Emergencies – Emergency Management Plan Template

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Emergency Management Plan
<insert year>

Note this template based on VIC Government version

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

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> 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

PART 1– EMERGENCY RESPONSE

4. In case of emergency

In an Emergency
*Call* Police, Ambulance, Fire Services	000
*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

Contact Name	Name	Phone	Mobile


<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 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.

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

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)
WorkSafe Victoria
<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
Chief Warden/ Early Childhood Commander	Phone/Mobile		Phone/Mobile
Planning tasks will be performed by:	Name		Name
Planning tasks will be performed by:	Phone/Mobile		Phone/Mobile
Operations (Area Warden) tasks will be performed by:	Name		Name
Operations (Area Warden) tasks will be performed by:	Phone/Mobile		Phone/Mobile
Communications tasks will be performed by:	Name		Name
Communications tasks will be performed by:	Phone/Mobile		Phone/Mobile
Logistics (Warden) tasks will be performed by:	Name		Name
Logistics (Warden) tasks will be performed by:	Phone/Mobile		Phone/Mobile
First Aid tasks will be performed by:	Name		Name
First Aid tasks will be performed by:	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 Regulatory Authority in accordance with relevant regulatory requirements.

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).

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

10. Emergency response procedures

Refer Centre Support Emergency Procedures.

11 On-site evacuation/relocation procedure

Refer Centre Support Emergency Procedures

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 to Developing an Emergency Management Plan DET Victoria 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

• 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>

PART 2 – EMERGENCY PREPAREDNESS

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

11 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
1. Identified Hazard or Threat	2. Description of Risk		Consequence	Likelihood	Risk Level		Consequence	Likelihood	Risk Level
<Refer to the Risk Assessment section of the Guide to developing your Emergency Management Plan>

12 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.

13 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:

14 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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