NATIONAL QUALITY STANDARD (NQS)

Education and Care Services National Law and National Regulations

Purpose

Our Service has a duty of care to maintain the safety and wellbeing of each child, educator, and all persons using or visiting the Service during an emergency or evacuation situation. We are committed to identifying risks and potential hazards of emergency and evacuation situations by conducting thorough risk assessments on an annual basis and continually plan for further risk minimisation and improvement to our policy and procedures. We believe that children’s safety, rights, and best interests are the paramount consideration for all Service operations, decisions and functions.

Currently our Fire Warden is Da-Eun Hong, and she is responsible for the practice of emergency drills. 

IMPLEMENTATION 

We define an emergency as an unplanned, sudden or unexpected event or situation that requires immediate action to prevent harm, injury, or illness to persons, or damage to the Service’s premises. Emergency situations may pose a risk to an individual’s health and safety. It is important that Services identify potential emergencies that may be specific to their location and environment. Severe heat or heatwaves, also pose an immediate risk to babies and young children and require risk mitigation strategies to be implemented. [See Weather Risk Assesment)

An emergency is any event, situation or event where there is an imminent or severe risk to the health, safety or wellbeing of children at the Service. Education and Care Services National Regulations state that emergency evacuation rehearsals (drills) are to be practiced and reviewed every three months by the responsible person, all staff members, volunteers, visitors and children present on the day.

(Guide to the NQF).

Circumstances under which an emergency evacuation will occur may include:

• Fire within the building or playground

• Fire in the surrounding area where the Service may be in danger

• Flood

• Cyclone, severe storm or dust storm or other natural weather event

• dangerous animal, insect or reptile

• Terrorist threat

• Other circumstances may include: 

• gas explosion, traffic accident, or any event which could render the building unsafe (e.g.: earthquake).

Risk assessment for potential emergencies: 

In preparing the emergency and evacuation procedures, a risk assessment is conducted to identify potential emergencies relevant to our service.

Our service 

• Detailed risk assessment and control measures of potential emergencies the service may be exposed to. Documentation is assessed and updated periodically and when needed as circumstances change. 

• Detailed, specific procedures to follow in the event of any emergency or evacuation including: 

• Fire 

• Severe weather; storms

• Intruders

• Outbreak of infectious disease or illness

• A copy of the emergency and evacuation floor plan and instructions is displayed in a prominent position in the foyer, and near each exit at the service. 

• Staffing rosters ensure that at least one Educator who holds a current approved first aid qualification, anaphylaxis management training and emergency asthma management training will be immediately available in the event of an emergency. 

• Emergency telephone numbers are clearly displayed above every telephone. 

The risk assessment will be reviewed at least every 12 months or after being aware of an incident or circumstance that may affect the safe evacuation of children. All risk assessments will be regularly assessed and evaluated as to facilitate continuous improvement in our Service. If a risk concerning the safe evacuation of a child is identified during the risk assessment, the approved provider must update the Emergency and Evacuation Policy and procedure as soon as possible. The risk assessment is to be stored safely and securely and kept for 3 years after the last date on which the child was educated and cared for by the Service.

Discovering an Emergency 

• Educators who discover an emergency are required to alert the whole service and immediately take necessary action.

• After immediate assessment, will then call NAPPY PIN (an internal threat as discussed in Child Safety Policy) or an EVACUATION depending on the type of emergency. 

Evacuation Drills and Emergency Evacuation

• Evacuation drills are carried out a minimum of every three months without notice, at different times of the day, in accordance with the Education and Care Services National Regulations 2011. 

• Each drill is documented to include the date, time, how many people in the building according to attendance registers, how many people evacuated, the time it takes to evacuate, what simulated emergency conditions (if any), any problems encountered, weather conditions, which staff and children were absent on the day of the drill and any additional notes. This documentation is kept for a minimum of three years. 

• Simulated emergency conditions consider a variety of practice styles such as scenarios in the rooms, around the yards, and out of the grounds. 

• After reflection, notes on any areas that need improving or revising are to be documented in the Emergency Evacuation Record. Educators will discuss and implement strategies to make continuous improvement to procedures which will be documented in the Service’s Staff Meeting minutes and Quality Improvement Plan.

After the Emergency is over 

• In the event that the building is unsafe to return to, the Responsible Person will notify parents or emergency contacts to collect each child. 

• If able to return to the building, with reassurance and calmness, walk back to the service following the safety procedures, recheck that all children have returned and discussed as developmentally appropriate the emergency that has taken place. 

• Consider counselling services for anyone affected by the emergency. 

• Schedule the next emergency drill on a day that will ensure the children and staff who were absent will be able to in emergency practices.

• Document everything that happened, good and or bad, and any changes that are required will be discussed at the next staff meeting. 

Responsibilities for the Approved Provider/Nomintaed Supervisor

• obligations under the Education and Care National Law and National Regulations are met and understood by all staff and educators

• all educators, including casual/relief educators and staff members, are familiar with our Emergency and Evacuation Policy, procedures and regulatory requirements

• emergency and evacuation policies and procedures are available for inspection at the Service’s premises at all times 

• the approved provider will conduct a risk assessment to identify potential emergencies that are relevant to the Service 

• the approved provider will review the risk assessment every 12 months or after becoming aware of any circumstance that may affect the safe evacuation of children from the Service

• relevant stakeholders/authorities are consulted for advice and guidance to improve risk mitigation strategies as part of our emergency and evacuation plan (police, fire, parents/families) 

• all staff and educators have a thorough understanding of the Australian Warning System (AWS)

• the Bureau of Meteorology (BOM) will be checked regularly to monitor emergency situations and warnings relevant to our Service location

• consideration is made to evacuate infants and non-ambulant children evacuating the premises resulting in enhanced

• emergency evacuation plans are displayed in prominent positions near each exit at the Service premises including both the indoor and outdoor learning areas

• the emergency and evacuation procedures include instructions for what must be done in the event of an emergency

• emergency evacuation plans include a floor plan for ease of reference with clearly defined assembly points and clearly marked exit routes from all locations within the Service

• all exits have exit signs clearly visible

• all emergency exit doors must be unlocked and ready to ensure safe evacuation of children and staff. Exit doors must be accessible from the inside with an emergency push bar or device 

• there are no obstructions in hallways, stairways or emergency exits 

• new staff, volunteers and students are provided with information and training about our Emergency and Evacuation Policy and procedures during induction

• all staff, visitors and students are aware of emergency evacuation points and assembly areas

• staff are trained how to use emergency equipment such as fire extinguishers, fire blankets, hoses etc

• that emergency evacuation rehearsals (drills) are to be practiced and reviewed, at a minimum, every three months by the responsible person, all staff members, volunteers, visitors and children present on the day. 

• families are informed of the purpose and importance of regular emergency evacuation rehearsals upon enrolment, and these drills are shared on Kinderloop

• an Emergency Evacuation Risk Assessment will be conducted for regular outings involving emergency evacuation rehearsals that require children to move to an external emergency assembly point (not mandatory- best practice)

• that the risk assessment for emergency evacuation rehearsals is reviewed every 12 months or following any changes to the emergency evacuation rehearsal, such as changes to the location of emergency assembly point (adjust to suit your Service context)

• spontaneous rehearsals also take place during the year to assist in refining risk management procedures and evacuation procedures

• each time a planned or spontaneous emergency evacuation rehearsal is performed, it is to be timed and documented in the Emergency Evacuation Rehearsal Evaluation

• after reflection, notes on any areas that need improving are shared at staff meetings, or in TWTWB as needed. Educators will discuss and implement strategies to make continuous improvement to procedures which will be documented in the Service’s Quality Improvement Plan (QIP as needed).

• in the event of limited educators (e.g. early morning or late afternoon), staff members are to work together to perform the duties as per the evacuation plan (the roster must include a responsible person being on the premises at all times to take responsibility and delegate duties). This scenario will be discussed as part of the WH&S review and documented in the Service’s Team Meeting Minutes.

• children are provided with age-appropriate support and information before, during and after emergency and evacuation rehearsals (drills)

• all staff are aware of their roles and responsibilities in the event of an emergency situation

• regular communication with families includes information about emergency and evacuation procedures

• families are informed when a rehearsal or drill has occurred

• each room has an Emergency Evacuation Bag located in a prominent position

• Emergency Evacuation Bags  are regularly audited and restocked as required

• an up-to-date register of emergency telephone numbers for children is maintained. A copy of the current list will always be available in the Emergency Evacuation Kit

• portable First Aid Kits are readily available in case of an emergency evacuation

• at least one staff member or one nominated supervisor who holds current ACECQA approved first aid qualifications, approved anaphylaxis management and emergency asthma management training is in attendance at all times

• medical management plans for children are able to be accessed easily 

• children’s medication is collected during an evacuation 

• all fire extinguishers, fire blankets, fire hoses, and other emergency equipment located throughout the Service will be inspected and tested at six monthly intervals by an authorised company as per the Australian Safety Standard AS 1851-2012: Maintenance of Fire Protection Systems and Equipment. 

• extinguishers will be emptied, pressure tested, and refilled every five years

• all tests performed on emergency equipment and the date on which it was tested will be recorded on a label or metal tag attached to the unit. Certificates to verify testing will be filed.

• ensure smoke detectors are regularly tested and batteries replaced annually

• staff and educators have access to an operating telephone or other means of communication at all times (service registered mobile phone)

• in the event of a telephone not operating or no other means of communication the Service will consider closure of the Service (See Closure of Service below)

• emergency telephone numbers will be displayed prominently throughout the Service in the kitchen, office, staff room and each area where children are educated and cared for.

• our emergency telephone list (located next to the telephone) includes the numbers for:

  • Police

  • Local fire station

  • Rural Fire Service

  • State Emergency Services (SES)

• following the emergency evacuation or an incident that poses a risk to the health and safety of children attending the Service, an Emergency Evacuation Record and an Incident, Injury, Trauma and Illness Record will be completed

• the approved provider will make a notification of a serious incident to the regulatory authority (within 24 hours) through the NQA IT System when emergency services have attended an education and care service in response to an emergency, other than as a precaution or for any other reason or following an incident that poses a risk to the health and safety of children attending the Service  

• the approved provider will notify the regulatory authority and Department of Education (CCS) if the Service is required to close for a period of time as a result of a local emergency.

Responsibilities for the Educators

• Ensure the digital sign in system accurately records attendance of each child. 

• Display the emergency procedure plan for your room in a prominent position. 

• Practice the external procedure by different exits. 

• Practice the internal procedure. 

• Familiarise yourself with evacuation procedures in each area of the service. 

• Familiarise relievers, students and visitors with the procedure at the beginning of the shift. 

• Ensure all items in emergency bags are present as part of your monthly maintenance checklist.

• Check the number of children in your care regularly throughout the day. 

• Provide children with learning opportunities about emergency evacuation procedures. 

• Be alert to the immediate needs of all children throughout the scheduled and spontaneous evacuation drills. 

• Assist the Nominated Supervisor in identifying risks and potential emergency situations. 

• Assist the Nominated Supervisor in developing procedures to lessen the risks associated with emergency evacuations. 

• Be aware of the placement of operating communications equipment and emergency equipment, and are confident in their ability to operate them. 

Responsibilities for the Families

• Familiarise themselves with the service’s emergency and evacuation policy and procedures and the service’s Emergency Management Plan. 

• Ensure you complete the attendance record on delivery and collection of their child. 

• Provide emergency contact details on their child’s enrolment form and ensure that this is kept up to date. 

• Following the directions of staff in the event of an emergency or when rehearsing emergency procedures. 

CLOSURE OF THE SERVICE

There may be times where the normal operation of the Service is disrupted, and the Service is required to close temporarily during a planned or unplanned emergency occurrence. Situations that affect the normal operation include a local emergency which poses a risk to the health and safety of children attending the service, or where the service is inaccessible or is unsafe for children or staff or the emergency services/regulatory authority have directed the Service to close.

Situations where the Service may consider closure include:

• A period of local emergency, or emergency event

• Flooding

• Health emergency (i.e. pandemic)

• Bushfire

• Cyclone

• Unexpected absence of staff where ratios are unable to be met

• Severe outbreak of illness or disease

• Lack of access to operating phone/communication means

• Damage or vandalism to the service

• Chemical hazard

• Earthquake

• The approved provider or nominated supervisor will consult with emergency services/ local authorities regarding the closure of the service

• Our Service will ensure families are informed of emergency closures as soon as practicable to ensure immediate collection of children

• In the event of a planned closure, management will advise families as reasonably practicable through SMS/social media/phone calls/email to provide details of the planned closure including the period of closure  

• Our Service will notify the regulatory authority of the Service closure within 24 hours of an incident, including if the Service is required to close for a period of time due to an emergency via the NQA ITS

• Our Service will notify the Department of Education (CCS) through the Provider Entry Point (PEP) or our third-party software of the Service closure within 24 hours.

DEALING WITH TRAUMA

Emergencies and natural disasters are extremely stressful, and it is normal for children and adults to feel overwhelmed and distressed. People cope with trauma in many different ways. Children look to adults for reassurance, care and opportunities to share their feelings. It is important for educators to understand the impact of disasters and seek help when needed.

The approved provider/nominated supervisor will support educators to provide information to parents and families following any emergency or natural disaster including:

• will the service be open in the days and weeks ahead?

• how to find alternative care and education

• how to contact services for support with dealing with trauma

• NSW Police: www.police.nsw.gov.au

• NSW Rural Fire Service: www.rfs.nsw.gov.au

• NSW State Emergency Services: www.ses.nsw.gov.au

SOURCES

• ABAC & ACECQA Joint statement on early childhood centres. (2023). Joint NCC and NQF Reforms Statement

• Australian Children’s Education & Care Quality Authority. (2023). Policy and procedure guidelines- Emergency and evacuation guidelines.

• Australian Children’s Education & Care Quality Authority. (2026). Guide to the National Quality Framework

• Australian Children’s Education & Care Quality Authority. (2023). Multi Storey Buildings: Evacuations and Approvals

• Australian Government. Business. (2024). Emergency management.

• Australian Government Department of Education. (2023). Help in an emergency

• Australian Government. National Emergency Management Agency. Australian Warning System.

• Early Childhood Australia. (2016). Code of Ethics.

• Education and Care Services National Regulations. (Amended 2025) 

• Fire Protection Association Australia: www.fpaa.com.au/

• Fire System Services: http://www.firesys.com.au/Fire-Extinguisher-Service-and-Maintenance-pg14686.html

• NSW Department of Education. (2023). Emergency Planning, Management, Response and Recovery

• NSW Rural Fire Service: www.rfs.com.au

• Work Health and Safety Act 2011.  

Amendment History

This policy will be updated to ensure compliance with all relevant legal requirements every year. Appropriate consultation of all stakeholders (including staff and families) will be conducted on a timely basis. In accordance with Regulation 172 of the Education and Care Services National Regulation, families of children enrolled will be notified at least 14 days and their input considered prior to any amendment of policies and procedures that have any impact on their children or family.

Date:

May 2026

Version:

5

Last Amended by:

Laura

Position:

Nominated Supervisor