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Bushfire and Grassfire Preparedness

Policy last updated

22 October 2026

Scope

  • Schools

On this page

Date:
12 Feb 2020

Policy

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

Guidance

Guidance

This guidance contains the following chapters:

  • Understanding bushfire risk
  • Other users of the school site
  • Site readiness
  • Fire in the landscape
  • Community bushfire safety options on school premises

Understanding bushfire risk

Understanding bushfire risk

This guidance chapter explains the bushfire risk information used in this policy. It will help schools understand how fire weather forecasts are used to trigger pre-emptive actions, where fire danger ratings and the fire behaviour index come from, and what resources are available to support community bushfire planning and preparedness.

Fire weather forecasts: Fire Danger Ratings and Fire Behaviour Index

The Bureau of Meteorology (BoM) provides fire weather services to help the community, agencies and the department understand when bushfire conditions may become dangerous. One of the ways this information is communicated is through fire danger ratings (FDRs).

FDRs are calculated using the fire behaviour index (FBI). The FBI is a numerical scale based on things such as temperature, wind and how much fuel (dry vegetation) is around. FDRs and FBIs show how dangerous a fire could be if it starts and how hard it would be to control. They do not predict how likely a fire is to start in the first place.

There are 4 levels of elevated fire danger ratings. Each FDR level is a band of FBI values. However, fire agencies may set a different rating based on local conditions and other factors they consider relevant.

  • Moderate (FBI range 12–23) – plan and prepare. Most fires can be controlled. Stay informed and be ready to act if there is a fire in your local area.
  • High (FBI range 24–49) – be ready to act. There is a heightened risk. Stay alert for fires in your area.
  • Extreme (FBI range 50–99) – take action now to protect your life and property. Fires will spread quickly and be extremely dangerous.
  • Catastrophic (FBI 100+) – for your survival, leave bushfire risk areas. These are the most dangerous conditions for a fire. If a fire starts and takes hold, lives are likely to be lost. Stay safe by going to a safer location early in the morning or the night before.

For a visual representation of the Fire Behaviour Index (FBI) and Fire Danger Ratings, go to the AFAC webpage: Design of the Australian Fire Danger Rating System(opens in a new window).

The BoM(opens in a new window) issues public FDRs including the FBI for Fire Weather Districts. Victoria is divided into 9 of these districts. To find your fire weather district, refer to the Country Fire Authority (CFA)(opens in a new window).

The department uses the FDRs at the fire weather districts level as the trigger for Catastrophic day actions for BARR and Category 4 schools.

Local Government Area forecast

The fire weather districts cover large areas, so conditions can vary a lot within them.

The BoM also provides localised fire weather forecasts to emergency services and government departments to support local decision-making. These Local Government Area (LGA) FDRs and FBIs provide a localised picture of fire conditions in the area, which helps avoid closing or relocating schools unnecessarily. The department uses the fire weather forecasts at the LGA level as the trigger for High or Extreme day actions for Category 0–2 schools.

The LGA fire weather forecasts are provided to the department twice daily, in the morning and afternoon. This information is not included in public information or forecasts.

Fire weather forecasts are variable and can be sensitive to small changes in conditions. Because of this, schools at risk of bushfire must be ready to act on short notice during the bushfire season (October to April).

Community bushfire planning resources

If the school community has questions about preparing for the bushfire season, the resources below can help schools answer these questions. Schools can also play an important role in supporting their wider community to be ready.

The Country Fire Authority (CFA) offers information, programs and tools, to help people to plan and prepare for bushfire and grassfire.(opens in a new window) This includes Bushfire safety basics(opens in a new window), which has essential information for anyone living, working or travelling in Victoria during the bushfire season.

Schools can also support their communities to prepare by:

  • working with the local CFA Brigade and promoting community meetings
  • talking with parents and carers about emergency management plans
  • contacting your local CFA District Community Education Coordinator to arrange a bushfire planning workshop for staff and/or families.

School bushfire resources

Research shows that when students have accurate information about bushfires and take part in bushfire planning activities, they can help reduce risk at home, at school, and in the wider community. Involving students in emergency planning also helps them understand and follow the right steps during a bushfire emergency.

The CFA website includes educator resources(opens in a new window) that teachers can utilise in the classroom to support bushfire education and student participation in planning activities.

Other users of the school site

Other users of the school site

The following sections describe how this policy applies to other users of the school site.

Work sites

This policy does not apply to construction sites separately cordoned off from the school site under the control of a Victorian School Building Authority (VSBA) contractor. For further information email vsba@education.vic.gov.au(opens in a new window).

Licence and lease agreements

Organisations or individuals that enter into agreements with the department must comply with all relevant department, school, and school council policies and/or guidelines.

The school principal must ensure that other site users are aware of all relevant safety requirements (including this policy). The letter template to inform other site users of bushfire arrangement (DOCX)(opens in a new window) to support schools with this communication activity is available on the Resources tab.

If schools have any concerns about how this policy applies to users of their site, please contact VSBA School Operations at vsba.property@education.vic.gov.au(opens in a new window).

Early childhood services

Information on planning and preparing for bushfires for early childhood services is detailed in the Victorian Early Childhood Regulatory Authority’s Managing bushfire and grassfire risks in early childhood services policy(opens in a new window).

Early Learning Victoria services must follow the ELV Emergency management and evacuation policy(opens in a new window).

Site readiness

Site readiness

Schools are strongly encouraged to use the site readiness review checklist to help get their school site ready for bushfire season.

Bushfire Preparedness (Vegetation) Program

Schools listed on the Bushfire At-Risk Register (Categories 0 to 3) receive funding through the department’s Bushfire Preparedness (Vegetation) Program (BPVP) because of their higher risk. Schools will be contacted via email by the department if they are eligible to receive funding.

Schools are responsible for meeting the BPVP requirements. This includes hiring the tradespeople and contractors needed to do the work.

Under the BPVP, schools must:

  • cut back or clear flammable undergrowth, such as dry grass. This needs to be done all the way to the school boundary, or at least 50 metres away from:
    • school buildings
    • evacuation routes
    • evacuation locations (shelter-in-place building and other onsite evacuation sites)
  • create a ‘fuel reduction zone’ around buildings. This means keeping the area up to 20 metres from buildings well maintained. Follow: Fuel Reduction Zone below.

BARR schools get their BPVP funds in 2 payments. Schools receive 80% of their allocated funding before the bushfire season (in approximately September each year). Schools can receive a further 20% once they have submitted an acquittal and it has been approved by the Victorian School Building Authority (VSBA). Acquittals must be submitted by 1 November. The second payment is then usually made within 4 weeks of the acquittal’s approval.

School sites listed on the BARR that have been de-staffed or deemed surplus by the department must also meet BPVP guidelines. Responsibility for this falls to the relevant region, or in the case of surplus sites, the department’s Property, Land and Regeneration Unit.

Developing a Vegetation Management Plan

Every three years, each eligible BARR school is visited by a qualified expert in bushfire planning and design. The VSBA arranges and pays for this visit. The bushfire planning and design practitioner (BPAD) writes a Vegetation Management Plan (VMP) for the school. The plan covers three years of vegetation management works.

Some vegetation management actions may also appear in the Shelter-in-place building assessment report (SIP report). This report is part of the Rolling Facilities Evaluation program, refer to the School Maintenance Plans and Rolling Facilities Evaluation policy.

If a vegetation management action appears in the SIP report, the school must complete this action before other actions in the school’s VMP.

Schools must also comply with biodiversity obligations when undertaking bushfire vegetation management activities. Direction on how this applies to the BPVP is in the Biodiversity duty guidance chapter of the department’s Tree and Vegetation Management policy. The bushfire planning and design practitioners are aware of the biodiversity obligations and will consider these requirements as part of developing the VMP.

Completing vegetation management activities

Vegetation management works must be completed before the bushfire season. Vegetation management must then continue to be managed throughout the bushfire season.

Vegetation management activities may be:

  • ongoing (such as mowing lawns)
  • annual (such as pruning)
  • one-off (large arborists works).

Schools are encouraged to secure any required contractors as soon as possible when funding is allocated in July or August. The Term 3 school holidays can be a useful time to schedule large projects.

If a BARR school has trouble finding and hiring vegetation management contractors, they can ask for help from a BPAD practitioner by contacting the BPVP team at bushfire@education.vic.gov.au(opens in a new window).

If a school is planning vegetation management works that costs between $5,000 and $150,000 (inclusive of GST), it must follow the Procuring Low-value Construction Works or Services policy.

If a school is planning large, one-off vegetation works, contingency funding may be available through the BPVP. Schools can contact the VSBA at bushfire@education.vic.gov.au(opens in a new window) to discuss funding if:

  • the planned works will cost between $10,000 and $30,000, and
  • the school does not have enough money in their BPVP funds to complete the work.

Acquitting funds

BPVP funding is given to BARR schools once a year over two payments. The funding year runs from 1 May to 30 April.

Schools report on how they spent the money in an acquittal due 1 November every year. This acquittal is completed in SmartyGrants(opens in a new window).

Schools can claim vegetation management work done from 1 May of the acquittal year up to the 30 April the next year in their November acquittal.

For works completed from May to November, 3 forms of documentation must be attached to the acquittal form to demonstrate each item is eligible for funding. These documents are:

  • an itemised cost estimate (quote)
  • a receipt of payment
  • a photo.

For planned upcoming work (November to April) schools must provide a quote or estimate of these future costs.

Schools can include labour costs for the time for staff otherwise engaged by the school to undertake vegetation management activities.

If a school still has BPVP money after it finishes the vegetation management it must do, the school can spend the rest on other things that help get ready for bushfires. For example, a school could swap wooden sleepers, which catch fire, for concrete ones. It could also buy a ride on mower, which can save money over time.

When the principal or business manager submits the school’s BPVP acquittal, they are confirming that there are no conflicts of interest with the contractors who did the works.

After the school submits its acquittal, VSBA will assess it. Once approved, the second instalment payment is usually made within four weeks of submission.

Fuel Reduction Zone

Schools must create a ‘fuel reduction zone’ that extends up to 20 metres around their buildings. Within the fuel reduction zone, schools must follow these guidelines.

Grass, leaves and debris
  • Keep grass short and well maintained during the bushfire season.
  • Regularly remove fallen leaves and other plant waste. This includes piles of leaves, pruned branches, dead limbs and fallen trees.
  • Keep roofs and gutters free of leaves, twigs and branches.
  • Remove other flammable elements and prune lower limbs of established trees. Check with local council before removing trees.
  • Within ten metres of a building, keep flammable objects away from the parts of the building that are most at risk of catching fire.
  • Do not place plants taller than 10 centimetres within 3 metres of a window or glass part of a building.
Shrubs and trees
  • Do not have shrubs under the canopy of trees.
  • Remove thick, continuous shrubs or other plants that touch building walls or sit directly under windows.
  • Keep each shrub or clump of shrubs to no more than 5 square metres in size, and leave at least 5 metres between them.
  • Trees taller than 10 metres should be planted further from the shelter-in-place building than their height.
  • Remove or trim any trees or branches that hang over or touch buildings and sheds. Keep branches at least 2 metres above rooflines and 2 metres away from the buildings
  • Keep at least 5 metres between tree canopies.
  • Keep at least 2 metres of clear space between the lowest tree branches and the ground.

Bushfire Protection Measures

Some schools may also have ‘bushfire protection measures’ listed on their Essential Safety Measures (ESM) maintenance schedule. Information about these requirements is detailed in Essential Safety Measures (ESM)(opens in a new window). Information about the ESM program can be found in the Buildings and Grounds Maintenance and Compliance policy.

Fire in the landscape

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.

Emergency warnings give information and advice about immediate danger during emergencies like bushfire, floods and storms. The information in an emergency warning can help schools understand what actions to take in their emergency management plan.

Schools can get information in an emergency via the:

Emergency warnings and school actions

There are 3 levels of emergency warnings – Advice, Watch and Act, and Emergency Warning. These levels escalate in severity.

Advice messages

Advice messages are issued when an incident is occurring or has occurred in the area(s). Schools should access information and monitor conditions.

Watch and Act

An emergency is developing nearby. Schools may need to take action to protect staff and students, and must follow any directions given by emergency services.

Report the emergency to the Incident Support and Operations Centre by calling 1800 126 126.

Schools must contact their regional emergency management contact to decide what to do, noting that at times due to communication failures because of the emergency this may not be possible. If the emergency management contact can’t be reached, schools must contact their senior education improvement leader. If unable to contact the department, consider the following when determining next steps:

  • transport and road closures/congestion
  • communication to families
  • fire behaviour and weather conditions.

Emergency Warning

An Emergency Warning is issued when there is imminent danger. Schools will need to take action to protect their staff and students.

Schools must call 000 for life threatening emergencies and follow the directions of emergency services.

Schools must enact their bushfire response procedures. This may include enacting the school’s shelter-in-place or evacuation procedures immediately.

After taking immediate actions, report the emergency to the Incident Support and Operations Centre (1800 126 126).

Schools must contact their regional emergency management contact to decide what to do next, noting that at times due to communication failures because of the emergency this may not be possible. If the emergency management contact can’t be reached, schools must contact their senior education improvement leader. If unable to contact the department, consider the following when determining the next steps:

  • transport and road closures/congestion
  • communication to families
  • fire behaviour and weather conditions.

AusAlert

AusAlert(opens in a new window) is a national warning system that sends emergency messages to compatible mobile devices during local and national disasters.

If schools receive an AusAlert (priority or critical message), schools must take action as required to protect the safety of staff and students. Follow the advice provided for ‘Watch and Act’ and ‘Emergency Warnings’ as applies to the situation, using further information from VicEmergency to support decision making.

Community bushfire safety options on school premises

Community bushfire safety options on school premises

This guidance chapter provides information on the community bushfire safety options which are located on some school sites. This information will help schools understand the bushfire safety messages being shared with the wider community.

Neighbourhood Safer Places – Bushfire Place of Last Resort

Some Victorian government schools have buildings or open spaces approved by the Minister for Education as a Neighbourhood Safer Place (NSP).

An NSP is a place of last resort for the community while a bushfire passes through. These are usually open spaces, such as sporting ovals.

NSPs are intended to be used only when other bushfire plans have failed. They offer relative safety only, they do not guarantee protection from bushfire.

The NSP may or may not be the same location as a school’s Shelter-in-Place (SIP) building.

Each NSP is checked annually by 31 August by the municipal council to make sure it is still suitable.

For more information on designated NSPs and how they are assessed, refer to the CFA Neighbourhood Safer Places(opens in a new window) page.

Community Fire Refuges

A Community Fire Refuge (CFR) is also a place of last resort for the local community during a bushfire emergency. It is used only when all other plans have failed.

CFRs offer more protection than a regular house. However, they do not guarantee survival during a fire event and do not remove the need for every household to have their own bushfire survival plan.

Only two Victorian government schools have a CFR:

  • Ferny Creek Primary School
  • Millwarra Primary School.

These buildings operate as normal school facilities unless they are activated as a CFR.

The decision to activate CFRs is made by fire services through the State Response Controller, Regional Controller or Incident Controller.

A CFR may be activated when:

  • there is a serious threat from bushfire or grassfire
  • a Watch and Act(opens in a new window) warning or recommendation to evacuate has been issued, or
  • the Incident Control Centre or State Control Centre decides it is needed.

When activated, community members may enter and use the building as a refuge. If the CFR is activated within school hours, students and staff will have priority access to the refuge.

The steps for preparing, activating and managing of CFRs are set out in the site-specific Community Fire Refuge Operating Procedures Manual kept by the CFA and provided to the school.

Further information on CFRs can be found on the CFA Community Fire Refuges(opens in a new window) page.

Resources

Resources

Department resources

Bushfire and grassfire preparedness templates and checklists

Site readiness resources

Communication templates for schools

Posters for schools

The following posters are designed to be printed by schools and prominently displayed throughout the school, including all entrances.

Letter and notification templates for schools

These letter and notification templates have been developed to assist schools in communicating with their community about their bushfire preparedness arrangements on days of elevated fire danger. Schools can use this text as the basis for a letter on their own school letterhead, for other messages and notifications, or for their website. Schools will need to review and update the text each time it is used to ensure it is relevant.

Phone script for schools

Telephone script: pre-emptive action or catastrophic closures (DOCX)(opens in a new window) – use this script to leave a recorded message on your school main telephone line when enacting pre-emptive action plans or a Catastrophic FDR closure

eLearning modules

All school staff can now enrol in and access an eLearning module which provides a short, accessible introduction to bushfire preparedness. This self-directed online learning module is titled ‘Emergency Management: Bushfire At-Risk Register’ and can be accessed at any time through the eduPay portal(opens in a new window) (staff login required)(opens in a new window).

The department has also developed eLearning modules about other key emergency and critical incident management topics including emergency planning, conducting drills, managing risks and more. These can be accessed through LearnED on the eduPay portal by searching for the keywords ‘Emergency Management’.

Further resources

External resources

Information and warnings

Country Fire Authority (CFA)

The CFA has a variety of resources and information that can support your school community in understanding bushfire and grassfire:

Other resources

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