How to develop an Emergency Management

Plan Kit

Licensed Childrens Services

Example of a Preschool
Emergency Management
Plan

Department of Education and Early Childhood

Development
Eastern Metropolitan Region

EMERGENCY MANAGEMENT PLAN

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Emergency Management Plan

SAMPLE PRESCHOOL
Spring Valley Road, Glen Donald
9988 2525

Signature of Licensed Childrens Service Director/Manager

Bill Smith (Director)

Date: March 1st 2011
Review Date One: 2012
Review Date Two: 2013

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Emergency Management Plan

In Case of Emergency

CALL

Incident
occurs

000

Licensed Childrens Services:

CONTACT

Contact your :
EMR Childrens Services Advisor : 9265 2400 (Duty
Worker)

WHO

The number and name/s of persons involved.

Name of the person reporting the emergency/critical

incident.

Advise

WHAT

The nature of the emergency/critical incident.

WHEN

The time you became aware of the emergency/critical

incident.

WHERE

The location of the emergency/critical incident and

contact phone numbers if the emergency/critical
incident is away from the preschool.

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Emergency Management Plan

1. DEECD Regional and Central Office numbers

Complete the following table and post this information near your telephone.

Group

Phone Number

Contact name

Regional Office

(03) 9265 2400

EMR Reception

Regional Director

(03) 9265 2406

Michael DeAth

Assistant Regional Director

Operations

(03) 9265 2412

Dean Mann

Emergency Management
Coordinator

(03) 9265 2412

Dean Mann

Assistant Regional Director

Early Childhood and Youth
Services

(03) 9265 2408

Lesley Hubble

Childrens Services Advisor

(03) 9265 2400

Staff Roster

DEECD Central Office

(03) 0637 2000

DEECD Reception

DEECD Media Unit

(03) 9637 2871

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Emergency Management Plan

2.

Emergency numbers & Key contacts

Display a copy next to your telephone or prominently on the wall nearby

Identify the resources in your local community that can assist during and after an emergency. Consult
your local shire/council, telephone books, or the CFA. Divide up the list and contact each resource or
agency listed to obtain information about their services.
Group

Police

Phone Number

Life-threatening or time critical

emergency

000

Non-life threatening incident

000

Local Police Station

Ambulance

000

Fire Services Authority MFB/CFA

000

State Emergency Service

132 500

Hospital(s)
Gas (check for local number)
Electricity (check for local
number)
Water Corporation (check for
local number)
Department of Human Services
(Regional Office)
Department of Human ServicesChild Protection (Regional
Office)

Box Hill
9843 6000
1300 360 391
9843 6000

Local Government
EPA
DEECD Regional Office

(03) 9695 2722

(03) 9265 2400

Other

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Emergency Management Plan

3. Emergency Contact Information - Facility Personnel

Role

Name

Phone No.
(Daytime)

Phone No.
(Mobile)

Phone No.
( After Hours)

Director/ Manager Bill Smith

9988 2525

0417 016 272

94374881

Teacher

Kathy Brown

9988 2525

0417 016 383

94384882

Assistant

Freda Smythe

9988 2525

0427 746 230

94394883

OHS Officer

Freda Smythe

9988 2525

0427 746 230

94394883

Committee
President

Tony Black

93454567

0408 291 772

93454567

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Emergency Management Plan

4. Facility Profile
The facility profile is a brief description of the facility, including what grades or age levels attend, how
many buildings and rooms are on the property, how many staff, etc. Be sure to include any unique
situations or information, such as other tenants. Include the location and identification of external doors.
A copy of this form must be contained within your EMP.

FACILITY PROFILE SUMMARY

Name of Facility:

Hours of Operation:

Sample Preschool

Mon, Tues, Thurs, Fri 7.30am to 4.30pm

Facility Address:

Numbers

Spring Valley Road, Glen Donald 3999 Children: 100 (25 per group)
Children with disabilities: 2 in each group
Facility Phone: 92652500

Staff: 5

Facility Fax: 92651500

Floors: Ground Floor only

After Hours emergency Contact:

Name: Tony Brown
Phone: 92652500

Rooms: 4
Portables: N/A

AH : 0417016272

PERSONNEL INFORMATION
Position

Name

Office Phone

Mobile Phone

Director/ Manger

Bill Smith

9988 2525

0417 016 272

Teacher

Kathy Brown

9988 2525

0417 016 383

Assistant

Freda Smythe

9988 2525

0427 746 230

BUILDING INFORMATION
Alarms
Type

Location

Shutoff Instructions

Fire
Intrusion

All Rooms,
administration area

Telephones
Location
Office x 2
Play room x 2

Type
As above

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Emergency Management Plan

Utilities
Type

Location

Shut off Instructions

Gas / Propane
Water

Service access/Hydrant
1. Fern Gully Drive
near main pedestrian
entrance
Hydrant 2. Edge of
oval
Hydrant 3. Frank
Street near main
pedestrian gate

Electricity

Main Service Access

rear of building

Sprinkler System
Control Valve Location
Shutoff Instructions
Boiler Room
Location
Access
Roof Access
Location
Access
Emergency Power System
Location
Provide Power To
Shutoff Instructions
On Site Hazards

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Emergency Management Plan

5. Risk Assessment
Complete the following Risk Assessment Matrix, which is a table that can be used
for assessing the consequence and likelihood of risks:

Assess each of the following hazards and any others you think relevant:

Bushfires

Internal fires and smoke

Severe storms and flooding

Pandemics and communicable diseases

Intruders

Incidents

Criminal Incidents

Earthquake

Hazardous Substance Release: Inside and

Outside Facility Grounds

Bomb Threat

Off-Site Facility Emergency

School Bus Accident/Vehicle Incident

Other

The objective of Risk Assessment is to separate lower priority risks from the major high priority risks. For
each risk determine the local context and analyse the risk in terms of impact and likelihood, considering
the range of potential impacts and how likely they are to occur.

Priority Risks Schedule

The estimated levels of risk are then prioritised into a list of the risks requiring further action.
Insert each of the hazards into the appropriate coloured Priority Box.

Priority

Hazard specific risks

Very High

Bushfire

High

Bomb Threat
Pandemics and communicable diseases

Moderate
Low

Internal Fire and smoke, Severe storm and flooding

Intruders and Criminal Incidents
Earthquake
Hazardous Substance Release
Off-site facility management

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Emergency Management Plan

4. Incident Management Team

Your Incident Management Team (IMT) must suit your facility and staffing
resources. Every IMT needs a clearly designated Incident Controller, with (if
possible) subordinates assigned to maximise the safety of students and staff.
The focus of the IMT is to clarify roles and responsibilities for the sake of safety.

Insert your facilitys Incident Management Team structure here. You can use the templates provided in
Appendix D as a guide, or you can insert your own.

Incident
Controller
Bill Smith
(Director)

Logistics and
Communications
Officer
Kathy Brown
(Teacher)

Operations and
Planning Officer
Freda Smythe
(Assistant)

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Emergency Management Plan

IMT Members and Tasks

Complete the following table to reflect the roles and responsibilities allocated at your
facility.

IMT Member

Incident Controller

Logistics and
Communication
Officer

Operations and
Planning Officer

Tasks

Name of staff member

and contact details

Bill Smith
In charge of overall management of
9988 2525
emergency situation
0417 016 272
Responsible for securing materials,
Kathy Brown
resources, services etc. All
media/internal & external
9988 2525
information management/ will be
supported by regions/DEECD
0417 016 383
media unit
Care of children/ensuring
Freda Smythe
adherence to preschool protocols,
procedures. Collects and evaluates 9988 2525
information related to development
0427 746 230
of emergency.

Name of Back up staff

member and contact
details
Kathy Brown
9988 2525
0417 016 383
Peter Orange
9988 2525
0408 333 552

Marianne White
9988 2525
0428 846 211

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Emergency Management Plan

5. Site Plans

Car Park
A

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Emergency Management Plan

6. Lockdown in Facility
e.g. External Threat Bushfire threat, severe storms, toxic emission off-site, criminal threat, earthquake

Initial Emergency Response Steps Initiated by Incident Controller

Move everybody inside, assembled away from the part of the building that will be initially
exposed;
Phone 000 for Fire Brigade (dial an additional 0 for an outside line, if required) and follow advice.
Inform 000 / fire brigade operator which building/s the staff and children will be housed in.
Turn off power (if appropriate) and gas supplies, close all windows, doors and block crevices,
with wet materials (e.g. towels);
Fill gutters, all sinks, washbasins and drums with water;
Listen to the local radio or TV and monitor the CFA/Emergency Services Websites for bushfire or
weather warnings and advice.
Stay inside in the identified area (Kinder Room) away from windows;
Once the fire or storm has clearly passed, stay in the building until outside help arrives or
communication is made with emergency services.
Contact the Region for advice and support;
Direct all media enquiries to the DEECD Media Unit on 9637 2871.

Implement procedures to resume workplace activities, including arranging counselling support.

9. ON-Site Evacuation Plan

e.g. Internal fire and smoke, internal flooding, toxic emission, building structure failure

Assembly Point: Facility Car park

Initial Emergency Response Steps Initiated by Incident Controller

Identify
possible
threat
emergency situation.
Assembly
Point:
CarorPark
Remain calm and raise the alert.
External Threat evacuation in the case of major bushfire threat, bomb threat, internal fire and
Make asmoke,
decision
to externally relocate children.
toxic emission, and flooding.
Phone 000 for Fire Brigade (dial an additional 0 for an outside line, if required) and follow
advice. Inform 000 / fire brigade operator of the relocation site to where the staff and children
Initial
Emergency Response Steps Initiated by Incident Controller
will
be moved.
Check attendance against class rolls at assembly area.
The primary responsibility of staff is the safety of children and staff.
Direct all media enquiries to the DEECD Media Unit on 9637 2871.

Implement procedures to resume workplace activities, including arranging counselling support.

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Emergency Management Plan

10.

Area Map

EVACUATION FROM:
(A) SAMPLE PRESCHOOL
TO AN EVACUATION ASSEMBLY POINT AT EITHER:
(B) JADODADE PARK (next to Sample Primary School)
Distance: 900 metres
Time taken to walk: 11 minutes
(C) SAMPLE RESERVE (Wickhams Road)
Distance: 2 kilometres
Time taken to walk: 25 minutes
NB: An alternative walking route is available from Sample Primary School along
Grieve Street to Sample Reserve. This route is along a dirt road/ track and may
be considered unsafe in certain circumstances. This route is
Distance: 600 metres
Time taken to walk: 6 minutes.

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Emergency Management Plan

11.

OFF-Site Evacuation

e.g. Internal fire, Gas leak, Chemical spill, Bush fire, Bomb threat, Flood.

Whole facility evacuation in extreme cases.

Plan 1
Assembly Point Two: Jadodade Park (next to Launching Place Pre School)
Initial Emergency Response Steps Initiated by Incident Controller

Identify possible threat or emergency situation.

Remain calm and raise the alert.
Make a decision to externally relocate children OFF-site.
Phone 000 for Fire Brigade/Police (dial an additional 0 for an outside line, if
required) and follow advice. Inform 000 operator of the location to which the staff
and children will be evacuated.
Children with a disability will need to be assisted by a staff member.
Teachers to collect the roll and leave via the safest available exit (as stated in Site
plan).
Check the roll and walk children calmly to the designated evacuation area
Jadodade Park, via Grieve Street (as stated in Area plan).
On arrival assemble group and remain seated.
Check attendance against rolls at assembly area.
Issue Emergency Management name tags.
Do not allow children to move from their group.
Await further instructions from the Incident Controller.

Plan 2
Assembly Point Three: Sample Reserve (Wickhams Road)
Initial Emergency Response Steps Initiated by Incident Controller

Identify possible threat or emergency situation.

Remain calm and raise the alert.
Make a decision to externally relocate children OFF-site.
Phone 000 for Fire Brigade/Police (dial an additional 0 for an outside line, if
required) and follow advice. Inform 000 operator of which area the staff and
children will be evacuated to.
Children with a disability will be assisted by a staff member.
Teachers to collect the roll and leave via the safest available exit (as stated in Site
plan).
Check the roll and walk children calmly to the designated off-site relocation point at
Sample Reserve - Carter Street at the main entrance (as per Area plan).
On arrival assemble group and remain seated.
Check attendance against rolls at assembly area.
Issue Emergency Management name tags.
Do not allow children to move from their group.
Await further instructions from the Incident Controller.

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Emergency Management Plan

12. Facility Emergency Drills / Training Schedule

Months

January
February

March
April

May
June

July
Aug

September
October

November
December

Training Event

Person Responsible

Date(s)
completed

Whole service Evacuation

Emergency Drill to evacuation Bill Smith
assembly area

Lockdown in Rooms during

instruction time

Freda Smythe

Lockdown in Kinder Room

during lunchtime

Bill Smith

Facility Evacuation
Emergency Drill to evacuation Freda Smythe
assembly area

Lockdown in Rooms during

instruction time

Bill Smith

Lockdown in Kinder Room

during instruction time

Bill Smith

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Emergency Management Plan

13. Children and Staff With Special Needs List

Include information about children who have medical management plans (e.g. for asthma, allergies to
peanuts/bee stings (anaphylaxis), including their medications and EpiPens.

IMPORTANT: Information of a sensitive medical nature should be retained by

the facility for internal use only and not be distributed. While this list is a
mandatory component of your Emergency Management Plan, sensitive
medical details of staff and students should be removed from the copy of the
EMP you return to Regional Office.

Child Staff Name

First name

Last
Name

Room /
Area

Condition

Assistance Needed
During an
Emergency /
Evacuation

Who Will be
responsible?

Mitchell

Johnson

TBA

Allergic reaction peanuts

Zyrtec

Kathy Brown

Michael

Hussey

TBA

Anaphylaxis- nuts

Epipen/Claratyne

Kathy Brown

David

Hussey

TBA

Asthma

Puffer

Freda Smythe

Rod

Marsh

TBA

Asthma

As above

Freda Smythe

Jelena

Dokic

TBA

Asthma

As above

Freda Smythe

Samantha

Stosur

TBA

Allergic reaction-eggs
Zyrtec
and nuts

Kathy Brown

Serena

Williams

TBA

Twisted Ankle

Crutches

Kathy Brown

Venus

Williams

TBA

Anaphylaxis

Epipen

Kathy Brown

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Emergency Management Plan

14. Emergency Management Plan Exercise Record

Item

Yes

No

Were Emergency Services briefed on exercise prior to exercise being started?

Did the person discovering the emergency alert the other occupants?
Was the alarm activated?
Was the emergency service notified promptly?
Did staff direct persons from the building/site per the evacuation procedures?
Were isolated areas searched?
Was the evacuation logical and methodical?
Did someone take charge? If yes, who?
Did occupants act as per instructions?
Was a roll call conducted for:
Children
Staff
Visitors
Was someone appointed to liaise with the emergency service/s?
Was someone appointed to liaise with the parents/community?
Was the emergency service given the correct information?
Did anyone re-enter the premises before the all clear was given?
Did anyone refuse to leave the building/site? If yes, see attached list for name and
reason. To be followed up.
Area of Emergency plan tested by current exercise:

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Emergency Management Plan

15. Emergency Kit Checklist

Keep the Emergency Kit in a designated, easily accessible place. The Logistics Person in your IMT is
responsible for making sure the contents are complete. If your attendance rolls are kept electronically
ensure you have an updated printout available as you may not be able to access electronic information in
the event of an emergency.

Have you:
Child Data
Children and staff with special needs list
Child Release Forms
Staff Data
List of staff with emergency management or training skills
Traffic safety vest
Keys

Yes
Yes
Yes
Yes
Yes
Yes
Yes

Standard portable First Aid kit with bandages, Savlon, antiseptic wipes

Yes

Medical and Special needs list: children with asthma, allergies including Special
medications e.g. asthma inhalers, EpiPens

Yes

A charged mobile phone

Torch with replacement batteries (or wind up torch)
A megaphone
Portable battery powered radio

Yes
Yes
Yes
Yes

Bottled water

Yes

Portable non perishable snacks such as sultanas, dried fruits, energy bars

Yes

Copy of facility site plan and evacuation routes

Sunscreen and spare sunhats
Whistle
Plastic garbage bags and ties
Toiletry supplies

Yes
Yes
Yes
Yes
Yes

Other

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Emergency Management Plan

16. Communication Trees

A telephone tree allows you to easily identify who will be in contact with whom during an emergency. Adapt this tree

to identify which role you will make responsible for contacting parents.

Preschool Communication Trees

Bill Smith
Director

000

Kathy Brown

Freda
Smythe

DEECD
Regional
Office

Parent of
John
Williams

Parent of
Samantha
Stone

EMR
Childrens
Services
Adviser

N/A

N/A

Emergency
Services

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Emergency Management Plan

Out of School Hours Program

Daily Operation Hours 7.30am to 8.45am and 3.30pm to 6.00pm (On-site
located at Sample Primary School
Camp Australia Head Office 88514100

Camp
Australia

000

Staff Member

Staff Member

Emergency
Services

Marianne
Evans

Grace Ryan

DEECD
Regional
Office

0417016272

92652500

Parent Phone
Tree One

Parent Phone
Tree Two

N/A

N/A

N/A

0417016272

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Emergency Management Plan

17. Post-Emergency Record

Facility
Date
Time Of Notification
Name Of Person Taking The Call
Position
Name Of Person Reporting The Incident
Contact Telephone Number
Details
Immediate Action

Incident Controller notified:

YES / NO

Time _____

Other staff notified:

YES / NO

Time _____

Emergency Services notified:

YES / NO

Time ______

Region and ESMU notified:

YES / NO

Time ______

Major Activities

Issues

Operational Debriefing Required:

YES / NO

Date/Time: _____

Person Responsible to organise:

Confirmation of Operational Briefing:

Date/Time:

Issues for Follow up action:

Signature
Date

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Emergency Management Plan

18. Bomb Threat Checklist

CALL TAKER
Name
Telephone #
Signature

Date:
Duration of call
Number of caller

CALL TAKEN
Time:

Complete the following for a BOMB THREAT

QUESTIONS
When is the bomb going to explode?
Where did you put the bomb?
What does the bomb look like?
What kind of bomb is it?
What will make the bomb explode?
Did you place the bomb?
What is your name?
Where are you going?
What is your address?

RESPONSES

ACTIONS:
REPORT CALL TO:

PHONE NUMBER:

CHARACTERISTICS OF THE CALLER

Sex of caller
Estimated age
Accent if any
Speech impediments
Voice (loud, soft, etc)
Speech (fast, slow etc)
Dictation (clear, muffled, etc)
Manner (calm, emotional, etc)
Did you recognise the voice?
If so, who do you think it was?
Was the caller familiar with the area?
[ ] Abusive
[ ] Well Spoken
[ ] Incoherent

LANGUAGE
[ ] Taped
[ ] Irrational
[ ] Message read by caller

[ ] Music
[ ] Machinery
[ ] Aircraft

BACKGROUND NOISE
[ ] Local call
[ ] Long Distance Call
[ ] Other (specify)

[ ] Other (Specify)

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Emergency Management Plan

19. Parental Notification Form

Name of Parent/
Guardian

Childs Name

Contact

Phone/
Mobile

After
Hours

Alternate
Contact

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Emergency Management Plan

20. In Case of Fire / Smoke

Signs of a fire may include; observation of smoke or flames; smelling smoke or burning
material; feeling unusual heat on a wall, door or other surface.
IN CASE OF FIRE CALL

000

In the event of fire or smoke:

Remove persons from immediate danger.

Alert nearby personnel and the Incident Controller, call 000.
Confine fire and smoke. Close windows and doors (if safe). Keep low, under the
smoke.

Fire Extinguisher Operation: Fire Extinguisher operation is voluntary, only being used when it is safe to do so. Where
practicable, there should be two people in attendance when an extinguisher is being operated. Always ensure you have
a safe line of retreat.
DO NOT let
fire getfire
between
xtinguish
orthe
control
(if you
safeand
tothe
dodoorway.
so).

Select the appropriate extinguisher.

Pull the pin on extinguisher.

Test the extinguisher.

Stand well back at a safe distance.

Keep the exit door to your back.

Ensure correct grip of the nozzle.

Direct the extinguisher stream at the base of the fire, not at the smoke.

Squeeze the trigger, sweep the fire.

Distance yourself IMMEDIATELY the situation becomes unsafe.

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Emergency Management Plan

21. Lockdown Checklist

Actions during lockdown - Principal or Site Manager (Incident Controller)

Actions during lockdown

Liaise with staff, other agencies and the Region in considering a lockdown.
Activate lockdown using the predetermined activation signal.
Advise Victoria Police and other appropriate emergency service agencies.
Activate the Incident Management Team (to plan further actions and enact the
response plan).
Allocate responsibilities.
Collect emergency kit.
Guide visitors to safety.
Divert parents and returning groups from the school.
Ensure a telephone line is kept free.
Keep public address system free
Secure external doors and entrances.
Keep main entrance as the only entry point. It must be constantly monitored and no
unauthorised people allowed access.
Ascertain (as possible) if all children, staff and visitors are accounted for.
Record some details of actions undertaken and times (use the Post-Emergency
Record from Appendix).
Await de-activation advice from Emergency Services personnel (if appropriate).

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Emergency Management Plan

Actions after lockdown - Principal or Site Manager (Incident Controller).

Actions to de-activate and immediately following lockdown

Confirm with Emergency Service personnel that it is safe to de-activate lockdown.

Determine whether to activate the parent re-unification process.
Determine if there is any specific information staff, children and visitors need to know
(e.g. areas of the facility to avoid or parent reunification process).
De-activate lockdown using predetermined de-activation signal.
Advise staff, children and visitors of any specific information they need to know.
Ensure any children, staff or visitors with medical or other needs are supported.
Print and issue pre-prepared parent letters and give these to children to take home.
Seek support from the Regional EM Coordinator as required.
Brief staff on the incident.
Ensure all personnel are made aware of Employee Assistance Program contact
details.
Prepare and maintain records and documentation.
Follow up with any children, staff or visitors who need support.
Undertake operational debrief to review the lockdown and procedural changes that
may be required.
Actions (follow-up)

Signature:

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Emergency Management Plan

22. Bushfire Preparedness

All facilities should regularly review their Emergency Management Plans.
Checklist

Check DEECD website for potential and actual closure notifications

Check relevant Emergency Services website for current information

Determine who is responsible for monitoring fire risk information and

how
Complete DEECD Strategic Engineering Risk Assessment Tool (SERA)
and review any issues resulting from the assessment
Review Emergency Management Plan prior to the official start of the
bushfire season
Ensure communication procedures are in place to contact parents/
guardians in the event of closure or evacuation
Allocate roles and responsibilities of Principals, staff and parents in
executing emergency evacuation procedures

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Emergency Management Plan

23. Distribution List

The list should include every agency and/or staff person who has been given a copy of this plan. It is important to
keep this list up-to-date and to distribute new copies or amendments of the plan as it is updated.

Date

Copy provided to
[Name]

Address

March 2011

Eastern Metropolitan Region

Springvale Road

Email

Glen Waverley
March 2011

RANGES COUNCIL

Wood Road
Avonley

March 2011

RANGES POLICE

Fitzsimons Highway
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Emergency Management Plan

Glen Donald

March 2011

RANGES CFA

Fitzsimons Highway
Glen Donald

March 2011

All Sample Preschool staff

Sample Preschool

March 2011

O.S.H. Staff Camp Australia

Sample Preschool

March 2011

Sample Preschool Committee

President

Wonga Road

Sample Preschool Committee

Members

Sample Preschool

March 2011

Glen Donald

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Emergency Management Plan