Business Continuity Plan
for Care College

Table of Contents

• Purpose
• Objectives
• Scope
• Roles and Responsibilities
  • Crisis Management Team (CMT)
  • Departmental Leaders
  • Staff and Faculty
• Risk Assessment and Impact Analysis
  • Identified Risks
  • Critical Functions and Prioritisation
• Continuity Strategies
  • IT and Data Management
  • Communication Plan
  • Facilities Management
  • Academic Delivery and Student Support
• Activation of the Business Continuity Plan
• Recovery Phases
  • Immediate Response
  • Operational Recovery
  • Full Restoration
• Testing, Training, and Maintenance
• Review and Update Schedule

Purpose

The purpose of the Business Continuity Plan (BCP) for Care College is to provide a structured approach to maintain critical operations during disruptive incidents, safeguard students and staff, and ensure a swift recovery to normal operations. This plan aims to minimise the impact of unforeseen events on the college’s academic and administrative activities.

Objectives

The primary objectives of this BCP are to:

• Protect the health, safety, and welfare of students, staff, and visitors.
• Ensure continuity of essential academic and administrative functions.
• Minimise disruption to students’ learning and support services.
• Safeguard Care College’s reputation and resources.
• Provide a clear plan for recovery and resumption of full operations.

Scope

This plan applies to all departments, locations, and personnel associated with Care College. It includes provisions for a range of disruptive scenarios, from natural disasters and IT failures to staff shortages and security incidents.

Roles and Responsibilities

Crisis Management Team (CMT)

The Crisis Management Team (CMT) is responsible for overseeing the implementation of the BCP during a disruption. The CMT includes senior management and representatives from each critical function, including IT, HR, Facilities, and Academic Services. Responsibilities include:

• Activating the BCP and coordinating response efforts.
• Communicating with all stakeholders, including staff, students, regulatory bodies, and the media.
• Assessing the impact of the disruption and determining recovery priorities.

Departmental Leaders

Departmental leaders ensure that all department-specific continuity procedures are followed and provide regular updates to the CMT. They are responsible for:

• Coordinating department-level responses and resources.
• Assisting in prioritising essential functions and resource allocation.
• Implementing alternative work arrangements as required.

Staff and Faculty

All staff and faculty are responsible for adhering to the BCP and assisting students in understanding and navigating continuity procedures. They should remain flexible in their duties to support critical functions and facilitate academic and administrative adjustments as needed.

Risk Assessment and Impact Analysis

Identified Risks

The following are potential risks that could disrupt Care College’s operations:

• IT/System Failures: Cybersecurity breaches, server outages, or network disruptions.
• Natural Disasters: Flooding, fire, or extreme weather events affecting facilities.
• Public Health Emergencies: Pandemics or outbreaks requiring adjustments to on-site activities.
• Utilities and Facility Failures: Power outages, HVAC malfunctions, or plumbing issues.
• Personnel Shortages: Unexpected absences of critical staff or faculty.

Critical Functions and Prioritisation

The BCP prioritises the following critical functions essential for Care College’s operation:

• Student and Staff Safety: Health and emergency support, evacuation, and emergency communication.
• Academic Delivery: Online and in-person classes, assessments, and access to educational resources.
• IT Infrastructure: Data security, system accessibility, and support for remote working or learning.
• Communication: Clear, timely communication with students, staff, and stakeholders.
• Student Support Services: Counselling, academic advising, and administrative support.

Continuity Strategies

IT and Data Management

• Data Backup: Regular backups of critical data to secure cloud storage. Access will be maintained for essential personnel during disruptions.
• Remote Access: Establish VPN and remote desktop capabilities for staff and faculty to access systems securely off-campus.
• Cybersecurity Protocols: Implement enhanced cybersecurity measures, including regular updates, firewall management, and access controls.

Communication Plan

• Internal Communication: Rapid notification systems, including email, SMS, and intranet updates, will inform staff and students of changes in real-time.
• External Communication: A designated spokesperson will handle media inquiries, and regular updates will be posted on the Care College website and social media channels.
• Alternative Communication Channels: If primary channels are unavailable, social media platforms and emergency phone lines will serve as backups.

Facilities Management

• Alternative Worksites: Pre-identified alternative locations will be used if campus facilities become inaccessible.
• Building Maintenance: Emergency contracts with service providers for rapid repair and maintenance of critical infrastructure.
• Health and Safety: Ensure adequate sanitation, PPE, and compliance with public health guidelines during and after disruptions.

Academic Delivery and Student Support

• Online Learning Platforms: Transition to virtual platforms (e.g., Moodle, Zoom) for continued course delivery and assessments.
• Alternative Assessment Methods: Flexible assessment options, such as take-home exams or online proctored tests, will be available in case of campus closures.
• Student Support Services: Maintain counselling, academic advising, and disability support through online platforms if in-person services are disrupted.

Activation of the Business Continuity Plan

The BCP is activated by the Crisis Management Team in response to a disruption that significantly impacts operations. The CMT will assess the situation and determine which continuity strategies are required. All staff and faculty will be notified, and critical updates will be communicated to students and stakeholders.

Recovery Phases

Immediate Response

• Evacuate and ensure the safety of all on-campus individuals if required.
• Activate initial communication channels and inform stakeholders of the disruption and initial response actions.
• Implement measures to maintain critical functions identified in the continuity strategies.

Operational Recovery

• Assess damage to facilities, IT systems, and resources.
• Begin implementing recovery strategies, such as remote working arrangements and online learning for students.
• Update stakeholders on progress and expected timelines for resuming full operations.

Full Restoration

• Conduct a complete assessment of all college functions and resolve any outstanding issues.
• Return to normal on-campus operations and deactivate any temporary continuity measures.
• Conduct a post-recovery review to identify improvements for future disruptions.

Testing, Training, and Maintenance

• Testing: Regularly test the BCP through simulated drills and tabletop exercises involving the Crisis Management Team and relevant staff.
• Training: Provide training for all staff and faculty on the BCP, ensuring they understand their roles and responsibilities in a disruption.
• Maintenance: Review and update the BCP annually or as needed based on changes in operations, staffing, technology, or regulatory requirements.

Review and Update Schedule

The Business Continuity Plan will be reviewed annually by the Crisis Management Team, with input from all departments. The plan will be updated to reflect changes in operations, new risks, or feedback from testing exercises. Each update will be communicated to all relevant parties, ensuring that Care College is always prepared for potential disruptions.