occurs while a student is at a homestay, they will be instructed to stay indoors unless advised otherwise by authorities.

●      Skywise will follow official guidance from the UK Government and the police.

5.5 Fire at Homestay

●      The homestay must contact emergency services immediately and then notify Skywise.

●      If the accommodation is deemed unsafe, the student will be placed in an alternative vetted homestay until repairs are completed.

●      A follow-up health and safety assessment will be conducted before any student returns to the property.

5.6 School Closures

●      If a school closes temporarily (due to weather conditions, staffing shortages, or other non-contagious issues), students will remain in their homestay.

●      If a school closure is permanent (e.g., due to financial failure), Skywise will assist parents in making alternative arrangements.

5.7 Requests from Schools to Remove a Student

 

In exceptional circumstances, it may be necessary to remove a student from school for safeguarding, health, or wellbeing reasons. In such cases, Skywise Educational Guardianship Ltd will:

●      Ensure the decision is made in consultation with parents/guardians, the school’s Designated Safeguarding Lead (DSL), and relevant professionals.

●      Complete the Student Removal Form in line with AEGIS Standard 3.3.3 and Appendix 11 requirements, providing a clear record of the reasons for removal, actions taken, and parties informed.

●      Follow the procedures outlined in the Skywise Mental Health Policy, which includes detailed guidance on supporting a student’s mental health and wellbeing.

●      Maintain open communication with the student, family, school, and other relevant parties to ensure a safe and appropriate plan is in place.

●      Emergency homestay accommodation will be arranged unless the student has a contagious illness, in which case quarantine arrangements will be made

6. Emergency Homestay Accommodation

In certain situations, students may require emergency accommodation. Skywise Educational Guardianship UK Ltd ensures that:

●      All emergency homestays are fully vetted and meet AEGIS standards.

●      Emergency placements may not always be with the student’s regular homestay.

●      Emergency homestays may be located further from the student’s school, depending on availability.

Students and parents will be informed of any necessary emergency homestay placements as soon as possible.

 

7. Lone Guardianship Staff Emergency Cover

Skywise ensures that any staff member working alone has access to emergency cover. If a designated guardian is unavailable due to unforeseen circumstances, a suitably vetted and trained alternative will be deployed to support the student.

 

8. Record Keeping and Compliance

●      A formal Accident Book is maintained in accordance with Health and Safety Executive (HSE) guidance.

●      All risk assessments, incident records, and emergency reports are stored securely in compliance with UK GDPR.

●      Records are retained for a minimum of six years.

Contact Details – Other Organisations

Police­                                                   Tel: 999 (24-hour) / 101 (non-emergency)

Fire & Rescue Service                          Tel: 999 (24-hour)

Ambulance Service                              Tel: 999 (24-hour)

National Health Service (NHS)            Tel: 111 (24-hour)

AEGIS                                                   Tel: 01453 821 293

Foreign & Commonwealth Office       Tel: 0207 008 1500 (24-hour, consular assistance)

Environment Agency                           Tel: 0345 988 1188 (24-hour Floodline)

Met Office                                            Tel: 0370 900 0100 (24-hour, weather desk)

Health and Safety Executive (HSE)      Tel: 0345 300 9923 (Incident Contact Centre, Mon-Fri 8.30am-5pm) / Out-of-hours: 0151 922 9235

Public Health England                          www.gov.uk/government/organisations/public-health- england /  Tel: 020 7654 8000 / Email: enquiries@phe.gov.uk

World Health Organisation (WHO)       https://www.who.int/

 

Insurance Company – Accredited Insurance (Europe) Limited    

Tel: 0207 977 0900 (lines open from 9am to 5pm Monday to Friday)/ Policy No: FUL10557TOPS

 

Local Safeguarding Partnership – Redbridge   

Tel: 020 8708 3885/ Email: CPAT.Referrals@redbridge.gov.uk

 

9. Policy Review

This policy will be reviewed annually or in response to any significant changes in legislation, operational procedures, or following a serious incident.

 

 

Last Reviewed: Katherine Lee  01/03/2025

Next Review Due: 01/03/2026