Emergencies – Emergency Management Plan Template (VIC)

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Emergency Management Plan
<insert year>

 

<Insert the name of Early Childhood
Service here>

 

Physical Address	<Refer to the Cover Page section of the Guide to developing your Emergency Management Plan – early childhood services and non-government schools>
Phone Number
Email Address
DET Region
Bureau of Meteorology/Fire District
Is the service on the Bushfire- At-Risk Register?
Service SE Number
Provider Number
Approved Provider/Licensee Approving Plan
Date Plan Approved
Next Plan Review Date

 

Table of Contents

1. Purpose………………………………………………………………………………………………………………………………………………………. 4
2. Scope…………………………………………………………………………………………………………………………………………………………. 4
3. Distribution………………………………………………………………………………………………………………………………………………… 4

PART 1– EMERGENCY RESPONSE……………………………………………………………………………………………………………………. 5

4. 4. In case of emergency…………………………………………………………………………………………………………………………………. 6
   5. Emergency contacts…………………………………………………………………………………………………………………………………… 7
      1. 5.1 Emergency services……………………………………………………………………………………………………………….. 7
      2. 5.2 Our early childhood service contacts…………………………………………………………………………………….. 7
      3. 5.3 Key organisational / regional contacts……………………………………………………………………………………7
      4. 5.4 Local/other organisations contacts…………………………………………………………………………………………8
      5. 5.5 Bus emergency contacts……………………………………………………………………………………………………….. 8
   6. Incident Management Team……………………………………………………………………………………………………………………….. 9
      1. 6.1 Incident Management Team (IMT) structure…………………………………………………………………………….9
      2. 6.2 Incident Management Team contact details……………………………………………………………………………..9
   7. Incident Management Team responsibilities……………………………………………………………………………………………….10
   8. Communication tree………………………………………………………………………………………………………………………………….. 13
   9. Staff trained in first aid………………………………………………………………………………………………………………………………. 13
   10. Emergency response procedures……………………………………………………………………………………………………………….. 14
       1. 10.1 On-site evacuation/relocation procedure………………………………………………………………………………..14
       2. 10.2 Off-site evacuation procedure……………………………………………………………………………………………….. 15
       3. 10.3 Lock-down procedure……………………………………………………………………………………………………………. 16
       4. 10.4 Lock-out procedure……………………………………………………………………………………………………………….. 17
       5. 10.5 Shelter-in-place procedure………………………………………………………………………………………………………18
   11. Response procedures for specific emergencies…………………………………………………………………………………………….. 19
       1. 11.1 Building Fire……………………………………………………………………………………………………………………………. 19
       2. 11.2 Bushfire…………………………………………………………………………………………………………………………………… 19
       3. 11.3 Major external emissions/spill (includes gas leaks)…………………………………………………………………. 20
       4. 11.4 Intruder……………………………………………………………………………………………………………………………………. 21
       5. 11.5 Bomb/substance threat ………………………………………………………………………………………………………………21
       6. 11.6 Internal emission/spill ………………………………………………………………………………………………………………27
       7. 11.7 Severe weather event ………………………………………………………………………………………………………………….27
       8. 11.8 Earthquake. ……………………………………………………………………………………………………………………………….28
       9. 11.9 Influenza pandemic……………………………………………………………………………………………………………………. 30
   12. Area map…………………………………………………………………………………………………………………………………………………………. 37
   13. Evacuation diagram…………………………………………………………………………………………………………………………………………… 38
   14. Parent / family contact information……………………………………………………………………………………………………………………. 40
   15. Children, educators and staff with additional needs…………………………………………………………………………………………….40

PART 2 – EMERGENCY PREPAREDNESS………………………………………………………………………………………………………………. 41

4. Early childhood service facility profile……………………………………………………………………………………………………………….. 42
5. Risk assessment…………………………………………………………………………………………………………………………………………………. 44
6. Emergency response drills schedule……………………………………………………………………………………………………………………. 45
7. Emergency kit checklist……………………………………………………………………………………………………………………………………… 46
8. Emergency Management Plan completion checklist………………………………………………………………………………………….. 47

 

1.    Purpose

The purpose of this Emergency Management Plan (EMP) is to provide details of how < insert Early Childhood Service name>  will prepare for and respond to emergency situations.

2.   Scope

This EMP applies to all educators, staff, children, visitors, contractors, and volunteers at <insert Early Childhood Service name> .

3.   Distribution

A copy of our plan has been distributed to:

Name	Position Title and Organisation Name	Date Sent	Email Address or Postal Address

 

4. In case of emergency

In an Emergency
Call Police,  Ambulance, Fire Services	000</b
For Advice call your Approved Provider/Licensee or Person with Management or Control/Licensee Representative	<Insert your Approved Provider/Licensee or Person with Management or Control/Licensee Representative contact details here.
Convene your Incident Management Team

 

5.  Emergency contacts

5.1 Emergency services

In an emergency requiring Police, Ambulance and MFB/CFA attendance call 000.

5.2 Our early childhood service contacts

Key Roles	Name	Phone	Phone (After Hours)	Mobile
Approved Provider/Licensee or Person with Management or Control/Licensee Representative
Responsible Person/Primary Nominee
First Aid Officer
OHS Representative
Bulk Messaging System Operator (eg SMS)
<Add contacts as required>
<Add contacts as required>
<Add contacts as required>

 

5.3 Key organisational and DET regional contacts

	Name	Phone	Mobile
Quality Assessment and Regulation Division (QARD) Area Team	<Delete the QARD Area Team contacts that are not relevant to your facility’s location> Loddon Mallee Area Northern Metropolitan Area Gippsland Area Southern Metropolitan Area Eastern Metropolitan Area Hume Area Barwon South West Area Grampians Area Western Metropolitan Area	5440 3111 8397 0372 5127 0400 8765 5787 1300 651 940 8392 9500 5225 1001 5337 8444 8397 0246
Regional Department of Education and Training (DET) Manager, Operations and Emergency Management	<Delete the three regional contacts that are not relevant to your facility’s location>   South Western: Andrea Cox North Western: John Brownstein North Eastern: Linda Jamieson South Eastern: Kylie Kaye	5337 8429 5440 3175 8392 9336 8765 5745	0407 861 841 0418 509 953 0448 284 749 0437 313 479
<Add contacts as required>
<Add contacts as required>
<Add contacts as required>

 

Early childhood services are reminded that they must report serious incidents to the relevant DET QARD Area Team in accordance with relevant regulatory requirements.

Service agreements also require approved providers or licensees to notify DET in the event of a serious incident.

• Education and care services operating under the National Quality Framework (NQF) refer to the fact sheet Serious incidents and complaints available at: http://www.education.vic.gov.au/childhood/providers/regulation/Pages/incidents_complaints.aspx

Notifications of serious incidents, incidents and complaints must be submitted online via the National Quality Agenda IT System (NQA ITS) www.acecqa.gov.au/national-quality-agenda-it-system

• Children’s services operating under the Children’s Services Act 1996 (Children’s Services Act) refer to the practice note Serious incidents available at: education.vic.gov.au/childhood/providers/regulation/Pages/vcspracnotes.aspx

 

5.4 Local/other organisations contacts

	Phone
Police Station
Hospital/s
Gas
Electricity
Water Corporation
Facility Plumber
Facility Electrician
Local Government
SES (flood, storm and earthquake)	13 25 00
WorkSafe Victoria	1800 136 089
<Add contacts as required>
<Add contacts as required>
<Add contacts as required>

5.5  Bus emergency contacts

Bus emergency contacts
Bus Route Name and Number	Bus Company	Contact Name	Phone/Mobile

 

6. Incident Management Team

6.1 Incident Management Team (IMT) structure

 

Insert your Incident Management Team Structure here. Refer to the Incident Management Team section of the Guide for assistance.  To access a tutorial on how to create your Incident Management Team structure go to http://www.education.vic.gov.au/about/programs/health/Pages/emptutorials.aspx

 

6.2 Incident Management Team contact details

IMT Role/Activities		Primary Contact		Back Up Contact
Chief Warden/ Early Childhood Commander	Name		Name
	Phone/Mobile		Phone/Mobile
Planning tasks will be performed by:	Name		Name
	Phone/Mobile		Phone/Mobile
Operations (Area Warden) tasks will be performed by:	Name		Name
	Phone/Mobile		Phone/Mobile
Communications tasks will be performed by:	Name		Name
	Phone/Mobile		Phone/Mobile
Logistics  (Warden) tasks will be performed by:	Name		Name
	Phone/Mobile		Phone/Mobile
First Aid tasks will be performed by:	Name		Name
	Phone/Mobile		Phone/Mobile

 

7.     Incident Management Team responsibilities

 

Chief Warden/Early Childhood Commander

 

Pre-emergency

• Maintain current contact details of IMT members.
• Ensure ‘Children/educators/staff with additional needs’ list and ‘Staff trained in first aid’ list are up to date.
• Conduct regular exercises/drills.
• Ensure our emergency response and recovery procedures are kept up to date.
• Ensure staff on the IMT are aware of their responsibilities.

During emergency

• Attend the emergency control point.
• Ascertain the nature and scope of the emergency.
• Ensure that the emergency services have been notified.
• Ensure the appropriate response has been actioned.
• Convene our IMT as required.
• Initiate evacuation of affected areas/lock-down/lock-out/shelter-in-place as required.
• Brief the incoming emergency services and respond to their requests.

Post- emergency

• When the incident is rendered safe or the emergency services return control, notify the IMT members to have staff and children return to normal operations.
• Organise debrief with the IMT and, where appropriate, with any attending emergency service.
• Ensure recovery activities are considered and implemented as required.
• Complete the Post Emergency Record.
• Early childhood services are reminded that they must report serious incidents to the relevant DET QARD Area Team in accordance with relevant regulatory requirements.  Service agreements also require approved providers or licensees to notify DET in the event of a serious incident.
  • Education and care services operating under the National Quality Framework (NQF) refer to the fact sheet Serious incidents and complaints available at: www.education.vic.gov.au/childhood/providers/regulation/Pages/nqffactsheets.aspx
  • Children’s services operating under the Children’s Services Act 1996 (Children’s Services Act) refer to the practice note Serious incidents available at: www.education.vic.gov.au/childhood/providers/regulation/Pages/vcspracnotes.aspx

Planning

 

Pre- emergency

• Assist the Chief Warden/Early Childhood Commander.
• Identify resources required.
• Participate in emergency exercises/drills.

During emergency

• Attend the emergency control point.
• Ascertain the nature and scope of the emergency.
• Report any changes in the situation to the Chief Warden/Early Childhood Commander.
• Act as directed by the Chief Warden/Early Childhood Commander.
• Plan for contingencies.

Post- emergency

• Collect and evaluate information relating to the emergency.
• Identify recovery needs and develop a recovery plan (if required).

Operations (Area Warden)

Pre- emergency

• Regularly check and report on deficiencies of emergency equipment and kits.
• Coordinate safety practices (for example, clear egress paths, access to first attack equipment such as fire extinguishers and disposal of rubbish) by Wardens throughout their areas.
• Participate in emergency exercises/drills.

During emergency

• Attend the emergency control point.
• Communicate with the Chief Warden/Early Childhood Commander by whatever means available and act on instructions.
• Implement the emergency response procedure relevant to the floor or area and ensure that the Chief Warden/Early Childhood Commander is notified.
• Direct the Logistics Officer/Wardens to check the floor or area for any abnormal situation.
• Commence evacuation if the circumstances on the floor or area warrant this.
• Control the movement of people.
• Co-opt persons as required to assist the Logistics Officer (Warden/s) during an emergency.
• Confirm that the Logistics Officer’s/Warden’s activities have been completed and report this to the Chief Warden/Early Childhood Commander or a senior officer of the attending emergency services if the Chief Warden/Early Childhood Commander is not contactable.

Post emergency

• Compile report of the actions taken during the emergency for the debrief.

Communications

Pre- emergency

• Assist the Chief Warden/Early Childhood Commander.
• Attend training in the use of the service’s communication system as appropriate.
• Maintain records and logbooks and make them available for emergency response.
• Ensure emergency and parent contact details are up to date.
• Participate in emergency exercises/drills.

During emergency

• Attend the emergency control point.
• Ascertain the nature and location of the emergency. Maintain up to date information.
• Confirm that emergency services have been notified.
• Notify appropriate IMT members.
• At the direction of the Chief Warden/Early Childhood Commander provide instruction and information to staff, children and parents as required.
• At the direction of the Chief Warden/Education Commander provide instruction and information to the staff member responsible for bulk messaging as required.
• Keep a log of events that occurred during the emergency.
• Act as directed by the Chief Warden/Early Childhood Commander.

Post- emergency

• Contact parents as required.
• Collate logs of events completed by all IMT members during the emergency for the debrief and ensure they are secured for future reference.

 

Logistics (Warden)

Pre- emergency

• Ensure staff are aware of the emergency response procedures.
• Carry out safety practices (e.g. clear egress paths, access to first attack equipment, for example, fire extinguishers and disposal of rubbish).
• Participate in emergency exercises/drills.

During emergency

Persons selected to perform as Logistics Officer/Warden will carry out activities as set out in the emergency response procedures and as directed by the Operations Officer/Area Warden.

 

Activities may include the following:

• Attend the emergency control point.
• Operate the communication system in place.
• Check that any fire doors and smoke doors are properly closed.
• Close or open other doors in accordance with the emergency response procedures.
• Search the floor or area to ensure all people have evacuated. This function is of greater importance than a later physical count of those evacuated.
• Ensure orderly flow of people into protected area.
• Assist occupants with disabilities.
• Act as lead of groups moving to nominated assembly areas.
• Report status of required activities to the Operations Officer/ Area Warden on their completion.
• Act as directed by the Chief Warden/Early Childhood Commander.

Post- emergency

• Compile report of the actions taken during the emergency for the debrief.

8. Communication tree

 

Insert your communication tree here. Refer to the Communication Tree section of the Guide for assistance.  To access an online tutorial on how to create a communication tree go to:

http://www.education.vic.gov.au/about/programs/health/Pages/emptutorials.aspx

 

9.     Staff trained in first aid

Note: education and care services must comply with the requirements set out in regulation 136 (first aid qualifications) of the Education and Care Services National Regulations 2011 (National Regulations) and children’s services must comply with the requirements set out in regulation 63 (Staff members to have first aid and anaphylaxis management training) of the Children’s Services Regulations 2009.

Staff Member	Training	Date Qualified To
<Refer to the Staff Trained in First Aid section of the Guide>

 

10.    Emergency response procedures

Note Centre Support also has Emergency Response Procedures based on those in this template.

10.1 On-site evacuation/relocation procedure

When it is unsafe for children, educators, staff and visitors to remain inside the facility, the Chief Warden/Early Childhood Commander on-site will take charge and activate the IMT if necessary.

 

• Call 000 and inform emergency services of the nature of the emergency.
• Determine which of your facility’s pre-identified on-site evacuation points is most appropriate to use.
• Assemble children, educators, staff and visitors at your nominated on-site <insert the location/s of your on-site evacuation assembly point/s>.
• Take the child attendance list, educator and staff attendance list, your Emergency Kit/First Aid Kit and a copy of this EMP.
• Once at the assembly point, check all children, educators, staff and visitors are accounted for.
• Ensure communications with emergency services is maintained.
• Wait for emergency services to arrive or provide further information.
• Confirm with emergency service personnel that it is safe to return to normal operations.
• Seek advice from your Approved Provider/Licensee or Person with Management or Control/Licensee Representative if required.
• Maintain a record of actions/decisions undertaken and times.
• Contact parents as required or as per service policy.

Actions after on-site evacuation/relocation procedure

• Ensure any children, educators, staff or visitors with medical or other needs are supported.
• Determine whether to activate your parent reunification process.
• Determine if there is any specific information educators, staff, children and visitors need to know (e.g. parent reunification process or areas of the facility to avoid).
• Print and issue pre-prepared parent letters as appropriate.
• Undertake operational debrief with educators, staff and Incident Management Team to identify any on-site evacuation and procedural changes that may be required.
• Complete your Post Emergency Record form (refer to Appendix 4 of the Guide to Developing Your Emergency Management Plan).
• Education and care services and children’s services are reminded that they must report serious incidents to the relevant DET QARD Area Team in accordance with relevant regulatory requirements. This can be submitted on-line via the NQA IT portal.  Service agreements also require approved providers or licensees to notify DET in the event of a serious incident.
  • Education and care services operating under the NQF refer to the fact sheet Serious incidents and complaints available at: education.vic.gov.au/childhood/providers/regulation/Pages/nqffactsheets.aspx
  • Children’s services operating under the Children’s Services Act refer to the practice note Serious incidents available at: education.vic.gov.au/childhood/providers/regulation/Pages/vcspracnotes.aspx

10.2 Off-site evacuation procedure

 

If it is unsafe for children, educators, staff and visitors to remain on the facility’s grounds the Chief Warden/Early Childhood Commander on-site will take charge and activate the IMT if necessary.

 

• Call 000 for emergency services and seek and follow advice.
• Determine which off-site assembly point you will evacuate children, educators, staff and visitors to.
• Assemble children, educators, staff and visitors at your nominated on-site <insert the location/s of your on-site evacuation assembly point/s>.
• Take your emergency kit/first aid kit (including your children, educator and staff attendance lists and a copy of this EMP).
• Once at assembly point, check all children, educators, staff and visitors are accounted for.
• Ensure communications with emergency services is maintained.
• Wait for emergency services to arrive or provide further information.
• Confirm with emergency service personnel that it is safe to return to normal operations.
• Seek advice from your Approved Provider/Licensee or Person with Management or Control/Licensee Representative if required.
• Maintain a record of actions/decisions undertaken and times.
• Contact parents as required or as per service policy.

Actions after off-site evacuation procedure

• Ensure any children, staff or visitors with medical or other needs are supported.
• Determine whether to activate your parent reunification process.
• Determine if there is any specific information staff, children and visitors need to know (e.g. parent reunification process or areas of the facility to avoid).
• Print and issue pre-prepared parent letters as appropriate.
• Undertake operational debrief with staff and IMT to identify any off-site and procedural changes that may be required.
• Complete your Post Emergency Record form (refer to Appendix 4 of the Guide to Developing Your Emergency Management Plan).
• Education and care services and children’s services are reminded that they must report serious incidents to the relevant DET QARD Area Team in accordance with relevant regulatory requirements. This can be submitted on-line via the NQA IT portal.  Service agreements also require approved providers or licensees to notify DET in the event of a serious incident.
  • Education and care services operating under the NQF refer to the fact sheet Serious incidents and complaints available at: education.vic.gov.au/childhood/providers/regulation/Pages/nqffactsheets.aspx
  • Children’s services operating under the Children’s Services Act refer to the practice note Serious incidents available at: education.vic.gov.au/childhood/providers/regulation/Pages/vcspracnotes.aspx

 

10.3 Lock-down procedure

 

When an external and immediate danger is identified and it is determined that the children should be kept securely inside the building the Chief Warden/Early Childhood Commander on-site will take charge and activate the IMT if necessary.

 

• Call 000 for emergency services and seek and follow advice.
• Initiate the lock-down and provide instructions to educators and staff, for example, close internal doors and windows, remain in classroom, sit below window level, or move into corridors.
• Check that all external doors (and windows if appropriate) are locked.
• If available, allocate educators/staff to be posted at locked doors to allow children, educators, staff and visitors to enter if locked out.
• Divert parents and returning groups from the facility if required.
• Ensure a telephone line is kept free.
• Keep public address system free.
• Keep main entrance as the only entry point. It must be constantly monitored and no unauthorised people allowed access.
• As appropriate, ascertain that all children, educators, staff and visitors are accounted for.
• If it is safe to do so, have an educator/staff member wait at the main entry to the facility to guide emergency services personnel.
• As appropriate, confirm with emergency services personnel that it is safe to return to normal operations.
• Seek advice from your Approved Provider/Licensee or Person with Management or Control/Licensee Representative if required.
• Maintain a record of actions/decisions undertaken and times.
• Contact parents as required or as per service policy.

 

Actions after lock-down procedure

• Ensure any children, educators, staff or visitors with medical or other needs are supported.
• Determine whether to activate your parent reunification process.
• Determine if there is any specific information educators, staff, children and visitors need to know (e.g. parent reunification process or areas of the facility to avoid).
• Print and issue pre-prepared parent letters as appropriate.
• Undertake operational debrief with educators and staff and IMT to identify any lock-down and procedural changes that may be required.
• Complete your Post Emergency Record form (refer to Appendix 4 of the Guide to Developing Your Emergency Management Plan).
• Education and care services and children’s services are reminded that they must report serious incidents to the relevant DET QARD Area Team in accordance with relevant regulatory requirements. This can be submitted on-line via the NQA IT portal.  Service agreements also require approved providers or licensees to notify DET in the event of a serious incident.
  • Education and care services operating under the NQF refer to the fact sheet Serious incidents and complaints available at: education.vic.gov.au/childhood/providers/regulation/Pages/nqffactsheets.aspx
  • Children’s services operating under the Children’s Services Act refer to the practice note Serious incidents available at: education.vic.gov.au/childhood/providers/regulation/Pages/vcspracnotes.aspx

 

10.4 Lock-out procedure

When an internal immediate danger is identified and it is determined that children should be excluded from buildings for their safety the Chief Warden/Early Childhood Commander on-site will take charge and activate the IMT if necessary.

 

• Call 000 for emergency services and seek and follow advice.
• Announce lock-out with instructions about what is required. Instructions may include nominating staff to:
• lock doors to prevent entry
• check the premises for anyone left inside
• obtain Emergency Kit
• Determine which of your facility’s pre-identified on-site evacuation point/s is most appropriate to use.
• Assemble children, educators, staff and visitors at your nominated on-site <insert the location/s of your on-site evacuation assembly point/s>.
• Check that children, educators, staff and visitors are all accounted for.
• Where appropriate, confirm with emergency services personnel that it is safe to return to normal operations.
• Seek advice from your Approved Provider/Licensee or Person with Management or Control/Licensee Representative if required.
• Maintain a record of actions/decisions undertaken and times.
• Contact parents as required or as per service policy.

Actions after lock-out procedure

• Ensure any children, educators, staff or visitors with medical or other needs are supported.
• Determine whether to activate your parent reunification process.
• Determine if there is any specific information educators, staff, children and visitors need to know (e.g. parent reunification process or areas of the facility to avoid).
• Print and issue pre-prepared parent letters as appropriate.
• Undertake operational debrief with staff and IMT to identify any lock-out and procedural changes that may be required.
• Complete your Post Emergency Record form (refer to Appendix 4 of the Guide to Developing Your Emergency Management Plan).
• Education and care services and children’s services are reminded that they must report serious incidents to the relevant DET QARD Area Team in accordance with relevant regulatory requirements. This can be submitted on-line via the NQA IT portal.  Service agreements also require approved providers or licensees to notify DET in the event of a serious incident.
  • Education and care services operating under the NQF refer to the fact sheet Serious incidents and complaints available at: education.vic.gov.au/childhood/providers/regulation/Pages/nqffactsheets.aspx
  • Children’s services operating under the Children’s Services Act refer to the practice note Serious incidents available at: education.vic.gov.au/childhood/providers/regulation/Pages/vcspracnotes.aspx

 

10.5 Shelter-in-place procedure

When an incident occurs outside the early childhood service and emergency services or the Chief Warden/Early Childhood Commander determines the safest course of action is to keep children, educators and staff inside a designated building in the facility (as evacuation might reasonably expose people to a greater level of danger), the Chief Warden/Early Childhood Commander on-site will take charge and activate the IMT if necessary.

 

• Call 000 for emergency services and seek and follow advice.
• Move all children, educators, staff and visitors to your pre-determined shelter-in-place location <insert the location of your shelter-in-place> (refer to Guide).
• Take your emergency kit/first aid kit (including your children and educator and staff attendance lists and a copy of this EMP).
• Check that all children, educators, staff and visitors are accounted for.
• Ensure communications with emergency services is maintained. Wait for emergency services to arrive or provide further information.
• Where appropriate, confirm with emergency services personnel that it is safe to return to
• Maintain a record of actions/decisions undertaken and times.
• Seek advice from your Approved Provider/Licensee or Person with Management or Control/Licensee Representative if required.
• Contact parents as required or as per service policy.

 

Actions after shelter-in-place procedure

 

• Ensure any children, educators, staff or visitors with medical or other needs are supported.
• Determine whether to activate your parent reunification process.
• Determine if there is any specific information educators, staff, children and visitors need to know (e.g. parent reunification process or areas of the facility to avoid).
• Print and issue pre-prepared parent letters as appropriate.
• Undertake operational debrief with staff and IMT to identify any shelter-in-place and procedural changes that may be required.
• Complete your Post Emergency Record form (refer to Appendix 4 of the Guide to Developing Your Emergency Management Plan).
• Education and care services and children’s services are reminded that they must report serious incidents to the relevant DET QARD Area Team in accordance with relevant regulatory requirements. This can be submitted on-line via the NQA IT portal.  Service agreements also require approved providers or licensees to notify DET in the event of a serious incident.
  • Education and care services operating under the NQF refer to the fact sheet Serious incidents and complaints available at: education.vic.gov.au/childhood/providers/regulation/Pages/nqffactsheets.aspx
  • Children’s services operating under the Children’s Services Act refer to the practice note Serious incidents available at: education.vic.gov.au/childhood/providers/regulation/Pages/vcspracnotes.aspx

 

11. Response procedures for specific emergencies

Please use this section to address any specific emergencies identified in your risk assessment. If the pre-populated emergencies below do not apply to your facility, please remove and replace with emergencies identified in your risk assessment.

 

11.1 Building Fire

• Call 000 for emergency services and seek and follow advice.
• Activate the fire alarm.
• If appropriate, follow the procedure for on-site evacuation.
• Report the emergency immediately to the Chief Warden/Early Childhood Commander who will convene your IMT if necessary.
• Extinguish the fire (only if safe to do so).
• Determine which of your facility’s pre-identified on-site evacuation point/s is most appropriate to use.
• Assemble children, educators, staff and visitors at your nominated on-site <insert the location of your on-site evacuation assembly point/s>.
• Evacuate to the <insert the location of your on-site assembly point/s>, closing all doors and windows.
• Check that all areas have been cleared and notify the Chief Warden/Early Childhood Commander.
• Check that all children, educators, staff, visitors and contractors are accounted for.
• Seek advice from your Approved Provider/Licensee or Person with Management or Control/Licensee Representative if required.
• Contact parents as required or as per service policy.
• Education and care services and children’s services are reminded that they must report serious incidents to the relevant DET QARD Area Team in accordance with relevant regulatory requirements. This can be submitted on-line via the NQA IT portal.  Service agreements also require approved providers or licensees to notify DET in the event of a serious incident.
  • Education and care services operating under the NQF refer to the fact sheet Serious incidents and complaints available at: education.vic.gov.au/childhood/providers/regulation/Pages/nqffactsheets.aspx
  • Children’s services operating under the Children’s Services Act refer to the practice note Serious incidents available at: education.vic.gov.au/childhood/providers/regulation/Pages/vcspracnotes.aspx
• <As appropriate insert any additional mitigation steps relevant to your facility that you have identified in your risk assessment>

11.2 Bushfire

• Call 000 for emergency services and seek and follow advice.
• Report the emergency immediately to the Chief Warden/Early Childhood Commander who will convene your IMT if necessary.
• Determine appropriate response strategy (evacuate or shelter-in-place) in consultation with emergency services, if possible.
• If evacuation is required and time permits before you leave:
• Make sure you close all doors and windows
• Turn off power and gas.
• Check that all children, educators, staff and visitors contractors are accounted for.
• Listen to TV or local radio on battery-powered sets for bushfire/weather warnings and advice.
• Ensure staff and children do not hinder emergency services or put themselves at risk by going near damaged buildings or trees.
• Seek advice from your Approved Provider/Licensee or Person with Management or Control/Licensee Representative if required.
• Contact parents as required or as per service policy.
• Education and care services and children’s services are reminded that they must report serious incidents to the relevant DET QARD Area Team in accordance with relevant regulatory requirements. This can be submitted on-line via the NQA IT portal.  Service agreements also require approved providers or licensees to notify DET in the event of a serious incident.
  • Education and care services operating under the NQF refer to the fact sheet Serious incidents and complaints available at: education.vic.gov.au/childhood/providers/regulation/Pages/nqffactsheets.aspx
  • Children’s services operating under the Children’s Services Act refer to the practice note Serious incidents available at: education.vic.gov.au/childhood/providers/regulation/Pages/vcspracnotes.aspx
• <As appropriate insert any additional mitigation steps relevant to your facility that you have identified in your risk assessment>

 

More information about managing bushfire risks in education and care services is available in the fact sheet Managing bushfire risks in centre-based services available at: www.education.vic.gov.au/childhood/providers/regulation/Pages/nqffactsheets.aspx

 

11.3 Major external emissions/spill (includes gas leaks)

• Call 000 for emergency services and seek and follow advice.
• Report the emergency immediately to the Chief Warden/Early Childhood Commander who will convene your IMT if necessary.
• Turn off gas supply if possible.
• If the gas leak is on-site, notify your gas provider.
• Determine which of your facility’s pre-identified on-site evacuation points is most appropriate to use.
• If safe to do so, evacuate educators, staff, children, visitors and contractors to <insert the location of your assembly point/s>. This may be an off-site location.
• Check children, educators, staff, visitors and contractors are accounted for.
• Seek advice from your Approved Provider/Licensee or Person with Management or Control/Licensee Representative or if required.
• Await ‘all clear’ advice from emergency services or further advice before resuming normal service activities.
• Contact parents as required or as per service policy.
• Education and care services and children’s services are reminded that they must report serious incidents to the relevant DET QARD Area Team in accordance with relevant regulatory requirements. This can be submitted on-line via the NQA IT portal.  Service agreements also require approved providers or licensees to notify DET in the event of a serious incident.
  • Education and care services operating under the NQF refer to the fact sheet Serious incidents and complaints available at: education.vic.gov.au/childhood/providers/regulation/Pages/nqffactsheets.aspx
  • Children’s services operating under the Children’s Services Act refer to the practice note Serious incidents available at: education.vic.gov.au/childhood/providers/regulation/Pages/vcspracnotes.aspx
• <As appropriate insert any additional mitigation steps relevant to your facility that you have identified in your risk assessment>

11.4 Intruder

• Call 000 for emergency services and seek and follow advice.
• Report the emergency immediately to the Chief Warden/Early Childhood Commander.
• Do not do or say anything to the person to encourage irrational behaviour.
• Initiate action to restrict entry to the building if possible and confine or isolate the threat from building occupants.
• Determine whether evacuation, lock-down or shelter-in-place is required in consultation with police where possible. Evacuation only should be considered if safe to do so.
• Seek advice from your Approved Provider/Licensee or Person with Management or Control/Licensee Representative if required.
• Contact parents as required.
• Education and care services and children’s services are reminded that they must report serious incidents to the relevant DET QARD Area Team in accordance with relevant regulatory requirements. This can be submitted on-line via the NQA IT portal.  Service agreements also require approved providers or licensees to notify DET in the event of a serious incident.

• Education and care services operating under the NQF refer to the fact sheet Serious incidents and complaints available at: education.vic.gov.au/childhood/providers/regulation/Pages/nqffactsheets.aspx
• Children’s services operating under the Children’s Services Act refer to the practice note Serious incidents available at: education.vic.gov.au/childhood/providers/regulation/Pages/vcspracnotes.aspx
• <As appropriate insert any additional mitigation steps relevant to your facility that you have identified in your risk assessment>

11.5 Bomb/substance threat

If a suspicious object is found or the threat identifies the location of a bomb

 

Immediate response

• Immediately clear and cordon off the area in the vicinity of the object.
• Call 000 for police and seek and follow advice.
• Report the threat to the Chief Warden/Early Childhood Commander.
• Do not approach, touch, tilt or tamper with the object.
• <As appropriate insert any additional mitigation steps relevant to your facility that you have identified in your risk assessment>

 

Evacuation

• Evacuate the facility and:
  • Ensure children, educators and staff are not directed past the object
  • Alert any other services co-located at the facility site
  • Check that all children, educators, staff and visitors are accounted for
  • Restrict all access to the site and ensure there are no barriers inhibiting access by police or emergency services
  • <As appropriate insert any additional mitigation steps relevant to your facility that you have identified in your risk assessment>

 

Communication

• Provide police with details of the situation and actions you have taken and intend to take. Follow any advice provided by police.
• Contact parents when evacuation is complete and it is safe to do so.
• Notify your approved provider/licensee or licensee representative and seek advice if necessary.
• Await ‘all clear’ advice from police before returning to buildings to resume normal activities.
• Education and care services and children’s services are reminded that they must report serious incidents to the relevant DET QARD Area Team in accordance with the relevant regulatory requirements. This can be submitted on-line via the NQAIT portal.  Service agreements also require approved providers or licensees to notify DET in the event of a serious incident.
• Education and care services operating under the NQF, refer to the fact sheet Serious incidents and complaints available at: education.vic.gov.au/childhood/providers/regulation/Pages/nqffactsheets.aspx
• Services operating under the Children’s Services Act 1996 refer to  practice note Serious incidents available at: education.vic.gov.au/childhood/providers/regulation/Pages/vcspracnotes.aspx
• <As appropriate insert any additional mitigation steps relevant to your facility that you have identified in your risk assessment>

 

If a bomb/substance threat is received by telephone

 

• DO NOT HANG UP
• Keep the person talking for as long as possible and obtain as much information as possible.
• Without alerting the caller, signal a co-worker to:
  • call 000 for emergency services on a separate phone
  • notify the Chief Warden/Early Childhood Commander.
• Fill out the bomb threat checklist provided on the next page to record the following details while you are on the phone to the caller. The checklist should be located with staff who normally answer in-coming phone calls. Listen carefully for a full description and take note of:
  • gender of caller
  • age of caller
  • accents or speech impediments
  • background noises
  • words/voices of people in the background (gender, age, accents, speech impediments)
  • key phrases used
  • whether the threat is automated/robotic/taped/recorded

 

• Ask the caller:
  • where exactly is the bomb/substance located?
  • what time will the bomb explode/the substance be released?
  • what will make the bomb explode/how will the substance be released?
  • what does the bomb look like?
  • what kind of device/substance is it?
  • who put the bomb/substance there? Why was it put there?
  • what kind of substance is it (gas, powder, liquid)? How much is there?
  • where are you? Where do you live?
  • what is your name? What are your contact details?

 

• Once the call is finished:
  • Immediately:
    • inform the Chief Warden/Early Childhood Commander if this has not yet been done
    • call 000 to report the threat to police if this has not yet been done – use a different telephone line or mobile phone
    • clear and cordon off the area if the caller identified the location of the object. Do not approach, touch, tilt or tamper with the object.
  • Implement evacuation and communication procedures as indicated in section 11.5.1 above
  • Ensure all of the caller information has been written down and provided to police on arrival
  • Notify your approved provider/licensee or licensee representative
  • <As appropriate insert any additional mitigation steps relevant to your facility that you have identified in your risk assessment>

 

If a bomb/substance threat is received by mail

 

• Place the letter in a clear bag or sleeve and store in a secure place
• Avoid any further handling of the letter or envelope
• Call 000 for police and seek and follow advice
• Notify the Chief Warden/Early Childhood Commander
• If the letter identifies the location of a device, immediately clear and cordon off the nominated area. Do not approach, touch, tilt or tamper with the object.
• Implement evacuation and communication procedures as indicated in the Evacuation section above.
• <As appropriate insert any additional mitigation steps relevant to your facility that you have identified in your risk assessment>

If a bomb/substance threat is received electronically via email or website

 

• DO NOT DELETE THE MESSAGE
• Call 000 for police and seek and follow advice
• Notify the Chief Warden/Early Childhood Commander

• If the email identifies the location of a device, immediately clear and cordon off the area. Do not approach, touch, tilt or tamper with the object.
• Implement evacuation and communication procedures as indicated in the Evacuation section above.
  • <As appropriate insert any additional mitigation steps relevant to your facility that you have identified in your risk assessment>

 

If you are at the immediate site of an explosion

 

• Direct educators and staff to shelter children under sturdy tables or desks if objects are falling around you.
• Implement evacuation and communication procedures as indicated in the Evacuation section above. Do not retrieve personal belongings or make phone calls when evacuating.
• Help others to leave the area. Use stairs instead of elevators.
• Be aware of weakened floors and stairways and watch for falling debris.
• Once out of the affected building:
  • Move children away from windows and glass doors or other potentially hazardous areas
  • Use caution to avoid debris that could be hot or sharp
  • Call 000 for emergency services and seek and follow advice
  • Be aware of any potential secondary explosions
  • Limit use of phones as communications systems may become congested.
• <As appropriate insert any additional mitigation steps relevant to your facility that you have identified in your risk assessment>

 

 

 

11.6 Internal emission/spill

• Call 000 for emergency services and seek and follow advice.
• Report the emergency immediately to the Chief Warden/Early Childhood Commander who will convene your IMT if necessary.
• Move educators, staff and children away from the spill to a safe area and isolate the affected area.
• Seek advice in regards to clean up requirements, and if safe to do so, the spill can be cleaned up by educators/staff. Personal Protective Equipment should be worn as per the requirements of the Material Safety Data Sheet and Safety Work Procedure.
• Seek advice from your Approved Provider/Licensee or Person with Management or Control/Licensee Representative if required.
• Contact parents as required or as per service policy.
• Notify WorkSafe Victoria if required.
• Education and care services and children’s services are reminded that they must report serious incidents to the relevant DET QARD Area Team in accordance with relevant regulatory requirements. This can be submitted on-line via the NQA IT portal.  Service agreements also require approved providers or licensees to notify DET in the event of a serious incident.
  • Education and care services operating under the NQF refer to the fact sheet Serious incidents and complaints available at: education.vic.gov.au/childhood/providers/regulation/Pages/nqffactsheets.aspx
  • Children’s services operating under the Children’s Services Act refer to the practice note Serious incidents available at: education.vic.gov.au/childhood/providers/regulation/Pages/vcspracnotes.aspx
• <As appropriate insert any additional mitigation steps relevant to your facility that you have identified in your risk assessment>

11.7 Severe weather event

• Call 000 if emergency services are needed and seek and follow advice.
• Before the storm, store or secure loose items external to the building, such as play equipment, furniture and rubbish bins.
• Secure windows (close curtains & blinds) and external doors. If necessary, tape windows and glass entrances. Utilise boards and sandbags if required.
• During a severe storm:
  • Remain in the building and keep away from windows
  • Restrict the use of telephone landlines to emergency calls only, particularly during a thunderstorm.
• Report any matter concerning the safety and wellbeing of children, educators, staff and visitors to the Chief Warden/Early Childhood Commander.
• Disconnect electrical equipment – cover and/or move this equipment away from windows.
• Listen to local radio or TV on battery-powered sets for weather warnings and advice.
• Seek advice from your Approved Provider/Licensee or Person with Management or Control/Licensee Representative if required.
• <As appropriate insert any additional mitigation steps relevant to your facility that you have identified in your risk assessment>

 

 

After the severe weather event

 

• After storm passes, evaluate the need to evacuate if uncontrolled fires, gas leaks, or structural damage has occurred as a result of the storm.
• Contact parents as required.
• Education and care services and children’s services are reminded that they must report serious incidents to the relevant DET QARD Area Team in accordance with relevant regulatory requirements. This can be submitted on-line via the NQA IT portal.  Service agreements also require approved providers or licensees to notify DET in the event of a serious incident.
  • Education and care services operating under the NQF refer to the fact sheet Serious incidents and complaints available at: http://www.education.vic.gov.au/childhood/providers/regulation/Pages/nqffactsheets.aspx
  • Children’s services operating under the Children’s Services Act refer to the practice note Serious incidents available at: http://www.education.vic.gov.au/childhood/providers/regulation/Pages/vcspracnotes.aspx

11.8 Earthquake

 

• Call 000 if emergency services are needed and seek and follow advice.
• Seek advice from your Approved Provider/Licensee or Person with Management or Control/Licensee Representative or if required.
• <As appropriate insert any additional mitigation steps relevant to your facility that you have identified in your risk assessment>

 

If outside

Instruct educators, staff and children to:

• Stay outside and move away from buildings, streetlights and utility wires.
• DROP, COVER and HOLD
• DROP to the ground
• Take COVER by covering your head and neck with their arms and hands
• HOLD on until the shaking stops.

If inside

Instruct educators, staff and children to:

• Move away from windows, heavy objects, shelves etc.
• DROP, COVER and HOLD
• DROP to the ground.
• Take COVER by getting under a sturdy table or other piece of furniture or go into the corner of the building covering their faces and head in their arms.
• HOLD on until the shaking stops.

After the earthquake

• Evaluate the need to evacuate if there are uncontrolled fires, gas leaks or structural damage to the building you are in.
• If you evacuate, watch out for fallen trees, power lines, and stay clear of any structures that may collapse.
• Arrange medical assistance where required.
• Report any matter concerning the safety and wellbeing of children, staff and visitors to the Chief Warden/Early Childhood Commander.
• Contact parents as required.
• Tune in to ABC radio if you can and follow any emergency instructions.
• Education and care services and children’s services are reminded that they must report serious incidents to the relevant DET QARD Area Team in accordance with relevant regulatory requirements. This can be submitted on-line via the NQA IT portal.  Service agreements also require approved providers or licensees to notify DET in the event of a serious incident.
  • Education and care services operating under the NQF refer to the fact sheet Serious incidents and complaints available at: education.vic.gov.au/childhood/providers/regulation/Pages/nqffactsheets.aspx
  • Children’s services operating under the Children’s Services Act refer to the practice note Serious incidents available at: education.vic.gov.au/childhood/providers/regulation/Pages/vcspracnotes.aspx

 

11.9 Influenza pandemic

 

For comprehensive guidelines and information on emergency response procedures to an influenza pandemic go to: Human Influenza Pandemic Incident Response Procedures

 

PREPAREDNESS STAGE		The scale and nature of preparedness activities is the same for all possible levels of clinical severity
Description – No novel strain detected (or emerging strain under initial detection)
Category	Key Actions
Review Emergency Management Plan	Review your Emergency Management Plan (EMP), including: pandemic planning arrangements up to date contact lists of staff, children, families, local services – DHHS and Local Government Emergency Management Coordinators communication tree of key staff.	Preparedness activities should be incorporated into normal business.   This includes incorporating a comprehensive risk management strategy that takes an ‘all hazards’ approach and includes influenza pandemic as a specific hazard that needs to be considered.   Regularly review, exercise and updates plans.   Communicate pandemic plans with staff.
Influenza prevention	Promote basic hygiene measures including: provide children and staff with information about the importance of hand hygiene (more information is available at Better Health) provide convenient access to water and liquid soap and alcohol-based hand sanitiser educate staff and children about covering their cough with a tissue or their inner elbow to prevent the spread of germs careful disposal of used tissues. Appropriate home based exclusion from education and care service or children’s service for children, educators and staff with flu-like illness. Encourage staff to seek immunisation for seasonal influenza.
Communications	Maintain personal hygiene messages with educators, staff and children. Convey seasonal influenza messages as directed by DET.
Travel advisories	Encourage educators, staff and parents/carers to access the smartraveller website prior to international travel.
Business continuity	Ensure currency of business continuity plan which: identifies minimum requirements and key educators/staff for continued operations (including planning for the absence of the director) considers workforce strategies to enable continued operations, if pandemic impacted a portion of the education and care services/children’s services workforce.

 

RESPONSE STAGE – STANDBY		Clinical severity
Description – Sustained community person-to-person transmission detected overseas
Category	Key Actions	Low	Med	High
Review Emergency Management Plan	In April, (or at the time of the overseas detection, if earlier): ensure EMP (including emergency numbers and key contacts) are up to date and pandemic planning arrangements are included ensure contact lists of staff, children, families, local services – DHHS and Local Government Emergency Management Coordinators are up to date ensure contact lists of staff, children, families, local services – DHHS and Local Government Emergency Management Coordinators are up to date ensure communication tree of key staff is circulated to nominated school Incident Management Team members.	Apply	Apply	Apply
Incident response	In April, (or at the time of the overseas detection if earlier), prepare to enact pandemic response section of your EMP with stakeholders and prepare to activate IMT.	Apply	Apply	Apply
Hygiene measures	Reinforce basic hygiene measures including: provide children and staff with information about the importance of hand hygiene (more information is available at Better Health) provide convenient access to water and liquid soap and alcohol-based hand sanitiser educate staff and children about covering their cough with tissue or inner elbow to prevent the spread of germs careful disposal of used tissues. Ensure germicidal wipes are available in stationary supplies for staff to clean staff administrative area, telephones etc.	Apply Recommend	Apply   Apply	Apply Apply
Communications	In May, (or at the time of the overseas detection, if earlier), ensure hygiene information/posters are communicated/ displayed. In late May, (or at the time of the overseas detection, if earlier), consider providing information sessions for staff and parents/carers to communicate: the status of the situation the risk of influenza and how to identify pandemic influenza symptoms and cases of possible influenza based on the current, up to date case definition by the Chief Health Officer, DHHS best practice hygiene measures considerations and measures for vulnerable children. Access and follow Chief Health Officer, DHHS/ Commonwealth Chief Medical Officer, Commonwealth Department of Health advice provided by DET and distribute consistent messaging to staff, children and parents/carers. Encourage staff and parents/carers to obtain seasonal flu vaccination as appropriate (especially those people/families at a greater risk of infection). School Nursing Program nurses may assist with information dissemination (provided by the DHHS) as directed by Regional Nurse Managers (based at regional offices). Utilise the sample letters developed by DET to inform parents/carers of current situation.	Apply   Apply   Apply N/A   Apply as required   Apply as required	Apply   Apply   Apply Apply   Apply   Apply as required	Apply Apply   Apply   Apply   Apply Apply as required
Travel advisories	Encourage staff and parents/carers to access the smartraveller website prior to international travel.	Apply	Apply	Apply
Business continuity	Ensure currency of business continuity plan which: identifies minimum requirements and key staff for continued operations (including planning for the absence of the director) considers workforce strategies to enable continued operations, if pandemic impacted a portion of the early childhood workforce.	Apply	Apply	Apply

 

RESPONSE STAGE – INITIAL ACTION		Clinical Severity
Description – Cases detected in Australia – information about the disease is scarce
Category	Key Actions	Low	Med	High
Incident response	Enact your EMP where necessary. Activate Incident Management Team to implement the organisation’s response as appropriate to advice from DET.	Apply Not suggested	Apply Not suggested	Apply Apply
Hygiene measures	Reinforce basic hygiene measures including: provide children and staff with information about the importance of hand hygiene (more information is available at Better Health) provide convenient access to water and liquid soap and alcohol-based hand sanitiser educate staff and children about covering their cough with tissue or inner elbow to prevent the spread of germs careful disposal of used tissues. Ensure germicidal wipes are available in stationary supplies for staff to clean staff administrative area, telephones etc.	Apply   Apply	Apply   Apply	Apply Apply
Communications	Follow and distribute information and advice from DET in accordance with instructions, including information about: the status/situation personal hygiene measures containment measures including any plans for closure if applicable to staff parents/carers using templates developed by DET. Communicate the risk of influenza and how to identify cases of possible pandemic influenza based on current, up to date case definition by the Chief Health Officer, DHHS. School Nursing Program nurses may assist with information dissemination as directed by Regional Nurse Managers (based at regional offices).	Apply   Apply   Apply as necessary	Apply   Apply   Apply	Apply   Apply Apply
Containment strategies	The appropriate containment strategy will vary depending upon the level of clinical severity as determined by the DHHS. Management of service workforce encourage staff who develop flu-like symptoms during a pandemic to stay away from work until completely well ensure staff who develop influenza-like illness to leave immediately and seek medical attention. Follow the advice of the DHHS and DET regarding service closures and exclusion periods for infectious diseases. Identify a designated area to keep sick children quarantined from others until they can be taken home by parents/carers. Following any service closures, notify the relevant DET QARD officer in your region, as outlined in the Governance and Reporting sections below.   Inform carers of their obligations regarding early childhood development during closures. School Nursing Program nurses may be asked to assist the DHHS with the distribution of antiviral medication at the direction of the Regional Nurse Manager (based in regions).	Not suggested   Apply   Apply   Apply   Apply Apply Apply	Apply   Apply Apply   Apply   Apply   Apply   Apply	Apply   Apply   Apply   Apply   Apply   Apply   Apply
Travel advisories	·         Encourage staff and parents/carers to access the smartraveller website prior to international travel.	Apply	Apply	Apply
Governance and reporting obligations	Education and care services and children’s services are reminded that they must report serious incidents to the relevant DET QARD Area Team in accordance with relevant regulatory requirements.  Service agreements also require approved providers or licensees to notify DET in the event of a serious incident. Education and care services operating under the NQF refer to the fact sheet Serious incidents and complaints available at: www.education.vic.gov.au/childhood/providers/regulation/Pages/nqffactsheets.aspx Children’s services operating under the Children’s Services Act refer to the practice note Serious incidents available at: www.education.vic.gov.au/childhood/providers/regulation/Pages/vcspracnotes.aspx You will be advised of any additional reporting requirements by DET and/or the DHHS.	Apply   Apply	Apply   Apply	Apply Apply
Business continuity	Implement business continuity plan to promote adequate workforce supply and capacity to continue service, by: prioritising work functions to ensure adequate workforce availability to deliver education and care service/children’s service implementing contingency strategy, which may include employing replacement educators/staff and/or modifying programs In the event that service closure cannot be avoided: contact your DET QARD Area Team regarding service closure policy. following any closures, notify the relevant DET QARD Area Team as outlined in the Governance and Reporting sections above. Inform staff of their obligations during service closures.	Apply   Apply   Apply	Apply   Apply   Apply	Apply   Apply   Apply

 

RESPONSE STAGE – TARGETTED ACTION		Clinical Severity
Description – Cases detected in Australia – enough is known about the disease to tailor measures to specific needs
Category	Key Actions	Low	Med	High
Incident response	Enact your EMP. Activate IMT to implement the organisation’s response as appropriate to advice from DET. School Nursing Program nurses may be asked to assist the DHHS with the distribution of antiviral medication at the direction of the Regional Nurse Manager (based in regions).	Apply   Apply   Seek advice	Apply   Apply   Seek advice	Apply   Apply Seek advice
Hygiene measures	Reinforce basic hygiene measures including: provide children, educators and staff with information about the importance of hand hygiene (more information is available at Better Health) provide convenient access to water and liquid soap and/or alcohol-based hand sanitiser educate children, educators and staff about covering their cough to prevent the spread of germs careful disposal of used tissues. Ensure germicidal wipes are available in stationary supplies for educators and staff to clean staff administrative area, telephones etc.	Apply Apply	Apply Apply	Apply Apply
Communications	Follow and distribute information and advice from DET in accordance with instructions, including information about: the status/situation personal hygiene measures containment measures including any plans for closure if applicable to staff parents/carers using templates developed by DET. Communicate the risk of influenza and how to identify cases of possible pandemic influenza based on current, up to date case definition by the Chief Health Officer, DHHS. School Nursing Program nurses may assist with information dissemination as directed by Regional Nurse Managers (based at regional offices).	Apply   Apply   Apply	Apply Apply   Apply	Apply   Apply Apply
Containment strategies	The appropriate containment strategy will vary depending upon the level of clinical severity as determined by the DHHS. In particular, the: need to restrict public access to the premises, and the need for social distancing measures (e.g. cancelling kindergarten fetes or like events) will be communicated to services by DET, if the clinical severity requires this state controller will provide advice about the appropriate use of PPE according to clinical severity. Management of service workforce by: encouraging educators/staff who develop flu-like symptoms during a pandemic to stay away from work until completely well ensuring educators/staff who develop influenza-like illness to leave immediately and seek medical attention. Follow the advice of the DHHS and DET regarding service closures and exclusion periods for infectious diseases. Identify a designated area to keep sick children quarantined from others until they can be taken home by parents/carers. Following any service closures, notify the relevant DET QARD Area Team, as outlined in the Governance and Reporting sections below. School Nursing Program nurses may be asked to assist the DHHS with the distribution of antiviral medication at the direction of the Regional Nurse Manager (based in regions).	Apply   Apply   Apply   Apply   Apply   As required	Apply   Apply   Apply Apply   Apply   As required	Apply   Apply   Apply   Apply   Apply   As required
Travel advisories	Encourage educators, staff and parents/carers to access the smartraveller website prior to international travel.	Apply	Apply	Apply
Governance and reporting obligations	Notify the relevant DET QARD Area Team about any service closures or any serious incidents and circumstances that pose risk to the health, safety or wellbeing of a child attending the service. services operating under the NQF, refer to the fact sheet regarding serious incidents and complaints services operating under the Children’s Services Act 1996 refer to practice note regarding serious incidents. You will be advised of any additional reporting requirements by DET and/or the DHHS.	Apply   Apply	Apply   Apply	Apply   Apply
Business continuity	Implement business continuity plan to promote adequate workforce supply and capacity to continue service, by: prioritising work functions to ensure adequate workforce availability to deliver early childhood service implementing contingency strategy, which may include employing replacement staff and/or modifying programs Education and care services and children’s services are reminded that they must report serious incidents to the relevant DET QARD Area Team in accordance with relevant regulatory requirements.  This can be submitted on-line via the NQA IT portal.  Service agreements also require approved providers or licensees to notify DET in the event of a serious incident. Education and care services operating under the NQF refer to the fact sheet Serious incidents and complaints available at: www.education.vic.gov.au/childhood/providers/regulation/Pages/nqffactsheets.aspx Children’s services operating under the Children’s Services Act refer to the practice note Serious incidents available at: www.education.vic.gov.au/childhood/providers/regulation/Pages/vcspracnotes.aspx Inform staff of their early childhood development obligations during service closures.	Apply   Apply Apply	Apply   Apply   Apply	Apply   Apply   Apply

 

RESPONSE STAGE – STAND DOWN		Clinical Severity
Description – The public health threat can be managed within normal arrangements and monitoring for change is in place
Category	Key Actions	Low	Med	High
Containment strategies	Be aware that multiple waves of the virus may occur. Replenish PPE (if required).	Apply   N/A	Apply   As required	Apply   As required
Business continuity	Implement business continuity plans for resumption of full business capacity which may involve: restoring workforce capacity following procedures for re-opening of service (if applicable) providing supports, including counselling (if required) monitoring cumulative effects of pandemic and identifying and supporting those who may need assistance. Chief Warden/Early Childhood Commander to de-activate Incident Management Team and conduct final debrief(s). Utilise the sample letters developed by DET to communicate status of situation to staff and parents/carers, including supports that may be available. Review effectiveness of your EMP and update as appropriate – involving relevant staff and others, particularly as multiple waves of the virus may occur.	N/A N/A   Apply   Apply	Apply   Apply   Apply Apply	Apply   Apply   Apply   Apply
Communications	Communicate the updated status to educators, staff and parents/carers including supports that may be available	Apply	Apply	Apply
Travel	Continue to encourage educators, staff and parents/carers to access the smartraveller website prior to international travel.	Apply	Apply	Apply

 

12   Area map

 

Date Area Map Validated:

 

Insert your Area map here. Refer to the Area map section of the Guide for assistance. To access an online tutorial on how to create your area map go to www.education.vic.gov.au/about/programs/health/Pages/emptutorials Distance to Primary off-stie assembly point: Approx. time to reach Primary off-site assembly point: Distance to Secondary off-site assembly point: Appox. time to reach Secondary off-site assembly point: Legend Primary off-site assembly point Route to Primary off-site assembly point ‒ Secondary off-site assembly point Route to Secondary off-site assembly point … Emergency services access point   ➞

 

 

13 Evacuation diagram

 

Date Evacuation Diagram Validated:

 

Insert your Evacuation diagram here. Refer to the Evacuation diagram section of the Guide for assistance.  To access an online tutorial on how to create your evacuation diagram go to www.education.vic.gov.au/about/programs/health/Pages/emptutorials

Evacuation Procedure <insert education and care service/children’s service evacuation procedure> •       Do this….. •       Do this….. •       Do this…..

14 Parent / family contact information

Note: To ensure adherence to the provisions of the Information Privacy Act 2000, please remove this section before distributing copies of your EMP to organisations or individuals outside your workplace.

Note Centre Support has a Family Emergencies Contact Details Register template.

Child’s Name	Parent/Guardian	Phone/  Mobile Number	After Hours Number	Alternate Contact
<Refer to the Parent / Family Contact Information section of the Guide>

 

15 Children, educators and staff with additional needs

Note: To ensure adherence to the provisions of the Information Privacy Act 2000, please remove child, educator and staff identifying details from this section before distributing copies of your EMP to organisations or individuals outside your workplace.

Children
Name	Room / Area	Condition	Assistance needed during an emergency	Who will be responsible?
Educators and Staff
Name	Room / Area	Condition	Assistance needed during an emergency	Who will be responsible?

 

Additional Needs Summary
Additional Needs Category	Number of Students	Number of Educators/Staff
<This summary can be included in your EMP.  Refer to the Children and Staff with Additional Needs section of the Guide>

16 Early childhood service facility profile

 

16.1 General Information

 

Early Childhood Service Name
Physical Address
Operating Days
Operating Hours
Phone
Email
Fax
Website
Number of buildings
Is the facility a designated Neighbourhood Safer Place?
Shelter-In-Place Location
Number of Children (or approved places)
Total Number of Educators/Staff
Methods used for communications to our service’s community

 

16.2 Other services/users of site

Service / User Name
Location
Children/Visitor Numbers
Operating Hours/Days
Emergency Contact Name
Phone Number
Mobile Number

 

16.3 Building information summary

Telephones (Landlines)
Location		Number		Location		Number
Alarms	Location		Monitoring Company		Location of Shut-off  Instructions
Fire:
Intrusion:
Other:
Utilities	Location		Service provider		Location of Shut-off  Instructions
Gas / Propane:
Water:
Electricity:
Sprinkler System
Location of Control Valve:
Location of Shut-off Instructions:
Building and site hazards
Hazard Description				Location

 

17 Risk assessment

 

This table lists the identified hazards and threats to our early childhood service, assessment of the risks associated with those hazards and how we reduce their impact.

*Please note that under regulation 168(2)(e) of the National Regulations, services operating under the NQF must have emergency procedures that are based on a risk assessment that is conducted to identify potential emergencies that are relevant to the service.

 

1. Identified Hazard or Threat	2.     Description of Risk	3.     Current Risk Control Measures Implemented at our Service	4.    Risk Rating			5.     Treatments to be Implemented  Measures to be taken by our service to eliminate or reduce impact of the risk	6.     Revised Risk Rating After implementing Treatments
			Consequence	Likelihood	Risk Level		Consequence	Likelihood	Risk Level
<Refer to the Risk Assessment section  of the Guide to developing your Emergency Management Plan>

 

18   Emergency response drills schedule

 

	Type of Drill	Person Responsible	Target Date & Date Drill Performed	Observer’s Record Completed* ✔
Term 1	<Refer to the Emergency Response Drills Schedule section of the Guide>
Term 2
Term 3
Term 4

 

Emergency Management Plans are required to be tested regularly.

VRQA minimum standards require facilities on the Bushfire At Risk Register (BARR) to practise evacuation drills at least once per term during the October-April bushfire season. Evacuation drills must involve all children and staff moving to either a nominated on-site ‘shelter-in-place’ or an off-site evacuation point as per the school’s Emergency Management Plan. Early Childhood Services are encouraged to practice evacuation drills at least once per term during the October-April bushfire season.

 

19 Emergency kit checklist

 

Our Emergency Kit Contains:	✔
Children’s data and parent contact information (contained in EMP)
Children, education and staff with additional needs list (contained in EMP) including any children’s medications
Enrolment records including authorisations and parent contact details
Education/staff contact information
Traffic/emergency safety vest and tabards
Facility keys
Standard portable First Aid Kit.  Refer to First Aid Kits Contents Checklist
A charged mobile phone and charger/s (batteries checked and charged)
Torch with replacement batteries or wind up torch (batteries checked and charged)
Whistle
Portable battery powered radio (batteries checked and charged)
Copy of facility site plan and EMP including evacuation routes
Bottled water (use by date checked)
Portable non-perishable snacks such as sultanas, dried fruits and energy bars (use by date checked)
Water
Sunscreen and spare sunhats
Plastic garbage bags and ties
Toiletry supplies
Other

 

Date Emergency Kit checked:
Next check date:

 

20 Emergency Management Plan completion checklist

 

This EMP Completion Checklist has been developed for use as a ‘final check’ to assist you to confirm that you have completed all the components of your EMP.

Please note that it is your responsibility to identify potential local hazards to your facility, assess the risks these pose and develop measures to reduce or mitigate the risks to your early childhood service community.

Final Check Completed by:

Date:

Component	✔  ✖	Action Required
Cover page
Approved Provider/Licensee name, service address, EMP issue date, EMP review date, BARR status, fire district have been specified.  (see front cover page)
Distribution list
Distribution list has been completed.
Contact numbers and Communications Tree
Appropriate key local community contact numbers have been added for example Fire, Ambulance, Police, local government, nearest hospital. (see page 5)
Key contact numbers for internal staff have been added.
Approved Provider/Licensee or Person with Management or Control/Licensee Representative and DET regional contact numbers are included.
Communications Tree detailing process for contacting emergency services, staff and parents included.
Incident management team
An Incident Control structure has been identified, with appropriate persons assigned and contact details provided.
Responsibilities are clearly defined and back up names included for each position on the IMT.
Evacuation, lockdown, lockout and shelter-in-place procedures
Procedures that are specific to the early childhood service’s processes have been completed for:
• Evacuation on-site
• Evacuation offsite
• Lockdown
•  Lockout
• Shelter-in-place
Emergency response procedures
Localised emergency response procedures have been developed for specific emergencies in-line with the hazards/threat identified in the risk assessment.
Staff trained in first aid
Staff trained in first aid list has been updated.
Area map
The area map is clear and easy to follow.
The area map has: • two evacuation assembly areas on-site
• external evacuation routes
• surrounding streets and safe  exit points marked
• emergency services access points marked
Evacuation diagram
The evacuation diagram is clear and easy to follow
The evacuation diagram has: •  a pictorial diagram of the floor or area (at           least 200mm x 150mm in size, A3)
• a title, for example EVACUATION DIAGRAM
• the ‘YOU ARE HERE’ location
•  the designated exits, which shall be in green
•  hose reels, marked in red
•   hydrants, marked in red
•  extinguishers, marked in red
•   designated shelter-in-place location
•   date plan was validated
•   location of primary and secondary assembly areas
•  a legend.
Parent contact information
Parent contact information has been obtained and is up to date.
Children, educators and staff with additional needs list
Children, educators and staff with additional needs have been identified and strategies put in place for these persons where they require assistance in the event of an emergency.
Site Profile
Profile has been populated and reflects the service’s buildings, utilities etc.
Risk assessment
Potential local hazards have been identified.
Risks have been rated and risk assessments included.
Local mitigations/controls have been specified.
Emergency drill schedule
Drills have been scheduled once per term (quarterly) for different types of emergencies
Emergency kit checklist
Emergency Kit Checklist has been developed with early childhood service’s requirements.

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