Earlier this year, a regional senior high school contacted me and asked us for a desktop diagram review. They emailed their current evacuation maps as a PDF, I went through them against AS 3745-2010, and I sent back the relevant pages of the Standard with a sample of a compliant diagram so the team could see the difference for themselves.
That process is a good example of what a review looks like, and the issues I look for are much the same from school to school. In this article I walk through what we check, what we commonly find, and what a desktop review involves, so you know what to expect before you send yours through.
The two clauses every review starts with
Most of what matters on an evacuation diagram comes down to two clauses of AS 3745-2010.
- Clause 3.5.4 (Orientation): the diagram must be orientated to the position of the person reading it, with a “You Are Here” location that shows where the diagram is installed.
- Clause 3.5.5 (Minimum elements): the list of what every diagram must show, including a title, the “You Are Here” location, designated exits, paths of travel, the assembly area, fire equipment (extinguishers by type, hose reels, fire blankets and alarm call points), a legend and a validity date.
Clause 3.5.5 is a minimum requirement. If an element is missing, the diagram is not doing its job, however professional it looks.
What we commonly find when reviewing school diagrams
One generic diagram used everywhere
The most frequent issue is a single floor plan printed many times and hung in every building, block and corridor. Schools are large, spread-out sites, and one plan cannot be correctly orientated for every wall. Under clause 3.5.4, the floor plan needs to rotate depending on where it is installed, whether that is a north, south, east or west-facing wall. A one-size diagram might suit one location, but it leaves staff and students everywhere else turning the map in their heads during an emergency.
A missing or misplaced “You Are Here” marker
Some diagrams have no marker at all. Others have one that no longer matches the location because the diagram was moved during a refurbishment. Either way, the reader cannot tell where they are standing, which is the first thing they need to know.
Equipment symbols that do not tell the full story
All fire safety equipment should be shown with the appropriate colours and symbols. A common gap is showing every extinguisher with the same generic icon. AS 3745-2010 expects extinguishers to be shown by type, because the type matters when someone is deciding whether to use one. Hose reels, fire blankets, alarm call points and first aid facilities also need to be shown clearly and explained in the legend.
Outdated layouts
Schools change constantly. New classrooms, demountables, covered areas, fencing and gates all affect how people move around the site. I often see diagrams that show buildings as they were years ago, with exits that have since been fenced off or rooms that now have a completely different use. A diagram that does not match the building can send people the wrong way.
Missing validity dates
A validity date tells everyone when the diagram was last confirmed as correct. It is one of the minimum elements in clause 3.5.5, and it is frequently missing. Without it, nobody can say whether the diagram is current or ten years old.
Unclear assembly areas
The assembly area should be obvious, named and positioned so the route to it makes sense from the diagram’s location. On large school sites I often find the assembly area is off the edge of the plan, shown only as a word with no direction, or labelled with a name that new staff and relief teachers would not recognise.
Paths of travel that are hard to follow
The route to the nearest exit, and an alternative, should start from the “You Are Here” location and be easy to trace. Faint arrows, routes that start somewhere else on the plan, or no alternative exit at all are all things we flag.
What a desktop review involves
A desktop review is simple and does not need anyone to be on site. Here is how it works.
- You send us your current diagrams, ideally as PDFs. Photos of the diagrams on the wall are also useful, because they show where each one is mounted.
- We review each diagram against AS 3745-2010, focusing on orientation under clause 3.5.4 and the minimum elements under clause 3.5.5.
- We send back clear feedback, including the relevant pages from the Standard and a sample of a compliant diagram, so you can see exactly what is expected.
- You decide on the next step. Some sites only need a few updates. Others are better served by a new set of diagrams drawn for each mounting point.
If we have worked with your school before, we will already have your drawings on file, which makes reviewing and updating them much faster.
How often diagrams should be reviewed
Under clause 2.2(d) of AS 3745-2010, the Emergency Planning Committee nominates a validity period for the emergency plan and the evacuation diagrams. The Standard notes that this period should not exceed five years.
My advice to schools is straightforward:
- Review your diagrams at least every five years.
- Review them straight away whenever the site changes, such as new buildings, demountables, refurbishments, fencing or a change in how a room is used.
- Check the validity date on each diagram as part of your regular emergency planning, alongside drills and warden training.
How to get your diagrams reviewed
I have designed evacuation diagrams for more than 300 WA schools, from metropolitan primary schools to regional senior high schools and colleges. A desktop diagram review is the easiest way to find out where your diagrams stand.
Call me on 1300 355 686 or 0430 443 477, or get in touch through cmgsafety.com.au. Send through your current diagrams and I will take you through what we find.
