Emergency Management Planning Tutorials

Every school and children’s service that creates an Emergency Management Plan is required to have an area map, and an evacuation plan for each building.

This page provides access to document editing tutorial videos and instructions to assist schools and early childhood services with completing parts of their Emergency Management Plan document that require graphical content such as area maps, evacuation diagrams and communication/IMT trees.

The tutorials are aimed at people with moderate computer skills who have access to Microsoft Office applications PowerPoint and Word.

Some tutorials refer to the MS Paint application available with the Windows platform.
On Windows 7 and prior versions, Paint is typically available under Start / All Programs / Accessories. Alternative image editors or screen grabbers may be used in place of Paint. The application is simply used to view an image and select, then copy, a part of it.

There are many ways to build a graphic or diagram in MS Word, some more advanced than others. The tutorials aim to provide one approach that is as simple and as straight forward as possible. 

The Word documents used in these tutorials are based on Emergency Management Plan templates available on the Early Childhood Emergency Management information page. The EM Plan Guide and checklist are also available there.

Where appropriate, there are separate tutorials for MS Word version 2010 (applies to MS Word 2007 and above) and MS Word 2000 (applies to MS Word 2003 and older).

From Term 2 2015, Emergency Management Plans for Government Schools will be maintained online rather than maintained in Word documents.

Online EM Plans require all diagrams, plans and maps to be added as image files.

Refer to the 'Saving your diagram image' section below for instructions on how to create image files.

The video below explains what is meant by copy/paste terms used in the tutorials: Ctrl+C, Ctrl+V and Alt+PrtScrn.

 Video transcript (rtf - 30.36kb)

Creating an Area Map

You will need to develop an area map to show the location of your facility and offsite assembly points. The area map should also include:

  • Surrounding streets (including street names)
  • Exit points
  • Emergency services access points
  • A minimum two external assembly area
  • External evacuation routes (which shall be green)
  • Major landmarks
  • Legend.

The map should specify the distance and estimated time it would take to get from your facility to the each assembly point.

Tutorials for creating an Area Map


Creating Evacuation Diagrams

You will need to display evacuation plans in all locations where staff, students, children, visitors and contractors are able to view the plan.

In accordance with Australian Standard 3754-2010 planning for emergencies in facilities evacuation plans must have the following minimum requirements:
  • A pictorial diagram of the floor or area (A3, at least 200mm X 150mm in size).
  • The ‘YOU ARE HERE’ location.
  • The designated exits, which shall be in green.
  • Communication equipment, where installed e.g. Warden Intercom points (WIPs), which must be depicted in red.
  • Hose reels, which must be depicted in red.
  • Hydrants, which must be depicted in red.
  • Extinguishers, which must be depicted in red.
  • Designated shelter-in-place location.
  • Date plan was validated.
  • Location of assembly areas.
  • A legend.
    For the purpose of your Emergency Management Plan, there must be one Evacuation Diagram for each building on your site.

Tutorials for creating an Evacuation Diagram


Creating a Communications Tree or IMT structure

A communication tree allows staff to easily identify who will contact relevant persons e.g. parents, emergency services, regions etc. during an emergency.
The tree is a top-down representation using text boxes to identify staff, and lines to show the communications paths.
An Incident Management Team (IMT) structure indicates who will fill the team roles.
To assist with developing your diagram, you can download and use the Communications Tree template for Schools or the Communications Tree template for Early Childhood Services.
These are single page documents with just a typical tree diagram that you can then adjust for your situation, and then copy and paste into your EM Plan document.
You can also adapt these to produce your IMT structure.
Right-click on the template link that is relevant to you, select Save target As and then save it somewhere such as your My Documents folder.  
Also right-click this Instructions document, select Save Target As and then save it somewhere such as your My Documents folder. 
Open each document, and follow the instructions.
Tutorial videos on how to draw new text boxes and lines are available on the Tutorials for creating an Area Map page, although the templates should contain everything you need.
(The tutorials describe the typical steps to adding boxes and lines in MS Word and apply to any diagram, not just Area Maps. Just scroll down to the video that applies to what you want to do.)



Saving your diagram image (Government School EM Plans)

This section applies to Government Schools only.
Where these tutorials refer to pasting an image into your EM plan document, follow these steps instead to create image files that can be added to your online EM plan:
  • At this point you would have copied your diagram (Ctrl+C) as per the video.
  • Open MS Paint, available under Start / All Programs / Accessories.
  • Make sure the blank area is small by
    selecting the first tab (File or Paint); 
    selecting Properties;
    setting Width and Height to 50 PIXELS (not Centimeters).
  • Press Ctrl+V to paste the image in. The image will be resized automatically.
  • Select the first tab (File or Paint) and then select Save As and save the image as a PNG or JPG file, giving it a descriptive name and placing it in an appropriate folder.
  • Close MS Paint.