Emergency management and evacuation policy

Early Learning Victoria is committed to ensuring the safety, health and wellbeing of everyone at its centres. All staff and children regularly rehearse emergency and evacuation procedures to maximise their safety and wellbeing in the event of an actual emergency or evacuation.

1. Scope

This policy applies to children, families, staff and management of Early Learning Victoria centres. This includes volunteers, students on placement and contractors or labour hire employees of Early Learning Victoria.

2. Policy statement

This policy provides clear guidelines and procedures for:

the development of centre-specific emergency and evacuation procedures, practices and guidelines, including for managing bushfire and grassfire risk
risk assessments that identify potential emergencies and inform plans and procedures
raising awareness among all those attending a centre about potential emergency situations and appropriate responses.

Early Learning Victoria centres are required to undertake specific emergency management planning for certain excursions. This policy does not cover these requirements: see instead the Excursions, incursions and regular outings policy and procedure.

2.1 Requirements

Under the Education and Care Services National Law Act 2010 (the National Law) and Education and Care Services National Regulations 2011 (the Regulations), it is mandatory for services to have policies and procedures detailing actions to be taken in emergencies. This includes having an emergency and evacuation floor plan.

Policies and procedures must be based on a comprehensive risk assessment identifying potential emergencies relevant to the service. It is also a requirement under the Occupational Health and Safety Act 2004 that employers provide a healthy and safe environment for everyone who accesses a centre’s facilities and programs.

Under this policy, all Early Learning Victoria centres must develop and maintain an Emergency Management Plan (EMP) that:

sets out instructions for how to respond to an event
identifies site-specific hazards and threats
considers these specific threats and hazards in the context of the individual service
informs families, staff and centre visitors about communication methods during emergencies and any relocation or closure arrangements outlined in the EMP.

Where the Early Learning Victoria centre is co-located with a school, emergency management planning must be conducted with the school, to ensure that the plans for each site align and are complementary.

As part of the EMP, services must also:

test emergency response procedures by rehearsing the procedures every 3 months. These rehearsals must be documented, and services must be able to demonstrate through the documentation that they have been conducted
review the EMP annually by 1 September and after any emergency or critical incident
display an emergency and evacuation floor plan (evacuation diagram) and instructions for what must be done in an emergency (procedure) in a prominent position at each exit of the service
ensure copies of the emergency and evacuation policy and procedures are available for inspection at the service
consider whether there is a need to develop any separate personal emergency evacuation plans (PEEPs) for staff or children with additional needs
report any incidents requiring emergency response to Incident Support and Operations Centre (ISOC) by phoning 1800 126 126 (available 24 hours daily). ISOC will arrange for an eduSafe Plus report to be made.

A centre’s emergency and evacuation diagram must include a picture of the floor area and symbols to show:

the path everyone will take to evacuate the building in an emergency
the designated assembly area or areas
the location of emergency equipment and systems, such as fire extinguishers.

2.2 Background and information

The Regulations define an emergency in relation to an education and care service as any situation or event posing an imminent or severe risk to those at the service’s premises.

Threats and hazards can come from inside or outside the service, including:

building fire
medical emergency or incident (for example, anaphylaxis or an asthma attack)
an aggressive person or intruder
bushfire or grassfire
floods or other extreme weather
poor air quality (for example, due to smoke from a local fire or bushfire)
gas leak or chemical spill
bomb or substance threat
any other circumstances requiring lockdown.

3. Actions and procedures

Every Early Learning Victoria centre is different and will have different levels of risk to emergency situations, so it is important to develop specific procedures rather than take a generic approach.

The nominated supervisor must assemble a planning team to document, implement, resource and maintain a centre-specific EMP. A team approach will ensure that adequate resources are in place to develop, test and review this EMP.

The planning team is responsible for:

consulting with co-located schools, relevant authorities (such as the Country Fire Authority and Fire Rescue Victoria) and experts (such as a fire safety adviser) to ensure that procedures are compliant and informed by expertise in emergency management
identifying and assessing risks that could reasonably lead to emergency situations
ensuring that the EMP is available to the appropriate staff
assigning staff to roles on the incident management team
training staff and children in the emergency procedures, and in the equipment and testing procedures, through drills and exercises
considering the need for risk assessments in conducting emergency and evacuation procedure rehearsals
updating the EMP at least annually according to changes (for example, in risks, after drills and exercises, and after actual incidents, to address any deficiencies or inaccuracies) and after any changes to building or grounds (for example, renovations)
maintaining records of emergencies and testing of procedures.

The planning team should use the Emergency Management Plan Guidelines and EMP template on the Department of Education (the department) website to develop and review their EMP. The EMP must then be developed and maintained using the Online EMP Portal (staff login required).

The EMP template

The EMP template should be used as a framework to:

conduct the centre’s risk assessment
guide planning and record the centre’s emergency arrangements
set out the centre’s emergency and evacuation procedures for core responses, including on-site evacuation (relocation), off-site evacuation, lockdown, lock-out and shelter-in-place
develop an evacuation floor plan
provide a Business Continuity Plan (BCP) to enable the safe continuation of service delivery during an emergency event (where possible).

Additional requirements for services on the Bushfire At-Risk Register and Category 4 List

The Department of Education (the department) maintains a Bushfire At-Risk Register (BARR), identifying schools and early childhood education and care services that are most at risk of bushfire (those assessed to be in fire risk categories 0, 1, 2 and 3). Additionally, the department maintains a Category 4 List identifying those at some risk of bushfire or grassfire.

Additional emergency management planning requirements include pre-emptive actions for Early Learning Victoria centres listed on the BARR or Category 4 List. Early Learning Victoria centres registered on the BARR must refer to the department’s Bushfire Preparedness Procedures for Education Facilities when developing their EMP.

School bus program

Early Learning Victoria centres that have children accessing their centre through the School Bus Program must contact the coordinating principal of the relevant bus program to discuss the need to cancel routes expected to travel through fire weather districts on days where the forecast fire danger rating (FDR) for those districts is ‘Catastrophic’.

More detailed information relating to Early Learning Victoria’s polices to transporting children is outlined in the Drop off and collection of children policy and procedure.

3.1 Responsibilities of families

Families are responsible for:

familiarising themselves with the emergency management and evacuation policy, and their centre’s emergency management and evacuation safety plan
ensuring that all contact details are up to date for communication during emergencies
ensuring that they sign their child in and out of the centre during drop off and pick up (see the Drop off and collection of children policy and procedure).

In addition, families with children enrolled at an Early Learning Victoria centre listed on the BARR or Category 4 List are responsible for:

familiarising themselves with the guidelines for planned closures on all days forecast as Catastrophic, and their options for extended closures
communicating with centre staff about any concerns about fire risk, about intending to keep children home pre-emptively or to request learning-from-home support in these circumstances.

3.2 Responsibilities of staff

All staff working at Early Learning Victoria centres (including casual staff, students on placements and volunteers) must be familiar with emergency and evacuation procedures and actively support children and families to plan for and respond to emergencies. This includes participating in regular emergency response drills. All staff are encouraged to download the VicEmergency app (Android app or Apple app) to stay up to date about any emergencies. The app includes notifications about any forecasts of Catastrophic FDR days in their fire weather district.

Educators are responsible for: 
- ensuring they are familiar with the Early Learning Victoria centre’s EMP
- regularly assessing potential emergencies and evacuation routes, and updating procedures promptly based on these assessments
- rehearsing and documenting emergency evacuation and lockdown drills at least once every 3 months. Rehearsal of both lockdown and evacuation is required every 3 months as separate processes, due to their different requirements
- providing feedback to the centre director or nominated supervisor after rehearsals on the effectiveness of procedures
- ensuring children, other staff, students on placements, volunteers and visitors are aware of emergency evacuation points
- ensuring up-to-date contact lists are available in each room. These must specify who will carry the lists during evacuations
- following the procedures for collecting children’s medication and managing medical conditions during emergencies, as outlined in the Administering medication policy and procedure, and ensuring these are documented in the centre’s EMP and updated whenever a child’s circumstances or medication management requirements change
- identifying potential hazards and taking action to manage and minimise risks within the service premises
- ensuring designated emergency exits and routes are always kept clear for safe evacuation
- maintaining lockdown areas to ensure they are ready for use during emergencies
- participating in regular training sessions such as those related to first aid, emergency management and OHS, to enhance readiness for emergency situations
- regularly reviewing, evaluating and updating EMPs, manuals and procedures annually, or following an emergency incident
- offering support to children before, during and after emergencies to minimise distress and ensure their safety
- regularly checking documentation and practices to ensure compliance with emergency policies and procedures
- informing supervisors or designated authorities about any serious or notifiable incidents at the service
- identifying staff and children who may require additional assistance during emergencies
- verifying and maintaining the emergency contact details on each child’s enrolment form
- completing and maintaining attendance records to account for all children attending the service
- keeping written records of all visitors, including arrival and departure times
- ensuring children are adequately supervised at all times and protected from hazards and harm, following the Supervision of children policy
- educating children about potential emergency situations and appropriate responses, to empower them to act safely
- incorporating opportunities for children’s learning into the emergency management process. Key skills such as gross motor, coordination, language and cognitive skills can be practised during evacuation rehearsals.
The nominated supervisor is responsible for: 
- ensuring that this policy and associated procedures, including the emergency evacuation floor plan and EMP, are readily available to all stakeholders as per Regulations 168 and 171
- ensuring that early childhood teachers, educators, staff, students on placements and volunteers adhere to this policy and its procedures, and are aware of their respective responsibilities
- ensuring staff, children and other regular users and visitors understand the response procedures outlined in the centre EMP
- making sure all staff, children, volunteers and visitors are aware of emergency evacuation points
- ensuring educators and staff have ready access to a telephone, mobile phone or similar means of communication
- creating an EMP specific to their centre. This plan should be developed and maintained using the Online EMP Portal. A hard copy should be provided at the centre, available for families and other users to view as requested
- ensuring that the service’s emergency management contact details are up to date on the National Quality Agenda IT System (NQA IT System) online portal
- conducting a risk assessment at least annually to identify potential emergencies
- assessing emergency evacuation routes and assembly points to ensure their safety and effectiveness during emergencies (including ensuring that designated emergency exits or routes are always kept clear so everyone can evacuate safely)
- ensuring that any necessary updates to the emergency and evacuation policies and procedures are promptly implemented following a review of the risk assessment
- if the service is in in a multi-storey building, ensuring comprehensive instructions are developed for emergency procedures, including evacuation routes, procedures for evacuating non-ambulatory children and adults, roles and responsibilities of staff and coordination with other building occupants
- ensuring that copies of the emergency and evacuation floor plan and instructions are displayed prominently near each exit at the service premises and along evacuation routes, as required by Regulation 97(4)
- ensuring that emergency evacuation and lockdown drills are rehearsed and documented at least once every 3 months by everyone attending the service, as mandated by Regulation 97(3)(a). Rehearsal of both lockdown and evacuation is required every 3 months as separate processes, due to different requirements
- ensuring that staff with nominated roles in the EMP understand and practise their responsibilities
- providing training to all staff, students and other regular users and visitors, such as cleaners and tradespeople, in EMP response procedures
- contacting Early Learning Victoria central office to seek approval for and confirm any pre-emptive closure arrangements due to extreme weather conditions, such as elevated fire danger (if relevant based on BARR category rating, as outlined above at Section 3, Actions and Procedures)
- informing Early Learning Victoria central office, families, parents and carers of communication methods during emergencies and any closure or pre-emptive arrangements, especially if the site is at risk of bushfire or grassfire
- report any incidents requiring emergency response to ISOC on 1800 126 126 (available 24 hours daily)
- making the preparations identified in the EMP to maximise the safety of children, staff, families and other regular users and visitors, and to prevent negative outcomes from emergencies
- testing emergency arrangements for core procedures listed in the EMP every 3 months for a variety of emergency scenarios.
The approved provider is responsible for:
- ensuring the emergency and evacuation policy and procedures are in place and available to all stakeholders, including nominated supervisors, educators, staff, students on placements and volunteers at each Early Learning Victoria centre
- conducting a risk assessment to identify potential emergencies at least once every 12 months, or as soon as practicable after becoming aware of any circumstance that may affect the safe evacuation of children from the service, as per Regulation 97(2)
- taking reasonable steps to ensure that nominated supervisors, early childhood teachers, educators, staff and volunteers follow the policy and procedures and are aware of their responsibilities under Regulation 170
- ensuring that the procedures include arrangements with other occupants of a multi-storey building in relation to the evacuation of children (where applicable)
- ensuring the service’s emergency management contact details are up to date on the NQA IT System
- notifying families at least 14 days before changing the policy or procedures if the changes will:
  - affect the fees charged or the way they are collected; or
  - significantly impact the service’s education and care of children; or
  - significantly impact the family’s ability to utilise the service.
- conducting an initial risk assessment of emergency evacuation routes and assembly points
- reviewing the risk assessment at least once every 12 months and as soon as practicable after becoming aware of any circumstance that may affect the safe evacuation of children from a centre
- ensuring any necessary updates to the emergency and evacuation policies and procedures are implemented as soon as practicable after reviewing the risk assessment
- ensuring that copies of the emergency and evacuation floor plan and instructions are prominently displayed near each exit at the service premises and along evacuation routes
- developing procedures for what must be done in the event of an emergency at each centre, and ensuring these meet the requirements set out in Regulation 97(1), noting these procedures will be prepared based on the risk assessment for each centre
- developing an emergency and evacuation floor plan
- supporting Early Learning Victoria centres with advice and approval for pre-emptive closure arrangements due to extreme weather conditions (if relevant based on BARR category rating)
- ensuring emergency equipment is tested within the timeframes recommended by recognised authorities
- ensuring each Early Learning Victoria centre conducts and documents emergency evacuation and lockdown drills and rehearsals every 3 months. Note that rehearsal of both lockdown and evacuation is required every three months as separate processes, due to their different requirements
- ensuring nominated supervisors document all rehearsals of the emergency and evacuation procedures
- ensuring that those working at, or attending the service, have access to a telephone, mobile phone (or similar device) for immediate communication with parents and guardians and emergency services, as per Regulation 98, and that the phone numbers of emergency services are displayed
- ensuring that an attendance record is completed and maintained to account for all children, staff, volunteers and visitors attending the service
- notifying the Regulatory Authority of any serious incidents, change of circumstance or complaints
- ensuring staff are provided with support following an emergency or other event that impacts the centre
- reporting notifiable incidents in the workplace to WorkSafe Victoria.

4. Resources

The department maintains comprehensive Emergency Management Plan Guidelines and other templates to assist early childhood support services such as Early Learning Victoria to develop, update and maintain their emergency procedures.

These resources help to ensure that Early Learning Victoria centres are adequately prepared to address emergencies effectively. Resources are also available to support the development of separate personal emergency evacuation plans (PEEP) for people with additional needs.

Early Learning Victoria centre staff who require support or have questions about emergency management planning and arrangements are encouraged to first contact Early Learning Victoria central office staff, who can then assist in seeking expert advice from the department’s Emergency Management Division if needed.

Legislation and standards

Education and Care Services National Law Act 2010
Education and Care Services National Regulations 2011
Emergency Management Act 1986
Emergency Management Act 2013
National Quality Standard, Element 2.2.2
Occupational Health and Safety Act 2004

Excursions, incursions and regular outings policy and procedure
Drop off and collection of children policy and procedure
Administering medications policy and procedure
Supervision of children policy
Payment and collection of fees policy

Links and resources

Department of Education resources:

Definitions

Bushfire at Risk Register (BARR): Early childhood education and care facilities identified as being at highest risk of fire are listed on the department’s BARR. Inclusion triggers pre-emptive closures on days designated as Catastrophic in their Bureau of Meteorology district. It also means facilities must take other additional steps to prepare, based on their fire risk category.

Business Continuity Plan (BCP): A plan that outlines strategies to support the safe continuation of service delivery during and following an emergency or other event that impacts on the business activities of a centre (where possible, and tailored for each potential scenario).

Country Fire Authority (CFA): An organisation tasked with responding to various fire and emergency incidents. In addition to response efforts, CFA engages in fire safety building inspections, community awareness and education programs and post-incident analysis and fire investigation, as well as fire prevention and land-use planning at a municipal level.

Critical incidents: Events requiring planning and response, such as child abuse, medical emergencies, mental stress, data breaches or missing persons.

Emergency: Defined in section 3 of the Emergency Management Act 2013, an emergency encompasses any actual or imminent event endangering or threatening safety, health, property or the environment in Victoria. This includes natural events, fires, explosions, accidents, security threats and disruptions to essential services, requiring coordinated responses.

Emergency drill or rehearsal: A process to rehearse anticipated emergency scenarios or events, designed to help clarify roles and responsibilities, provide training and verify the adequacy of the emergency response.

Emergency Management Plan (EMP): A written set of instructions for preparing for and responding to emergencies. Templates and guidance for developing an EMP are available on the department’s website.

Emergency services: Includes ambulance, fire brigade, police and state emergency services.

Evacuation floor plan: An evacuation plan is used where it is deemed necessary to evacuate the immediate area or building to ensure the safety and wellbeing of children and adults. It may also have the name ‘evacuation diagram’.

Evacuation route: Continuous path of travel (including exits, public corridors and the like) from any part of a building to a safe place.

Fire Rescue Victoria (FRV): Formerly known as Metropolitan Fire Brigade, FRV responds to fires, rescues, road crashes, medical calls and hazardous spills. They also focus on community education, systemic reforms and fire prevention programs, to enhance community safety and resilience.

Fire Safety Advisor:A role in some jurisdictions responsible for coordinating fire safety management plans, evacuation procedures and staff training on firefighting equipment and evacuation procedures.

Hazard: Anything with a potential for harm in terms of human injury or ill health, damage to property, damage to the environment or a combination of these.

Incident: An event that has led to or could have led to an injury. Incidents include ‘near misses’, accidents and injuries. They may impact students, employees, school operations or security, and may involve serious conduct or require police notification.

Incident Management Team (IMT): Comprises the incident controller and other personnel responsible for the functions of operations, planning and logistics.

Incident Support and Operations Centre (ISOC): The incident reporting unit of the department that Early Learning Victoria centres should contact to report incidents.

Lockdown: A security measure taken during an emergency to prevent people from leaving or entering a building or premises until the threat or risk has been resolved.

Personal emergency evacuation plan (PEEP): A separate personal emergency management plan for staff or children with additional needs.

Planned closure: Refers to closures of services on the department’s Bushfire At-Risk Register and Category 4 List on Catastrophic fire danger days. Notice of planned closures is provided where possible, ensuring safety during high fire danger periods.

Education

Updated 7 March 2025

On this page

1. Scope

2. Policy statement

2.1 Requirements

2.2 Background and information

3. Actions and procedures

The EMP template

Additional requirements for services on the Bushfire At-Risk Register and Category 4 List

School bus program

3.1 Responsibilities of families

3.2 Responsibilities of staff

4. Resources

Legislation and standards

Links and resources

Department of Education resources:

Other links:

Definitions

Emergency management and evacuation policy

On this page

1. Scope

2. Policy statement

2.1 Requirements

2.2 Background and information

3. Actions and procedures

The EMP template

Additional requirements for services on the Bushfire At-Risk Register and Category 4 List

School bus program

3.1 Responsibilities of families

3.2 Responsibilities of staff

4. Resources

Legislation and standards

Related policies

Links and resources

Department of Education resources:

Other links:

Definitions