On this page

• 3.1 What the law says
• 3.2 What the emergency plan needs to contain
• 3.3 Emergency plans for lone workers and small operations
• 3.4 Coordinated Incident Management System (CIMS)
• 3.5 Developing an emergency plan
• 3.6 Step 1: Assess potential emergencies
• 3.7 Step 2: Work out resources, people and skills required
• 3.8 Step 3: Develop the plan
• 3.9 Step 4: Test, practice and review the emergency plan

3.1 What the law says

All PCBUs must have an emergency plan

Under the Health and Safety at Work (General Risk and Workplace Management) Regulations 2016 (GRWM Regulations), all PCBUs must ensure that an emergency plan is prepared for the workplace. For general information on what to include in an emergency plan see Section 8.0 of our guidance General risk and workplace management – part 1

All extractives operations have specific duties relating to emergencies.

Regulations 124 to 126 of the MOQO Regulations lists specific duties all extractives operations must have in place even if they do not have a principal hazard and do not need an emergency management principal control plan (PCP).

Emergency management principal control plans

Under the MOQO Regulations, mining operations, A-grade quarrying operations and A-grade alluvial mining operations that identify one or more principal hazards at their site must have an emergency management PCP. Section 3.5 of these guidelines describes the minimum requirements that should be addressed in the plan. See Regulation 105 of the MOQO Regulations for the full requirements.

Note: Other regulations have additional or separate requirements for emergency plans (for example, the Hazardous Substances Regulations). For more information on emergency management, see our guidance Your practical guide to working safely with hazardous substances

3.2 What the emergency plan needs to contain

Emergency plans must include the following:

• Emergency procedures including:
  • an effective response to an emergency
  • evacuation procedures
  • procedures for notifying emergency services at the earliest opportunity
  • medical treatment and assistance procedures
  • procedures to ensure effective communication between the person authorised by the PCBU to coordinate the emergency response and all other persons at the workplace.
• The testing of the emergency procedures, including the frequency of testing.
• The information, training, and instruction to be given to relevant workers in relation to implementing the emergency procedures.

When working out how to do this, you must consider all relevant matters including the:

• size and location of the operation
• number and composition of the workers
• nature of the work being carried out and the hazards
• views of workers.

When thinking about what emergency procedures should be included in the emergency plan, consider the types of emergency situations the operation may face, for example, fire or natural disasters.

3.3 Emergency plans for lone workers and small operations

A PCBU must manage risks to the health and safety of remote or isolated workers. Small operations and lone workers have different emergency needs than larger operations. There may not be enough people on site with the worker or nearby to the work to respond to an emergency. Advance planning and preparation is very important for lone workers.

Consider the following steps when determining first response for the site:

1. Notifying emergency services of your location and how to get in.
2. Share your GPS location with emergency services.
3. Make sure you have a way to communicate.
4. Keep your first aid training up to date and have enough first aid supplies.
5. Mark a safe area where a helicopter can land.
6. Provide a list of important phone numbers for emergency help.

For lone workers, no one will be there to call for help if you are injured or trapped. If there is no service for mobile phones, carry a personal locator beacon. This can send a distress signal to emergency services.

It may take longer for help to arrive when using a personal locator beacon, so good risk management is critical.

See Figure 2 for an example of an operation with a lone worker. They have:

• an emergency station set up with a first aid kit and buoyancy aid
• located it where emergency services can easily see it when they arrive
• equipment needed for responding to the immediate risks – it is not kept in the digger
• a personal locator beacon with them.

For the size and scope of this operation, the emergency station is fit for purpose.

3.4 Coordinated Incident Management System (CIMS)

Sometimes, emergencies can escalate from a minor, site level incident to requiring a large multi-agency emergency response. At other times, the incident may be so serious that a large multi-agency response is required immediately. A large response uses the Coordinated Incident Management System (CIMS). This system is best supported when operators base their entire emergency management plan on this system.

CIMS is an emergency response system that describes:

• how emergency agencies coordinate, command and control their response to an incident of any scale
• how the response can be structured
• the relationships between the respective CIMS functions
• the relationships between the levels of response.

CIMS can expand or shrink to fit any type of emergency. However, it is easier for CIMS to support large scale emergencies when the fundamental principles are used in the emergency management plan. For more information on the principles of CIMS, see the National Emergency Management Agency webpage Coordinated Incident Management System (CIMS) third edition(external link)

3.5 Developing an emergency plan

Below are things to consider when developing an emergency plan (see Figure 3). Sections 3.6 to 3.9 provide more detail of each step.

3.6 Step 1: Assess potential emergencies

To do this, identify hazards on or near the site. This includes environmental risks such as bushfires near forested areas or flooding near rivers. Hazards can also be identified in past risk assessments or incident reports.

Then consider the worst-case scenario for each hazard as well as who could be affected and how you would respond to prevent or minimise damage. If the control measures for the hazard fail, and urgent action is needed to protect the health and safety of workers or other people, you must have an emergency plan for that hazard.

If principal hazards have been identified, an emergency management PCP must be developed in line with the MOQO Regulations, see Section 3.5 for more information.

3.7 Step 2: Work out resources, people and skills required

After you have identified possible emergencies and how to respond to them, the next step is to work out what is needed to make those responses work. This includes deciding what equipment and facilities are required, what specific people or roles need to do in each emergency and making sure the people are trained to do it.

Consider what resources you need to respond to emergencies

Resources include:

• the equipment needed to respond to emergencies, such as fire extinguishers, lifting equipment or first aid equipment
• the written material that should be provided to workers, such as procedures and duty cards
• the people that will be needed including emergency services
• for operations with principal hazards, the infrastructure that will be necessary to carry out a full scale, multi-agency response.

Consider who needs to have a specific role or job during an emergency

The most common emergency role is providing first aid. In smaller operations, this might be a trained first aider. In larger operations, it could be a more qualified medic, such as a paramedic or someone trained in pre-hospital emergency care. A PCBU must ensure that an adequate number of workers are trained to give first aid at the workplace. In small operations, a worker with a workplace first aid certificate may be enough.

If your operation has a principal hazard (and therefore must have an emergency management PCP), your plan must include training for workers in firefighting.

You should have someone responsible for making sure all workers are evacuated and accounted for.

Think about assigning people to:

• communicate with emergency services until they arrive
• secure the site and stop the public from entering
• talk to workers’ families.

In large-scale emergencies, especially if emergency services are far away, you may also need incident controllers or other trained experts to start a CIMS-based emergency response before emergency services arrive.

Consider what training workers and visitors will need for emergencies

Once you have worked out what roles and equipment are needed for an emergency response, the next step is making sure the right people are trained. This is essential for making sure your emergency plan works.

A good rule to follow is that if a worker needs to know something for an emergency that is not part of their usual job, they will need training. For example:

• a first aider must be trained in first aid
• a worker in an area with fire extinguishers for first response must know how to use them
• an incident controller or specialist who gives advice to emergency services should have CIMS training
• a lone worker might need training in how to properly use a personal locator beacon.

Some training can be informal. For instance, showing workers:

• how to secure the site quickly and safely
• who to let onto the site during an emergency
• how to raise the alarm when there is an emergency
• what information needs to be provided to emergency services during a 111 call.

You should induct regular visitors such as inspectors, contractors, couriers and delivery workers, so that they understand the hazards on site.

3.8 Step 3: Develop the plan

Once you have worked out the key parts of your emergency plan, the next step is to bring everything together into a formal emergency plan.

Involve workers and emergency services in planning

Workers should always be consulted when developing an emergency plan. Frontline workers often know the risks best and can offer valuable insights to help shape the plan.

If principal hazards are identified at your site you must consult with emergency services, this includes the fire, police and ambulance services for the area where your operation is located. It is still good practice to consult with emergency services even if you do not have principal hazards. It is also good practice to consult the New Zealand Mines Rescue Service.

Talking with emergency services early helps with planning. For example, they will learn:

• that your operation is in the area
• what hazards are on site
• what emergency response capability you have
• your GPS location
• where there is mobile phone coverage.

These conversations mean a lot of planning is already done before an emergency happens. Emergency services may also suggest other steps to take.

What elements of an emergency response can be planned?

Most emergency responses can and should be planned. Regulation 105(1) of the MOQO Regulations provides minimum requirements for an emergency management PCP, this is described below.

COORDINATION AND CONTROL

The plan should clearly state who is in charge during an emergency – usually the manager. There should be backups in case key people are unavailable. The plan should align with CIMS principles for larger-scale emergencies and outline what additional resources may be needed.

ROLES AND RESPONSIBILITIES

Identify roles or positions responsible for:

• coordinating the response and contacting emergency personnel
• accounting for people on site
• managing emergency supplies and facilities
• providing transport for casualties and emergency workers
• operating communication systems
• communicating with workers, families, regulators and media
• fire wardens and site emergency teams.

These responsibilities will vary depending on site risks.

EMERGENCY SERVICES

Include details for contacting all relevant emergency services. List phone numbers and organisation roles (not individual names unless regularly updated). Consider travel times and response delays.

THE EVENTS THAT TRIGGER THE ACTIVATION OF THE PLAN

List events that trigger activation, for example, fire, medical emergency or rock fall. Workers should be trained and empowered to activate the plan immediately – it is better to have a false alarm than delay.

COMMUNICATION SYSTEMS IN EMERGENCIES

Outline how communications will be used, including:

• clearing radio channels
• ending all non-essential calls
• using backup devices such as satellite phones and police communication systems.

It is important to have a plan for how you will communicate the emergency to all workers and others on site.

Reliable communication is vital, especially for remote or lone workers. Ensure communication systems are suitable for the environment (for example, do not use mobile phones where flammables or explosives are present. They are a potential ignition source.)

GIVING TIMELY NOTICE, INFORMATION AND WARNINGS TO ANYONE AFFECTED

Have systems for:

• notifying next of kin and emergency contacts
• contacting neighbouring properties
• sharing status updates.

Emergency contact details for all workers must be kept up to date.

ISOLATING THE AREA

Pre-plan how to isolate the emergency area, for example using barriers to block access or fire breaks to prevent fires from spreading.

ACCOUNTING FOR PEOPLE

Have a reliable system to account for all workers and visitors (for example, sign-in registers, tag boards or radio frequency identification (RFID) tags). Choose methods based on the size of the operation or site, working times and shifts and the risks that may be present.

EVACUATION

Define when and how to evacuate. This may include self-escape, aided escape or rescue. Also include evacuation triggers (for example, smoke alarms or ground movement) and the risks people may face when escaping.

TRANSPORT

Plan how to move all people, including casualties and visitors, to a safe area. Do not rely solely on walking.

FIRST AID

Identify and prepare suitable equipment, facilities and trained first aiders. For more information on how to do this, see our guidance First aid at work

FIREFIGHTING

Make sure everything needed to effectively fight fires is in place. This can include procedures, training and suitable equipment (for example, fire extinguishers for fuel fires in vehicles).

WORKER TRAINING AND PROCEDURES

Any part of the plan requiring worker action should have clear procedures. Workers must be trained in the emergency management PCP and a record of this training should be kept.

EMERGENCY EQUIPMENT

Provide equipment based on likely emergencies, site layout, and distance from emergency services. Examples include:

• breathing apparatus (for confined space entry)
• ropes
• ladders (rigid or rope)
• tripods, winches
• tools (such as pickaxe, crowbar, shovel, cutters)
• stretchers and blankets
• buoyancy aids (lifejackets or lifebuoys)
• rescue boats
• chemical spill kit
• fire extinguishers
• fire hose reels
• bush fire kits
• first aid supplies
• self-rescuers
• a mobile generator to power emergency lighting
• lifting and cutting equipment such as hydraulic props, hardwood wedges in various sizes, lifting bags and cylinders, pneumatic pick
• resuscitation equipment
• defibrillator
• detachable personnel basket for large earthmoving equipment.
• lifting hoops
• a sanitary area designated for the provision of first aid, such as a first aid room.

ESCAPE ROUTES

Design workplaces with escape in mind. Mobile plant should have alternative exits such as purpose-built hatches or windows that can be easily removed or broken. Fire extinguishers should be fitted where there is a risk of fire.

SITE ACCESS

So far as is reasonably practicable you should maintain roads into and within the workplace. Provide enough space for multiple fire appliances. Assign someone to meet emergency services at the entrance.

HELICOPTER ACCESS

For remote sites, so far as is reasonably practicable, plan a suitable landing area and inform emergency services in advance.

How will workers access the plan during an emergency?

Emergency response and evacuation plans should be easy to access and use in any emergency. These plans should explain clearly what actions to take and in what order. They should be written in everyday language and easy to follow under pressure.

Some parts of the plan can be displayed as signs or bullet point lists near key areas, like doorways or places where fast action is needed. Use checklists to show the steps to take, in the order they must be taken. Any signage must be clearly visible and easy to read and understand. Make sure they are available to the people who need to use them. You can do this by:

• setting up a dedicated emergency area that holds all emergency procedures and rescue gear (except equipment fixed in specific locations)
• keeping duplicates of instructions and equipment close to where people may need to act quickly.

For large operations

Use Trigger Action Response Plans (TARPs) – these help guide decisions and actions when certain triggers occur.

For small operations

You can use an emergency response plan flipchart(external link)

This is a set of easy-to-use forms that help identify and manage emergency procedures.

Most workers only need to know how to evacuate safely and go to the designated safe area. PCBUs should make sure workers know what to do if there is an emergency. This should be part of training at all operations, including inductions for workers and visitors.

How can you prepare the operation’s infrastructure for an emergency?

Getting the site ready for emergencies is part of planning ahead. Below are some ways to prepare the site.

Create a designated emergency station. This should hold all emergency procedures and equipment and be easy for workers and emergency services to find when they arrive.

Place equipment where it is needed. For example, fire extinguishers should be inside trucks, on barges or in other key areas.

Put extra copies of emergency procedures near high-risk areas where they may be needed in a hurry.

Work with the police

When preparing for a large-scale emergency, police may recommend having:

• a room for about 15 people
• good communication systems
• plenty of whiteboard space.

This space is known as the incident control point. If the site is too small to have this kind of room, follow the advice given by police and adapt where possible.

Map the site

A site map should show:

• the outer perimeter which marks the boundary of the site
• the inner perimeter which marks out the hazardous area that only trained rescue teams should enter
• the safe forward point which is the closest point to the hazard that is safe for others to reach
• the staging area which is where emergency services gather and are briefed. This should be between the inner and outer perimeters and not too close to the incident control point, so it does not disrupt the emergency response team.

Emergency equipment and signage

First aid equipment should be placed in easy to reach locations and marked on the site map. Use clear signs to show where specific emergency items are kept (for example, where to find a defibrillator).

3.9 Step 4: Test, practice and review the emergency plan

An emergency plan is not effective until it has been tested. Practice drills (scenario training) help confirm the plan works and gives workers the chance to practice. Once the plan is working well, regular practice is still important. You should also review the plan when:

• it has been tested and practiced
• new hazards are found
• an emergency happens on site, and
• as part of an annual audit.

How will the emergency plan be tested?

The emergency plan must be tested regularly with practice drills, and these must involve emergency services. This helps identify gaps in training or the plan itself, and checks that the plan actually works.

Test every part of the plan. For larger operations this includes:

• notifying families
• accounting for all people on site
• letting managers know about the emergency (on and off site).

If something in the plan does not work, update it and test it again in the next drill.

Practice drills should be based on real hazards from your operation and should consider how emergencies can develop and change over time.

How often should drills happen, and what types are needed?

The responsible person must ensure workers are trained in the emergency management plan and that this training is recorded.

Practice drills are essential for everyone – including contractors. For short-term contractors or visitors, a lighter training option may be appropriate, but they should always be accompanied by someone with appropriate emergency training.

Drills should happen at least every three months. This helps build confidence and automatic responses in an emergency.

There should be a mix of planned drills for training and surprise drills to simulate real experience.

Focus more often on the most likely and most dangerous emergencies.

Some parts of the plan should be included in every drill, such as contacting all managers (on and off site) and accounting for everyone on site.

How will improvements be identified?

No emergency plan is perfect. There will always be things to improve.

After each drill, hold a debrief so workers and managers can share what went well and what did not. Observers from emergency services, where present, can also provide feedback.

If something goes wrong during a drill or an emergency response, consult with your workers and, together, identify areas for improvement. The problem might be:

• a procedure not being clear and easy to follow
• equipment being unavailable or in the wrong place
• inadequate training.

Finding and fixing these issues helps make the plan better and more effective in future emergencies.

Who will review or audit the plan, and how often?

Emergency plans should be reviewed and updated regularly (at least once a year) so they remains effective.

For emergency management PCPs for mining, A-grade quarrying and A-grade alluvial mining operations, the responsible person must review the plan every two years and if any of the following happen:

• there is an accident involving a hazard that the PCP was intended to manage
• there is a major change in how the operation is managed that could affect the PCP
• there is a major change to the equipment or machinery used that could affect the PCP
• something else happens that the PCP identifies as needing a review.

The PCP must be audited every three years by a competent person who is independent of the mining operation.

If the plan changes significantly, emergency services may need to be consulted again.

Knowing and using your emergency plan can save lives – including your own.