Business Continuity Plan

2 Start Ltd (2 Start) is a provider of Apprenticeship and commercial, sector specific training, to the logistics sector.

2 Start provides blended provision including online training and face-to-face practical training from one of 4 sites (Portsmouth, Southampton, Worthing and Reading) in the South of England.

An integral aspect of providing a high-quality service to our stakeholders, includes comprehensive, effective and rehearsed mitigation and management plans for situations beyond the control of 2 Start such as emergencies, disasters or disruptive events.

2 Start takes the continuity of the delivery of quality provision and continuation of business extremely seriously and is committed to dedicating an appropriate level of management, resources and planning for any instances and occurrences that may beyond our control.

The policy covers the non-exhaustive lists of disasters, emergencies or disruptive events:

In the event of any extreme weather conditions, disaster or emergency that is beyond the control of 2 Start all employees and learners will be safeguarded to ensure that we are able to continue with and maintain our business and contractual responsibilities.

The policy also provides for the event that 2 Start is removed from the Apprenticeship Provider & Assessment Register (APAR) and is no longer able to deliver apprenticeships.

All references to “learners” below should be recognised as pertaining to “apprentices” and vice versa.

This policy includes all training provision provided by 2 Start.

This policy aims to maintain the quality of provision during and after disruptive events.
This will be achieved by:

Where a prospective disruptive event is identified as posing a significant risk to the operational processes of the organisation, a Business Continuity Plan will be created. This will be regularly reviewed and monitored by the Board.

Each Business Continuity Plan will be distributed to all personnel and saved on the organisational intranet. Where appropriate, copies will be provided to emergency personnel.

2 Start has identified the importance of a consistent approach to disruptive events and confirmed that Paul Moon, Managing Director will have overall responsibility for Disaster Recovery and Business Continuity Plans.

Paul will be supported by the Board of Directors to ensure that in the event of a disaster, emergency or disruptive event, that this policy and procedure is implemented. In this situation, the Board will be referred to as the Senior Disaster Recovery Team (SDRT).

The Board, will have the following overall accountabilities:

It is expected, that in the event of a disaster, emergency or disruptive event, that personnel will remain committed to the quality of the provision, a high level of customer service and be receptive and open to any changes to the operating procedures of the business.

When developing a Business Continuity Plan for a specific risk, the following considerations should be given:

Safety Considerations

RISK TO LIFE: is there risk posed to life, health and wellbeing of all stakeholders and whether it is appropriate to continue to trade through the disruptive event.

ALTERNATE DELIVERY LOCATIONS: Given the geographical spread of 2 Start sites, it is unlikely that all 2 Start facilities will be non-operational at the same time, save for a criminal endeavour. The plan should determine whether any 2 Start site, department or building needs to be evacuated or closed.

2 Start currently uses the following premises as head office:

• Unit 4 Shawcross Industrial Park, Ackworth Road, Hilsea, Portsmouth, England, PO3 5HU

2 Start has alternate premises as follows:

• Unit 2, Four Dells Farm, Poles Ln, Otterbourne, Winchester, SO21 2DY
• Youngs Industrial Estate, Unit 32 Paices Hill, Aldermaston, Reading, RG7 4PW
• The Vinery Industrial Estate, Arundel BN18 9PY

It may be more appropriate to consider alternate delivery locations local to the individual region affected. The SDRT will have accountability for making the appropriate decision.

EMERGENCY SERVICES: The plan will determine whether there is a requirement of emergency services or external support.

LOCATIONS OF STAKEHOLDERS: The plan should determine the locations of all employees, contractors, volunteers, learners, apprentices and visitors in relation to the disruptive event.

Communication Considerations

NOTIFICATION: when, where and how notification of the disruptive event should be considered by in the plan.

OPERATIONAL DISRUPTIONS: The plan should consider whether there will be any disruptions to normal working practices/ delivery schedules and how these should be communicated to stakeholders. This should include assigning responsibility for continual updates.

THIRD PARTIES: The plan should consider whether third parties, including Funding Agencies and Local Authorities need to be updated on the situation.

Resource Considerations

ALTERNATE DELIVERY LOCATIONS: Given the geographical spread of 2 Start sites, it is unlikely that all 2 Start facilities will be non-operational at the same time, save for a criminal endeavour. The plan should determine whether any 2 Start site, department or building needs to be evacuated or closed.

2 Start currently uses the following premises as head office:

• Unit 4 Shawcross Industrial Park, Ackworth Road, Hilsea, Portsmouth, England, PO3 5HU

2 Start has alternate premises as follows:

• Unit 2, Four Dells Farm, Poles Ln, Otterbourne, Winchester, SO21 2DY
• Youngs Industrial Estate, Unit 32 Paices Hill, Aldermaston, Reading, RG7 4PW
• The Vinery Industrial Estate, Arundel BN18 9PY

It may be more appropriate to consider alternate delivery locations local to the individual region affected. The SDRT will have accountability for making the appropriate decision.

TRANSPORTATION OF APPRENTICES: where the location of delivered is altered, the plan must arrange for the transport of apprentices to the new location of delivery, at no cost to the apprentice or employer. In such circumstances, 2 Start will ensure that apprentices are safeguarding against harm, exploitation, discrimination and radicalisation, in accordance with the 2 Start Safeguarding, Prevent and Radicalisation Policy. The distance to an alternate location must not be unreasonable and adversely affect the apprentice’s day of learning. 2 Start will be mindful to the age of the apprentices and the times of proposed delivery.

ACCESS TO PORTFOLIOS: The plan will consider the continuity of access to portfolios and learning apparatus. Access should be guaranteed for all learners and apprentices.

ACCESS TO RESOURCES AND LEARNING MATERIALS: The plan will consider the continuity of access to resources and materials. Access should be guaranteed for all learners and apprentices.

Control Considerations

DECISION MAKING: The plan should consider whether mechanisms of decision making are required.

BOARD MEETINGS: The plan should consider the method and frequency of Board Meetings during the disruptive event.

TRIANGULATION: The plan should consider what information and how it will reach the Board to facilitate decision making.

Whilst each emergency, disaster or disruptive event will require the prioritisation of different business aspects, the following as a minimum should be included in each plan:

British Computer Society (BCS)

Alison Pearce

Alison.pearce@bcs.uk

01793417608 (EPA Team number)

City and Guilds

LMPQ- Alison Lones

Alison.lones@cityandguilds.com

07721667722

NCFE/ CACHE

Emma Dane

Emma.dane@ncfe.org.uk

07850775410

Edexcel

Mary Harris

Mary.barker.harris@googlemail.com

08444632535

ESFA

Shaz Ghalib

Shaz.GHALIB@education.gov.uk

07775 410021

Southampton General Hospital 02380777222

Southampton NHS Walk-In Centre

0333 200 1820

Police

101 (non-emergency number for reporting crime and advice)

Since March 2020, the UK has grappled with the impacts of the Covid-19 pandemic and the disruption it has caused to the education system.

2 Start provides high – quality specialist logistics provision, from 4 sites in the South of England. 2 Start primarily trains LGV drivers and Warehouse workers, declared “key workers” during the pandemic.

Due to the practical aspects of the provision, including driving assessments completing through the DVSA, it is not possible to transfer the whole provision to online delivery. 2 Start has made every effort to safeguard learners and apprentices during this period and sought a blended approach to delivery where appropriate. This has mainly resulted in theoretical training being completed in an online classroom environment, or in a one-to-one virtual context. 2 Start is fully prepared and conversant with online delivery.
Practical training and assessments have been completed face-to-face, although with significantly reduced class sizes. All measures to protect learners and apprentices during this training have been taken. This includes but is not limited to, the implementation of rigorous cleaning processes, increasing ventilation in training facilities including warehouses, the use of facial protection and social distancing.

2 Start continues to commit to follow Government guidance, DVSA guidance and those of the respective awarding bodies, at all times.

The key points below outline actions 2 Start has taken to protects its employees, apprentices and employers of apprentices during the pandemic, but which may also be implemented in the event of any other major disruption to our provision.

Protecting our People

Remote delivery options for nonpractical aspects of the curriculum will be implemented to facilitate learning and assessment activity and to ensure continuity of learning for all apprentices and Employers. Apprentices work is stored in a secure online location which only the learner, assessor and IQA can access. 2 Start is working with Awarding Body organisations that facilitate remote/ online assessment wherever possible, including for Functional Skills.

Remote access to learner portfolios is provided.

Changes to operations affecting apprentices are regularly provided via, 2 Start social media platforms, the Learner Management System, telephone and email.

Where remote delivery and assessment is conducted, quality assurance is in line with awarding body requirements. Inevitably, this includes the use of Learner Declarations and the audit record of these elements. Assessors participate in regular CPD in this area to ensure quality standards are achieved and maintained.

Work sampling will take place remotely where possible and the use of digital/ electronic signatures will be used in line with funding rules.

For non-practical assessments, alternative arrangements for assessments (such as online exams) put in place by Awarding Bodies will be implemented to allow for minimal disruption to Apprentices’ programmes of learning. 2 Start will follow awarding body requirements at all times.

Access to online learning materials and resources is given to all apprentices as required to allow them to continue their learning in line with their originally planned schedule.

Apprentices without access to technology are supported via a laptop and dongle support scheme for the duration of their programmes.

The sequencing of curriculums will be reviewed by the Senior Disaster Response Team (SDRT) to bring forward any activity that can be better facilitated via remote learning platforms (for example, bringing forward the teaching of theory in place of planned workplace observations) to ensure that where possible the duration of study is not prolonged unnecessarily.

The (SDRT) will work in collaboration with Awarding Bodies, EPAOs and employers of apprentices to identify alternative methods of assessment (for example substituting direct observation with witness testimony) where access to the apprentices’ workplaces is restricted.

People Resources

A vast network of contractors has been established to mitigate any impact to the tutor to apprentice ratio as a result of a contagion or pandemic.
Back- office staff have been upskilled to deliver learning facing roles when required, again, to maintain the quality of provision in the event of staff shortage.

This includes:

The Initial Warning Indicators:

Areas of the Business that may be affected

The primary purpose for alternative communication channels is to provide an effective means of communication in the event of a system failure.
Methods of communication shall include, but are not limited to the following:

In addition to the landline telephone line, all company directors and delivery staff have business mobile telephones. Our telephone and internet supplier can redirect calls to the alternative numbers, so that we can continue to receive and make calls using our normal telephone number. A central record of all contact numbers is provided to all stakeholders and regularly updated.

The primary purpose for the information technology back up system is to provide an effective disaster recovery of key networking servers to include, data management systems, email, data bases, intranet, websites, internal and external directories. Additionally, the backup system provides recovery of any file that existed on the network server long enough to be caught in regularly scheduled backup of the server by the server hosts, this takes place every 24 hours, with the exception of individual emails. The backup system is not an archival system for storing information off-line for an indefinite period of time and is not set up to recover individual email messages.

The primary purpose for the information technology back up system is to provide an effective disaster recovery of key networking servers to include, data management systems, email, data bases, intranet, websites, internal and external directories. Additionally, the backup system provides recovery of any file that existed on the network server long enough to be caught in regularly scheduled backup of the server by the server hosts, this takes place every 24 hours, with the exception of individual emails. The backup system is not an archival system for storing information off-line for an indefinite period of time and is not set up to recover individual email messages.

The 2 Start Senior Disaster Response Team will provide an appropriate and adequate contingency plan. This is necessary to minimise and risk of incidents to include unauthorised disclosure, modification, or destruction during an emergency. The plans include frequent data backup, disaster recovery and emergency mode operations.

Each site will implement data backup procedures that are adequate and based on a determination, priority of system and data criticality.

Data backup procedures shall address, but are not limited to, all source media for the internal and external operating procedures, licenced applications, application data, and all records.

Data backup procedures shall include, but are not limited to the following:

All backups shall be executed on a regular basis as defined in the system backup processes and testing procedures. All back up media will be taken off site for storage; all media will be replaced on a regular basis. A copy of all names, addresses, and contact details for all users and vendors who handle backup media shall be accurately documented.

Backup media will be tested regularly to ensure that it can be reliably restored. The frequency shall be defined in the systems back and recovery policy but shall occur at least on a quarterly basis. Significant operational or technical changes may require additional restoration tests.

All electronic systems to include dedicated data management systems, general files stored on the network are backed up automatically every night by the server hosts/vendors.

System Backups

Scheduled backups run nightly and recover runs during operation when the system is idle.
File recovery will be to the most recent completed backup.

Scheduled backups will be one of the following:

A file that has been accidently deleted can only be recovered from the backup system if that file existed on the network at the time of the last back-up, the file will be recovered in the state it was in at the time of the last backup.

Notwithstanding 2 Starts rigorous high standards of provision, 2 Start is keen to ensure the business is prepared for all eventualities, including the prospect of 2 Starts removal from the Register of Apprenticeship Training Providers.

In the event of removal, 2 Start is fully committed to complying with the EFSA, OFSTED and any other regulatory body to maintain, with minimal disruption, the learning journey of all learners and apprentices. This includes all support required to transfer learners and apprentices to a different training provider to complete their programmes.

Transfers will be led by the Managing Director and Apprenticeship Manager and supported by departmental managers.

Continuous access to portfolios and resources will be provided until learners are fully transferred.

This policy will be promoted by the organisation via the following methods:

Appropriate training and coaching will be provided to assist with implementation of any measures outlined in the Business Continuity Policy once completed.

Apprentices, employers of apprentices and parents will be made aware of alternative arrangements in place via online channels, social media, telephone and/or the 2 Start website as appropriate.

Apprentices, staff, employers of apprentices and parents will be updated regularly as to the progress of the Business Continuity Plan and any further changes to provision that may affect them.

All personnel will be trained in this policy as part of a comprehensive induction.

Business continuity planning will be discussed regularly at meetings led by the Board.

The Senior Leadership Team will be responsible for monitoring and reviewing the Policy. As a minimum the policy will be reviewed annually.

In the event of the Senior Disaster Response Team invoking a Business Continuity Plan, regular review points will be agreed to monitor the effectiveness and appropriateness of the plan to ensure that any major incidents are dealt with in the best possible way to protect both our staff and learner populations.

This Policy was last reviewed on 11th January 2023to update the Scenario Plans.

The policy is due to be reviewed by 10th January 2024.