WIT.3029.001.

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6.15 Emergency and Critical Incident Management

This information should be read in conjunction with 7.28 Security

Management

6.15.1 Incident and emergency reporting

6.15.1.1 Reporting to the Department

The Department's Emergency and Security Management Unit operates the
Department's twenty four hour emergency coordination centre. This facility
provides a single reference point for schools to report emergencies and other
critical incidents including criminal and other unwanted activities. It also
provides the mechanism for ensuring that all Department resources are
available to assist school staff in making timely and safety oriented decisions
during emergencies.

Staff has a responsibility to ensure that they are familiar with the Department
notification requirements. To assist schools in meeting their mandatory
responsibilities in emergency and crisis situations, the Department's
emergency coordination centre is staffed twenty-four hours a day throughout
the year. This enables schools to report incidents that may occur outside
normal school hours and during holidays and weekends. The telephone
number for the centre is 9589 6266.

6.15.1.2 Incident and emergency notification

Any incident in which the safety of staff or students is at risk, or which poses
a threat to property or the environment, must be reported immediately to the
Emergency and Security Management coordination centre by telephone on
9589 6266. This includes:

The death of (including suicide) or serious injury to, a student, parent,

visitor or staff member.
• Allegations of or actual serious sexual or serious physical assault of a
student, staff member or a visitor.

As a general rule, a serious incident is one requiring medical attention

(physical assault) or a police investigation (sexual assault).
• A serious fire involving death or serious injury.
• Siege/Hostage situations
• Suspicious Person/s and/or Vehicles
• A serious fire/damage in schools resulting in closure or significant
damage to parts of a building or its contents and/or which poses a threat
to the health and safety of students, staff members or visitors.
• Missing/Disappearance/Removal of Studentis
• Unauthorised/Unexplained absenteeism from school.
 WIT.3029.001.0031

Firearms, weapons or bomb threat

• Motor vehicle collision
• Impact by machinery, equipment, aircraft
Fire on school grounds, bush or grass fire
• Fumes, spill, leak or contamination by hazardous material
• Outbreak or incidence of disease
• Flood or windstorm
• Earthquake or other natural event
Criminal activity, burglary, theft, vandalism and graffiti
Issues of negligence or legal liability.
Presence of toxic fumes or explosive conditions
Need for the evacuation or lockdown of people
A significant event that has a Major Impact on school operations
An event that has the potential to involve the relevant Minister.
• An event that has the potential to subject the Department to high levels
of public or legal scrutiny.
• Serious threats made against a student, visitor or staff member.
• Unethical behaviour by staff, particularly if it involves taking advantage of
a student, visitor or staff member.
• Where Fraud or Theft has been identified.
• A student, visitor or staff member behaviour that could result in potential
risk to another student, visitor or staff member.
• Unauthorised absenteeism resulting in a missing persons report filed.
• Incidents that did not lead to significant student, visitor or staff member
injury or death, but very nearly did (hazardous condition observed/near
misses).
• All WorkCover incidents
• Minor neighborhood complaint.
• Minor property damage.
• Minor Graffiti
• Injury not requiring medical attention.

Incidents away from the school should also be reported such as those
occurring during:

• camps, excursions or outdoor adventure activities

• travel to or from school
• non school hours
• weekends and holidays.

6.15.1.3 Camp and excursion notification

Relevant details about school. council approved excursions should be
provided to the Department's Emergency and Security Management Unit
using the online notification form available at:

www.eduweb.vic.gov.au/forms/school/sal/enteractivity.asp

Note: password required.

This notification should be provided at least three weeks prior to the activity.
 WIT.3029.001.0032

The information will be used to provide initial information about the location
of staff and students on camps or excursions to the emergency services
including fire authorities, police and ambulance during an emergency. Where
additional information is required, schools will be expected to provide it from
the documentation prepared for the activity.

The Emergency and Security Management Unit can be contacted on

telephone 9589 6266 if further information is required.

Prompt incident notification enables Incident Response Officers at the

coordination centre to provide support and advice to schools. This helps to
resolve emergencies quickly while minimising the risk to personal safety.

For more information on Adventure Activities refer 4.4.3

6.15.1.4 Criminal offence and insurance report

In the case of a loss arising from a criminal offence, the police must be
notified, and a police crime report obtained. This information should be
included on the Department's Criminal Offence and Insurance Report Form
(available on EduLibrary at Schools/Liability Management Branchllnsurance)
and forwarded to the Liability Management Branch.

6.15.1.5 Work Cover notification

Schools must immediately report to the Emergency and Security
Management Unit and notify the Victorian WorkCover Authority of incidents
that occur at the school which result in the following:

the death of any person

medical treatment within forty-eight hours of exposure to a substance
in patient treatment in a hospital
immediate medical treatment for

- the amputation of any part of the body

- a serious head injury or eye injury
- the separation of skin from underlying tissue
- an electric shock
- a spinal injury
- the loss of a bodily function
- serious lacerations

collapse, overturning, failure of, or damage to, any item of plant listed in
item 2 of schedule 2 of the Occupational Health and Safety (Plant)
Regulations 1995
• the collapse or failure of an excavation or of any shoring supporting an
excavation
• the collapse or partial collapse of any part of a building or structure
• an implosion, explosion or fire
• the escape, spillage or leakage of any substance, including dangerous
goods as defined in the Dangerous Goods Act 1985
• the fall or release from a height of any plant, substance or object.
 WIT.3029.001.0033

The same obligations to notify of incidents and dangerous occurrences apply

under the Equipment (Public Safety) (Incident Notification) Regulations 1997
such as amusement structures used by volunteers at a school fete or fair.

Further information on WorkCover matters can be found on the Department's

website at: http://www.eduweb.vic.gov.au/hrweb/safetyhw/default.htm

6.15.1.6 Reporting to emergency services

Any emergency that threatens life or property must be reported to the
appropriate emergency service immediately on 000;

• fire brigade for fires (even when fires have been put out).
• police for crime. injury which may not be accidental or assault.
• ambulance for injury and medical assistance

Schools should use 000 only to contact the emergency services 'as this
number ensures that the nearest available unit will respond, contacting local
emergency services directly will increase response times as these calls will
be redirected to 000 wasting valuable time in an emergency.

After contacting 000, schools should notify the Emergency and Security
Management Unit coordination centre of the incident on 03 9589 6266. The
coordination centre operates twenty four hours per day.

6.15.1.7 Reporting fires

All fires, including those that have been extinguished and reg ardless of their
size, must be reported to the relevant fire service for the particul ar locality by
contacting 000 .

6.15.1.8 Incident and emergency planning

6.15.1.0.1 School planning responsibilities

All schools are required to develop and maintain a current emergency
management plan . The plan should identify the major hazards and risks
likely to be encountered and describe arrangements to be followed during an
emergency or crisis situation . The plan and its procedures should be tested
and reviewed annually and should also be reviewed following an emergency
or crisis incident.

Personal contact information for people nominated with responsibilities in an

emergency should be reviewed quarterly. Emergency contact details for staff
should be updated on CASES each term.

The Department's emergency management plan is contained in Managing

Schoof Emergencies: Minimising the impact of trauma on staff and students
and provides a useful starting point in the development or revi ew of the
school plan .

Additional resources include:

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Emergency/Disaster Planning for Principals, published by Emergency

Management Australia, Canberra (see
http://www.ema.gov.au/ema/emaSchools.nsf)
Hazard Wise, published by Emergency Management Australia, Canberra
see:
• http://www.ema.gov.au/ema/emaSchools.nsf/)
• Dangerous Goods (Storage and Handling) available on Department's
website at:
• http://www.eduweb.vic.gov.au/edulibrary/public/ohs/CG Dangerous Goo
ds.pdf
Guidelines for the Storage of Science Chemicals (1994) available on
Department's website at:
http://www.education .vic.gov.au/hrweb/ohs/other/pubs.htm

6.15.2 Emergency and security management support for

schools
6.15.2.1 Emergency and Security Management 24-hour Emergency
Coordination Centre
Operational responsibilities are coordinated by incident response officers
from the Emergency and Security Management Emergency Unit
Coordination Centre, which operates twenty-four hours a day throughout the
year.

Incident response officers also monitor intruder alarm systems installed in

the majority of metropolitan and country schools, and coordinate the
Department's response services to schools where alarms have activated .

6.15.2.2 Regional arrangements

An emergency management coordinator in each region is responsible for
working with schools affected by emergencies , including the provision of
advice and support. While the princi pal would normally remain in control of
emergency response and recovery activity, regional resources, including
psychologists and social workers, may be provided to work with affected staff
and students.

6.15.2.3 Advice and assistance

Another key area of responsibility involves the provision of support to
schools during and fo llowing emergencies when staff or students may be at
risk. The Emergency and Security Management Unit is actively involved in
coordinating the provision of specialist psychological services to students
and teachers following exposure to traumatic events, and in training school
and regional support staff in trauma response and recovery .

The Emergency and Security Management Unit also assists schools in

reviewing response and recovery procedures in their emergency
management plans.
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During emergencies, the Emergency and Security Management Unit

provides response and recovery support to schools, consistent with Victoria's
state emergency response and state recovery plans. Emergency
management staff, work directly with schools and the emergency services to
maintain staff and student safety until the emergency is resolved .

The Emergency and Security Management Unit is actively involved in

coordinating the provision of any specialist psychological services to
teachers and students required following exposure to traumatic events.

6.15.3 Emergency management

6.15.3.1 Emergency and Security Management Unit 24 hour service
The Emergency and Security Management Unit is responsible for the
development of state-wide emergency and security management policy, for
the provision of emergency advice and assistance, and security
management services to schools, including operational response services.

The Emergency and Security Management Unit operates a twenty-four hour

coordination centre, which monitors schools intruder detection systems and
coordinates the provision of support and advice to schools during
emergencies and criminal activity.

Further information and advice is also available at:

https:llwww.eduweb.vic.gov.au/intranetlfacilites/emerg/default.htm

6.15.3.2 Department and emergency services responsibilities

The Victorian Emergency Management Council is responsible under the
Emergency Management Act 1986 for the development of planned and
coordinated management arrangements for emergencies in Victoria.

The State Emergency Response Plan has been developed to ensure

effective coordination involving all agencies that have a role in responding to
emergencies. The State Emergency Recovery Plan has been developed to
ensure the effective coordination of agencies involved in providing recovery
services arising from emergencies.

The Emergency Management Act 1986 provides the legislative framework

for the coordination of emergency management activity in Victoria . Under the
Act an emergency is the actual or imminent occurrence of an event which in
any way endangers or threatens to endanger the safety or health of any
person in Victoria or which destroys or damages, or threatens to destroy or
damage, any property in Victoria or endangers or threatens to endanger the
environment or an element of the environment in Victoria .

The police, emergency services and agencies such as the Department of

Human Services each have a specific role to play in responding to
emergencies. The Department has a responsibility to ensure that planning
for emergencies takes place at central, regional and school levels covering
prevention, response and recovery arrangements.
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6.15.3.3 Planning for emergencies

Schools are required to develop and maintain an emergency management
plan that describes actions to be taken before, during and following an
emergency or crisis situation to ensure the ongoing safety of staff, students
and others.

Schools should ensure that staff, students and the school community know
what the plan contains, and through the provision of appropriate training,
what they are required to do during an emergency.

In schools, emergency planning is brought together in a school emergency

management plan (planning and preparedness). The focus of a school plan
is directed towards the prevention of emergencies and crisis situations
(prevention) . Not all emergencies are preventable and , therefore , planning is
also directed towards minim ising the effects of those emergencies which do
occur (response) and supporting those who may be traumatised as a result
of their exposure to the emergency (recovery).

School responsibilities to plan for the safety of staff and students involved in
school activities extends beyond plann ing for events occu rring under normal
circumstances. All school activities, regardless of where they are to be
conducted, must be planned in such a way as to ensure that the safety of
staff and students is maintained, and that students are adequately
supervised , even during an emergency.

A school plan should include:

• the range of emergencies covered

• a site plan
• a general description of the school and its environment
• an assessment of risks and hazards facing the school
• roles and responsibilities of staff and others
• procedures for reporting emergencies
• procedures to be followed by staff and students during an emergency
• Lockdown/lockout arrangements
• evacuation arrangements
• alternative evacuation assembly areas
• emergency services and key personnel contact numbers
measures to prevent or reduce the impact of emergencies that do occur
• arrangements for establishing recovery programs following emergencies
• consultation with relevant emergency services concerning
appropriateness of the content.

6.15.3.4 Planning for fire related emergencies

During the fire danger period the risk to schools and to school groups of
exposure to wildfire may be high. Schools should ensure that in planning for
school activities, including camps and excursions, consideration should be
given to the potential risk to personal safety from fire. Schools should be
prepared to cancel or postpone activities on days of total fire ban or other
days when the risk of fire is high. On such days, the Emergency and Security
 WIT.3029.001.0037

Management Unit liaises with fire authorities to obtain up to date information

for communication to schools that may be affected by wildfire.

Principals should ensure that staff and students are familiar with the contents
of the school emergency management plan, including emergency
procedures, the location and operation of fire fighting equipment, alternative
exits from buildings and grounds, and evacuation assembly areas. Exercises
should be conducted regularly to test the arrangements in the plan .

The plan should include arrangements for minimising or removing fire

hazards through the:

safe storage of flammable materials

removal of combustible fuel, including long grass, surplus equipment and
documents
• repair or replacement of defective appliances and equipment
• maintenance of furnace and switch rooms and under floor areas free of
stored materials.
Useful resources and checklists for school bushfire preparedness and
planning are available at:
httos:/Iwww.eduweb.vic.gov.au/intraneUfacilites/emerg/bushfire.htm

6.15.3.5 Testing emergency procedures

Testing building fire response procedures and associated evacuation
arrangeme nts is important, but is one of the least likely incidents schools will
experience. Emergency procedures in school emergency management plans
should be exercised on a regular basis, preferably once a term, under a
variety of emergency scenarios.

Exercises should test:

• notification and reporting procedures

• roles and responsibilities of nominated personnel
offsite and onsite evacuation and lock down/lockout alternatives
• communications within the school and to the school community
• emergency services liaison.
• Schools should be aware that fire services and police can assist in
training exercises and trial evacuations by acting as observers as well as
assisting in the review of school emergency procedures.

6.15.3.6 Planning ror evacuation

An emergency may occur without warning and require evacuation of the
school for a protracted period . In the case of a hazardous materials incident,
for example, students may have to be evacuated up to several kilometers
from the school and be supervised there for several hours.

Evacuation assembly areas that provide shelter, water and toilet facilities
should be identified in the school's emergency management plan to cater for
long duration evacuation and should include sites that are well beyond the
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school grounds. Evacuation planning should include internal locations within

buildings in cases where external evacuation is not appropriate.

Students should be supervised for the duration of the emergency and until
the normal dismissal time. Details should be recorded concerning any
student who is released into the care of a parent or guardian during an
emergency.

Under some circumstances it may be safer for staff and students to remain in
place rather than evacuate. This is called "Iockdown".

6.15.3.7 Lockdown
A 'Lockdown' is the required procedure when staff and students must remain
inside due to a threat outside the building. Lockdown procedures will vary
from school to school as school layouts and communication arrangements
vary.

The most critical component of lockdown arrangements is the method of

communication to staff and students of what is required. Schools should
ensure that they have at least two avenues of communication to all staff and
students. For example primary communication could be by Public Address
system and secondary by signals using an evacuation alarm or a hand held
school bell. Schools should ensure that they have at least one school wide
communication system that is not based in the general office as this may
become unavailable during an emergency .

It is also important to ensure that staff and students who are locked down are
provided with updates about the current situation on a regular basis,
preferably every 15 minutes.

Examples of practices included in lockdown arrangements are:

students return to home rooms

• off-duty staff check toilets, library and computer labs
• lock doors and windows, particularly those accessing outside.
• lock corridor doors (including nominating who is responsible)
stay away from windows,
• stay below window lines
• close curtains or blinds
• turn off heating and cooling
• turn off lights
• call roll
• stand by for communication from office
• stand by for updates

6.15.3.B Lockout
A 'Lockout' procedure is used when an internal and immediate danger is
identified and it is determined that students should be excluded from
buildings for their safety.
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Examples of practices included in lockout arrangements are:

• announce the lockout with clear and specific instructions

• nominate staff to lock doors to prevent entry

• nominate staff to sweep classrooms and corridors for anyone left inside

• stand by for communication from office or designated central control point

• stand by for updates

These suggestions are examples only for consideration and in some cases
may not be suitable to particular incidents. Schools should also give
consideration to the possibility of an event occurring at recess and lunchtime.
A roll call or head count of all students and staff must be conducted following
any evacuation, lockdown or lockout.

6.15.4 Security management

6.15.4.1 Security risk management
Crime against schools can be managed by developing systematic and cost
effective approaches to reduce the risks. Applying a situational approach to
crime prevention based on locally identified risks aims to reduce the
opportunity for people to commit crimes.

Opportunity may be reduced by making the potential target of criminal

activity inaccessible or unattractive, and by making the activity itself
dangerous or unprofitable for the criminal offender by:

• removing some risks entirely

reducing some risks by decreasing the extent to which injury or loss can
occur
• spreading some risks through physical, electronic and procedural
security measures that deny, deter, delay or detect criminal activity
• transferring some risks
• accepting some risks.

Schools are encouraged to implement situational crime prevention strategies

through:

target hardening-locks, window film, grills, and computer-locking

mechanisms
• environmental design-trimmed foliage, lighting, natural surveillance,
fences, signs
• electronic systems-alarms (detection devices, communication
methods), closed circuit television
policies-asset marking, equipment storage, equipment location
• procedures-checking procedures, window and door locking, regular
equipment audits.
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The Emergency and Security Management Unit can provide advice to

schools relating to security risk management and can also coordinate
support from specialist agencies such as Victoria Police Community
Consultation and Crime Prevention Office.

6.15.4.2 Intruder detection systems

The Department centrally funds the installation and maintenance of intruder
detection systems at schools that meet appropriate risk criteria. It also
monitors alarm systems and responds to alarm activations at its 24-hour
coordination centre.

Enquiries concerning funding, installation or maintenance of alarm systems

should be directed to the Emergency and Security Management Unit,
telephone 9589 6266.

Schools that have an intruder detection system installed must ensure that
staff are trained in its use and are aware of the implications of unintentional
alarm activation. Alarm systems should be turned off whenever staff enter an
alarmed building. School intruder detection systems do not differentiate
between illegal activity and unwanted alarms generated by school personnel.

Failure to turn the alarm system off immediately on entering the building
causes an unwanted alarm to be generated at the Department's coordination
centre. In most instances, the Victoria Police respond to alarm activations in
conjunction with private security contractors. Police support can typically
include several marked police vehicles, the dog squad and the police
helicopter.

6.15.4.3 Alarm response services

The Department uses private security contractors to attend schools alarm
activations and to provide key access to buildings for attending police. The
contractor may attend alone initially or in conjunction with the police.

See 7.28.1.3

6.15.4.4 Cost recovery

School users of alarm systems generate a high number of unwanted alarm
activations each day that resu~ in police and security contractors attending at
the school. The Department recovers the costs of responding to alarm
system activations in cases where school personnel have generated the
alarm activation. Schools will avoid having to pay for the cost of unwanted
alarms by implementing sound management practices covering the use of
alarm systems.

6.15.4.5 Closed circuit television systems

Closed circuit television (CCTV) is one of a number of strategies that schools

may adopt to deter and/or detect vandalism, graffiti and other unwanted
 WIT.3029.001.0041

activities on school sites. CCTV may also be effective in supervising and

monitoring outdoor areas, corridors and other areas of a school.

CCTV installations in schools must comply with legislative and Departmental

requirements. Policies and procedures have been established to ensure that
any school planning to install CCTV surveillance meets these requirements.
The Emergency and Security Management Unit has available on request an
information package that contains the approval process and guidelines for
the installation of a CCTV system.

Cameras may not be used:

• in private locations such as toilets

• in change rooms or staff rooms.
• to monitor student or staff performance.
Hidden or covert cameras are also prohibited.

See 7.28.1 .2

6.15.4.6 Reporting criminal damage

Criminal activity, including vandalism, threats of assault, arson and burglary,
are to be reported without delay to the police and to the Emergency and
Security Management Unit. Schools are Similarly requested to advise the
Emergency and Security Management Unit about nuisance activity which
may not have led to damage, but which could be anticipated to lead to crime
at some future time.

This information is used to implement security initiatives, including the

provision of targeted security patrols, installation of temporary surveillance
and intruder detection systems, and other strategies to assist schools. Early
notification ensures that these initiatives will be of maximum benefit to
schools in preventing further criminal activity. It also increases the likelihood
of apprehending those responsible.

See 7.26.1 .4

Resources

See: 7.26 Security Management

Website https:llwww.eduweb.vic.gov.au/intranetlfacilites/emerg/default.htm

Contact: Twenty-four Hour Communications Centre

Emergency and Security Management Unit

Telephone: 95696266 Fax: 9589 0296