Telephonists, receptionists, and other staff who may receive threat warnings should be briefed before taking up their duties. The responses required from them should be incorporated into appropriate staff instructions and they should be provided with checklists to remind them of the steps to take should they receive a threat warning. Their supervisors should be similarly aware of the response required, and of the need to handle information about bomb or other threats in accordance with local police advice – see Section 3.
Where your staff are given specific training, we recommend that you maintain training records that include:
The initial / refresher training given to each member of staff; the date or dates on which it was given; and
The signature of each staff member to confirm that they received that training
Contingency (emergency) plans
If you have not already done so, you should consider establishing plans to deal with any situation affecting your business and which is likely to prejudice public safety or disrupt your ability to operate normally. You will be aware that disruptive events cover a wide range of scenarios and include terrorism, fire, adverse weather, loss of service (power, fuel etc.) and loss of staff. Make sure that these also consider possible terrorist acts. For example, what would you do if there was a bomb threat to your premises – where could you relocate to in such an event, and how would you direct passengers, staff and vehicles there?
The five golden rules of contingency planning are:
A plan may cover a whole network, but operators should consider carefully where it would add value to support it with individual plans for distinct sections of the network e.g. a train depot, a large station, or one where the light rail system interfaces with heavy rail or buses/depots, the control room etc. Your Local Authority Emergency Planning Officer can help in the development of risk assessments and contingency plans tailored to your network.
A contingency plan should cover the response action required in the event of:
Threats against stations/vehicles/depot/other infrastructure and facilities;
Discovery of a suspect or prohibited article;
A breach of security;
Times of heightened security; and
Anything that reduces usual security regime e.g. staff absences.
In addition to dealing with an immediate response the plan should also provide for continuity of security as an integral element of business continuity.
Contingency plans should take account of the need for co-ordination between the various agencies involved. They should detail the responsibilities of operators / infrastructure providers in respect of station facilities, trains, passengers, staff and any other relevant assets; the police (who have primacy in dealing with any act of unlawful interference against the railway); other operators in locations where facilities are shared; and local authorities. Plans should also detail contact information for the DfT in the case of a security incident, (TICB@dft.gsi.gov.uk Telephone 020 7744 2870) or in a cyber security incident (see Chapter 3 for more information on cyber incidents, and who to contact if they occur).
Disseminating the Plan
The plan should be accessible at all times and staff should know where to find it if required. It is also recommended that the responsibilities and the actions outlined in it are covered in staff instructions and staff training programmes. Copies should also be held by a recognised security contact within the company, and the police.
Reviewing the Plan
The plan should be reviewed and updated at least once every 12 months. The review should take into account:
The findings from exercises - there is great value in exercising contingency plans on a regular basis - at least annually. The exercises may be by drill or by table top simulation;
Operational information - data on unlawful interference, security occurrences and breaches of security should be collated and analysed. This will help pinpoint the development of further measures to prevent a recurrence;
The outcomes arising from activation - if the Plan is called into action then lessons learnt need to be identified and the Plan amended as required;
Changes in circumstances - the Plan should be amended during the year as and when changes in circumstances arise, but it is a good idea to schedule in a review of factors such as development work around a station, new tenants, new postholders / contact numbers etc.
Exercising enables you to:
Test existing plans, procedures and systems;
Allow staff to practice their agreed roles in a simulated and safe environment; and
Evaluate the exercise and make any amendments to the plans as required.
Exercises give everyone an opportunity to practise arrangements with a wide range of people and to identify any gaps in contingency plans, against a variety of scenarios to ensure they are sufficiently robust and that your staff are familiar with them. We suggest that, where appropriate, you involve the emergency services and local authority in rehearsals and exercises. You may also join in with exercises organised by the emergency services or other transport operators. Your Local Authority Emergency Planning Officer can help you identify the correct contacts.