School Closure Toolkit

[SCHOOL NAME]
ROAR Impact Assessment
Assessing Risk, Opportunities, Actions and Requirements

Report prepared by: [NAME]
Subject matter: School Closure Reason: Health epidemic forcing closure of schools.
Risks Opportunities Action Requirements

Considerations of the Creating additional Implementing through Resources and skills
school and community. benefits for stakeholders. people and experience. required to deliver.
Health protection in school Follow all medical advice issued by Purchase supplies of protective Staff to secure and maintain the
local or national authorities. equipment and consumables. school entrances.
It will be necessary to secure and Reduce the number of entrances
protect the school to prevent There is an initial opportunity to to the school and screen people on Additional cleaning staff/hours
transmission of the illness between minimise disruption of closure if entry. Implement a declaration
those visiting the school site. people potentially carrying the system with contact history over Tissues, scanning thermometers,
illness are excluded from the school last 14 days. soap, hand sanitisers and
site. disinfectant.
Encourage all staff and students to
Use this opportunity to practice healthy behaviours, (for
communicate regularly and clearly example, staying home when
to your audience (Parents and they’re sick, covering their coughs
staff). and sneezes, and washing their
hands often).
Increase cleaning regime for

frequently touched surfaces and
objects (such as computers and
door handles).
Designate a room and
transportation for sick students
and staff.
Parental availability Parents might receive childcare Contact relevant authorities for A list of available parents,
support from friends/ neighbours/ guidance. Consider creating and volunteers and staff showing
Parents might be unable to be at relatives/ volunteers/ childcare sharing a weekly rota, which could dates/times which they are free to
home to look after their children, if professionals –supported online by be accessed by parents and help in any way.
they are still needed to work. school staff. volunteers explaining the A communication channel ( VLE /
Whilst this is not a directly related availability of childcare provision learning platform, APP, messenger
school matter, it does impact Remember the need to ensure locally. The school could create a or social service).
school planning. students are isolated from their social media page or use an online
peers as much as possible. calendar or VLE which is able to
disseminate information.
Parental Knowledge When schools are closed, parents Ensure parents have access to an Online learning provision via
become your main teaching online learning environment with content providers and VLE /
During times of disruption it is provider, supervising student their child that can be easily learning platform with language
important to understand that your access to online learning. translated to a parent’s own translation.
parental audience may be diverse language.
and vary in ability, age, language Online provision of learning Parent communication channels
and skills. supports parents in this role. This may be their child’s own and translation services.
account or, ideally a parent
It is common for small issues to be Develop communication channels account where the school can Personal addresses, e-mail, social
poorly understood and more that are also translated as needed. communicate with parents about media and telephone details of
complicated than they need to be. There is a clear opportunity to their child’s learning and with staff should not be made available
improve parental involvement in other school related information. to students or their parents, so
their child’s learning post-pandemic there must be systems to make
following these changes. appropriate contact through
school’s systems.
Fusion VLE – A Free Online Platform for schools Page 2 110 languages on any device. For Teachers, Students, Parents and Staff.
Whole School Communications A school is often judged on its Create an emergency You will need to work with the IT
readiness and ability to deliver communication plan. team, staff responsible for school
Traditional methods of timely and relevant communications and heads of
communications such as communications. Determine what communications departments/year
telephoning reception or visiting needs to be sent, to whom and groups/subjects.
the school are not likely to be Most communication can be how often.
available. conducted via internet and online. A suitable communication system.
Consider the multi-lingual Plan for a longer-term adoption of Staff briefed in the use of the
Some existing forms of requirements of your school and a solution rather than a short-term communication system.
communication may be offline or the ability to easily share resources. quick fix. Review and evaluate all
diverted. solutions on merits of:
Also note that abilities of your  Speed of
Lack of resources such as access to audience, as these may be deployment/setup
equipment could be an issue. culturally or religiously wide-  Consideration of audience
ranging. requirements
Lack of a single system (ensure  Initial costs and ongoing
people use one agreed system). Encourage adoption of a Learning costs
Platform or Parent Portal to
facilitate and share timely Do existing solutions meet this
information, using APPS/ SMS/push need? Any new system will need to
notifications/ emails / online be implemented quickly and be
conferencing. easy to connect into by users such
as parents.
Consider online learning platforms,

groups and messaging. Remember
that these systems need to be
secure, non-public and cater to a
diverse audience with different
language needs.
If needed, arrange online training
for staff.
Examinations & Coursework Local or national government and Contact local government and/or Staff who are familiar and able to
exam boards may be able to exam boards to find out what their deal with local governance and
Exams, coursework & revision provide alternative provision and plans and timescales are. national exam boards.
impacted. assistance with exams themselves.
Produce a summary of what needs An accurate timescale for
As the physical school is closed, Services such as online test to happen. implementation and the ability to
traditional books, resources, exam submissions, online exams and VLE easily distribute and share this
revision guides and materials are /LMS systems are all able to If necessary, for situations such as information (such as a VLE /LMS
difficult to disseminate. continue to provide test and national exams – you may wish to or Social Platform).
revision facilities. create a new ROAR list specifically
There may be a period where lack for this consideration.
of communication from higher The aim is to allow students to
authorities is lacking. This can continue to access information
cause misinterpretation and remotely and for the school to be
potential mis-communication. prepared for changes to
examination preparation..
Curriculum provision Consider Setting and marking work Ensure that learners receive If in a school group, share online
online and accepting digital feedback on work they complete at resources to maximise curriculum
Disruption to teaching time in submissions of work (evidenced by home. This is particularly coverage.
class. text, video, sound or picture). important for examination classes.
Ability to deliver a full and Use VLE / learning platform to
balanced curriculum. Provide online feedback and access Develop facilities for online facilitate the setting, submission,
to shared communications through dialogue or online live lessons marking and feedback cycle and as
Ability to offer personalised, a VLE through a learning platform, a central repository and signpost
differentiated learning. facilitated by learning mentors. for online learning materials.
Provide access to a range of on-line Any smartphone or tablet can
Learning resource provision may be materials; Provide parents with simple advice transfer video and other
compromised: on how they can support their recordings into an online space.
 Not enough materials Text books, videos, e-Books, children’s learning at home
 Logistics in sharing these Videos, Blogs worksheets or similar including information on the Resources can be stored online
materials materials for students. curriculum. Provide videos about within a VLE or learning platform
 Lack of shared knowledge how to use a child’s home and easily shared with learners
Locate items online that can be surroundings for learning. and parents. Curriculum content
used to substitute physical subscription as required.
resources. Replace physical resources with
equivalent online resources such as
curriculum content subscriptions
or freely available online
resources. Record audio, video or
images of curriculum material and
make these available.
One-to-One Contact There are many services that can Locate staff members who have Suitably experienced staff
continue to provide meeting experience with online meeting member or team.
Lack of face-to-face meeting ability. services to students and parents: and mentoring technologies.
Individual coaching or meetings Ensure the product(s) is suitable
could be impacted.  Video conferencing Use this person (or team) to for the tasks required. Implement
 Online classes quickly locate a small range of a quick, but thorough, period of
Many students have teacher-to-  Remote learning, suitable meeting tools. Where evaluation and summary report
student mentoring. If the physical  VLE, online meeting tools possible focus on one solution that that can then be used to provide
room no longer exists, then the  Messenger services accommodates many needs. and deploy the online meeting
school is at risk of not being able to  Blogs and Forums solution.
continue this essential provision.  Parental discussions online It is imperative that this aspect is
treated with high importance.
Lack of facilities to meet with
parents to discuss their child’s
progress.
Pastoral care Seek support and assistance from Wherever possible, bereaved  Qualified and experienced
relevant authorities. students should be provided with support staff
Support the learning of children appropriate pastoral support from  Online meeting tools
who may be bereaved or have Ensure that you identify those suitably qualified  Regular communications
issues in dealing with change. students (or staff) who may require support staff.  Existing policies.
additional help and that there is a
communications channel with This may be internal to your
them, and for them. school, or may come from outside
the establishment.
Teacher/Staff availability for work Substitution of online learning, Schools should aim to Support Updated HR policies
setting tasks to complete with video flexible attendance and sick leave
Staff are likely to be unavailable in support or having other staff policies for students and staff. Staff with HR experience or
school, working from home, members cover. (see Curriculum) consultation with external HR
supporting sick family or ill For example: advisor or authority
themselves. The school will need “Special leave” to take care of ill representative.
appropriate contingency family members or children whose
arrangements to cover the absence schools have closed). Regular online meetings through
or non-availability of staff with video-conferencing.
specific skills or knowledge. Supply Schools will need to work in
teachers may be needed if teacher accordance with national
illness is high. regulations and consult HR
arrangements.
Non-teaching staff implications Support staff can be re-deployed Review the role and day to day Suitably qualified HR staff
where possible to support duties of all staff.
The role of many non-teaching provision/upload of curriculum Re-deploy staff to cover new roles
staff involves student supervision. materials for students. Support or to support and cover for staff
Their normal work will not be staff may be used to support who are absent or ill.
available. students where teaching staff are ill Review staff contracts.
or unavailable. Opportunity to
redress any contractual issues or
changes.
Administrative duties Admin staff, if not required, may be Review all Admin roles Provision of Online productivity
re-deployed as with other support Redeploy staff where necessary platform.
Administrative staff need staff. Where their role continues, Implement or extend use of online Health protection; tissues, hand
continuing access to this is an opportunity to implement productivity system, e.g. Microsoft sanitiser, enhanced cleaning
documentation and processes to efficient cloud-based working Office or Google online to include
support the working of the school. practices. online storage of key files. Review
If remaining on-site, Admin staff processes to ensure they can be
should be subject to enhanced carried out effectively online for
health protection practices. staff working from home.
Ensure on-site staff have access to
supplies of health protection
consumables.
School Reports Online learning platforms and VLE’s Focus on the essential aspects Your school data/reports and
have features for sharing reports to which cannot continue due to administration staff will be
Physical paperwork, such as end- parents and students. school closure. Consult with your required to assess the current
of-term reports which were administration team to investigate situation. Work with an
previously delivered in person or how quickly you can remove experienced IT or technical team
collected manually. previous manual/printing tasks and member to investigate online
move them to an online model. software.
This task is time-critical, especially
with end-of-term reports.
Timelines need to be clearly and
reasonably adhered to.
Equipment and Logistics Can essential equipment be Survey staff and families to Involve anyone where their role is
temporarily loaned to individuals determine where need is greatest. the planning and distribution of
There may be staff, students or and families where provision is Draw up a list of equipment that technology within the school. Also
parents who do not have access to poorest? can be loaned out. ensure that curriculum materials
online resources as their IT and IT staff should review the set-up of can be accessed from the device.
communication equipment at the equipment to ensure it can use Simple checks such as do the
home is limited, for example one Wi-Fi outside school. items need to be secured or
mobile phone in the household Create a robust loan system to require additional cabling (plugs,
with limited data. book out the equipment. sockets, outlets). This exercise is
all about logistics, so pre-planning
is very important.
Extra Curricular Activities If a physical trip has to be Review all upcoming trips and Possible acquisition of vouchers
cancelled, check first if it can be other planned educational Bursar or school financial planner
Arrangements such as school trips, postponed. If it cannot proceed, opportunities. Decide which to investigate insurance situation
after school clubs, pre-arranged investigate options to allow the arrangements have to be cancelled
visits, sports and pastoral activities students to still experience some and which ones can have
are likely to be impacted by the aspects of what they have missed. alternative or ongoing provision.
closure of the school and any
interruption to transport and travel This could be giving them an online For the services which had to be
plans. subscription to a service or cancelled, seek remuneration or
providing access or vouchers to this investigate business insurance
or similar places to use after the options as potential refunds could
risk to health is lifted. It is then be used to fund alternative
important to maintain a form of plans.
provision as opposed to none.
Physical Building This provides an opportunity to Make an action plan of all the You will need the assistance of
consider everything within the ‘tertiary’ services which your your school bursar or financial
Physically looking after a closed school which acts as a ‘supplier’ for school requires. Sort this list by planner.
school. Access issues, building you to operate; services such as priority. For example, food stores
control, security, upkeep. Longer heating, lighting, utilities, require handling before printer This is a financial exercise with
term maintenance, possible stock communications, catering, buses, maintenance. List services in order crossover into possible legal,
issues and servicing. grounds maintenance, sports of urgency and then cost. contractual and HR territory, so
upkeep. The aim is to provide a ensure that these people are part
cost-based analysis, by which the Work through the list to recover of your team.
lower cost saving could pay for costs and bring the operation of
operation of your online/LMS/VLE the school down to a minimum
or Parent Portal. skeleton-crew level
.
It would be useful to create a
separate ROAR list for this task.
You could use a blank version of
this list.
Financial loss to school School insurance policies, Analyse all financial implications of School bursar or financial planner.
fundraising, finding methods to the school closure:
There may be some financial loss reduce costs whilst school is closed.  Salary changes Last school budget.
to your school, or areas where (e.g. Less on-site staff required).  Working hours
losses cannot be recovered.  Less staff Existing school policies and
This could also be an opportunity to  Cover staff development plans would be
Financial losses can be caused by create better awareness of finances  Maintenance/Utilities useful to help correlate and
lack of key staff, cover staff or for the school.  Buildings/Transport ensure you have not missed key
increased costs in closing the  Security. financial liabilities.
school such as administrative Consider types of fundraising or
burdens. contributions to assist in managing Look for cost savings.
a long- term school closure.
Be clear to map out a brief list of List all financial losses, including
the worst possible financial It’s also possible to consider where contracts continue to pay
impacts. working with other schools and for services that are not provided
sharing resources. during the closure
Approach your insurance company
to explore recovering losses.
Post closure A number of the measures Ensure teaching staff conduct a full This process will involve the whole
implemented may have introduced review of student progress during school management team and can
Even if there have not been efficiencies and improved working the school closure and implement be shared with the wider staff
extended widespread school and curriculum practices. strategies to ensure all students within policies and
closures, a are brought back to where they documentation.
significant number of students will Attempt to recycle everything need to be.
have missed out on at least some learned and incorporate it into
days’ revised policies for self- Use this ROAR document as the
schooling as a result of illness or improvement (both in staff, and basis of a thorough review of the
being unable to get to school. operations). systems and actions taken during
the school closure. Where school
School needs to review For example the adoption of online systems have been improved,
experiences and systems used learning with powerful tools and adopt the new systems and
during closure. better use of multimedia than perform a controlled shut-down of
previously, better parent systems that will no longer be
communication systems with used, paying close attention to
language translation provision, capturing and securing data.
online productivity software or Secure contracts for services going
more flexible staff contracts. forward.
Visit https://fusionvle.com/24hours to learn how you can use a FREE Online Platform within 24 hours.

School Closure Toolkit

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School Closure Toolkit

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[SCHOOL NAME]

ROAR Impact Assessment

Assessing Risk, Opportunities, Actions and Requirements

Risks Opportunities Action Requirements

Increase cleaning regime for

Consider online learning platforms,

to explore recovering losses.

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