Shelter in place policy

Early Learning Victoria is committed to ensuring the safety and wellbeing of all individuals at Early Learning Victoria centres including children, families, staff, students, visitors, and contractors.

1. Scope

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

2. Policy statement

This policy outlines the requirement for all Early Learning Victoria centres to provide a last resort temporary shelter-in-place option during an emergency event, and its design and expected performance criteria.

Note: Early Learning Victoria centres are required to undertake emergency management and evacuation planning. This policy does not cover this requirement, see the Emergency management and evacuation policy for guidance.

2.1 Requirements

The Victorian Government Department of Education (the department) requires that all department owned educational facilities nominate a shelter in place building to be used as a last resort temporary sheltering option in the event of an unforeseen hazard or threat to the service and its occupants.

The main building will be used as a shelter in place:

in the event that evacuation from the site is no longer a viable option
until either the emergency has passed, or a more suitable alternative is available; or
as an assembly point prior to evacuation.

In the event of a fire in the landscape, a shelter in place may be used as a central assembly point prior to evacuation or as a last resort when evacuation from the site is no longer a viable option. Leaving early is always the best option.

2.2 Background and information

Shelter-in-Place requirements

Early Learning Victoria centre buildings are built and designed to operate as the shelter in place for the service in line with the department’s shelter in place performance criteria (see links and attachments). Early Learning Victoria centres constructed in a designated bushfire prone area must comply with the National Construction Code Additional Bushfire Requirements for Certain Class 9 Buildings and NCC Specification 43 Bushfire protection for certain Class 9 buildings.

All Early Learning Victoria centres are built to meet requirements under the NCC’s with respect to the safe departure or evacuation of the centre’s occupants, and to satisfy the requirements of their individual Emergency management plan risk assessment. Leaving early is always the best option.

As the designated shelter in place, Early Learning Victoria centres must also:

accommodate all children, staff and visitors present on the site at the onset of the emergency
provide access to toilets and water from within the building
be able to be accessed by emergency services
include safety equipment (such as fire-fighting services and equipment) that is in proper working order and meets the relevant essential safety measures maintenance requirements applicable to the age of the building

As a designated shelter in place, Early Learning Victoria centres are maintained in line with the requirements of the department’s Shelter in place policy, as outlined in maintenance of shelter in place buildings below.

Specific procedures on the use of the Early Learning Victoria centre as a shelter in place are included in the Early Learning Victoria centre’s Emergency Management Plan. The location of the shelter in place and the Emergency Management Plan must be shared with co-located schools (and vice versa).

3. Actions and procedures

Maintenance of shelter in place buildings

Early Learning Victoria centres with bushfire or grassfire identified as a risk in their Emergency Management Plan must undertake vegetation maintenance activities, as per below guidance:

the Early Learning Victoria centre site has been slashed or cleared of all flammable undergrowth such as dry grass and vegetation to the site boundary unless it is greater than 50 metres from buildings, evacuation routes and evacuation locations
a fuel reduced zone must be established around buildings (20 metres as a guide) consistent with the following requirements:
- grass must be short cropped and maintained during the declared fire danger period
- all leaves and vegetation debris must be removed at regular intervals during the declared fire danger period
- within 10 metres of a building, flammable objects must not be located close to the vulnerable parts of the building
- plants greater than 10cm in height must not be placed within 3 metres of a window or glass feature of the building
- shrubs must not be located under the canopy of trees
- individual and clumps of shrubs must not exceed 5 square metres in area and must be separated by at least 5 metres
- trees must not overhang or touch any elements of the building
- the canopy of trees must be separated by at least 5 metres, and
- there must be a clearance of at least 2 metres between the lowest tree branches and ground level
remove dead vegetation and other flammable elements and prune lower limbs of established trees (check with local council before removing trees)
the fuel reduced zone does not have plantings that are dense and typical of bushland settings. The Country Fire Authority (CFA)'s publication Landscaping for Bushfire (see Links and attachments) provides information and ways to appropriately manage vegetation around buildings. Additional advice may be available from CFA Community Safety in regional offices and CFA Headquarters
trees or branches overhanging buildings and sheds have been removed or trimmed to a height of 2 metres from building rooflines and 2 metres clear of buildings
all stockpiled leaves, pruning, dead limbs and trees and other combustible materials have been removed from the site
thick, continuous shrubs or other vegetation contacting building walls or directly under windows have been removed
rooves and roof gutters are clear of leaves, twigs and branches.

Note: If you have a particular concern about removing certain vegetation from near your Early Learning Victoria centre, for example a heritage tree, please seek advice from an appropriately qualified arborist or contact your designated Early Learning Victoria asset manager by email to seek additional advice.

3.1 Responsibilities of staff

The nominated supervisor is responsible for: 
- ensuring that this policy and associated procedures is readily available to all stakeholders
- as part of the centre’s Emergency management plan conducting a risk assessment at least annually to identify bushfire preparedness activities
- promptly reporting bushfire maintenance requirements to the Early Learning Victoria asset manager.
The approved provider is responsible for:
- taking reasonable steps to ensure that nominated supervisors, early childhood teachers, educators, staff and volunteers follow the policy and procedures and are aware of their responsibilities
- ensuring the Early Learning Victoria asset manager manages bushfire maintenance requirements in partnership with Early Learning Victoria centres, Security and Emergency Management Division and the Victorian School Building Authority (where required).

4. Resources

Legislation and standards

Relevant legislation and standards include:

Occupational Health and Safety Act 2004
Occupational Health and Safety Regulations 2017
Emergency Management Act 2013
National Construction Code

Emergency management and evacuation policy
Excursions, incursions and regular outings policy
Buildings and grounds maintenance policy

Links and attachments

Definitions

Bushfire at Risk Register (BARR): Kindergartens and childcare facilities identified as being at the highest risk of fire are placed on the department's BARR. Inclusion triggers pre-emptive closures on days designated as Catastrophic in their Bureau of Meteorology district, along with other preparedness actions based on their fire risk category.

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

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

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

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

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

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

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

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

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

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

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

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

Planned Closure: Refers to closures of services identified as high fire risk and on the DE’s Bushfire At-Risk Register on days designated as Code Red by the Emergency Management Commissioner. Notice of planned closures is provided where possible, ensuring safety during high fire danger periods.

Shelter-in-Place: A building designated to provide a last resort temporary shelter option until either an emergency has passed, or a more suitable alternative is available.

5. Authorisations and review

This policy is the responsibility of SEMD. Contact: emergency.management@education.vic.gov.au

It was approved by the Executive Director, Security Emergency Management Division Department of Education on 17 December 2024

Early Learning Victoria regularly reviews its policies and procedures. This policy is due for review on 17 December 2026 unless changes in legislation or Department of Education policy require it to be reviewed sooner.

Education

Updated 16 May 2025