How to develop an Emergency Management Plan Kit
Licensed Children’s Services
Example of a Preschool
Emergency Management Plan
Department of Education and Early Childhood Development
Eastern Metropolitan Region
1
Emergency Management Plan
EMERGENCY MANAGEMENT PLAN
SAMPLE PRESCHOOL
Spring Valley Road, Glen Donald
9988 2525
Signature of Licensed Children’s Service Director/Manager
Bill Smith (Director)
Date: March 1st 2011
Review Date One: 2012
Review Date Two: 2013
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Emergency Management Plan
In Case of Emergency
CALL
000
Licensed Children’s Services:
Incident
occurs
CONTACT
Contact your :
EMR Children’s Services Advisor : 9265 2400 (Duty
Worker)
WHO

The number and name/s of persons involved.

Name of the person reporting the emergency/critical
incident.
Advise
WHAT

The nature of the emergency/critical incident.
WHEN

The time you became aware of the emergency/critical
incident.

WHERE
The location of the emergency/critical incident and
contact phone numbers if the emergency/critical
incident is away from the preschool.
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Emergency Management Plan
1. DEECD Regional and Central Office numbers
Complete the following table and post this information near your telephone.
Group
Phone Number
Contact name
Regional Office
(03) 9265 2400
EMR Reception
Regional Director
(03) 9265 2406
Michael De’Ath
Assistant Regional Director
Operations
(03) 9265 2412
Dean Mann
Emergency Management
Coordinator
(03) 9265 2412
Dean Mann
Assistant Regional Director
Early Childhood and Youth
Services
(03) 9265 2408
Lesley Hubble
Children’s Services Advisor
(03) 9265 2400
Staff Roster
DEECD Central Office
(03) 0637 2000
DEECD Reception
DEECD Media Unit
(03) 9637 2871
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Emergency Management Plan
2.
Emergency numbers & Key contacts
Display a copy next to your telephone or prominently on the wall nearby
Identify the resources in your local community that can assist during and after an emergency. Consult
your local shire/council, telephone books, or the CFA. Divide up the list and contact each resource or
agency listed to obtain information about their services.
Group
Police
Phone Number
Life-threatening or time
critical emergency
000
Non-life threatening incident
000
Local Police Station
Ambulance
000
Fire Services Authority
MFB/CFA
000
State Emergency Service
132 500
Hospital(s)
Gas (check for local number)
Electricity (check for local
number)
Water Corporation (check for
local number)
Department of Human Services
(Regional Office)
Department of Human ServicesChild Protection (Regional
Office)
Box Hill
9843 6000
1300 360 391
9843 6000
Local Government
EPA
(03) 9695 2722
DEECD Regional Office
(03) 9265 2400
Other
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Emergency Management Plan
3. Emergency Contact Information - Facility Personnel
Phone No.
(Daytime)
Phone No.
(Mobile)
Phone No.
( After Hours)
Role
Name
Director/ Manager
Bill Smith
9988 2525
0417 016 272
94374881
Teacher
Kathy Brown
9988 2525
0417 016 383
94384882
Assistant
Freda Smythe
9988 2525
0427 746 230
94394883
OHS Officer
Freda Smythe
9988 2525
0427 746 230
94394883
Committee
President
Tony Black
93454567
0408 291 772
93454567
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Emergency Management Plan
4. Facility Profile
The facility profile is a brief description of the facility, including what grades or age levels attend, how
many buildings and rooms are on the property, how many staff, etc. Be sure to include any unique
situations or information, such as other tenants. Include the location and identification of external doors.
A copy of this form must be contained within your EMP.
FACILITY PROFILE SUMMARY
Name of Facility:
Hours of Operation:
Sample Preschool
Mon, Tues, Thurs, Fri 7.30am to 4.30pm
Facility Address:
Numbers
Spring Valley Road, Glen Donald
3999
Children: 100 (25 per group)
Facility Phone: 92652500
Staff: 5
Facility Fax: 92651500
Floors: Ground Floor only
After Hours emergency Contact:
Children with disabilities: 2 in each group
Rooms: 4
Name: Tony Brown
Phone: 92652500
Portables: N/A
AH : 0417016272
PERSONNEL INFORMATION
Position
Name
Office Phone
Mobile Phone
Director/ Manger
Bill Smith
9988 2525
0417 016 272
Teacher
Kathy Brown
9988 2525
0417 016 383
Assistant
Freda Smythe
9988 2525
0427 746 230
BUILDING INFORMATION
Alarms
Type
Location
Shutoff Instructions
Fire
Intrusion
All Rooms,
administration area
Telephones
Location
Office x 2
Play room x 2
Type
As above
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Emergency Management Plan
Utilities
Type
Location
Shut off Instructions
Gas / Propane
Water
Service access/Hydrant
1. – Fern Gully Drive
near main pedestrian
entrance
Hydrant 2. – Edge of
oval
Hydrant 3. – Frank
Street near main
pedestrian gate
Electricity
Main Service Access –
rear of building
Sprinkler System
Control Valve Location
Shutoff Instructions
Boiler Room
Location
Access
Roof Access
Location
Access
Emergency Power System
Location
Provide Power To
Shutoff Instructions
On Site Hazards
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Emergency Management Plan
5. Risk Assessment
Complete the following Risk Assessment Matrix, which is a table that can be used
for assessing the consequence and likelihood of risks:
Assess each of the following hazards and any others you think relevant:

Bushfires

Internal fires and smoke

Severe storms and flooding

Pandemics and communicable diseases

Intruders

Incidents

Criminal Incidents


Earthquake
Hazardous Substance Release: Inside and
Outside Facility Grounds

Bomb Threat

Off-Site Facility Emergency

School Bus Accident/Vehicle Incident

Other
The objective of Risk Assessment is to separate lower priority risks from the major high priority risks. For
each risk determine the local context and analyse the risk in terms of impact and likelihood, considering
the range of potential impacts and how likely they are to occur.
Priority Risks Schedule
The estimated levels of risk are then prioritised into a list of the risks requiring further action.
Insert each of the hazards into the appropriate coloured Priority Box.
Priority
Hazard specific risks
Very High
Bushfire
High
Bomb Threat
Pandemics and communicable diseases
Moderate
Low
Internal Fire and smoke, Severe storm and flooding
Intruders and Criminal Incidents
Earthquake
Hazardous Substance Release
Off-site facility management
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Emergency Management Plan
6. Incident Management Team
Your Incident Management Team (IMT) must suit your facility and staffing
resources. Every IMT needs a clearly designated Incident Controller, with (if
possible) subordinates assigned to maximise the safety of students and staff.
The focus of the IMT is to clarify roles and responsibilities for the sake of safety.
Insert your facility’s Incident Management Team structure here. You can use the templates provided in
Appendix D as a guide, or you can insert your own.
Incident
Controller
Bill Smith
(Director)
Logistics and
Communications
Officer
Operations and
Planning Officer
Kathy Brown
(Assistant)
Freda Smythe
(Teacher)
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Emergency Management Plan
IMT Members and Tasks
Complete the following table to reflect the roles and responsibilities allocated at your
facility.
IMT Member
Tasks
Incident Controller
In charge of overall management
of emergency situation
Logistics and
Communication
Officer
Operations and
Planning Officer
Responsible for securing
materials, resources, services
etc. All media/internal & external
information management/ will be
supported by regions/DEECD
media unit
Care of children/ensuring
adherence to preschool
protocols, procedures. Collects
and evaluates information related
to development of emergency.
Name of staff member
and contact details
Name of ‘Back up’ staff
member and contact
details
Bill Smith
Kathy Brown
9988 2525
9988 2525
0417 016 272
0417 016 383
Kathy Brown
Peter Orange
9988 2525
9988 2525
0417 016 383
0408 333 552
Freda Smythe
Marianne White
9988 2525
9988 2525
0427 746 230
0428 846 211
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Emergency Management Plan
7. Site Plans
Car Park
WC
WC
A
KINDER
ROOM 1
3-5 YEAR
OLDS
S
ROOM 4
MEET
ROOM
UPPER
LEVEL
W
C
KITCHEN
NURSERY
TODDLERS
FOYER
ROOM 2
ROOM 3
LAUNDRY
OFFICE
STAFF
ROOM
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Emergency Management Plan
8. Lockdown in Facility
e.g. External Threat – Bushfire threat, severe storms, toxic emission off-site, criminal threat, earthquake
Initial Emergency Response Steps – Initiated by Incident Controller



Move everybody inside, assembled away from the part of the building that will be initially
exposed;
Phone 000 for Fire Brigade (dial an additional 0 for an outside line, if required) and follow advice.
Inform 000 / fire brigade operator which building/s the staff and children will be housed in.
Turn off power (if appropriate) and gas supplies, close all windows, doors and block crevices,
with wet materials (e.g. towels);
Fill gutters, all sinks, washbasins and drums with water;
Listen to the local radio or TV and monitor the CFA/Emergency Services Websites for bushfire or
weather warnings and advice.
Stay inside in the identified area (Kinder Room) away from windows;
Once the fire or storm has clearly passed, stay in the building until outside help arrives or
communication is made with emergency services.
Contact the Region for advice and support;
Direct all media enquiries to the DEECD Media Unit on 9637 2871.

Implement procedures to resume workplace activities, including arranging counselling support.






9. ON-Site Evacuation Plan
e.g. Internal fire and smoke, internal flooding, toxic emission, building structure failure
Assembly Point: Facility Car park
Initial Emergency Response Steps – Initiated by Incident Controller







Identify
possible
threat
emergency situation.
Assembly
Point:
CarorPark
Remain calm and raise the alert.
 aExternal
Threat
– evacuation
in thechildren.
case of major bushfire threat, bomb threat, internal fire and
Make
decision
to externally
relocate
smoke, toxic emission, and flooding.
Phone 000 for Fire Brigade (dial an additional 0 for an outside line, if required) and follow
advice. Inform 000 / fire brigade operator of the relocation site to where the staff and children
will
be moved.
Initial
Emergency Response Steps – Initiated by Incident Controller
Check attendance against class rolls at assembly area.
The primary responsibility of staff is the safety of children and staff.
Direct all media enquiries to the DEECD Media Unit on 9637 2871.

Implement procedures to resume workplace activities, including arranging counselling support.
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Emergency Management Plan
10.
Area Map
EVACUATION FROM:
(A) SAMPLE PRESCHOOL
TO AN EVACUATION ASSEMBLY POINT AT EITHER:
(B) JADODADE PARK (next to Sample Primary School)
Distance: 900 metres
Time taken to walk: 11 minutes
(C) SAMPLE RESERVE (Wickham’s Road)
Distance: 2 kilometres
Time taken to walk: 25 minutes
NB: An alternative walking route is available from Sample Primary School along
Grieve Street to Sample Reserve. This route is along a dirt road/ track and may
be considered unsafe in certain circumstances. This route is
Distance: 600 metres
Time taken to walk: 6 minutes.
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Emergency Management Plan
11.
OFF-Site Evacuation

e.g. Internal fire, Gas leak, Chemical spill, Bush fire, Bomb threat, Flood.

Whole facility evacuation in extreme cases.
Plan 1
Assembly Point Two: Jadodade Park (next to Launching Place Pre School)
Initial Emergency Response Steps – Initiated by Incident Controller




Identify possible threat or emergency situation.
Remain calm and raise the alert.
Make a decision to externally relocate children OFF-site.
Phone 000 for Fire Brigade/Police (dial an additional 0 for an outside line, if
required) and follow advice. Inform 000 operator of the location to which the staff
and children will be evacuated.
Children with a disability will need to be assisted by a staff member.
Teachers to collect the roll and leave via the safest available exit (as stated in Site
plan).
Check the roll and walk children calmly to the designated evacuation area –
Jadodade Park, via Grieve Street (as stated in Area plan).
On arrival assemble group and remain seated.
Check attendance against rolls at assembly area.
Issue Emergency Management name tags.
Do not allow children to move from their group.
Await further instructions from the Incident Controller.








Plan 2
Assembly Point Three: Sample Reserve (Wickham’s Road)
Initial Emergency Response Steps – Initiated by Incident Controller












Identify possible threat or emergency situation.
Remain calm and raise the alert.
Make a decision to externally relocate children OFF-site.
Phone 000 for Fire Brigade/Police (dial an additional 0 for an outside line, if
required) and follow advice. Inform 000 operator of which area the staff and
children will be evacuated to.
Children with a disability will be assisted by a staff member.
Teachers to collect the roll and leave via the safest available exit (as stated in Site
plan).
Check the roll and walk children calmly to the designated off-site relocation point at
Sample Reserve - Carter Street at the main entrance (as per Area plan).
On arrival assemble group and remain seated.
Check attendance against rolls at assembly area.
Issue Emergency Management name tags.
Do not allow children to move from their group.
Await further instructions from the Incident Controller.
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Emergency Management Plan
12. Facility Emergency Drills / Training Schedule
Months
January
February
March
April
May
June
July
Aug
September
October
November
December
Training Event
Person Responsible
Whole service Evacuation –
Emergency Drill to
evacuation assembly area
Bill Smith
Lockdown in Rooms –
during instruction time
Freda Smythe
Lockdown in Kinder Room –
during lunchtime
Bill Smith
Facility Evacuation –
Emergency Drill to
evacuation assembly area
Freda Smythe
Lockdown in Rooms –
during instruction time
Bill Smith
Lockdown in Kinder Room –
during instruction time
Bill Smith
Date(s)
completed
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Emergency Management Plan
13. Children and Staff With Special Needs List
Include information about children who have medical management plans (e.g. for asthma, allergies to
peanuts/bee stings (anaphylaxis), including their medications and EpiPens.
IMPORTANT: Information of a sensitive medical nature should be retained by
the facility for internal use only and not be distributed. While this list is a
mandatory component of your Emergency Management Plan, sensitive
medical details of staff and students should be removed from the copy of the
EMP you return to Regional Office.
Child Staff Name
First name
Last
Name
Room /
Area
Condition
Assistance Needed
During an
Emergency /
Evacuation
Who Will be
responsible?
Mitchell
Johnson
TBA
Allergic reaction peanuts
Zyrtec
Kathy Brown
Michael
Hussey
TBA
Anaphylaxis- nuts
Epipen/Claratyne
Kathy Brown
David
Hussey
TBA
Asthma
Puffer
Freda Smythe
Rod
Marsh
TBA
Asthma
As above
Freda Smythe
Jelena
Dokic
TBA
Asthma
As above
Freda Smythe
Samantha
Stosur
TBA
Allergic reaction-eggs
Zyrtec
and nuts
Kathy Brown
Serena
Williams
TBA
Twisted Ankle
Crutches
Kathy Brown
Venus
Williams
TBA
Anaphylaxis
Epipen
Kathy Brown
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Emergency Management Plan
14. Emergency Management Plan Exercise Record
Item
Yes
No


Were Emergency Services briefed on exercise prior to exercise being started?
Did the person discovering the emergency alert the other occupants?
Was the alarm activated?
Was the emergency service notified promptly?
Did staff direct persons from the building/site per the evacuation procedures?
Were isolated areas searched?
Was the evacuation logical and methodical?
Did someone take charge? If yes, who?
Did occupants act as per instructions?
Was a roll call conducted for:
Children
Staff
Visitors
Was someone appointed to liaise with the emergency service/s?
Was someone appointed to liaise with the parents/community?
Was the emergency service given the correct information?
Did anyone re-enter the premises before the “all clear” was given?
Did anyone refuse to leave the building/site? If yes, see attached list for name and
reason. To be followed up.
Area of Emergency plan tested by current exercise:
18
Emergency Management Plan
15. Emergency Kit Checklist
Keep the Emergency Kit in a designated, easily accessible place. The Logistics Person in your IMT is
responsible for making sure the contents are complete. If your attendance rolls are kept electronically
ensure you have an updated printout available as you may not be able to access electronic information in
the event of an emergency.
Have you:
Child Data
Children and staff with special needs list
Child Release Forms
Staff Data
List of staff with emergency management or training skills
Traffic safety vest
Keys

Yes
Yes
Yes
Yes
Yes
Yes
Yes
Standard portable First Aid kit with bandages, Savlon, antiseptic wipes
Yes
Medical and Special needs list: children with asthma, allergies including Special
medications e.g. asthma inhalers, EpiPens
Yes
A charged mobile phone
Torch with replacement batteries (or wind up torch)
A megaphone
Portable battery powered radio
Yes
Yes
Yes
Yes
Bottled water
Yes
Portable non perishable snacks such as sultanas, dried fruits, energy bars
Yes
Copy of facility site plan and evacuation routes
Sunscreen and spare sunhats
Whistle
Plastic garbage bags and ties
Toiletry supplies
Yes
Yes
Yes
Yes
Yes
Other
19
Emergency Management Plan
16. Communication Trees
A telephone tree allows you to easily identify who will be in contact with whom during an emergency. Adapt this
tree to identify which role you will make responsible for contacting parents.
Preschool Communication Trees
Bill Smith
Director
000
Emergency
Services
Kathy Brown
Freda Smythe
DEECD
Regional
Office
Parent of
John Williams
Parent of
Samantha
Stone
EMR
Children’s
Services
Adviser
N/A
N/A
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Emergency Management Plan
Out of School Hours Program
Daily Operation Hours 7.30am to 8.45am and 3.30pm to 6.00pm (On-site –
located at Sample Primary School
Camp Australia – Head Office 88514100
Camp
Australia
000
Emergency
Services
Staff Member
Staff Member
Marianne
Evans
Grace Ryan
DEECD
Regional
Office
0417016272
92652500
Parent Phone
Tree One
Parent Phone
Tree Two
N/A
N/A
N/A
0417016272
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Emergency Management Plan
17. Post-Emergency Record
Facility
Date
Time Of Notification
Name Of Person Taking The Call
Position
Name Of Person Reporting The Incident
Contact Telephone Number
Details
Immediate Action
Incident Controller notified:
YES / NO
Time _____
Other staff notified:
YES / NO
Time _____
Emergency Services notified:
YES / NO
Time ______
Region and ESMU notified:
YES / NO
Time ______
Major Activities
Issues
Operational Debriefing Required:
YES / NO
Date/Time: _____
Person Responsible to organise:
Confirmation of Operational Briefing:
Date/Time:
Issues for Follow up action:
Signature
Date
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Emergency Management Plan
18. Bomb Threat Checklist
CALL TAKER
Name
Telephone #
Signature
Date:
Duration of call
Number of caller
CALL TAKEN
Time:
Complete the following for a BOMB THREAT
QUESTIONS
When is the bomb going to explode?
Where did you put the bomb?
What does the bomb look like?
What kind of bomb is it?
What will make the bomb explode?
Did you place the bomb?
What is your name?
Where are you going?
What is your address?
RESPONSES
ACTIONS:
REPORT CALL TO:
PHONE NUMBER:
CHARACTERISTICS OF THE CALLER
Sex of caller
Estimated age
Accent if any
Speech impediments
Voice (loud, soft, etc)
Speech (fast, slow etc)
Dictation (clear, muffled, etc)
Manner (calm, emotional, etc)
Did you recognise the voice?
If so, who do you think it was?
Was the caller familiar with the area?
[ ] Abusive
[ ] Well Spoken
[ ] Incoherent
LANGUAGE
[ ] Taped
[ ] Irrational
[ ] Message read by caller
[ ] Music
[ ] Machinery
[ ] Aircraft
BACKGROUND NOISE
[ ] Local call
[ ] Long Distance Call
[ ] Other (specify)
[ ] Other (Specify)
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Emergency Management Plan
19. Parental Notification Form
Name of Parent/
Guardian
Child’s Name
Contact
Phone/
Mobile
After
Hours
Alternate
Contact
24
Emergency Management Plan
20. In Case of Fire / Smoke
Signs of a fire may include; observation of smoke or flames; smelling smoke or burning
material; feeling unusual heat on a wall, door or other surface.
IN CASE OF FIRE CALL
000
In the event of fire or smoke:
Remove persons from immediate danger.
Alert nearby personnel and the Incident Controller, call 000.
Confine fire and smoke. Close windows and doors (if safe). Keep low, under the smoke.
Fire Extinguisher Operation: Fire Extinguisher operation is voluntary, only being used when it is safe to do so. Where
practicable, there should be two people in attendance when an extinguisher is being operated. Always ensure you have
a safe line of retreat.xtinguish
DO NOT let
fire get
youtoand
doorway.
or the
control
firebetween
– (if safe
dothe
so).
E

Select the appropriate extinguisher.

Pull the pin on extinguisher.

Test the extinguisher.

Stand well back at a safe distance.

Keep the exit door to your back.

Ensure correct grip of the ‘nozzle’.

Direct the extinguisher stream at the base of the fire, not at the smoke.

Squeeze the trigger, sweep the fire.

Distance yourself IMMEDIATELY the situation becomes unsafe.
25
Emergency Management Plan
21. Lockdown Checklist
Actions during lockdown - Principal or Site Manager (Incident Controller)
Actions during lockdown

Liaise with staff, other agencies and the Region in considering a lockdown.
Activate lockdown using the predetermined activation signal.
Advise Victoria Police and other appropriate emergency service agencies.
Activate the Incident Management Team (to plan further actions and enact the
response plan).
Allocate responsibilities.
Collect emergency kit.
Guide visitors to safety.
Divert parents and returning groups from the school.
Ensure a telephone line is kept free.
Keep public address system free
Secure external doors and entrances.
Keep main entrance as the only entry point. It must be constantly monitored and no
unauthorised people allowed access.
Ascertain (as possible) if all children, staff and visitors are accounted for.
Record some details of actions undertaken and times (use the Post-Emergency
Record from Appendix).
Await de-activation advice from Emergency Services personnel (if appropriate).
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Emergency Management Plan
Actions after lockdown - Principal or Site Manager (Incident Controller).
Actions to de-activate and immediately following lockdown

Confirm with Emergency Service personnel that it is safe to de-activate lockdown.
Determine whether to activate the parent re-unification process.
Determine if there is any specific information staff, children and visitors need to know
(e.g. areas of the facility to avoid or parent reunification process).
De-activate lockdown using predetermined de-activation signal.
Advise staff, children and visitors of any specific information they need to know.
Ensure any children, staff or visitors with medical or other needs are supported.
Print and issue pre-prepared parent letters and give these to children to take home.
Seek support from the Regional EM Coordinator as required.
Brief staff on the incident.
Ensure all personnel are made aware of Employee Assistance Program contact
details.
Prepare and maintain records and documentation.
Follow up with any children, staff or visitors who need support.
Undertake operational debrief to review the lockdown and procedural changes that
may be required.
Actions (follow-up)






Signature:
27
Emergency Management Plan
22. Bushfire Preparedness
All facilities should regularly review their Emergency Management Plans.
Checklist

Check DEECD website for potential and actual closure notifications

Check relevant Emergency Services website for current information






Determine who is responsible for monitoring fire risk information and
how
Complete DEECD Strategic Engineering Risk Assessment Tool (SERA)
and review any issues resulting from the assessment
Review Emergency Management Plan prior to the official start of the
bushfire season
Ensure communication procedures are in place to contact parents/
guardians in the event of closure or evacuation
Allocate roles and responsibilities of Principals, staff and parents in
executing emergency evacuation procedures
28
Emergency Management Plan
23. Distribution List
The list should include every agency and/or staff person who has been given a copy of this plan. It is important to
keep this list up-to-date and to distribute new copies or amendments of the plan as it is updated.
Date
Copy provided to
[Name]
Address
March 2011
Eastern Metropolitan Region
Springvale Road
Email
Glen Waverley
March 2011
RANGES COUNCIL
Wood Road
Avonley
March 2011
RANGES POLICE
Fitzsimons Highway
Glen Donald
March 2011
RANGES CFA
Fitzsimons Highway
Glen Donald
March 2011
All Sample Preschool staff
Sample Preschool
March 2011
O.S.H. Staff – Camp Australia
Sample Preschool
March 2011
Sample Preschool Committee
President
Wonga Road
Sample Preschool Committee
Members
Sample Preschool
March 2011
Glen Donald
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Emergency Management Plan