Emergency management and evacuation policy

Early Learning Victoria is committed to ensuring the safety, health and wellbeing of everyone at its centres.

All staff and children regularly practise what to do in an emergency or an evacuation. This helps to keep everyone safe and well during an actual emergency or evacuation.

1. Scope

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

2. Policy statement

Early Learning Victoria centres must develop their own specific emergency procedures.

This policy explains how to complete a risk assessment and how to develop responses that suit your centre. This includes for bushfire and grassfire.

Note that Early Learning Victoria centres must complete specific emergency management planning for certain excursions. This policy does not cover this planning. See instead the Excursions, incursions and regular outings policy and procedure.

2.1 Requirements

Services must have policies and procedures that set out what to do in emergencies. This is required under the Education and Care Services National Law Act 2010 (the National Law) and Education and Care Services National Regulations 2011 (the Regulations).

The Occupational Health and Safety Act 2004 also requires that employers provide a healthy and safe environment.

Under this policy, all Early Learning Victoria centres must develop and maintain an Emergency Management Plan (EMP). This plan needs to:

set out instructions for how to respond to an emergency
include instructions for how to support infants, and children who can’t walk
identify any hazards and threats specific to the site
consider these specific threats and hazards in the context of the individual service
describe how the centre will communicate with families, staff and visitors in an emergency
describe how and when the centre may be forced to close.

Sometimes, Early Learning Victoria centres are on the site of a school. In this case, the centre and the school must complete emergency management planning together. See the Department of Education document, Emergency management considerations for early childhood services on shared sites (68.8KB, DOCX).

As part of the EMP, services must also:

rehearse emergency response procedures each month and ensure that rehearsals cover a range of emergency scenarios including lockdown, onsite evacuation and offsite evacuation with the co-located school (see Rehearsing emergency and evacuation procedures)
review the EMP at least annually by 1 September and after any emergency or critical incident
display an emergency and evacuation floor plan (‘evacuation diagram’) and instructions for what must be done in an emergency (‘procedure’). These must be easy to spot at each exit of the service
ensure copies of the emergency and evacuation policy and procedures are available for inspection at the service
develop personal emergency evacuation plans (PEEPs) for staff or children with additional needs, as required
report any incidents needing an emergency response to Incident Support and Operations Centre (ISOC). Phone 1800 126 126 (available 24 hours daily). ISOC will arrange for an eduSafe Plus report.

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

the path everyone will take to leave the building in an emergency
a second path, to be taken if the main path is blocked
the assembly areas
where emergency equipment and systems are (e.g. fire extinguishers).

Emergency evacuation diagrams must be clearly displayed near each exit. They must be in line with the Australian Standard 3745-2010: Planning for Emergencies in Facilities.

2.2 Background and information

Under the Regulations, an emergency at an education and care service is any situation or event posing an imminent or severe risk to people at the service.

Threats and hazards can come from inside or outside the service. They include:

building fire
medical emergency or incident (e.g. anaphylaxis or an asthma attack)
an aggressive person or intruder
bushfire or grassfire
floods or other extreme weather
poor air quality (e.g. due to smoke from a local fire or bushfire)
gas leak or chemical spill
bomb or substance threat
any other situation requiring ‘lockdown’ (when people must not enter or leave the building).

3. Actions and procedures

Each Early Learning Victoria centre is different and will have different risks. It is important to develop specific procedures rather than take a generic approach.

The nominated supervisor must bring together an Emergency Planning Committee. This committee will document, put in place and maintain a centre-specific EMP.

A team approach ensures a centre has the resources to develop, test and review its unique EMP.

The Emergency Planning Committee must:

consult with co-located schools, relevant authorities (e.g. Country Fire Authority and Fire Rescue Victoria) and experts (e.g. fire safety adviser) to ensure procedures are compliant and informed by experts
identify and assess risks that could reasonably lead to an emergency
ensure that the EMP is available to the appropriate staff
assign staff to roles on the Emergency Planning Committee and Emergency Control Organisation (ECO) (previously known as the Incident Management Team)
train staff in the emergency procedures, and in the equipment and testing procedures, through drills and exercises
update the EMP at least annually (and also in response to changes in risks, after drills and exercises, and after actual incidents, to deal with problems or errors)
update the EMP after any significant changes to buildings or grounds (e.g. renovations)
maintain records of emergencies and drills.

The Emergency Planning Committee should use the Emergency Management Plan Guidelines and EMP template (351KB, DOCX) on the Department of Education (the department) website to develop and review their EMP.

The EMP template

The EMP template (351KB, DOCX) should be used to:

conduct the centre’s risk assessment
guide planning and record the centre’s emergency arrangements
set out the centre’s key emergency and evacuation procedures. This includes on-site evacuation (relocation), off-site evacuation, lockdown, lock-out and shelter-in-place
develop emergency evacuation diagrams
develop a Business Continuity Plan (BCP). This allows for the service to continue running safely during an emergency event (where possible).

Bushfire At-Risk Register and Category 4 List Early Learning Victoria centres

The department maintains a Bushfire At-Risk Register (BARR). This notes schools and early childhood services most at risk of bushfire. That is, those assessed to be in fire risk categories 0, 1, 2 and 3.

The actions your centre must take on days of higher fire danger depend on its BARR category. These categories also help the department to identify the highest-risk locations and prioritise spending to reduce bushfire risk.

Note that the department also maintains a Category 4 List. This identifies those at some risk of bushfire or grassfire.

Early Learning Victoria centres on the BARR or Category 4 List have additional emergency management planning requirements. These centres must use the department’s Bushfire Preparedness Procedures for Education Facilities (1.10MB, DOCX) when developing their EMP.

Early Learning Victoria centres on the BARR (Categories 0-3) or Category 4 List must close on days forecast to be ‘Catastrophic’ for their Fire Weather District in line with conditions contained with their service approval. The Regulatory Authority will communicate this directive to the centre’s emergency contact. The Early Learning Victoria CEO or Regional Director will also send the directive through the Security and Emergency Management Division.

Centres co-located with higher risk sites on the BARR (categories 0-2) are required to close if the school activates its pre-emptive action plan to relocate or close in response to its fire danger rating trigger. Please refer to the Bushfire Preparedness Procedures for Education Facilities (1.10MB, DOCX) for further information.

School Bus Program

Some children travel to their Early Learning Victoria centre using the School Bus Program. If the forecast fire danger is ‘Catastrophic’ for the district, the centre must contact the coordinating principal of the bus program to ascertain whether the route will be closed.

Centres should also stay alert to other conditions that may make the bus trip unsafe. These include severe weather, unsafe roads, bus breakdowns, road accidents, or any other emergency.

See also the Drop off and collection of children policy and procedure.

Rehearsing emergency and evacuation procedures

Early Learning Victoria centres are required to complete monthly emergency rehearsal exercises covering a range of scenarios, including lockdown, onsite evacuation, and offsite evacuation with co-located school. Rehearsals must involve everyone present on the day, including staff, children and visitors.

A written record of the rehearsal must be maintained, and it is recommended that an observer is appointed to assist with providing feedback (see Links). They provide a valuable opportunity to reflect on the experience and identify opportunities for improvement.

When planning evacuation rehearsals involving assembly at an off-site location (e.g. outside the centre premises or designated outdoor play area), the nominated supervisor must follow the procedure for regular outings, including ascertaining parent authorisations in accordance with the Excursions, incursions and regular outings policy.

3.1 Responsibilities of families

Families need to:

read this emergency management and evacuation policy
get to know their centre’s emergency management and evacuation safety plan
make sure all contact details are up to date
make sure they sign their child in and out of the centre during drop off and pick up (see the Drop off and collection of children policy and procedure).

Families with children enrolled at an Early Learning Victoria centre that is on the BARR or Category 4 List have extra responsibilities. They should:

get to know the guidelines for planned closures on days forecast as ‘Catastrophic’
understand their options if their centre has to close for an extended time
talk to centre staff about any concerns about fire risk
talk to centre staff if they plan to keep children home due to fire risk
ask centre staff about learning-from-home support if the centre closes, or if keeping their child at home.

3.2 Responsibilities of staff

All staff working at Early Learning Victoria centres must be familiar with emergency and evacuation procedures. This includes casual staff, students on placement and volunteers.

All staff must support children and families to plan for and respond to emergencies. This includes taking part in regular emergency response rehearsals.

Staff are also encouraged to download the VicEmergency app (Android app or Apple app) to stay up to date about any emergencies. The app includes warnings about ‘Catastrophic’ fire danger forecasts in their district.

Educators must: 
- make sure they are familiar with their centre’s EMP
- regularly check the risk of emergencies, and evacuation routes
- participate in emergency evacuation and lockdown rehearsals
- tell the nominated supervisor about how the rehearsal went, and if there were any problems
- make sure children, other staff, students on placement, volunteers and visitors know the emergency evacuation points
- ensure up-to-date contact lists are available in each room. These must state who will carry the lists during evacuations
- collect the room’s emergency kit during emergencies
- make sure the emergency kit has children’s medication, a copy of any medical management plans and all other items listed in the kit checklist
- make sure designated emergency exits and routes are always kept clear, for safe evacuation
- take part in regular training sessions (e.g. first aid, emergency management and OHS training)
- offer support to children before, during and after emergencies to minimise distress and ensure their safety
- regularly check that documentation and practices comply with emergency policies and procedures
- tell the nominated supervisor immediately about any serious or notifiable incidents at the service
- identify staff and children who may need additional assistance during emergencies
- verify and maintain the emergency contact details on each child’s enrolment form
- complete and maintain attendance records (to ensure all children are accounted for)
- keep written records of all visitors, including their arrival and departure times
- make sure children are adequately supervised at all times and protected from hazards and harm (see the Supervision of children policy)
- educate children about potential emergencies and what to do (empowering them to act safely).
Educators can also build children’s learning into the process. Key skills such as gross motor skills, coordination and language and cognitive skills can be practices during evacuation rehearsals.
The nominated supervisor must: 
- ensure that this policy and related procedures, including evacuation diagrams and the EMP, are readily available
- ensure that all centre staff, including students on placement and volunteers, follow this policy and related procedures, and know their responsibilities
- ensure staff, children and other regular users and visitors understand the procedures in the centre’s EMP
- ensure all staff, children, volunteers and visitors know the emergency evacuation points
- ensure educators and staff can easily access a telephone, mobile phone or similar
- create an EMP that is specific to their centre. Provide a hard copy at the centre, for families and others to read
- ensure the service’s emergency management contact details are up to date on the National Quality Agenda IT System
- conduct a risk assessment at least annually to note potential emergencies
- check the safety of emergency evacuation routes and assembly points. Ensure they function well, keeping emergency exits or routes clear at all times
- ensure any updates needed to the emergency and evacuation policies and procedures are made promptly
- ensure copies of the evacuation diagrams and instructions are clearly displayed near each exit and along evacuation routes
- ensure that emergency response procedures, including evacuation and lockdown rehearsals, are conducted and documented monthly for all persons attending the service. (At a minimum, lockdown and evacuation rehearsal must each be practised separately, every 3 months)
- arrange for an observer to watch the rehearsals and give useful feedback
- ensure that staff with roles in the EMP understand and practise their responsibilities
- provide training to all staff, students on placement and other regular users and visitors, such as cleaners and contractors, in emergency procedures
- contact the ELV central office to confirm arrangements for closing due to elevated fire danger or emergencies (see Bushfire At-Risk Register and Category 4 List ELV centres)
- tell ELV central office, families and carers about how the centre will communicate during emergencies and about centre closures, especially if the centre is at risk of bushfire or grassfire
- report any serious or complex incidents or emergency to ISOC on 1800 126 126 (available 24 hours daily)
- put in place the strategies noted in the EMP to maximise the safety of everyone at the centre
- test emergency arrangements for core procedures listed in the EMP at least every 3 months for a variety of emergencies.
If the centre shares a building with other groups, the nominated supervisor must work with them to coordinate full emergency procedures. This includes evacuation routes, how to help those who can’t walk or move easily, and the roles and responsibilities of staff and other groups in the building.
The approved provider must:
- ensure the emergency and evacuation policy and procedures are in place and available to all centre staff and visitors
- take reasonable steps to ensure that nominated supervisors, educators, staff and volunteers follow the policy and procedures and know their responsibilities
- ensure that the procedures include arrangements with other occupants of the building (if applicable) about the evacuation of children
- ensure the service’s emergency management contact details are up to date on the NQA IT System
- complete an initial risk assessment of emergency evacuation routes and assembly points
- review the risk assessment at least once every 12 months and as soon as practical after learning about anything that may affect the safe evacuation of children
- ensure any necessary updates to the emergency and evacuation policies and procedures are put in place as soon as practical after reviewing the risk assessment
- ensure that copies of evacuation diagrams and instructions are clearly displayed near each exit and along evacuation routes
- support ELV centres with advice and approval for closing arrangements due to extreme weather (if relevant based on BARR category rating)
- ensure emergency equipment is tested within the timeframes recommended by recognised authorities
- ensure each ELV centre conducts and documents emergency response procedures each month and that at a minimum, lockdown and evacuation rehearsals are practised separately, every 3 months
- ensure nominated supervisors document all drills of the emergency and evacuation procedures
- ensure that those working at, or attending the service, can access a telephone, mobile phone (or similar device) for immediate communication with parents, carers and emergency services
- ensure that the phone numbers of emergency services are displayed clearly
- ensure that an attendance record is completed and maintained to account for all children, staff, volunteers and visitors at the service
- notify the Regulatory Authority of any serious incidents, changes of circumstance or complaints
- ensure staff are offered support following an emergency or other event that affects the centre
- report notifiable incidents in the workplace to WorkSafe Victoria.
The approved provider must also tell families at least 14 days before changing the policy or procedures if the changes will:
- affect the fees charged or the way they are collected; or
- significantly impact the service’s education and care of children; or
- significantly impact the family’s ability to use the service.

4. Resources

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

These resources help to ensure that Early Learning Victoria centres are prepared to address emergencies. There are also resources for creating separate Personal emergency evacuation plans (PEEPs) (282KB, DOCX) for people with additional needs.

Do you need help or have questions about emergency management planning? First contact ELV central office staff, who can then help you to get expert advice from the department’s Security and Emergency Management Division, if needed.

Legislation and standards

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

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

Definitions

Bushfire At-Risk Register (BARR): Centres identified as being at highest risk of fire are listed on the department’s BARR. They must also take extra steps to prepare, based on their fire risk category.

Business Continuity Plan (BCP): This outlines strategies to continue to safely operate during and after an emergency or other disruptive event (where possible and tailored for each scenario).

Country Fire Authority (CFA): The CFA responds to various fire and emergency incidents. In addition to response efforts, CFA runs fire safety building inspections, community awareness and education programs and fire analysis and investigations. It also conducts fire prevention and land-use planning at a municipal level.

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

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

Emergency rehearsal: A way to practise responding to an emergency. Rehearsals are designed to help clarify roles and responsibilities, provide training and check if the response is safe and effective.

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

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

Evacuation diagram: Used to evacuate the immediate area or building to ensure the safety and wellbeing of children and adults. Also referred to as an Emergency Evacuation Plan or Fire Evacuation Map.

Evacuation route: Continuous path of travel (including exits, public hallways etc.) from any part of a building to a safe place.

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

Fire Safety Adviser: A role in some parts of Victoria. Responsible for coordinating fire safety management plans, evacuation procedures and staff training on firefighting equipment and evacuation procedures.

Hazard: Anything that could hurt a person, in terms of injury or ill health, damage property, damage the environment or cause a combination of these.

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

Emergency Control Organisation (ECO): The incident controller and other personnel responsible for operations, planning and logistics. (Also previously known as the Incident Management Team or IMT).

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

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

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

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

5. Authorisations and review

This policy is the responsibility of the Security and Emergency Management Division.

It was reviewed by the CEO, ELV and approved by Executive Director, Security and Emergency Management Division on 29 May 2026.

The Security and Emergency Management Division regularly reviews its policies and procedures. This policy is due for review on 29 May 2028. It may be reviewed sooner if legislation or Department of Education policies change.

Reviewed by Director, Early Learning ELV and Director, Quality ELV.

Education & training

Updated 19 June 2026

On this page

1. Scope

2. Policy statement

2.1 Requirements

2.2 Background and information

3. Actions and procedures

The EMP template

Bushfire At-Risk Register and Category 4 List Early Learning Victoria centres

School Bus Program

Rehearsing emergency and evacuation procedures

3.1 Responsibilities of families

3.2 Responsibilities of staff

4. Resources

Legislation and standards

Links

Department of Education resources

Other resources

Definitions

5. Authorisations and review

Emergency management and evacuation policy

On this page

1. Scope

2. Policy statement

2.1 Requirements

2.2 Background and information

3. Actions and procedures

The EMP template

Bushfire At-Risk Register and Category 4 List Early Learning Victoria centres

School Bus Program

Rehearsing emergency and evacuation procedures

3.1 Responsibilities of families

3.2 Responsibilities of staff

4. Resources

Legislation and standards

Related policies

Links

Department of Education resources

Other resources

Definitions

5. Authorisations and review