Emergencies – Emergency Management Plan Template (VIC)
[ms-user]
Emergency Management Plan
<insert year>
<Insert the name of Early Childhood
Service here>
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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
- Purpose………………………………………………………………………………………………………………………………………………………. 4
- Scope…………………………………………………………………………………………………………………………………………………………. 4
- Distribution………………………………………………………………………………………………………………………………………………… 4
PART 1– EMERGENCY RESPONSE……………………………………………………………………………………………………………………. 5
-
- In case of emergency…………………………………………………………………………………………………………………………………. 6
- Emergency contacts…………………………………………………………………………………………………………………………………… 7
- 5.1 Emergency services……………………………………………………………………………………………………………….. 7
- 5.2 Our early childhood service contacts…………………………………………………………………………………….. 7
- 5.3 Key organisational / regional contacts……………………………………………………………………………………7
- 5.4 Local/other organisations contacts…………………………………………………………………………………………8
- 5.5 Bus emergency contacts……………………………………………………………………………………………………….. 8
- Incident Management Team……………………………………………………………………………………………………………………….. 9
- Incident Management Team responsibilities……………………………………………………………………………………………….10
- Communication tree………………………………………………………………………………………………………………………………….. 13
- Staff trained in first aid………………………………………………………………………………………………………………………………. 13
- Emergency response procedures……………………………………………………………………………………………………………….. 14
- 10.1 On-site evacuation/relocation procedure………………………………………………………………………………..14
- 10.2 Off-site evacuation procedure……………………………………………………………………………………………….. 15
- 10.3 Lock-down procedure……………………………………………………………………………………………………………. 16
- 10.4 Lock-out procedure……………………………………………………………………………………………………………….. 17
- 10.5 Shelter-in-place procedure………………………………………………………………………………………………………18
- Response procedures for specific emergencies…………………………………………………………………………………………….. 19
- 11.1 Building Fire……………………………………………………………………………………………………………………………. 19
- 11.2 Bushfire…………………………………………………………………………………………………………………………………… 19
- 11.3 Major external emissions/spill (includes gas leaks)…………………………………………………………………. 20
- 11.4 Intruder……………………………………………………………………………………………………………………………………. 21
- 11.5 Bomb/substance threat ………………………………………………………………………………………………………………21
- 11.6 Internal emission/spill ………………………………………………………………………………………………………………27
- 11.7 Severe weather event ………………………………………………………………………………………………………………….27
- 11.8 Earthquake. ……………………………………………………………………………………………………………………………….28
- 11.9 Influenza pandemic……………………………………………………………………………………………………………………. 30
- Area map…………………………………………………………………………………………………………………………………………………………. 37
- Evacuation diagram…………………………………………………………………………………………………………………………………………… 38
- Parent / family contact information……………………………………………………………………………………………………………………. 40
- Children, educators and staff with additional needs…………………………………………………………………………………………….40
PART 2 – EMERGENCY PREPAREDNESS………………………………………………………………………………………………………………. 41
- Early childhood service facility profile……………………………………………………………………………………………………………….. 42
- Risk assessment…………………………………………………………………………………………………………………………………………………. 44
- Emergency response drills schedule……………………………………………………………………………………………………………………. 45
- Emergency kit checklist……………………………………………………………………………………………………………………………………… 46
- 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> Â 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> |
5.5Â 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.
Â
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>
- Immediately:
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>
Â
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March 2017 |
STAY CALM
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Date call received:Â Â Â Â Â /Â Â Â Â Â /Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Time of call: Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Time call ended:
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EXACT WORDING OF THREAT
………………………………………………………………………………………………………………………………………………………………………..
………………………………………………………………………………………………………………………………………………………………………..
………………………………………………………………………………………………………………………………………………………………………..
Could you identify the caller’s phone number? ……………………………………….………………………………………..
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DON’T HANG UP              KEEP THE CALLER TALKING
ASK THE CALLER
When is the bomb going to explode?   ………………………………………………………………………………………………………
Where is the bomb? …………………………………………………………………………………………………………………………………
What will make the bomb explode? ………………………………………………………………………………………………………
What kind of bomb is it? ……………………………………………………………………………………………………………………………
What does the bomb look like? …………………………………………………………………………………………………………………
Why did you place the bomb here? ………………………………………………………………………………………………………………
Where are you now? ……………………………………………………………………………………………………………………………
What is your name? …………………………………………………………………………………………………………………………………
What is your address? ………………………………………………………………………………………………………………………………
When was the bomb placed here? …………………………………………………………………………………………………………
Who placed the bomb? ………………………………………………………………………………………………………………………
DON’T HANG UP (the call may be traceable if the phone line is kept open, even if the caller hangs up!)
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CALL DETAILS (where possible to obtain)
Did you recognise the caller? ………… If so, who do you think it was? …………………………………………
Was the call: Robotic/Automated                 In-Person                       Pre-Recorded
Estimated age of caller? ……………… Did the caller seem familiar with the site? ………………………………..
Characteristics of the call:
VOICE | SPEEECH | MANNER | BACKGROUND NOISES |
Man | Fast | Hesitant | Music |
Woman | Slow | Calm | Talk/voices |
Child | Well spoken | Angry | Typing |
Muffled | Impeded | Emotional | Children |
Unknown | Stutter | Loud | Traffic/street |
Accent: | Nasal | Soft | Machinery |
TELEPHONE | Uneducated | Pleasant | Aircraft |
Mobile | Lisp | Raspy | Trains |
Landline      Internal Ext | Incoherent | Intoxicated | Railway crossing |
Overseas | Slurred: | Irrational | Construction |
Unknown | Other: | Other: | Other: |
Phone number call received on: ………………….        School Phone system (e.g. menu): …………………………
Who did you report the threatening call to? …………………          Date:    /     /                    Time: ………………..
Â
YOUR NAME: …………………………………………..  SCHOOL/CAMPUS: ………………………………………………………….
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>
Â
After the severe weather event
Â
- 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 |
|
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 |
|
|
Communications |
|
|
Travel advisories |
|
|
Business continuity |
|
RESPONSE STAGE – STANDBY | Clinical severity | |||
Description – Sustained community person-to-person transmission detected overseas | ||||
Category | Key Actions | Low | Med | High |
Review Emergency Management Plan |
|
Apply | Apply | Apply |
Incident response |
|
Apply | Apply | Apply |
Hygiene measures |
|
Apply
Recommend |
Apply
Apply |
Apply
Apply |
Communications |
|
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 |
|
Apply | Apply | Apply |
Business continuity |
|
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 |
|
Apply
Not suggested |
Apply
Not suggested |
Apply
Apply |
Hygiene measures |
|
Apply
Apply |
Apply
Apply |
Apply
Apply |
Communications |
|
Apply
Apply
Apply as necessary |
Apply
Apply
Apply |
Apply
Apply Apply |
Containment strategies |
|
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 |
|
Apply
Apply |
Apply
Apply |
Apply
Apply |
Business continuity
 |
|
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 |
|
Apply
Apply
Seek advice |
Apply
Apply
Seek advice |
Apply
Apply Seek advice |
Hygiene measures |
|
Apply
Apply |
Apply
Apply |
Apply
Apply |
Communications |
|
Apply
Apply
Apply |
Apply
Apply
Apply |
Apply
Apply Apply |
Containment strategies |
|
Apply
Apply
Apply
Apply
Apply
As required |
Apply
Apply
Apply Apply
Apply
As required |
Apply
Apply
Apply
Apply
Apply
As required |
Travel advisories |
|
Apply | Apply | Apply |
Governance and reporting obligations |
|
Apply
Apply |
Apply
Apply |
Apply
Apply |
Business continuity |
|
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 |
|
Apply
N/A |
Apply
As required |
Apply
As required |
Business continuity |
|
N/A
N/A
Apply
Apply |
Apply
Apply
Apply Apply |
Apply
Apply
Apply
Apply |
Communications |
|
Apply | Apply | Apply |
Travel |
|
Apply | Apply | Apply |
12Â Â 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
|
||||||||||||||||
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> | ||
16Â Early childhood service facility profile
Â
16.1 General Information
Early Childhood Service Name | |
Physical Address |
|
Operating Days | |
Operating Hours | |
Phone | |
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
Â
Telephones (Landlines) |
||||||
Location | Number | Location | Number | |||
Â
 |
||||||
Alarms | Location | Monitoring Company | Location of Shut-off  Instructions | |||
Fire: | ||||||
Intrusion: | ||||||
Other: | ||||||
Â
 |
||||||
Utilities | Location | Service provider | Location of Shut-off  Instructions | |||
Gas / Propane: | ||||||
Water: | ||||||
Electricity: | ||||||
Â
 |
||||||
Sprinkler System | ||||||
Location of Control Valve: | ||||||
Location of Shut-off Instructions: | ||||||
Â
 |
||||||
Building and site hazards | ||||||
Hazard Description | Location | |||||
17Â 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 | Â
4.   Risk Rating |
5.    Treatments to be ImplementedÂ
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> | |||||||||
18Â Â 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. Â 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: |
20Â 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. Â (see front cover page) | Â | |
Distribution list | Â | |
Distribution list has been completed. | Â | |
Contact numbers and Communications Tree | Â | |
Appropriate key local community contact numbers have been added for example Fire, Ambulance, Police, local government, nearest hospital. (see page 5) | Â | |
Key contact numbers for internal staff have been added. | Â | |
Approved Provider/Licensee or Person with Management or Control/Licensee Representative and DET regional contact numbers are included. | Â | |
Communications Tree detailing process for contacting emergency services, staff and parents included. | Â | |
Incident management team | Â | Â |
An Incident Control structure has been identified, with appropriate persons assigned and contact details provided. | Â | |
Responsibilities are clearly defined and back up names included for each position on the IMT. | Â | |
Evacuation, lockdown, lockout and shelter-in-place procedures | Â | Â |
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 | Â | Â |
Localised emergency response procedures have been developed for specific emergencies in-line with the hazards/threat identified in the risk assessment. | Â | |
Staff trained in first aid | Â | Â |
Staff trained in first aid list has been updated. | Â | |
Area map | Â | Â |
The area map is clear and easy to follow. | Â | |
The area map has:
• two evacuation assembly areas on-site |
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• external evacuation routes |  | |
• surrounding streets and safe exit points marked |  | |
• emergency services access points marked |  | |
Evacuation diagram | Â | |
The evacuation diagram is clear and easy to follow | Â | |
The evacuation diagram has:
• a pictorial diagram of the floor or area (at          least 200mm x 150mm in size, A3) |
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• 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 | Â | Â |
Parent contact information has been obtained and is up to date. | Â | |
Children, educators and staff with additional needs list | Â | Â |
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. | Â | |
Site Profile | Â | Â |
Profile has been populated and reflects the service’s buildings, utilities etc. |  | |
Risk assessment | Â | Â |
Potential local hazards have been identified. | Â | |
Risks have been rated and risk assessments included. | Â | |
Local mitigations/controls have been specified. | Â | |
Emergency drill schedule | Â | Â |
Drills have been scheduled once per term (quarterly) for different types of emergencies | Â | |
Emergency kit checklist | Â | Â |
Emergency Kit Checklist has been developed with early childhood service’s requirements. |  |
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