COVID-19 Risk Mitigation
Education and care services should continue to maintain COVID safe practices to prevent the spread of disease through a multi-pronged approach.
All settings, including out of school hours care programs, are required to have existing policies and procedures
in place.
Strategies should be tailored to suit the settings context and processes should be in place to review and update existing risk assessments for emergencies in response to COVID-19.
Ventilation under the NQF
It is a requirement of the Education and Care Services National Regulations (National Regulations) to ensure that indoor spaces are well ventilated. Regulation 110 outlines that the approved provider must ensure that the indoor spaces used by children at the education and care service premises are well ventilated, have adequate natural light, and are maintained at a temperature that ensures the safety and wellbeing of children.
What is ventilation?
Ventilation refers to the process of introducing clean fresh air into a space and removing the stale air. The best ventilation occurs in large open outdoor environments. Mechanical or non-mechanical systems (such as opening doors and windows) are used in indoor spaces to promote better ventilation and airflow.
Ventilation and COVID-19
Ventilation can have a significant impact on the transmission of COVID-19. The transmission of COVID-19 variants is more likely within indoor environments particularly with larger groups of people and limited opportunities to physically distance. Aerosolised particles of the virus may also build up in indoor environments if there is not enough ventilation.
The Chief Health Officer, the AHPPC, World Health Organisation and Safe Work Australia all recommend good indoor air quality and ventilation to reduce the chance of COVID-19 transmission.
Assessing ventilation risks
Education and care services are required to include ventilation in their COVID Safe Risk Management Plan. The assessment should consider the education and care services’ current ventilation capacity. The airflow and ventilation of each environment that will be utilised by children and educators should be considered.
To support your assessment and planning, we have compiled information based on current recommendations for ventilation aimed at reducing the transmission of COVID-19. This information is not exhaustive, and education and care services should conduct their own research and assessment to consider any ventilation risks and hazards relevant to their own service.
Please note: As with any aspect of risk, ventilation is not a standalone consideration and should be considered as part of the education and care services comprehensive risk assessment and a suite of control measures aimed at protecting against COVID-19 infection and transmission.
Information to consider in your assessment
Below are some points to consider in your risk assessment. This advice includes control measures associated with the ventilation of the indoor premises, and opportunities to optimise the use of well-ventilated areas such as outdoor learning environments
Measures to promote ventilation may be similar to those used to promote physical distancing as limiting the number of people within a smaller indoor area will also promote better ventilation and airflow.
Maximising large well-ventilated areas - particularly outdoor environments
Large, open outdoor environments provide the most effective natural air flow and ventilation. The risk of COVID-19 in outdoor environments is significantly lower than indoor environments.
Education and care services are well placed to support physical distancing requirements due to the amount of space allocated per child.
This supports greater airflow between people. Utilising the indoor and outdoor environments simultaneously, will reduce the number of children within indoor spaces which can further support airflow and ventilation.
Some potential control measures based on information:
- maximise the use of outdoor learning environments that are open to the sky and provide the greatest amount of natural airflow and ventilation
- providing an indoor/outdoor program whenever it is reasonably practicable
- increasing the ventilation and airflow of any enclosed sections of the outdoor environment. For example, where blinds are in use for enclosed veranda areas, these could be retracted where it is reasonably practicable
- limiting the number of people occupying smaller enclosed spaces that could be poorly ventilated such as storage sheds
- planning for educational experiences that require greater ventilation in larger outdoor areas where possible. This may include activities that promote increased physical activity or singing where the generation of aerosolised particles is likely to be greater
- if your service has unoccupied learning environments, consider splitting larger groups where possible. This will allow opportunities for greater physical distancing and is likely to support greater airflow and ventilation.
*You should consider control measures that are relevant to the context of your service and the risks you have identified. This list is not exhaustive but is provided to assist your service to consider possible measures that can be added to your own.
Maximise natural air flow
One of the most effective strategies for promoting ventilation within indoor spaces is to open windows and doors wherever possible. Establishing a cross breeze (air coming in from one window or door moves across the room and exits from another) can also increase the rate at which new air is introduced into the environment and stale air is removed.
Fans can promote ventilation but could also encourage recirculation of any aerosolised particles of the virus in the environment which could increase the risk of transmission. Using a fan is not recommended if there is not adequate air exchange with the outdoors (such as through a window).
Other considerations when using a fan:
- directing fans towards the ceiling or floor and avoid directing fans into people’s faces
- lower oscillation or fan speed could promote airflow whilst also limiting the rate at which aerosolised particles are recirculated throughout the environment
- ensure the safety of any fans used with regard to the age of the children in the space where they are being used
- maintain and operate any fans, air cleaners or purifiers in accordance with the manufacturer’s instructions.
Use of heating, ventilation, and air-conditioning (HVAC) systems
HVAC systems are generally used to maintain indoor temperature and humidity to support comfort for occupants. HVAC systems utilise air flow and filtration in many different ways. It is important that you are aware of how your HVAC system operates and consider this as part of your assessment.
The use of a HVAC System that recirculates air is not recommended when considering the high rate of transmission of COVID-19 in indoor environments with large groups of people. If aerosolised particles of the virus are introduced to environment, recirculating these particles will further increase the risk of transmission.
As the approved provider is required to ensure that indoor spaces are maintained at a temperature that ensures the safety and wellbeing of children (Regulation 110 ). It may not always be reasonably practicable to avoid using your HVAC system altogether, particularly in situations where higher temperatures could pose an added risk.
The following points provide some useful suggestions that could help you investigate and assess the risks and hazards relevant to your own service:
- Does your HVAC introduce new airflow into the environment or recirculate existing air? If your HVAC is designed to recirculate air, you may wish to consider where reasonably practicable and safe to do so, relying on non-mechanical ventilation methods. It may also be possible to ascertain if a facilities manager or the owners of the building are able to organise to have the recirculation dampers closed.
- Demand control ventilation (DVC) may be in use to reduce air flow based on occupancy of certain spaces. Where possible, it is recommended that these controls be disabled on your HVAC to support constant air supply and filtration throughout the premises.
- What are the cleaning, service and maintenance requirements of your HVAC? Have these been completed as required?
- Do your HVAC systems allow for operation two hours before or after the building is occupied to increase air filtration and airflow
- Do you have a simple HVAC system controlled by a thermostat? It may be possible to have the system provide continuous air filtration and distribution by changing the fan settings from “auto” to “on”.
- If using HVAC as one of your control measures, what contingencies have you considered for if the HVAC system becomes non-operational?
Engaging with building owner and manager
In the event where the provider does not own or operate the building where the service is located. The provider must engage with the owner or building manager to understand the building’s mechanical ventilation systems and ensure that appropriate settings are in place to reduce the transmission of COVID-19.
Exhaust fans
Education and care services may be able to promote ventilation of kitchens and bathrooms through the continued use of existing exhaust ventilation systems. This would involve ensuring these systems are on and operational whilst the service is operating and where possible for two hours after children have left for the day. Education and care services may also need to consider inspection and maintenance of their existing exhaust ventilation systems.
HEPA filters and carbon dioxide (CO2) monitors
Some education and care services have access to CO2 Monitors and portable HEPA filters. HEPA filters (including portable units) and/or carbon dioxide (CO2) monitors may be effective risk control measures where there are limited options for maximising fresh air throughout or within certain areas of the service premises. For example, additional control measures may be necessary for education and care services that have identified smaller closed off areas within the learning environment (including cot rooms) that do not have operational windows that can be opened.
As with any risk assessment, a contextual evaluation and assessment of each of the spaces within the service will be most useful in identifying suitable and effective risk control measures including those which may already be in place. For example, some education and care services may find that the routine use of CO2 monitors and portable HEPA filters do not provide an additional benefit in large open spaces where they have already established effective ventilation and airflow by opening windows or utilising other measures.
ACT Health will continue to be guided by the AHPPC advice and the evolving evidence on the specific benefit of these devices in addition to other public health measures in education settings.
Transportation in vehicles
Undertaking a risk assessment is part of planning for and arranging for an education and care service (Regulations 102B and 102C). Where the service is providing or arranging transportation, ventilation within the vehicle should be included in the risk assessment and this should consider potential control measures that reduce the risk of COVID-19 transmission.
Potential control measures:
- the use of windows to increase airflow from outside the vehicle could be considered where this does not create a safety or health hazard
- vehicle HVAC (heating, ventilation and air conditioning) systems may need to be assessed to ascertain opportunities for air to be drawn from outside the vehicle rather than being recirculated.
Other considerations
Education and care services should also consider each child’s health, safety and wellbeing when establishing control measures and strategies. Some associated risks that may need to be considered:
Room temperature and safe sleep practices
If it is decided that a HVAC system is not utilised, the temperature in areas where children sleep could be higher than usual. Education and care services will need to assess the potential risks that could be associated with higher temperatures and how this could impact on safe sleep practices. Additional control measures may be necessary to address this risk such as asking families for lighter clothing or sleeping bags and monitoring the temperature of these areas whilst children are sleeping. For more information about the correlation between temperature and safe sleep please visit (www.rednose.com.au.)
Ensuring adequate supervision
If identified control measures are different from usual practices such as splitting larger groups or engaging in an indoor/outdoor program, associated changes to supervision will need to also be assessed and considered.
Medical conditions and allergies such as hay fever
Regulation 90 requires that risk minimisation plans be established for each child identified as having a specific health care need, allergy or relevant medical condition.
The changes in your service should be considered within these risk minimisation plans through consultation with the child’s parent or carer. The introduction of fresh air from the outdoor environment or increasing time spent in outdoor environments each day could pose an additional risk to some children. Some children may also be more sensitive to heat-related stress. These risks, and additional or alternative control measures, need to be considered where relevant.
Sun protection, extreme heat events and heat-related stress
If the service identifies that they will be maximising the use of the outdoor environment, contingency plans when considering the potential for extreme heat events and heat-related stress. For more information: Avoiding Heat-Related Stress - Info Generic 2018.pdf (act.gov.au).
Risks associated with higher temperatures in the indoor environment should also be considered when a decision has been made to limit the use of HVAC systems.
Any additional use of outdoor environments will require as assessment of sun protection measures currently in use at the service.
Air quality
Contingencies for changes in air quality may need to be considered when utilising fresh air and outdoor environments.
*This list is not exhaustive, and providers and service leaders should conduct regular risk assessments to identify potential hazards relevant to their own service, and strategies to protect children.
What should be included in the risk assessment?
Education and care services should implement the most effective risk control measures that are reasonably practicable in the circumstances and ensure that these remain effective over time.
Some control measures you should consider include:
- The benefits of wearing face masks (for 12 years and over). Although the Health Direction for mask wearing has been lifted, this may still form part of the providers’ COVID-19 risk mitigation plan.
- high traffic areas of the service cleaned at least daily, or more frequently if needed (door handles, doorknobs, coded door entry pads, exit buttons)
- reflect on ways that resources and equipment can be stored, cleaned and provided to children to reduce the risk of cross contamination
- make sure your current cleaning and disinfecting arrangements are consistent with guidance provided by the Infection Control Expert Group (ICEG) at Information about cleaning and disinfection for schools | Australian Government Department of Health
- consider small group play, staggered mealtimes and indoor / outdoor play opportunities whenever possible
- activities involving a higher risk of transmission should be avoided or managed with appropriate process in place to ensure high standards of hygiene are maintained (shared equipment, play dough, food sharing);
- consider the setup of rooms and the placement of activities and limit the number of whole group activities
- windows should be opened during the day to promote air flow where possible
- adults practice social distancing as far as reasonably practicable, for example staggering break times and making use of other spaces for break times, including any free outdoor spaces
- contact with carers and families at arrival and departure times is reduced or eliminated (as far as possible). Parents and guardian’s arrival and departure routines should be modified to maintain social distancing
- emergency after-hours contact information must be up to date in NQAITS.
- regularly communicate and check in with your team of educators, making sure they are aware of the process which will follow if COVID-19 directly affects the service and understand their roles and responsibilities in line with your risk assessments, policies and procedures
- ensuring staff contact details are up to date as they may need to be contacted out of working hours
- contact details of each child’s parent/guardian/authorised emergency person, must be recorded for each day a child is in attendance, to ensure that a person will be available to collect the child at any time across the period of care being provided.
Other considerations
Education and care services should also consider each child’s health, safety, and wellbeing when establishing effective yet practicable control measures and strategies.
Risks and control measures to consider include:
- ventilation requirements
- health and safety of children, including adequate supervision and ratios
- children’s social-emotional needs, for example educators considering children who may need additional support when transitioning
- ensuring quality outcomes for children are not limited, such as quality interactions with children.
Resources to support the review of a COVID-19 risk assessment
Other helpful resources to support COVID-19 risk assessment may include:
COVID-19 Infection control model policy
(37kb)Coronavirus disease (COVID-19) advice for the public
WHO: Health and Safety in the workplace
Safe Work Australia: Key considerations for undertaking a risk assessment – COVID-19
ACECQA- Risk assessment and management information sheet
Key Messages and Actions for COVID-19 Prevention and Control in Schools
WHO: Online Training: COVID-19 infodemic management: risk communication and community engagement challenges
Providers must implement their own policies on the wearing of face masks. Although the ACT Health Direction on the wearing of facemasks in schools and education and care services has been lifted, this may still form part of the providers’ COVID-19 risk mitigation plan. In addition, any household contact (aged 12 years and over) must wear a face mask in any indoor setting that is not their own home.
While mask wearing requirements have eased, ACT Health strongly encourage individuals to continue to wear a face mask when entering public indoor settings where it could be difficult to maintain physical distancing. Further information can be found on the COVID-19 facemask page.
For more information about face mask including exemptions to these requirements visit COVID safe behaviours - COVID-19 (act.gov.au)
Providers and service leaders are encouraged to read this COVID-19 Infection control model policy 
(218kb). This document provides guidance on best practice and can be used as a guide to assess the risks that apply to their specific situation to develop relevant policies and procedures.