Business Continuity and Contingency Plan

Last Reviewed: 13 September 2025

1. Purpose

This plan outlines Quality Academy’s approach to ensuring continuity of training operations and minimizing disruption during unexpected events or emergencies, such as trainer unavailability, IT failure, or natural disasters. It integrates both business continuity and contingency planning as required by regulatory and awarding body expectations.

 

2. Responsibilities

  • Executive Director: Oversees implementation of this plan and reviews actions taken.
  • Executive Secretary: Executes daily response actions and communicates with affected parties.
  • Technical Director: Ensures IT and digital systems recovery and maintains backup protocols.
  • Assistant/Support Staff: Assist in logistics and learner communications during disruptions.

3. Key Risk Areas and Response Actions

a. Trainer Unavailability (Illness, Emergency, or Travel Disruption)

  • Maintain a list of pre-approved standby trainers.
  • Inform learners immediately of any change, and reschedule within 7 days if needed.
  • Use virtual delivery as a fallback where appropriate.

b. IT Systems Failure (Platform Crash, Website/Email Downtime)

  • Use secure third-party platforms (Zoom, Google Meet, Digify) with backup access links.
  • Maintain daily data backup.
  • Communicate updates to learners through SMS, WhatsApp, and alternate emails.

c. Natural Disaster or Power Outage

  • Switch to fully virtual delivery or relocate sessions to alternate training venues.
  • Ensure critical files are stored in cloud with 24/7 access.

d. Learner Emergency/Absence

  • Provide missed session recap by tutor during breaks or via private Q&A.
  • Extend course access or reschedule for serious medical/personal emergencies, where approved.

e. Cybersecurity Breach

  • Systems protected with two-factor authentication and restricted access.
  • In the event of breach, isolate affected systems and report per Data Privacy Policy.

4. Communication Plan

  • All learners will be informed via email, SMS, and WhatsApp in case of disruption.
  • For corporate clients, a phone call will also be made to the contact person.
  • Post-course reports will note any impact or changes due to disruptions.

5. Review and Testing

  • This plan is reviewed annually and after any major incident.
  • Simulation drills are conducted at least once per year.

 

Scope: Training Services

Next Review Due: September 2026 (or sooner if required)