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Bushfire and Grassfire Preparedness

Policy

This policy explains how government schools on the Bushfire At-Risk Register (Categories 0–3) and Category 4 schools must prepare for and respond to bushfire and grassfire risk.

These requirements are in addition to requirements that apply to all schools, outlined in the Emergency and Critical Incident Management Planning policy.

This policy also includes requirements for bus cancellations on Catastrophic fire danger days for schools involved in the provision and management of the School Bus Program or the Students with Disabilities Transport Program.

Information on planning and preparing for bushfires for early childhood services is detailed in the Managing bushfire and grassfire risks in early childhood services policy(opens in a new window). Non-government schools should refer to the Guidelines on bushfire preparedness registered schools and school boarding premises (DOCX)(opens in a new window).

Summary

  • All schools must meet the bushfire preparedness requirements set by the Victorian Registration and Qualifications Authority (VRQA).
  • Each year, the Department of Education assesses the bushfire risk of every school and early childhood centre site. Each service is given a bushfire risk category from Category 0 (highest risk) to Category 6 (very low risk).
  • Category 0–3 schools are classed as ‘Bushfire At-Risk Register’ (BARR) schools. Category 4 schools are not BARR schools, but still have some risk, mostly from grassfires.
  • A school’s bushfire risk category determines what planning and preparedness actions it must take. This includes what to do on days of elevated fire danger, which is informed by the ‘leave early(opens in a new window)’ approach to bushfire safety.
  • Category 0–2 schools must have a plan to relocate or close on days of specified elevated fire danger in their local government area.
  • Category 0–4 schools must close on days rated ‘Catastrophic’ for their fire weather district.
  • All school bus routes travelling through a fire weather district rated ‘Catastrophic’ must be cancelled. The only exception is a small number of routes in the Central fire weather district that only run in inner Melbourne.
  • Schools must follow the direction of the department to enact their pre-emptive relocation or closure plan(s).
  • If a bushfire or grassfire becomes an immediate danger to the school, the principal (or their delegate) has the authority to enact the school’s Emergency Management Plan (EMP).
  • Other users of the school site may also need to follow this policy, depending on their status, licence or lease arrangement.

Some Victorian schools are also designated Neighbourhood Safer Places(opens in a new window) or accommodate Community Fire Refuges(opens in a new window). These are buildings or areas of land intended to provide a place of last resort during a bushfire for persons whose primary bushfire plans have failed. Further details can be found in the Community bushfire safety options on school premises guidance chapter.

Details

Victoria is one of the most fire-prone areas in the world, and this risk is expected to grow because of climate change.

Because of this risk, the Victorian Registration and Qualification Authority (VRQA) requires all schools to manage bushfire risk as part of their emergency management arrangements. These requirements are detailed in the Guidelines on bushfire preparedness registered school and school boarding premises(opens in a new window).

Managing bushfire risk includes managing risk at school sites by:

Schools must also manage bushfire risk during off-site activities, such as camps and excursions. Refer to the Emergency and Critical Incident Management Planning and Excursions policies.

BARR (Category 0–3) schools must follow all the general VRQA bushfire guidelines, plus some extra requirements due to their higher risk level. These extra requirements are to:

  • include bushfire planning in the school’s Emergency Management Plan (EMP). This includes closing on Catastrophic fire danger days in their fire weather district, and staying alert and ready to act on other days too
  • tell all students, staff and parents/carers how the school plans for and responds to bushfires
  • train staff members who have specific bushfire roles (refer to Emergency control organisation in the Emergency and Critical Incident Management planning policy)
  • practice bushfire procedures through doing offsite evacuation or shelter-in-place drills during bushfire season (in Terms 1 and 4 ever year)
  • keep an updated record of bushfire emergency equipment and ensure it works. The Essential Safety Measures program contributes to this requirement. Refer to the Buildings and Grounds Maintenance and Compliance policy
  • put up notices around the school showing bushfire procedures and emergency contact numbers
  • consult with local emergency services, where possible, about the school’s emergency plan – such as the Country Fire Authority (CFA), Fire Rescue Victoria (FRV) and the local council
  • have a Shelter-in-Place building that meets the standards in the Victorian Building Authority guidelines (refer to the Shelter-in-Place Buildings policy). This occurs through Rolling Facilities Evaluations and Maintenance planning (refer to the School Maintenance Plans and Rolling Facilities Evaluations policy).

BARR and Category 4 schools will meet the VRQA requirements and the department’s bushfire requirements by following this Bushfire and Grassfire Preparedness policy and the Emergency and Critical Incident Management Planning policy.

Bushfire risk assessment and categorisation of schools

Each year, the department assesses a school’s bushfire risk, using a methodology developed by the Commonwealth Scientific and Industrial Research Organisation (CSIRO). It then places the school into a category from 0 (highest risk) to 6 (lowest risk).

Schools in categories 0–3 are placed on the ‘Bushfire at-Risk Register’ (BARR). Category 4 schools are not on the BARR but still have some risk, mostly from grassfires.

Schools are advised of their bushfire risk category in Term 3. The categories are also published on the Bushfire At-Risk Register(opens in a new window) or the Category 4 list(opens in a new window) websites.

The bushfire assessment looks closely at each individual site, using a range of spatial and scientific data, including:

  • whether the site is in a Bushfire Prone Area(opens in a new window)
  • the shape and slope of the land (the terrain)
  • the type, amount, and closeness of vegetation to buildings
  • road density, which shows how built-up the area is
  • the likelihood of buildings being destroyed.

Due to each site being assessed individually, schools and early childhood services in the same area may have different bushfire risk categories. Refer to the Resources tab for communication templates to help explain bushfire arrangements to your school community. For information about bushfire risk management for co-located services, refer to the Other users of the school site guidance chapter.

Bushfire and grassfire risk management

All BARR and Category 4 schools must consider bushfire risk in their School Emergency Management Plan (EMP) and take actions to mitigate or reduce that risk.

Where possible and appropriate, BARR schools must consult local agencies (such as the CFA, FRV or the council) about their bushfire preparedness. This includes making sure buildings, facilities and grounds meet local bushfire regulations. Category 4 schools are also encouraged to speak with local emergency services about their bushfire arrangements.

Emergency management planning

Emergency Management Plan

As part of their Emergency Management Plan (EMP), all BARR and Category 4 schools must plan to close the school on Catastrophic fire danger days in their fire weather district. The school’s EMP must also explain how the school will maintain situational awareness and readiness during the bushfire season (October to April). This information is to be included on the ‘Bushfire Preparedness and Readiness’ tab in the Online Emergency Management Planning portal (staff login required)(opens in a new window). Refer to the Emergency and critical incident management planning guide for government schools.

Category 0–2 schools must also develop a plan to relocate or close on elevated fire danger days for their local government area. These are called pre-emptive plans and are triggered by local government area fire weather forecasts. Refer to the Resources tab for templates for developing the school’s pre-emptive action plan. Information about fire weather forecasts, including fire danger ratings (FDRs) and the fire behaviour index (FBI) is provided in the Understanding bushfire risk guidance chapter.

Pre-emptive relocation or closure plans are developed in consultation with regional emergency management staff. Relocation is preferred, as it keeps staff and students safe and lets learning continue. If relocation is not possible, the school must have a closure plan instead. Plans need to be checked by the school’s senior education improvement leader (SEIL) and approved by the regional director as part of annual emergency management planning activities. Approved pre-emptive closure or relocation plans must be uploaded to the school emergency management planning portal (staff login required)(opens in a new window). Go to Pre-emptive and Catastrophic day actions for instructions on activating these plans.

Communicating the school’s emergency management plan

It is important that the school community understands the school’s emergency management plan. This ensures that the plan can be put into action.

BARR and Category 4 schools must explain their plan to:

  • parents and carers
  • other users of the site, both during and outside school hours
  • if the school coordinates bus routes: parents, carers and other schools (client schools) using the buses (about possible bus cancellations)
  • if the school uses another school’s bus routes (is a client bus school): parents and carers (about possible bus cancellations).

Schools must take steps to make sure their community understands:

  • the school’s bushfire risk category
  • when relocation or closure will happen
  • relocation arrangements, if relevant
  • how updates and notifications will be sent during periods of elevated fire danger.

Schools must complete this communication:

  • before the commencement of the bushfire season (October – April)
  • again at the beginning of Term 1
  • whenever required to further support the implementation of a relocation or closure plan.

Refer to the Resources tab for communication templates to help with this communication.

Schools need to retain a record of their bushfire communication actions and are strongly encouraged to record their actions on the ‘Bushfire Preparedness and Readiness’ tab in the Online Emergency Management Planning portal (staff login required)(opens in a new window).

BARR schools must display information about bushfire procedures and emergency contact numbers at appropriate locations around the school. These notices provide important information to help wardens enact the school’s shelter-in-place procedure. These notices support the school’s evacuation diagrams. For more information on evacuation diagram requirements, refer to the Emergency and Critical Incident Management Planning policy. A template for this bushfire notice is available on the Resources tab.

Practicing the school’s bushfire procedures

BARR schools must conduct a bushfire evacuation drill once each term during the bushfire season (October - April). All students and staff must participate in the drill. The drill must involve moving to the Shelter-in-Place building or an off-site evacuation point as detailed in the school’s EMP. Refer to the Emergency and Critical Incident Management Planning policy for further information on conducting drills.

Getting the school site ready

All schools must manage bushfire risk on their site. This means:

  • keeping flammable materials, including vegetation, under control
  • keeping evacuation routes clear and accessible
  • keeping the correct emergency equipment and supplies on hand and working.

Schools are strongly encouraged to use the site readiness review checklist to help get their school site ready. For detailed guidance on readiness activities, refer to the following policies:

Vegetation management

BARR schools can access the department’s Bushfire Preparedness (Vegetation) Program (BPVP) funding to support vegetation management work.

As part of the program, schools will be provided with a vegetation management plan (VMP) to plan and prioritise vegetation management actions. The BPVP funding must be acquitted by 1 November. Refer to the Bushfire preparedness (vegetation) program for requirements.

Category 4 schools are not able to access this funding but are encouraged to develop a vegetation management plan. A VMP template is available on the Resources tab.

Shelter-in-Place building

Every school must have a Shelter-in-Place (SIP) building as part of their emergency management plan. If a bush or grassfire starts nearby, the SIP can be used as a meeting point before evacuation or as a last resort if evacuation is not possible.

All SIP buildings must meet the performance criteria set out in the Shelter-in-Place Buildings policy, which includes additional advice and requirements for schools:

  • with bushfire or grassfire identified as a threat in their EMP risk assessment (Category 4)
  • listed on the BARR (Category 0 to 3).

Schools are strongly encouraged to stock their SIP building with emergency supplies, and to check and restock these regularly. This may include:

  • torches
  • drinking water
  • battery-power or hand crank radio
  • spare batteries
  • mop and buckets
  • mobile and/or satellite phone
  • P2 smoke masks
  • personal protective equipment
  • first-aid kit
  • fire blanket.

Pre-emptive and Catastrophic day actions

Pre emptive and Catastrophic day actions are actions that BARR and Category 4 schools must take to make sure staff and students are not in high-risk locations on high-risk days. When a school relocates or closes on an elevated fire danger day, this follows the ‘leave early(opens in a new window)’ message used across the community.

The Deputy Secretary, Schools and Regional Services and the regional directors have the authority to make or change relocation and closure decisions. This is why pre-emptive plans must be endorsed by the regional director. Regional directors make these decisions based on available risk information and school operational considerations. Schools must follow the direction of the department to enact their pre-emptive or catastrophic day plan.

Pre-emptive actions are triggered by fire weather forecasts during the bushfire season (October to April) – not by an actual fire. The Bureau of Meteorology issues the fire weather forecasts.

  • Catastrophic day closures are triggered by the fire danger rating (FDR) in the fire weather district.
  • Pre-emptive relocations or closures are triggered by High or Extreme fire danger rating at the local government area level.
  • For Category 0 schools, the fire behaviour index (FBI) is also used.

Further information about fire weather forecasts including fire danger ratings and the fire behaviour index is provided in the Understanding bushfire risk guidance chapter.

The following table shows what fire weather forecast triggers a BARR or Category 4 school to relocate or close.

Fire danger rating weather forecast triggers schools to close, relocate or close, or remain open

A table showing when schools close, relocate or close, or stay open based on Fire Danger Ratings/Fire Behaviour Index a school bushfire risk category.

Department of Education: School closures and fire weather forecasts

  • Download 'Fire danger rating weather forecast triggers schools to close, relocate or close, or remain open'

In rare cases, risk information may require a school to modify their pre-emptive relocation or closure plan(s). These schools will be contacted and supported by regional emergency management staff if modifications are required.

Actions for Category 0 schools

Category 0 schools must maintain situational awareness and readiness during the bushfire season.

Category 0 schools will be advised to take the following actions when:

  • High FDR with an FBI of 40+ is forecast for their local government area (LGA) – enact the school’s approved pre-emptive closure or relocation plan.
  • Extreme FDR is forecast in their LGA – enact the school’s approved pre-emptive closure or relocation plan.
  • Catastrophic FDR is forecast in their fire weather district – close the school.

The department will contact Category 0 schools when a High (FBI 40+), Extreme or Catastrophic trigger has been reached, and the school needs to relocate or close. When told to by the department, Category 0 schools must enact the required closure or relocation plan.

Schools are strongly encouraged to use the Enacting your pre-emptive action plan (relocation or closure) checklist (DOCX)(opens in a new window) or the Enacting your Catastrophic FDR school closure checklist (DOCX)(opens in a new window) to support implementation of their plans.

Schools will also need to make alternative arrangements for camps and excursions that are due to leave from or arrive at the school that day. Schools must review planned camps and excursions in affected areas and update the Student Activity Locator to reflect any cancellations or changes. Schools must follow the Excursions policy when assessing the requirements for camps and excursions.

School buses cancellations must be managed according to the School Bus Program policy or Students with Disabilities Transport Program policy.

Communicating with the Category 0 school community

During the bushfire season, the department will share information about the fire weather forecast with BARR and Category 4 schools when needed (based on the forecast and the school’s bushfire risk category).

In consultation with regional emergency management teams, schools must give their community as much advance warning of potential relocation or closure as possible, noting that at times advance warning may not be possible. Schools are strongly encouraged to use the communication templates available on the Resources tab:

  • Letter template: advice regarding potential enactment of pre-emptive actions
  • Letter template: advice regarding potential school closure on Catastrophic FDR day.

Fire weather forecasts can change quickly, so schools must not start enacting their pre-emptive relocation or closure plan unless formally told to do so by department emergency management staff. When directed, schools are strongly encouraged to use the communication templates available on the Resources tab:

  • Letter template: confirmation of activation of pre-emptive action day
  • Letter template: confirmation of school closure on Catastrophic FDR day.

If fire weather forecasts change, regional emergency management staff will work with affected schools and regional director(s) to determine required actions.

Actions for Category 1 and 2 schools

Category 1 and 2 schools must maintain situational awareness and readiness during the bushfire season.

Category 1 and 2 schools will be advised to take the following actions when:

  • Extreme FDR is forecast in their LGA – enact the school’s approved pre-emptive closure or relocation plan
  • Catastrophic FDR is forecast in their fire weather district – close the school.

The department will contact Category 1 and 2 schools when an Extreme or Catastrophic trigger has been reached, and the school needs to relocate or close. When told to by the department, Category 1 and 2 schools must enact the required closure or relocation plan.

Schools are strongly encouraged to use the Enacting your pre-emptive action plan (relocation or closure) checklist (DOCX)(opens in a new window) or the Enacting your Catastrophic FDR school closure checklist (DOCX)(opens in a new window) to support implementation of their plans.

Schools will also need to make alternative arrangements for camps and excursions that are due to leave from or arrive at the school that day. Schools must review planned camps and excursions in affected areas and update the Student Activity Locator to reflect any cancellations or changes. Schools must follow the Excursions policy when assessing the requirements for camps and excursions.

School buses cancellations must be managed according to the School Bus Program policy or Students with Disabilities Transport Program policy.

Communicating with the Category 1 or 2 school community

During the bushfire season, the department will share information about fire weather forecasts with BARR and Category 4 schools when needed (based on the forecast and the school’s bushfire risk category).

In consultation with regional emergency management teams, schools must give their community as much advance warning of potential relocation or closure as possible, noting that at times advance warning may not be possible. Schools are strongly encouraged to use the communication templates available on the Resources tab:

  • Letter template: advice regarding potential enactment of pre-emptive actions
  • Letter template: advice regarding potential school closure on Catastrophic FDR day.

Fire weather forecasts can change quickly, so schools must not start enacting their pre-emptive relocation or closure plan unless formally told to by department emergency management staff. When directed, schools are strongly encouraged to use the communication templates available on the Resources tab:

  • Letter template: confirmation of activation of pre-emptive action day
  • Letter template: confirmation of school closure on Catastrophic FDR day.

If fire weather forecasts change, regional emergency management staff will work with affected schools and regional director(s) to determine required actions.

Actions for Category 3 and 4 schools

Category 3 and 4 schools must maintain situational awareness and readiness during the bushfire season.

Category 3 and 4 schools will be advised to take the following actions when:

  • Catastrophic FDR is forecast in their fire weather district – close the school.

The department will contact BARR and Category 4 schools when a catastrophic trigger has been reached, and the school needs to close. When told to by the department, Category 3 and 4 schools must enact their closure plan.

Schools are strongly encouraged to use the Enacting your Catastrophic FDR school closure checklist (DOCX)(opens in a new window) to support implementation of their plan.

Schools also need to make alternative arrangements for camps and excursions that are due to leave from or arrive at the school that day. Schools must cancel camps and excursions in the Catastrophic fire weather district and update the Student Activity Locator to reflect any cancellations or changes. Schools must follow the Excursions policy when assessing the requirements for camps and excursions.

School buses cancellations must be managed according to the School Bus Program policy or Students with Disabilities Transport Program policy.

Communicating with the Category 3 or 4 school community

During the bushfire season, the department will share information about fire weather forecasts with BARR and Category 4 schools when needed (based on the forecast and the school’s bushfire risk category).

In consultation with regional emergency management teams, schools must give their community as much advance warning of potential closure as possible, noting that at times advance warning may not be possible. Schools are strongly encouraged to use the communication template available on the Resources tab:

  • Letter template: advice regarding potential school closure on Catastrophic FDR day.

Fire weather forecasts can change quickly, so schools must not start enacting their pre-emptive closure plan unless formally told to by department emergency management staff. When directed, schools are strongly encouraged to use the communication template available on the Resources tab:

  • Letter template: confirmation of school closure on Catastrophic FDR day.

If fire weather forecasts change, regional emergency management staff will work with affected schools and regional director(s) to determine required actions.

Bus routes on Catastrophic Fire Danger days

Travel through areas with Catastrophic fire danger can be unsafe because fire conditions can change quickly, making roads dangerous or blocked.

All school bus routes that travel in or through a district with Catastrophic fire danger must be cancelled.

A small number of routes in the Central fire weather district are allowed to keep running in inner Melbourne – contact the Student Transport Unit at student.transport@education.vic.gov.au for more information.

Fire in the landscape

Schools must maintain situational awareness and monitor emergency warnings throughout the bushfire season, putting their emergency management plan (EMP) into action when needed.

If a bushfire or grassfire becomes an immediate danger to the school, the principal (or their delegate) is authorised to enact their EMP.

Action is required when any of the following occur:

  • a bushfire or grassfire is observable from school grounds
  • a fire is identified via the VicEmergency app/website(opens in a new window) within the school’s pre-determined watch zone (typically 5 to 20 km)
  • an Advice, Watch and Act, Emergency Warning or Evacuation message is issued that includes your school site.

There can be a delay between an incident or emergency starting and an emergency warning being issued. Because of this, schools should not wait for emergency warnings before acting if this is necessary to protect the safety of staff and students.

Schools must follow their bushfire procedures in their EMP, and/or any instructions provided by emergency services. These procedures must also be displayed at appropriate locations around the school. This may include sheltering in place or off-site evacuation.

For information about emergency warnings, refer to the Fire in the landscape guidance chapter.

If smoke can be seen or smelled outside, schools must follow the smoke procedure in their emergency management plan. Refer to the Air quality – Impact of Smoke on Health policy.

Planned burns

Planned burns are controlled fires carried out to reduce the risk of future bushfires. They commonly occur during autumn and spring and may result in smoke being visible or affecting air quality near a school.

A planned burn is not by itself a trigger for a school to enact its bushfire response procedures. Schools should continue to monitor local conditions and follow any advice or instruction provided by emergency services.

If a planned burn results in smoke affecting the school, the school must follow the smoke procedures in their EMP and refer to the Air Quality – Impact of Smoke on Health policy.

To find out about planned burns occurring in their area over the next ten days, schools can contact the Victorian Emergency Hotline on 1800 226 226 or visit the Department of Energy, Environment and Climate Action – Planned Burns Victoria(opens in a new window).

Contacts

For information about vegetation clearance grants available to schools in bushfire prone areas:

School Grants Unit
bushfire@education.vic.gov.au

For all other enquiries regarding bushfire and grassfire preparedness:

Policy and Intelligence Unit
Security and Emergency Management Division
emergency.management@education.vic.gov.au

Department policy explaining how government schools on the Bushfire At-Risk Register (categories 0-3) and category 4 schools must prepare for and respond to bushfire and grassfire risk.

Updated

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