Emergencies – Emergency Management Plan Template
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Emergency Management Plan
<insert year>
Note this template based on VIC Government version
<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 |
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> |
5.5Â 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 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.
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).
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
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
|
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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
<insert education and care service/children’s service evacuation procedure> •      Do this….. •      Do this….. •      Do this…..
|
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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) |
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Location | Number | Location | Number | |||
Â
 |
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Alarms | Location | Monitoring Company | Location of Shut-off  Instructions | |||
Fire: | ||||||
Intrusion: | ||||||
Other: | ||||||
Â
 |
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Utilities | Location | Service provider | Location of Shut-off  Instructions | |||
Gas / Propane: | ||||||
Water: | ||||||
Electricity: | ||||||
Â
 |
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Sprinkler System | ||||||
Location of Control Valve: | ||||||
Location of Shut-off Instructions: | ||||||
Â
 |
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Building and site hazards | ||||||
Hazard Description | Location | |||||
11Â 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> | |||||||||
12Â 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.
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. 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: |
14Â 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 |
 | |
• 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) |
 | |
• 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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