Emergency Management Plan - Beechworth Montessori School€¦ · The purpose of this Emergency Management Plan is to provide a detailed plan of how Beechworth Montessori School will

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Emergency Management Plan 2019

Beechworth Montessori

Primary School &

Early Childhood Service

School number 2042

Principal / Committee President Approving our Plan

Dean Cleave-Smith

President, Committee of Management

Physical Address 42 Gilchrist Ave Beechworth VIC 3747

Phone (03) 57282 940

DET Region North Eastern Victoria Region

Fire District North East

Is the service on the Bushfire- At-Risk Register? Yes

Date Approved 20/11/2018

Next Review Date 21/11/2019

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Table of Contents

1. Purpose ....................................................................................................................4

2. Scope .......................................................................................................................4

3. Distribution ..............................................................................................................4

PART 1– EMERGENCY RESPONSE ..............................................................................6

4. In Case of Emergency .............................................................................................6

5. Emergency Contacts ...............................................................................................7

5.1 Emergency Services ........................................................................................................................... 7

5.2 Our School Contacts .......................................................................................................................... 7

5.3 Key Organisational/Regional Contacts .............................................................................................. 8

5.4 Local/Other Organisations ................................................................................................................ 8

5.5 School Bus Emergency Contacts ....................................................................................................... 9

6. Incident Management Team .................................................................................. 10

6.1 Incident Management Team Structure ........................................................................................... 10

6.2 Incident Management Team (IMT) Contact Details ........................................................................ 10

7. Incident Management Team Responsibilities ............................................................ 11

8. Communication Tree ............................................................................................. 14

9. Staff Trained in First Aid ....................................................................................... 15

10. Emergency Response Procedures ....................................................................... 16

10.1 On-Site Evacuation Procedure ...................................................................................................... 16

10.2 Off-Site Evacuation Procedure ...................................................................................................... 17

10.3 Lock-Down Procedure ................................................................................................................... 18

10.4 Lock-Out Procedure ...................................................................................................................... 19

10.5 Shelter-In-Place Procedure ........................................................................................................... 20

11. Emergency Response Procedures for Specific Emergencies ............................ 21

11.1 Building Fire .................................................................................................................................. 21

11.2 Bushfire ......................................................................................................................................... 21

11.3 Major External Emissions/Spill (includes Gas Leaks) ..................................................................... 22

11.4 Intruder ......................................................................................................................................... 22

11.5 Bomb/Substance Threat ............................................................................................................... 22

11.6 Bomb/Substance Phone Threat Checklist ..................................................................................... 25

11.7 Internal Emission/Spill................................................................................................................... 26

11.8 Severe Weather Event .................................................................................................................. 26

11.9 Earthquake .................................................................................................................................... 26

11.10 Influenza Pandemic ..................................................................................................................... 27

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12. Area Map ................................................................................................................ 28

13. Evacuation & Shelter-in Place Diagram ............................................................... 29

14. Parent / Family Contact Information .................................................................... 30

15. Students and Staff with Special Needs ................................................................ 30

PART 2 – EMERGENCY PREPARDNESS .................................................................... 31

16. School Facility Profile ........................................................................................... 31

16.1 General Information ...................................................................................................................... 31

16.2 Other Services/ Users of Site......................................................................................................... 31

16.3 Building Information Summary ..................................................................................................... 32

17. Risk Assessment ................................................................................................... 33

Bushfires................................................................................................................................................ 33

Building Fire ……………………………………………………………………………………………………………………………………..33

Major Medical Emergency .................................................................................................................... 34

Severe Weather, storms and flooding .................................................................................................. 34

Intruder…………………………………………………………………………………………………………………………………………….34

Earthquake……………………………………………………………………………………………………………………………………….35

Bomb Threat…………………………………………………………………………………………………………………………………….35

Vehicle Incident/School Bus Accident……………………………………………………………………………………………….35

Pandemics and Communicable Diseases .............................................................................................. 35

Hazardous Substance Release: Inside and Outside Facility Grounds .................................................... 36

Threat of a snake in the school grounds ............................................................................................... 36

18. Emergency Response Drills Schedule ................................................................. 37

19. Emergency Kit Checklist ...................................................................................... 38

20. Emergency Management Plan Completion Checklist ......................................... 39

21. Emergency Response Drill Observer's Record……………………………………..41

22. Beechworth Montessori School Bushfire Management Plan ......................... 3742

23. VRQA Guidelines for Registered Schools on Bushfire At-Risk Preperedness . 47

24. Bushfire Emergency Equipment Register ........................................................... 51

25. Bushfire Danger Rating ........................................................................................ 52

26. Post Emergency Record………………………………………………………………...53

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1. Purpose

The purpose of this Emergency Management Plan is to provide a detailed plan of how Beechworth Montessori School will prepare and respond to emergency situations.

2. Scope

This EMP applies to all educators, children, visitors, contractors and volunteers at Beechworth Montessori School.

3. Distribution A copy of our plan has been distributed to:

Name Position Title and

Organisation Name

Date Sent Email Address or

Postal Address

Dean Cleave Smith Committee of Management

President

21/11/18 [email protected]

Susi Allen

Incident Controller

(Chief Warden)


Feona Roscouet

Sharelle O’Reilly/

Dana Brazionis

Howard Russell

Dick Carey

Communications

Officer/Planning Officer BMS

Operations Officer/First Aid

Officer BMS

Finance Manager

Maintenance


[email protected]

[email protected]

[email protected]

[email protected]

Alison White

Kat Beaton

Karen Bowey

Nicola Bussell

Tameeka Thommers

Melissa Scott

Jessica Ruiz

Amber Vincent

Logistics Officers (Wardens)


School Directors/Team Leaders


[email protected]

[email protected]

[email protected]

[email protected]

[email protected]

[email protected]

[email protected]

Sonja Tilev

Lisa O’Connor

Martina Ryan

Sue Astridge

Michaela Rouch

Asha Dilkes-Hoffman


School staff


[email protected]

[email protected]

[email protected]

[email protected]

[email protected]

mailto:[email protected]
















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Kyia Beggs

Madeline Zwiersen

Lisa Adams

Aimee Shea

Jade Allwood

[email protected]

[email protected]

[email protected]

[email protected]

[email protected]

Mauro Pellegrini

Josh Carr

Peter Benson

Cheryl Lewis

Mel Thompkins


Specialist Staff


[email protected]

[email protected]

[email protected]

[email protected]

DET Manager Operations and

Emergency Management,

Regional Office


Mark Williams CFA 21/11/18 [email protected]












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EMERGENCY RESPONSE 4. In Case of Emergency

In an Emergency

Call

Police, Ambulance, Fire Services

000

For advice call your

Organisational

Contact

Dean Cleave-Smith

President,

Committee of

Management

0411124242

Susi Allen

0428 334 102

Page all Rooms

In-School Contact

1. Press #*

2. Announce

emergency –

3. Repeat

announcement

3 x Times

Convene your

Incident Management Team

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5.0 Emergency Contacts

5.1 Emergency Services

In an emergency requiring Police, Ambulance and MFB/CFA attendance call 000.

5.2 Our School Contacts

Key Roles Name Mobile Phone

(After Hours)

Principal Susi Allen 0428334102 0357282330

Administration Officer Feona Roscouet 0412434513 0357281005

Administration Assistant Dana Brazionis 0417549135 0357295554

First Aid Coordinator Sharelle O’Reilly 0417380224 0417380224

Committee of Management President

Dean Cleave-Smith 0411124242 0411124242

Directors/Team Leaders/

Tameeka Thommers

Melissa Scott

Karen Bowey

Nicola Bussell

Alison White

Kat Beaton

Jessica Ruiz

Amber Vincent

0428818271

0407186547

0491093851

0428433611

0400605264

0401311356

0449687492

0473426505

03 57282607

03 57295554

03 57283244

Business Manager

Maintenance Manager

Howard Russell

Dick Carey

0411451740

0419387394

03 57281658

Specialist teachers

Mauro Pellegrini

Josh Carr

Peter Benson

Cheryl Lewis

Mel Thompkins

0481136680

0403025155

0411127335

0438262346

0408775678

03 57552252

03 57286737

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5.3 Key Organisational/Regional Contacts

Name Phone Mobile

Regional DET Manager, Operations and Emergency Management

Hume Regional Office

(03) 8392 9500

Independent Schools Victoria (ISV)

Peter Roberts (03) 9825 7200

5.4 Local/Other Organisations

Phone

Beechworth Police Station (03) 5728 1032

Hospital/s

Beechworth Health Service

(03) 5728 0200

North East Health Wangaratta (03) 5722 0111

Gas David Walsh Gas

(03) 5874 2246

Electricity

ERM

Supply Problems 1300 360 795

Emergencies 13 17 99

Water Corporation North East Water 1300 361 644

Facility Plumber Andrew Noble

0419 607 570

Facility Electrician Stewart Pearce 0458 040 046

Local Government Indigo Shire Council (03) 5728 8000

SES (flood, storm and earthquake) 132 500

Victorian WorkCover Authority (formerly WorkSafe Victoria)

13 23 60

Department of Human Services regional office

(03) 5722 0555

DET Regional Office (03) 8392 9500

1300 333 231

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Country Fire Authority (CFA) (03) 9262 8444

Security Solutions (02) 6024 2068

5.5 School Bus Emergency Contacts

School bus emergency contacts

Bus Route Name and Number

Coordinating School(s) & Bus Company

Contact Name Phone/Mobile Numbers

BMS to Beechworth Secondary College

Beechworth Bus Lines Heath Fallon (03) 5722 9255

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6. Incident Management Team

6.1 Incident Management Team Structure

6.2 Incident Management Team (IMT) Contact Details

IMT Role/Activities

Primary Contact Back Up Contact

Chief Warden Name Susi Allen Name Feona Roscouet

Phone/Mobile 0428334102 Phone/Mobile 0412434513

Planning tasks will be performed by:

Name Feona Roscouet Name Susi Allen


Operations (Area Warden) tasks will be performed by:

Name Sharelle O’Reilly Name Dana Brazionis


Communications tasks will be performed by:

Name Feona Roscouet Name Susi Allen


Logistics (Wardens) tasks will be performed by:

Name Directors – see list in section 5.2

Name Directors – see list in section 5.2

Phone/Mobile Phone/Mobile

First Aid tasks will be performed by:

Name Sharelle O’Reilly

Name Directors (see list in section 5.2)

Phone/Mobile 0417380224 Phone/Mobile

Incident Controller (Chief Warden)

Susi Allen

First Aid Officer

Sharelle O’Reilly

Logistics Officers (Wardens)

Tameeka Thommers

Melissa Scott

Karen Bowey

Nicola Bussell

Alison White

Kat Beaton

Jessica Ruiz

Amber Vincent

Communication &

Planning Officer

Feona Roscouet

Operations Officer

(Area Warden)

Sharelle O’Reilly/

Dana Brazionis

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7. Incident Management Team Responsibilities

Chief Warden Pre-emergency • Maintain current contact details of IMT members. • Ensure children/staff with special needs list and staff trained in first aid list are up to date. • Conduct regular exercises/drills. • Ensure our emergency response 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 emergency response has been actioned. • Convene our IMT 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. • Complete the Post Emergency Record.

• Report serious incidents to the relevant DET Quality Assessment and Regulation Division (QARD) officer in your region in accordance with relevant regulatory requirements.

• Services operating under the National Quality Framework (NQF) refer to the fact sheet Serious incidents and complaints available at: www.education.vic.gov.au/childhood/providers/regulation/Pages/nqffactsheets.aspx

• Services operating under the Children's Services Act 1996 (Children’s Services Act) refer to the practice note Serious incidents available at: www.education.vic.gov.au/childhood/providers/regulation/Pages/vcspracnotes.aspx

Planning Pre- emergency • Assist the Chief Warden. • Identify resources required. • Participate in emergency exercises/drills. During emergency • Conduct a sweep of the building and ensure it is secure. • Attend the emergency control point. • Ascertain the nature and scope of the emergency. • Report any changes in the situation to the Chief Warden. • Act as directed by the Chief Warden. • Plan for contingencies. Post- emergency • Collect and evaluate information relating to the emergency.

http://www.education.vic.gov.au/childhood/providers/regulation/Pages/nqffactsheets.aspx

http://www.education.vic.gov.au/childhood/providers/regulation/Pages/vcspracnotes.aspx

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Operations (Area Warden) Pre- emergency

• Regularly check and report on deficiencies of emergency equipment and kits. • Coordinate safety practices (for example, clear access 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 On hearing alarm or becoming aware of an emergency, the Operations Officer/Area Warden will:

• Attend the emergency control point after conducting a sweep of the building and ensuring it is secure.

• Communicate with the Chief Warden by whatever means available and act on instructions. • 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 or a senior officer of the attending emergency services if the Chief Warden is not contactable.

Post emergency • Compile report of the actions taken during the emergency for the debrief.

Communications Pre- emergency • Assist the Chief Warden. • 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 of required action. • At the direction of the Chief Warden provide instruction and information to staff, children and

parents as required. • Keep a log of events that occurred during the emergency. • Act as directed by the Chief Warden. Post- emergency • Collate logs of events completed by all IMT members during the emergency for the debrief

and ensure they are secured for future reference. • Contact parents as required.

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Logistics (Wardens) 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. • 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. Post- emergency • Compile report of the actions taken during the emergency for the debrief.

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8. Communication Tree

*Refer to staff contact details sheet

Responsible Person/ Primary Nominee

Susi Allen

000

Emergency

Services

Staff Member:

Enrolments Officer

Feona Roscouet

Staff Member:

Compliance Officer

Sharelle O’Reilly

DET Regional

Manager Operations

and Emergency

Management

Mobile: 0427 895 398

Directors

Tameeka Thommers

Melissa Scott

Jessica Ruiz

Karen Bowey

Nicola Bussell

Alison White

Kat Beaton

Amber Vincent

Specialist

staff

Parents

Administration

Staff

Approved Provider/Person

with Management control

Dean Cleave-Smith

Assistants

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9. Staff Trained in First Aid

Staff Member Training Date Qualified To

All staff -Provide CPR -Provide basic emergency life support -Provide first aid -Provide an emergency first aid response in an education and care setting -Apply first aid -Course in emergency management of asthma in the workplace -Course in first aid management of anaphylaxis

Last updated January 2018 (next update scheduled for January 2019)

Susi Allen Kat Beaton Karen Bowey Sharelle O’Reilly Melissa Scott

-Course in verifying correct use of adrenaline auto-injector devices

16/04/2021

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10. Emergency Response Procedures

10.1 On-Site Evacuation Procedure

When it is unsafe for children, staff and visitors to remain inside the facility’s building the Incident Controller (Chief Warden) on-site will take charge and activate the Incident Management Team if necessary.

Call 000 and inform emergency services of the nature of the emergency.

Evacuate staff, students and visitors out of the building to the main carpark.

Take the student attendance list, staff attendance list, your Emergency Kit/First Aid Kit and this Plan.

Once at the assembly point, check all children, staff and visitors are accounted for.

Ensure communications with emergency services is maintained.

Wait for emergency services to arrive or provide further information.

Confirm with emergency service personnel that it is safe to return to normal operations.

Maintain a record of actions/decisions undertaken and times.

Contact parents as required.

Actions After On-Site Evacuation/Relocation Procedure

Ensure any students, staff or visitors with medical or other needs are supported.

Determine whether to activate your parent re-unification process.

Determine if there is any specific information staff, students and visitors need to know (e.g. parent reunification process or areas of the facility to avoid).

Print and issue pre-prepared parent letters as appropriate.

Ensure any children, staff or visitors with medical or other needs are supported.

Undertake operational debrief with staff and Incident Management Team to review the on-site evacuation and procedural changes that may be required.

Complete your Post Emergency Record form (refer to Appendix 4 of the Guide to Developing Your Emergency Management Plan).

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10.2 Off-Site Evacuation Procedure

If it is unsafe for children, staff and visitors to remain on the facility’s grounds the Incident Controller (Chief Warden) on-site will take charge and activate the Incident Management Team if necessary.

Call 000 and inform emergency services of the nature of the emergency. Seek and follow their advice.

Identify which off-site assembly point (Primary or Secondary) you will evacuate staff, children and visitors to.

Evacuate staff, students and visitors to the Primary off-site assembly point at the Mayday Village oval or the Secondary off-site assembly point at the Historic Precinct Police Paddocks (High St). Or in the event of a bushfire, if not using Shelter in Place, evacuate to the Place of Last Resort at Beechworth Memorial Hall.

Take your emergency kit/first aid kit (including your student and staff attendance lists and a copy of this EMP).

Once at assembly point, check all children, staff and visitors are accounted for.



Confirm with emergency service personnel that it is safe to return to normal operations.

Seek advice from your Service Manager, ISV (Independent Schools Victoria) or your DET regional Manager, Operations and Emergency Management if required.



Actions After Off-Site Evacuation Procedure


Determine whether to activate your parent reunification process.

Determine if there is any specific information staff, children and visitors need to know (e.g. parent reunification process or areas of the facility to avoid).


Undertake operational debrief with staff and Incident Management Team to identify any off-site and procedural changes that may be required.

Complete your Post Emergency Record form (refer to page 63).

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10.3 Lock-Down Procedure

When an external and immediate danger is identified and it is determined that the children should be secured inside the building for their own safety the Chief Warden on-site will take charge and activate the Incident Management Team if necessary.

Call 000 for emergency services and seek and follow advice.

Initiate the lock-down and provide instructions to staff, for example, close internal doors and windows, remain in classroom, sit below window level, or move into corridors.

Check that all external doors (and windows if appropriate) are locked.

If available, allocate staff to be posted at locked doors to allow children, staff and visitors to enter if locked out.

Divert parents and returning groups from the facility if required.

Ensure a telephone line is kept free.

Keep public address system free.

Keep main entrance as the only entry point. It must be constantly monitored and no unauthorised people allowed access.

As appropriate, ascertain that all children, staff and visitors are accounted for.

If it is safe to do so, have a staff member wait at the main entry to the facility to guide emergency services personnel.

Seek advice from your Emergency Services and if required Approved Provider/Licensee or Person with Management or Control/Licensee Representative.

As appropriate, confirm with emergency services personnel that it is safe to return to normal operations.



Actions After Lock-down Procedure





Undertake operational debrief with staff and Incident Management Team to identify any lock-down and procedural changes that may be required.


Report any serious incidents to the relevant DET QARD officer in your region: Services operating under the NQF, refer to the fact sheet Serious incidents

and complaints available at: www.education.vic.gov.au/childhood/providers/regulation/Pages/nqffactsheets.aspx

Services operating under the Children’s Services Act 1996 refer to practice note Serious incidents available at: www.education.vic.gov.au/childhood/providers/regulation/Pages/vcspracnotes.aspx


http://www.education.vic.gov.au/childhood/providers/regulation/Pages/vcspracnotes.aspx

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10.4 Lock-Out Procedure

When an internal immediate danger is identified and it is determined that children should be excluded from buildings for their safety the Incident Controller (Chief Warden) on-site will take charge and activate the Incident Management Team if necessary.


Announce lock-out with instructions about what is required. Instructions may include nominating staff to:

lock doors to prevent entry

check the premises for anyone left inside

obtain Emergency Kit

Go to the designated on-site assembly point in the main carpark.

Check that students, staff and visitors are all accounted for.


Where appropriate, confirm with emergency services personnel that it is safe to return to normal operations.

Seek advice from your Emergency Services and if required Approved Provider or Person with Management or Control.



Actions After Lock-Out Procedure





Undertake operational debrief with staff and Incident Management Team to identify any lock-out and procedural changes that may be required.

Complete your Post Emergency Record form (refer to Appendix 4 of the Guide to Developing Your Emergency Management Plan).

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When an incident occurs outside the school and emergency services or the Incident Controller (Chief Warden) determines the safest course of action is to keep students and staff inside a designated building in the facility (as evacuation might reasonably expose people to a greater level of danger until the external event is handled), the Incident Controller on-site will take charge and activate the Incident Management Team if necessary.


Chief Warden activates the Incident Management Team.

Move all students, staff and visitors to your pre-determined shelter-in-place area: Beechworth Montessori School Multi-Purpose Hall

Take your emergency kit/first aid kit (including your students and staff attendance lists and a copy of this EMP).

Check that all students, staff and visitors are accounted for.



Where appropriate, confirm with emergency services personnel that it is safe to return to normal operations.


Seek advice from your Emergency Services and if required Approved Provider or Person with Management or Control.


Actions After Shelter-In-Place Procedure





Undertake operational debrief with staff and Incident Management Team to identify any shelter-in-place and procedural changes that may be required.


10.5 Shelter-In-Place Procedure

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11. Emergency Response Procedures for Specific Emergencies

11.1 Building Fire


Activate the fire alarm (megaphone through the intercom).

If appropriate, follow the procedure for on-site evacuation.

Report the emergency immediately to the Chief Warden who will convene your IMT if necessary.

Remain calm.

Extinguish the fire (only if safe to do so).

Determine which of your facility’s pre-identified on-site evacuation point/s is most appropriate to use.

Evacuate to the main carpark, closing all doors and windows.

Check that all areas have been cleared and notify the Chief Warden.

Check that all students, staff, visitors and contractors are accounted for.

If necessary relocate to the Mayday Village oval. Check that all students, staff, visitors and contractors are accounted for.

Seek advice from your Emergency Services or if required, Approved Provider or Person with Management or Control.


11.2 Bushfire



Follow the procedure for shelter-in-place, in consultation with emergency services, if possible.

If the CFA response strategy is to evacuate, Beechworth Bus Lines will be called to come collect the staff and students and transport them to the safer place of last resort at the Beechworth Memorial Hall or location as advised by the emergency services.

If evacuation is required and time permits before you leave:

Make sure you close all doors and windows

Turn off power and gas.

Take your emergency kit/first aid kit (including your students and staff attendance lists and a copy of this EMP).

Check that all students, staff, visitors and contractors are accounted for.

Listen to TV or local radio on battery-powered sets for bushfire/weather warnings and advice.

Ensure staff and students do not hinder emergency services or put themselves at risk by going near damaged buildings or trees.

Seek advice from your Emergency Services or if required, Approved Provider or Person with Management or Control.

Contact parents as required. More information about managing bushfire risks in early childhood services is available in the fact sheet “Managing bushfire risks in centre-based services” available at: www.education.vic.gov.au/childhood/providers/regulation/Pages/nqffactsheets.aspx


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11.3 Major External Emissions/Spill (includes Gas Leaks)



Turn off gas supply.

If the gas leak is on-site, notify your gas provider.

Determine which of your facility’s pre-identified on-site evacuation points is most appropriate to use.

If safe to do so, evacuate staff, students, visitors and contractors to the main carpark.

Check students, staff, visitors and contractors are accounted for.

Seek advice from your Emergency Services or if required, an Approved Provider/Licensee or Person with Management or Control/Licensee Representative.

Await ‘all clear’ advice from emergency services or further advice before resuming normal service activities.


11.4 Intruder


Report the emergency immediately to the Chief Warden.

Do not do or say anything to the person to encourage irrational behaviour.

Initiate action to restrict entry to the building if possible and confine or isolate the threat from building occupants.

Determine whether evacuation, lock-down or shelter-in-place is required in consultation with police where possible. Evacuation only should be considered if safe to do so.

Seek advice from your Emergency Services and if required, an Approved Provider/Licensee or Person with Management or Control/Licensee Representative.


11.5 Bomb/Substance Threat

If a suspicious object is found or the threat identifies the location of a bomb:

Immediate response:

Immediately clear and cordon off the area in the vicinity of the object.

Call 000 for police and seek and follow advice.

Report the threat to the Chief Warden.

Do not touch any suspicious objects found.

If a suspicious object is found or if the threat identifies a specific area, then evacuation may be considered:

Evacuation:

Evacuate the school and: o Ensure students and staff are not directed past the object.

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o Ensure students and staff that have been evacuated are moved to a safe designated location as directed by emergency services (or to the primary off-site assembly point at Mayday Village Oval or the secondary off-site assembly point at the Historic Precinct Police Paddocks (High Street).

o Check that all students, staff and visitors are accounted for. o Restrict all access to the site and ensure there are no barriers inhibiting

access by police. o Seek advice from emergency services or if required, an Approved

Provider/Licensee or Person with Management or Control/Licensee Representative.

o Await ‘all clear’ advice from police before returning to school buildings to resume normal school activities.

o Contact parents as required. If a bomb/substance threat is received by telephone:

DO NOT HANG UP

Keep the person talking for as long as possible and obtain as much information as possible. If possible fill out the bomb threat checklist while you are on the phone to the caller.

Without alerting the caller, signal a co-worker to: o call 000 for police on a separate phone o notify the Chief Warden

Fill out the bomb threat checklist provided on the next page to record the following details while you are on the phone to the caller. The checklist should be located with staff who normally answer in-coming phone calls. Listen carefully for a full description and take note of:

- Gender of caller. - Age of caller. - Accents and speech impediments.

- Background noises.

- Words/voices of people in the background (gender, age, accents, speech impediments).

- Key phrases used. - Whether the threat is automated/robotic/taped/recorded.

Ask the caller: - Where exactly is the bomb/substance located? - What time will the bomb explode/the substance be released? - What will make the bomb explode/how will the substance be

released? - What does the bomb look like? - What kind of device/substance is it? - Who put the bomb/substance there? Why was it put there? - What kind of substance is it (gas, powder, liquid)? How much is

there? - Where are you? Where do you live?

- What is your name? What are your contact details?

Once a call is finished: o DO NOT HANG UP – it may be possible to trace the call if the telephone

line is kept open, regardless of whether the caller hangs up. o Immediately:

- Inform the Chief Warden if this has not yet been done.

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- Call 000 to report threat to police if this has not yet been done – use a different telephone line or mobile phone (in case the caller phones again).

- Clear and cordon off the area if the caller identified the location of the object. Do not approach, touch, tilt or tamper with the object.

o Implement evacuation and communication procedures as indicated in section 11.5 above.

o Ensure all of the caller information has been written down and provided to police on arrival.

o Do not touch, tilt or tamper with the suspicious object. o Follow any instructions given by emergency services.

If a bomb/substance threat is received by mail:

Place the letter in a clear bag or sleeve and store in a secure place.

Avoid any further handling of the letter or envelope.


Notify the Chief Warden

If the letter identifies the location of a device, immediately clear and cordon off the nominated area. Do not approach, touch, tilt or tamper with the suspicious object.

Implement evacuation and communication procedures as indicated in section 11.5 above.

If a bomb/substance threat is received electronically (eg. By email or through the service’s website):

DO NOT DELETE THE MESSAGE.


Notify the Chief Warden.

If the email identifies the location of a device, immediately clear and cordon off the area. Do not approach, touch, tilt or tamper with the suspicious object.

Implement evacuation and communication procedures as indicated in section 11.5 above.

If you are at the site of an explosion

Direct staff to shelter students under sturdy tables or desks if objects are falling around you.

Implement evacuation and communication procedures as indicated in section 11.5 above. Do not retrieve personal belongings or make phone calls when evacuating.

Be aware of weakened floors and watch for falling debris.

Once out of the affected building: o Move students away from windows and glass doors or other potentially

hazardous areas. o Use caution to avoid debris that could be hot or sharp. o Call 000 for emergency services and seek and follow advice. o Be aware of any potential secondary explosions. o Limit use of phones as communications systems may become congested.

25

11.6 Bomb/Substance Phone Threat Checklist

This checklist should be distributed to all persons who regularly accept incoming telephone calls.

CALL TAKER CALL TAKEN

Name:

Phone No.

Date of Call: Call Start/End Time:

Signature: Number Called: Was call Local or STD:

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 is in the bomb?

When did you put it there?

What will make the bomb explode?

Did you place the bomb?

Why did you put it there?

What is your name?

Where are you/what’s your address?

SUBSTANCE THREAT QUESTIONS

What kind of substance is in it?

When will the substance be released?

Where is it?

What does it look like?

When did you put it there?

How will the substance be released?

Is the substance liquid, powder or gas?

Did you put it there?

Why did you put it there?

What is your name?

Where are you/what’s your address?

CALLER’S VOICE

Sex of caller Estimated age

Accent (specify)

Speech impediments (specify)

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?

THREAT LANGUAGE BACKGROUND NOISE

Well spoken Street noises

Incoherent House noises

Irrational Aircraft

Taped Voices

Message read by caller Music

Abusive Machinery

Other: Other:

EXACT WORDING OF THREAT

ACTIONS

Report call immediately to: Phone Number

Notes/Actions taken:

26

11.7 Internal Emission/Spill



Move staff/students away from the spill to a safe area and isolate the affected area.

Seek advice in regards to clean up requirements, and if safe to do so, the spill can be cleaned up by staff. Personal Protective Equipment should be worn as per the requirements of the Material Safety Data Sheet and Safety Work Procedure.

Seek advice from your Approved Provider/Licensee or Person with Management or Control/Licensee Representative if required.


Notify the Victorian WorkCover Authority (formerly WorkSafe Victoria) if required.

11.8 Severe Weather Event

Check the Vic Emergency website for alerts and advice.

Call 000 if emergency services are needed and seek and follow advice.

Before the storm, store or secure loose items external to the building, such as play equipment, furniture and rubbish bins.

Secure windows (close curtains & blinds) and external doors. If necessary, tape windows and glass entrances. Utilise boards and sandbags if required.

During a severe storm: o Remain in the building and keep away from windows o Restrict the use of telephone landlines to emergency calls only, particularly

during a thunderstorm.

Report any matter concerning the safety and wellbeing of students, staff and visitors to the Chief Warden.

Disconnect electrical equipment – cover and/or move this equipment away from windows.

Listen to local radio or TV on battery-powered sets for weather warnings and advice.

Seek advice from your Approved Provider/Licensee or Person with Management or Control/Licensee Representative if required.

After the severe weather event

After storm passes, evaluate the need to evacuate if uncontrolled fires, gas leaks, or structural damage has occurred as a result of the storm.


11.9 Earthquake

Phone 000 to notify the emergency services and seek advice.

The Incident Controller (Chief Warden) will convene the IMT if necessary.

Contact your Service Manager or the DET regional Manager, Operations and Emergency Management for advice and support if required.

If Outside Instruct staff and students to:

Stay outside and move away from buildings, streetlights and utility wires.

DROP, COVER and HOLD

27

DROP to the ground

Take COVER by covering your head and neck with their arms and hands

HOLD on until the shaking stops.

If Inside Instruct staff and students to:

Move away from windows, heavy objects, shelves etc.

DROP, COVER and HOLD

DROP to the ground.

Take COVER by getting under a sturdy table or other piece of furniture or go into the corner of the building covering their faces and head in their arms.

HOLD on until the shaking stops.

After the Earthquake

Evaluate the need to evacuate if there are uncontrolled fires, gas leaks or structural damage to the building you are in.

If you evacuate, watch out for fallen trees, power lines, and stay clear of any structures that may collapse.

Arrange medical assistance where required and help others if you can.

Report any matter concerning the safety and wellbeing of students, staff and visitors to the Incident Controller (Chief Warden).

Tune in to ABC radio if you can and follow any emergency instructions.

If the school property is damaged and it is safe to do so, take notes and photographs for insurance purposes.

11.10 Influenza Pandemic For comprehensive guidelines and information on emergency response procedures to an

influenza pandemic go to:

https://www.education.vic.gov.au/childhood/providers/regulation/Pages/emergencymanageme

ntrequirements.aspx?&Redirect=1

If you have any queries about pandemic response, contact the DET Manager,

Operations and Emergency Management in your region.

https://www.education.vic.gov.au/childhood/providers/regulation/Pages/emergencymanagementrequirements.aspx?&Redirect=1

https://www.education.vic.gov.au/childhood/providers/regulation/Pages/emergencymanagementrequirements.aspx?&Redirect=1

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12 Area Map

Distance to Primary off-site assembly point: Approx. time to reach Primary off-site assembly point:

200 metres 7 mins walk

Distance to Secondary off-site assembly point: Approx. time to reach Secondary off-site assembly point:

1.2 km 4 mins by vehicle 20 mins walk

29

13 Evacuation & Shelter in Place Diagram

Evacuation Procedures: Direct students to leave all items and walk briskly in a calm, orderly manner to the instructed assembly area. Use the Emergency map located in the classroom.

Do not allow students to leave the class group during an evacuation/lockdown situation.

If any of the students panic and/or disobey your instructions by leaving your group, DO NOT follow them, but report their absence to the relevant warden at the designated assembly area.

Check off attendance from class roll. Check all staff accounted for your room.

Focus on the safety and well-being of staff and students.

30

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.

Child’s Name Parent/Guardian Phone/ Mobile

Number

After Hours Number

Alternate Contact

Refer to Emergency

Contact Details for each

classroom

15 Students and Staff with Special Needs

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.

Students

Name Room /

Area Condition

Assistance needed during an emergency

Who will be responsible?

Refer to Emergency Contact Details for each classroom as distributed

Staff

Name Room /

Area Condition

Assistance needed during an emergency

Who will be responsible?

N/A

31

PART 2 – EMERGENCY PREPARDNESS

16 School facility profile

16.1 General Information

Primary School Name Beechworth Montessori School

Physical Address

42 Gilchrist Ave

Beechworth VIC 3747

Operating Days Monday - Friday

Operating Hours 8.30am – 5.00pm

Phone 03 5728 2940

Email [email protected]

Number of buildings 1

Is the facility a designated Neighbourhood Safer Place? No

Shelter-In-Place Location Multi-Purpose Hall

Number of Children Early years (Cycle 1 + ELC) – 59

Primary rooms (Cycle 2 & 3) – 98

Total Number of Staff 25

Methods used for communications to our service’s community

Email, printed notices, phone, SchoolStream app.

16.2 Other Services/Users of Site

Service / Usage Name N/A

Location

Children

Operating Hours/Days

Emergency Contact Name

Phone Number

Mobile Number

32

16.3 Building Information Summary

Telephones (Landlines):

Location Number Location Number

Main line to office 03 5728 2940

Classrooms have extensions and lines out but not direct numbers

Alarms: Location Monitoring Company Location of Shutoff Instructions

Fire Main pump Cycle 2&3 yard

Stevnor Services & Security 1 Solutions

Main pump & Foyer

Intrusion Photocopier room Security 1 Solutions Photocopier room

Other

Utilities: Location Service provider Location of Shutoff Instructions

Gas / Propane Ruby Room playground and

Rear of Cycle 3 rooms

David Walsh Gas At bottle

Water Rear of Moonstone North East Water Mains

Electricity Rear of Mens Shed – mains

Circuit boards internal x3

Solar - admin

SP Ausnet Mains

Ruby, Admin, Topaz Room

Admin

Sprinkler System:

Control Valve Location N/A

Shutoff Instructions Location N/A

Building and Site Hazards:

Hazard Description Location

Cleaning materials Cleaner’s store and laundry

33

17 Risk Assessment

This table lists the identified threats and hazards to our school, assessment of the risks associated with those threats and hazards and how we reduce

their impact.

1. Identified Hazards

and Potential Threats

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

Consequence Likelihood Risk Level Consequence Likelihood Risk Level

Bushfires

- Risk of death/injury from burns or smoke inhalation. - Risk of property damage or property loss. - Risk of psychological injury.

- Liaise with local fire services to determine potential controls eg. clearing trees, building safety - Ensure EMP is up to date including identification of shelter in place and evacuation points - Check CFA website, alerts during bushfire season - Schedule and practice emergency evacuation drills on a regular basis - Ensure there is a business continuity plan in place

Severe Possible Extreme Shelter in Place drills

Terms 1 & 4

Moderate Possible Medium

Building fire

- Risk of injury from burns or smoke inhalation - Risk of property damage or property loss

- Ensure fire safety equipment (fire hose reels, fire extinguishers, hydrants) is tested & tagged as per Aust. Standards. - Ensure there is a fire blanket available in all kitchen areas - Ensure all electrical equipment is tested & tagged as per Aust

Major Unlikely Medium CFA to check fire equipment as needed

Moderate Rare Low

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Standards & that frayed, damaged equipment is disposed of in the appropriate manner - Ensure there is a business continuity plan in place

Major medical emergency

- There is a risk to health and possibly death

- First Aid Officer is appointed and trained and up to date - First Aid Officers are aware and follow the DET's first aid and infection control procedure - Staff are aware of emergency procedures

Major Possible High Staff to be trained in first aid and complete a yearly CPR update

Major Unlikely Medium

Severe

weather

- Risk of roof damage - Risk of property damage - Risk of injury

- Ensure roof, gutters & drains are clean - Liaise with LGA & SES to identify potential risk - Develop contingency for the storage of equipment/ materials if necessary - Test communication - Ensure there is a business continuity plan in place

Major Possible High

Intruders/

personal

threat

- Physical or psychological injury could occur to staff, students, visitors or contractors if threatened or physically assaulted by an intruder - there is a risk that property could be damaged

- Ensure that visitors and

contractors sign in through the office area when they first arrive on site - Ensure the reception area can be secured if necessary - Employment assistance program

Moderate

Rare Low

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Earthquake

- Risk of injury - Risk of property damage or property loss

- Ensure EMP is up to date - Ensure there is a business

continuity plan in place - Training of staff and students in emergency response procedures

Severe

Rare Medium

Bomb threat

- Physical or psychological injury could occur to staff, students, visitors or contractors

- Ensure each phone has a bomb threat checklist available - Practice emergency evacuation drills as scheduled - Implement and follow bomb threat response procedure (located in EMP)

Severe Unlikely High

Vehicle

Incident/

School bus

accident

- Risk of death or injury - Liaise with Beechworth Buslines

to ensure safety checks are in

place, drivers have current

license, are regularly checking

local road conditions and

updated weather reports

Major

Possible High

Pandemics and communicable diseases

- Risk to health and possible death (in extreme cases)

- Ensure relevant staff are familiar with the DET's Pandemic Incident Response Procedures including the school Influenza Pandemic Response Plan template - Ensure basic hygiene measures are in place and posters are displayed at the beginning of the flu season (April) - Ensure there is convenient access to water and liquid soap and/or alcohol sanitiser

Severe Possible Extreme

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Ensure staff and students are educated about covering their cough to prevent the spread of germs

Hazardous Substance Release: Inside and Outside Facility Grounds

- Exposure to certain liquids and gases may be hazardous to health

- Follow DET's chemical management procedures - Develop and implement safe work procedures for handling chemicals - Obtain Material Safety Data Sheets (MSDA) for all dangerous goods and hazardous substances on site from the supplier/manufacture or from Chemwatch

Major Rare Medium The school uses environmentally friendly cleaning agents where possible

Moderate Rare Low

Threat of a

snake in the

school

grounds

- Physical or psychological injury could occur to staff, students or visitors

- Ensure safety of students, staff and visitors by moving away from the threat - Contact a snake handler and keep track of the snake if safe to do so until the snake is removed - if anyone comes in contact with the snake, call an ambulance immediately

Severe Unlikely High

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18 Emergency Response Drills Schedule

Type of Drill Person Responsible Target Date

& Date Drill Performed

Observer’s Record

Completed*

Term 1

Shelter in Place Susi Allen Target: 18/02/19 Performed:

Term 2 Off-site evacuation Susi Allen Target: 01/05/19 Performed:

Term 3

Lock-down Susi Allen Target: 01/08/19 Performed:

Term 4

Shelter in Place Susi Allen Target: 24/10/19 Performed:

Emergency Management Plans are required to be tested regularly. Facilities on the Bushfire at Risk Register (BARR) should test their evacuation procedures and drills at least once per term during the October to March bushfire season.

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19 Emergency Kit Checklist

Our Emergency Kit Contains:

Sign in Sheet or Class Roll Directors

Students and Staff with Special Needs List including Identification and Medications Directors

Emergency Contact Folder for Parent Contact Information Directors, Administration

Staff Contact Information Directors, Administration,

Principal

Evacuation bags/ Emergency kits (* see below for list of contents)

Directors, Administration,

Principal

Facility keys ALL

Charged personal mobile phone ALL

Charged school mobile phone Admin

Standard portable First Aid Kit. Directors, Administration

Emergency Management Plan Directors, Admin, Principal

Portable battery powered radio Administration

Visitor Register Ruby Room Sign in Sheet

Administration Ruby Room Staff

Photo of Sign in Staff Board / Remove magnetic buttons from “in” section Administration

Water bottles – if practical and time allows Students under staff direction

Evacuation Bag Contents: - Torch and replacement batteries - Whistle - Sunscreen - Safety Vest - Portable non-perishable snacks such as sultanas, dried fruits

and energy bars - Plastic garbage bags and ties - Toiletry supplies and toilet rolls - Rope (for Cycle 1) if required - Water & Cups (for Cycle 1)

Date Emergency Kit checked: Specify term drill dates_________________________________

Next check date: Next drill date for each term _____________________________

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20 Emergency Management Plan Completion Checklist

This Emergency Management Plan 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 school community.

Final Check Completed by: Date:

Component Action

Cover Page

Principal name, school/service address, EMP issue date, EMP review date, BARR status, fire district have been specified.

Distribution List

Distribution list has been completed.

Contact Numbers and Communications Tree

Appropriate key local community contact numbers have been added e.g. Fire, Ambulance, Police, local government, nearest hospital.

Key contact numbers for internal staff have been added.

Service Manager, ISV 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 school processes have been completed for:

Evacuation onsite

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 is included.

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Area Map and Evacuation Diagram

The area map is clear and easy to follow.

The area map has:

an evacuation assembly area 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 e.g. 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.

Students and Staff with Special Needs List

Students and staff with special needs have been identified and strategies put in place for these persons where they require assistance in the event of an emergency.

Profile

Profile has been populated and reflects the service’s buildings, utilities etc.

Risk Assessment

Potential local hazards/threats 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 children’s service requirements.

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21 Emergency Response Drill Observer’s Record Drill Conducted: Drill Date:

Drill Address: Location:

Observer Name:

Objective of Drill

Depending on the type of drill conducted, it is recommended you advise emergency services and members of the community who may be affected ahead of the exercise.

Item Yes No N/A

Did the designated or replacement Incident Controller take charge?

Was the (simulated) call to emergency services done promptly?

Was the (simulated) call to the region done promptly?

Was someone appointed to liaise with the emergency service/s?

Was someone appointed to liaise with the parents/community?

Were instructions given by the Incident Controller/Chief Warden followed by

children/students, staff, visitors and contractors?

Were floor areas checked / isolated areas searched by Wardens?

Was a roll call conducted for:

Students

Staff

Visitors, contractors and volunteers

People with special needs

Was the Emergency Kit readily available?

Did the Emergency Kit contain all the items listed in the EMP template

checklist?

Did anyone re-enter/leave the premises before the “all clear” was given?

Did anyone refuse to leave the building/site?

Was the relevant procedure in our EMP followed?

Was the EMP communication tree followed?

Evacuation Drill Sequence Checklist Time Hour Minute

Alarm sounded

Warden/s respond

Wardens check floor/area

Evacuation commenced

Wardens report floor/area clear

All persons accounted for

Arrive at assembly area/safe place

Wardens check all present

Evacuation completed

Exercise terminated

Comments/Issues for follow up by the EMP Planning Team:

Note: Incident Management Team (IMT) debriefing sessions should be held immediately after each drill; the session should go

through the Emergency Drill Observer’s Record and discuss actions to improve procedures, the EMP or address identified issues.

42

22. Beechworth Montessori School Bushfire Management Plan

Beechworth Montessori School Bushfire Management Plan

Beechworth Montessori School (BMS) is committed, as far as practicable, to providing a safe environment

for all children, staff and any other persons participating in the program. The bushfire management plan will

be reviewed annually, prior to the bushfire season.

We are committed to:

As far as practicable, providing a safe environment for all children, staff, and any other persons participating in the program in the event of a bushfire.

Closing on “Code Red” fire danger rating (FDR) days or otherwise as directed by the Department of Education and Training (DET). The underlying principle at all times is the safety of children and the desirability of children being with their families, safely enacting the families’ fire safety plans

Preparing for bushfire seasons by ensuring emergency procedures are in place to effectively manage the threat of fire danger at the school.

All staff being adequately trained and aware of emergency procedures.

Strongly advocating that parent/guardians make informed choices about sending children to school on potential risk days (that are designated “Severe” or “Extreme” FDR days).

Advocating that once the school's emergency plan is activated that all children will be kept at the school until the emergency has passed or, if advised by emergency services, transported by bus to the Beechworth Memorial Hall which is the designated safe place of last resort for the township.

Complying with regulatory and legislative requirements.

Background

Beechworth is about 300kms north east of Melbourne, on the edge of the Alpine National Park and in Indigo

Shire. Fire authorities have assessed the Beechworth area as being at extreme bushfire risk with the last

major fire affecting the area in 2009. BMS has been placed on DET’s Bushfire At-Risk Register.

BMS is situated on a hill at the eastern end of town. The school is surrounded by new housing estates, and

the Mayday Hills site which comprises buildings and heritage gardens. Road access is to Camp St and into the

Beechworth township and to the Beechworth-Myrtleford road.

The Beechworth township places of last resort Beechworth Memorial Hall in Ford St - between Williams and

Camp St and the Police Paddocks in High St between Williams and Camp St; rear of Police Paddock.

Key responsibilities

The Committee of Management are responsible for supporting the Principal in implementing the Emergency

and Bushfire Management Plan.

43

The Principal is responsible for:

Developing, in collaboration with staff, appropriate procedures to be followed in the event of a bushfire

threat at the centre.

Regularly reviewing and updating procedures as required, approving any changes to the bushfire management plan and informing staff and parents/guardians of these changes.

Approving any additional expenditure or resources.

Ensuring that every aspect of this plan is addressed and implemented prior to the start of the fire season.

Ensuring that fire equipment is maintained and for ensuring all peripheral items are accounted for and in working order (e.g. working batteries for torches, etc).

Ensuring bushfire procedures are practised in term 1 and term 4 each year.

Liaising with the CFA.

Training relief staff, volunteers and student teachers on the School’s EMP.

Staff are responsible for:

Being familiar with the procedures and responsibilities outlined in the EMP.

The day-to-day implementation of this policy.

Ensuring the safety of the children in their care.

Ensuring the safety of any children needing special assistance

Ensuring procedures are in place for efficient emergency communication with parents/guardians.

Assisting maintenance of the fire equipment and peripheral items. i.e. ensuring all items are accounted for and in working order (e.g. batteries for torches, etc).

Scheduling and participating in fire drills as scheduled in the EMP, and recording the details and dates of practices.

DET Directed Closures

BMS has been placed on DET’s Bushfire At-Risk Register.

Inclusion on the Register is a trigger for notifying parents/guardians that our centre will be pre-emptively closed in the event that the Bureau of Meteorology issues a Code Red Fire Danger Rating warning for the North-east District.

DET will endeavour to provide up to 4-days notice of a planned closure.

Parents/guardians should expect that fewer than 4-days notice may be provided.

The final decision to close will be confirmed no later than 12 noon the day before the planned closure.

Once DET has directed the school to close, the decision will not change – regardless of changes in weather forecast.

Subject to the period of notice provided by DET, BMS will communicate DET directed closures by:

- displaying a copy of a DET notice in the foyer; and/or - send a note home with children; and/or - place notification on website/facebook; and/or - send an email to parent/guardian.

44

Emergency Preparation Procedures

A. Preparation for the fire season:

1. Inside the school

Ensure all battery driven devices are in good working order.

Ensure plans for off-site backup of all electronic information.

Ensure all records are updated and recorded in suitable format. Ensure mobile phone is updated and charged at all times.

2. School grounds:

Conduct a fire protection working bee in October each year to ensure readiness: o Check and clean gutters of all debris

o Remove all fallen branches

o Remove all fuel around the buildings and perimeters (constant monitoring required during the

season as it can and will build up due to northerly winds)

3. Communication:

Communicate the relevant content of the School’s EMP to staff, parents, visitors, emergency services and other relevant parties.

Testing of all emergency procedures . Testing of emergency procedures in the absence of usual Teacher(s) to make sure that the emergency

procedures can be executed by back-up staff.

Testing of emergency procedures without prior notification to staff, parents and children to make sure the procedures can be executed unexpectedly.

Establish a formal process for informing relief staff and parents on duty of their roles and responsibilities in the event of an emergency.

B. Procedures to be followed during the fire season:

1. On a daily basis during the fire season (October/November/December & February/March/April) teachers

will:

Monitor the CFA site on the internet

Turn on radio (as required)

Ensure emergency mobile phone is on and charged

2. Additional fire preparation working bees will be organised as required to check/clear fuel around the

centre.

3. Per term staff will conduct, record and document emergency procedure drills. Details of drills will be

recorded in the Emergency Management Response Drill Observers Record (see EMP, Appendix A) and

stored in the Emergency Management Policy folder (located in the office). Teachers will also conduct

practice sessions to congregate children at their discretion.

45

5. Bi-annually administration staff will ensure the school’s emergency contact list is up-to-date with current

contact numbers (at the end of Term 3 and at the commencement of Term 1).

6. Invacuation to designated Shelter in place

As part of the Victorian Registration and Qualifications Authority 2017 school review, a bushfire preparedness assessment was completed by Irwinconsult. The school’s primary response is one of refuge within the Multi-Purpose Hall building and a 50m zone around the building is to be well managed.

The school operates on an invacuation policy. All staff and students are to be taken to the hall as refuge in the event of a bushfire requiring a shelter in place. Timed drills demonstrate that from start to finish the invacuation takes 11 minutes. To allow for a safety margin the school will plan for 20 minutes invacuation procedure.

During the bushfire season the Principal and Incident Management Team will closely monitor the local conditions through the Vic Emergency and local ABC radio with particular attention on:

Extreme and Severe Fire Rating Days

Total Fire Ban Days

Specific triggers to start an invacuation to the Shelter in Place are:

A bushfire within 10km radius of Beechworth and wind in direction towards the school

Instructions by emergency services

Should a shelter in place incident occur:

the air conditioning unit must be turned off to prevent the system introducing smoke into the hall as recommended by the CFA.

prior to the fire front nominated staff wearing protective clothing provided must check areas close to the building for possible spot fires and to extinguish embers.

School bus transport

If a bus route is threatened by unexpected fire, the school will enact its local emergency management plan.

Information on changes to bus routes or cancellation of services will be provided by the school.

Off-site activities

The safety of students and staff is paramount and off-site activities may be cancelled, postponed or relocated if faced with the threat of bushfire.

Off-site activities include any activity undertaken by staff and children away from their normal school facility. This can include:

Camps Field trips Sporting activities Training or conferences for staff

46

Related documents

2009 Victorian Bushfires Royal Commission – Interim Report www.royalcommission.vic.gov.au/interim-report

About Code Red Days DET website

About fire danger ratings CFA Website. www.cfa.vic.gov.au

CFA - Living in the Bush – Bushfire Survival Plan Work Book www.cfa.gov.au

47

23. VRQA Guidelines for Registered Schools on Bushfire Preparedness

Guidelines Required Evidence to be Compliant or

Maintain Compliance Evidence at Beechworth

Montessori School Action

Scheduled Date

Person Responsible

Date, Name,

Signature

Maintain an Emergency

Management Plan (EMP).

The EMP must be reviewed

at least annually and

immediately after any

significant incident.

The EMP should include policies and

procedures for the planning and

approval of off-site activities which

consider the risk of bushfire in the

activity location.

Emergency Management Plan

and including Emergency

Bushfire Management Plan

Copies located/held by:

Principal Office Staff Room Directors of classrooms

Schools listed on the Bushfire

At-Risk Register (BARR) must

inform students, staff and

parents about their specific

bushfire preparedness

arrangements and train

relevant staff in their

bushfire preparedness roles.

Provision of information on bushfire preparedness policy and procedures to staff (including relief staff) and parents.

Training of staff with specific roles and responsibilities in preparing for, monitoring and executing emergency bushfire procedures including the effective operation of relevant emergency equipment.

Practise of evacuation procedures and drills at least once per term during the October-April bushfire season.

distribution of EMP to all staff via Directors.

EMP induction at staff meeting, Sem 1 and Sem 2.

EMP information in staff handbook given to all staff/relief staff at commencement at the school.

information regarding emergency bushfire management in newsletter Term 4 and Term 1.

staff inducted in roles for emergency evacuation plans Term 4 and Term 1 staff meetings.

EMP held by each Director who is responsible for implementing plan with students and other staff working in the rooms.

Staff meeting minutes to record EMP induction was on the agenda and actioned.

issued in hardcopy and email form to parents and inclusion of information in parent information book.

September & February

Term 4 & Term 1

Principal

with work

delegated to

Admin

Assistant

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Scheduled Date

Person Responsible

Date, Name,

Signature

Emergency evacuation drills held once per term every year. This will include off site evacuation.

Emergency evacuation drills to be recorded in the Evacuation Drill register. This register is to be held with the master copy of the EMP, located with the Principal.

Staff will not fight fires as their primary role is to stay with the children but may be required to put out embers or activate fire extinguishers. The local CFA will attend a staff meeting to instruct staff on use of fire extinguishers.

Schools listed on the BARR

must maintain a register

updated at least once per

school term during the

October- April bushfire

An updated register of bushfire

emergency equipment, in working

order, which may include water

supplies, fire hydrants, hose reels and

extinguishers; alarms; first aid

Bushfire Emergency Equipment Register maintained.

Appropriately stocked first aid kits.

Mobile phone

Bushfire Emergency Equipment Register kept with the EMP

First aid kit supplies replenished as used.

Mobile phone contacts updated as required.

October, November & January/

February

Principal

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Scheduled Date

Person Responsible

Date, Name,

Signature

season bushfire emergency

equipment in working order.

materials and medical equipment; fire

blankets and communication systems.


At-Risk Register must

maintain notices of bushfire

evacuation procedures and

bushfire emergency contact

numbers and locate them

appropriately around the

school.

Notices of bushfire evacuation

procedures and updated bushfire

emergency contact numbers are

appropriately located around the

school.

Telephones are located in each classroom and staff use area in the school.

Bushfire evacuation procedures are located with each emergency evacuation notice in the school.

Contact details of all emergency services are located on the wall at each outlet.

Bushfire evacuation procedures are located in each classroom.

Ongoing and

check at

commencem

ent of each

term

Principal

delegated to

Admin

Assistant

All schools must regularly

manage materials that may

easily be ignited around

buildings and facilities.

A schedule for monitoring and removal of materials that may be easily ignited including branches overhanging buildings, debris and rubbish around and under buildings including gutters and dry grass and vegetation.

Safe storage of flammable materials.

Yearly calendar for maintenance contractor

Removal of ignitable materials such as overhanging branches, debris, rubbish, twigs, leaves, dried grass and vegetation, blowing debris off roof, checking gutters.

October, November & late January/ early February (prior to the return of students)

Principal Maintenance Dick Carey

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Scheduled Date

Person Responsible

Date, Name,

Signature

All schools must regularly

monitor emergency access to

buildings and grounds.

building exits are continuously kept clear of obstructions.

assembly points are designated and have appropriate access to emergency equipment.

there is access to facilities and grounds for emergency vehicles.

Exits clear of obstructions Assembly areas: 1 - Car park 2 - Oval at Mayday Hills 3 - Memorial Hall 4 - Police Paddocks All areas have access for

police, fire and ambulance,

and the oval has helicopter

access.

Ongoing with weekly designated checks

Directors, Cleaners, Principal and Administration


At-Risk Register must consult

local agencies, where

relevant, (the CFA, local

Council) on their bushfire

preparedness and

compliance with local

bushfire regulation of

buildings, facilities and

grounds.

A record of annual visitation or

consultation with relevant local

agencies.

EMP submitted to all required agencies.

EMP sent to VRQA & ACEEQA

November 21 (updated

plan sent)

Principal

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24. Bushfire Emergency Equipment Register

Bushfire Emergency Equipment Register

Guideline:

Schools listed on the Bushfire At-Risk Register must maintain a register updated at least once per school

term during the October-April bushfire season of bushfire emergency equipment and ensure it is in

working order.

Evidence:

An updated register of bushfire emergency equipment, in working order, which may include water

supplies and equipment; fire hydrants, hose reels and extinguishers; alarms; first aid materials and

medical equipment; fire blankets and communications systems.

Beechworth Montessori School:

Is committed to providing, as far as practicable, a safe environment for all children, staff and any other

persons participating in the program in the event of a bushfire. We recognise that staff are not trained as

fire fighters and as trained educators their primary role is to stay with the children and to keep them safe

and calm during an emergency.

The school will contact the CFA in a bushfire emergency. The school has a diesel fire pump on the grounds

which is not dependent on a power supply. This would be operated by the CFA.

Internally there are fire extinguishers in all rooms. The CFA undertakes regular checks of these items. Staff

may be required to operate the extinguishers in the event of a bunker down bushfire emergency. In all

cases of an emergency bushfire in the vicinity, and if conditions permit, staff would evacuate all students

to the Beechworth Memorial Hall which is a designated "community safer place of last resort".

All equipment checks are signed off on the appropriate CFA documents – a copy of which is given to the

school and placed in the appropriate maintenance folder.

25. Bushfire Fire Danger Rating

On days of Code Red the school will close as per the direction of DET. On days of Extreme or Severe fire

danger, advice will be given to parents to activate their personal family bushfire evacuation plan and to

make the decision whether to keep their children with them.

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53

26. Post Emergency Record

School Name

Emergency Event

Date and Time of Emergency

Description/Details Of

Emergency

Immediate Actions Taken

Chief Warden/Education

Commander Notified:

YES / NO Time _____

Other staff Notified:

YES / NO Time _____

Emergency Services Notified:

YES / NO Time ______

SSU Notified :


Region Notified:


IMT Convened:


Key Actions Taken

Issues Operational Debriefing Required:

YES / NO Date/Time _____

Person Responsible to Organise:

Confirmation of Operational Debriefing: Date/Time:

Issues for Follow Up Action:

This Record Completed By:

Position Title:

Telephone Number:

Signature and Date:

54

Organise to Support Those Affected (these resources have been sourced from

the WA Department of Education)

O ORGANISE TO SUPPORT THOSE AFFECTED (as determined by the assessment of the situation)

ACTIONS COORDINATED BY

Offer immediate comfort and support to those most affected.

Make direct contact with affected staff or families.

(In the case of a death, WA Police contact the family.)

Prepare a statement for informing students and determine method of delivery.

Brief all staff of known facts (see Appendix). Ensure everyone knows how to respond to media (i.e. direct all enquiries to the on-site incident manager) and understands support strategy for students and staff.

Inform students using a prepared statement and offer comfort and support. Consider siblings and close friends.

Set up a recovery room.

Send the inconsolable to a recovery area and/or school psychology staff (school psychologist, nurse, chaplain, year coordinators).

Make arrangements for students/siblings/parents to be re-united.

Prepare a written statement related to incoming enquiries and for students to take home to their parents. Liaise with Regional Executive Director, Department’s media unit (9264 5821) and other agencies before releasing information.

Consider staff and students absent or off-site today, relief staff, ex-students and ex-staff that need to be informed.

Identify and notify others who need early advice (e.g. P&C, key community agencies, other schools affected, other districts).

Consider the Employee Assistance Program for staff in need.

55

Undertake Recovery Operations at the End of the Day

U UNDERTAKE RECOVERY OPERATIONS AT THE END OF THE DAY


Debrief all staff as necessary. Review with the Emergency Management team and plan for the next day.

Organise necessary relief/additional staff to meet teaching, support, administration and front office needs.

Ensure support for the leaders of the school response and those who have been supporting others. This may involve support from the Employee Assistance Program for those in need.

Liaise with local agencies for possible after hours/weekend support.

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The Following Days and Longer Term Recovery

FURTHER CONSIDERATIONS IN THE FOLLOWING DAYS TO SUPPORT RECOVERY


Identify and offer more specialised personal support to vulnerable and/or most affected staff and students.

Provide recovery support and advice for students/staff/parents about the normal cycle of recovery and indicators that extra support may be required.

Follow up contact with family/families involved to express sympathy, arrange retrieval of personal items of student/staff member as appropriate and discuss school role in ongoing support.

Update information to staff, parents, and students, as appropriate. Enlist the help of the Department’s media unit (9264 5821). Rumour control.

Special considerations for suicide, including contagion effect.

Cultural considerations

Death notice

Memorial service

Funeral attendance, with attention to the wishes of the family

Continuing support for students and staff

Notifying staff who are not at school

Alert teachers to be sensitive to curriculum content

Maintaining documentation

Ongoing liaison with other affected or vulnerable schools

Consider ex-students

Process for meeting visitors (e.g. community people most affected)

Interagency liaison

Links with regional school psychology personnel

Instruct receptionist as to what information is to be told to parents and others

Review responses and continuing needs

Acknowledge people who have supported the school

Review school records/mailing lists and amend as appropriate

Operational debrief (see Appendix)

Inquest/court date(s) (arrange support for staff involved)

Review & modify Emergency and Critical Incident Management Plan

Anniversary dates

Update incident report via Online Incident Notification System if appropriate.

Documents

Emergency Management Plan - Beechworth Montessori School€¦ · The purpose of this Emergency Management Plan is to provide a detailed plan of how Beechworth Montessori School will