1. Heriot-Watt University Emergency & Business Continuity Planning
Lorraine Loy
Group Risk Manager

2. Major Incident Saturday 4 June 2005 Time: 08.30
Explosion heard and felt by Security Control
½ mile away
No radio contact could be made with patrol officers
Security Officers arrived at scene 08.33
Emergency Services contacted at 08.35
Security control contacted Risk Manager advising there had been an explosion 08.40
Important: start to record all actions
Background: Received a phone call advising there had been an explosion, no detail of where or what due to no radio control information available. Saturday morning, local village event, husband just left for Iraq, No family locally to provide care for Katie
Reports from students - STUDENTS RECORDED THE BLASTS ON MOBILE PHONES
RADIO MAST WAS ON ROOF OF BUILDING WHERE EXPLOSION TOOK PLACE, MOBILE PHONES HAD TO BE USED.
UNIVERSITY SECRETARY AWAY ON ANNUAL LEAVE

3. Major Incident – Internal Communications
Prior to arriving on site the following internal staff where contacted:
Communications staff and press and PR
Director of Estates
Estate Maintenance Manager
Security Manager
Catering
Registrar
Head of School
School Safety Manager
Union Representatives
All contacts advised of emergency room location
Contacted all resource requirements to stand by, catering for welfare considerations and estates staff to attend
STUDENTS RECORDED THE BLASTS ON MOBILE PHONES
RADIO MAST WAS ON ROOF OF BUILDING WHERE EXPLOSION TOOK PLACE, MOBILE PHONES HAD TO BE USED.
UNIVERSITY SECRETARY AWAY ON ANNUAL LEAVE

4. Major Incidents - External Contacts
The following external contacts where advised to “stand by”
Loss Adjuster
Project management provider
ISS Damage Ltd (Salvage & Restoration)
Insurers
Brokers
Contacted prior to leaving home,

5. Catastrophic Failure of Gas Booster Set

6. Gas Booster sets housing

7. Management Group Offices
Major Link Bridge
Major link bridge
Service tower provided all services to two academic areas
Transformers

8. Emergency Phase Emergency services arrive on site at 08.50
10 Fire tenders in attendance
Inner and outer cordons set up
Liaison with Fire Brigade Major Incident Officer and Police at scene
Estates staff on site awaiting instruction
No radio contact was available
Mast was destroyed in blast, located on top of tower
Mobile phones had to be used
Ensure the liaison officer has ID and is visible at the scene

9. Emergency Phase Reporters arrive on Campus 09.45
Media room set up and managed by Corporate Communications staff
Briefing given to media at 10.00
Gas isolated and fire extinguished 11.00
Emergency Services meetings took place
10.00
10.45
14.00

10. Recovery – Saturday
Local Authority Building Control Officers arrive at scene at 12.30
Building handed back to University control at 13.45
Emergency Team meet to agree emergency work schedule
Debris removal
No services to the building
Additional security to protect assets / buildings
Communication issued to all staff via / posters
Students in residence moved to safer locations
BUILDING DECLARED SAFE . PPE ISSUED and safety instructions issued

11. Recovery - Saturday
14.00 Vice Principal handed over authority to begin
the reinstatement
Recovery Team consisted of:
Head of School
School Safety Manager
Risk Manager
Estates Staff
Catering Staff
Student Services Representative
Loss Adjuster, Project Management team, Disaster recovery specialists

12. Recovery - Saturday Priorities
Welfare arrangements for all staff involved in the emergency and subsequent recovery
Equipment salvage
Impact on School academic and business operations
Impact on other buildings/staff and students
Organisation of Estates maintenance staff to make safe all areas affected
Welfare – provided meals and drinks for all staff, set up rota for rest breaks over first 48 hours
School has a number of open days planned and VIP visits – Significant cosmetic work undertaken
– Generators brought on site approx Communication issued to all staff and students to conserve energy during the temporary supply phase

13. Recovery - Saturday Debris removal No services to 3 buildings
Additional Security to protect assets/buildings
Communication issued to all staff via . Posters placed campus wide
Students in residence close to blast site moved to safer locations
Generators required to provide electricity to 3 buildings cost £19k per day. No water electricity or gas services. No lift for disabled access or deliveries

14. Recovery – Sunday
Road closed - No access for delivery vehicles to catering facility/banks and shops
No access to other academic buildings - link bridges closed
Preparation of plans for staff and student briefs
Project briefs hourly until 19.00
Reinstatement estimate £2.8million
Additional Increased cost of working £850k
Schools requirements given priority
ALL OWNERS OF THE FACILITES CONTACTED AND ADVISED OF THE SITUATION TO PREPARE FOR DISRUPTION
ALTERNATIVE DELIVERY ROUTE ESTABLISHED 10.00PM ALL ADVISED
AICOW – temporary heating supplies – Contractor appointed to clear immediate debris, traffic calming, welfare and staff overtime.

15. Recovery – Sunday
All salvage recovered from damaged areas and asset list created
Third Party salvage recovered
Building inspected by Fire Brigade and proposals to re-open agreed
Student timetables rearranged
Notices and bulletins issued

16. Recovery – Sunday
Tower secured and temporary boarding used to isolate the tower and link bridges
Identified white powder in adjacent buildings
Full reinstatement programme agreed with the project managers, loss adjuster and the School affected
Programme reinstatement period 8 months
Approval for expenditure managed by Risk Office
PROBLEMS – STAFF WANTED ACCESS TO DAMAGE SIT TO RECOVER PERSONAL EFFECTS
UNAUTHORISED ACCESS TO THE BUILDING

17. Recovery – Monday Staff and students arrive on campus
Head of School briefs all staff
HR and student welfare staff on site to deal any emotional issues affecting staff
Head of School briefs all students separately – No interruption to teaching
Significant resource required to direct students and staff
Building reopened at 16.00
Some staff were traumatised by what they saw on arrival at work. Had to have additional security to patrol outside and internal building.
Extensive signage posted. Staff demanding access to personal effects

18. Business Interruption
No BI costs relating to third parties
BI loss to the University
BI Cost to the School
All commercial salvage recovered and in working order
No loss of consultancy/research activities
Third parties – as a result of the rerouting of the road no loss of income occurred. BI to University as a result of poor communication with estates and business requirements. £300 BI COSTS TO SCHOOL

19. Student Issues
Winter period – Concerns over the welfare of students due to deteriorating weather over winter months
Weekly Communication with students. Facility for students to report concerns or issues
Purchase of winter supplies
No link access to buildings students exposed to the elements. School concerned about the welfare of students. SUPPLIES OF UMBERELLAS AND WATERPROOFS PURCHASED AND RETURNED WHEN NOT NEEDED TO MARKS AND SPARKS

20. Reinstatement & Debrief
Full Reinstatement February 2006
Collation of all records and costs
Review of the emergency teams
Ensure all statements are recorded
Review of plans/training as necessary
Review any communication issues which may have occurred between all service areas
to ensure that the person/s responsible for coordinating a major incident have adequate knowledge of the business and have the ability to get things done

21. What Happened Next - Lothian Reciprocal Agreements
Existing reciprocal arrangements were reviewed 2007
Identified the opportunity to determine if there was mutual recognition within the sector of the need for a joint initiative to enhance resilience
All Universities and Colleges invited to attend initial meeting to determine if the concept would have value for all potential partners and that the Group would be worth developing
EDNBURGH UNIVERSITY PRESENT THROUGHOUT THE EVENTS AND RECOVERY STAGES

22. Lothian Reciprocal Agreement
Agree an integrated response to disruptive events which may affect HE/FE in the Lothian area
Build on and develop existing contingency plans
Enhance awareness of service priorities and services provided by HE and FE
To conduct tabletop exercises as a group in relation to disruptive events, which could threaten or impact University and or College business in the Lothian area

23. Lothian Reciprocal Agreement
To offer facilities and assistance in the event of a disruptive event
The agreement demonstrates a joint commitment by the Lothian University & College Resilience Group members
The Group works closely with the City of Edinburgh Council Resilience Forum
Agreement to be signed on the 29th April 2008

24. Finally!
Any Questions