Shrine of Remembrance COVIDSafe Plan

The Shrine’s COVIDSafe Plan is the product of ongoing evaluation and review of Victorian public health directions and related advice from the Department of Health and Human Services.

Shrine of Remembrance
May 2022


The Shrine’s COVIDSafe Plan is the product of ongoing evaluation and review of Victorian public health directions and related advice from the Department of Health and Human Services. Guidance has also been taken from WorkSafe Victoria, Safe Work
Australia Checklists, the National COVID-19 Coordination Commission, Victorian Public Sector Coronavirus (COVID-19), guidance notes and industry specific advice from the Victoria Tourism Industry Council, Creative Victoria and Visit Victoria.

In line with WorkSafe advice on good OHS practice in planning for a pandemic we have:

  • kept informed and up to date on pandemic information through monitoring official channels of information and liaising with our key stakeholders;
  • educated and kept employees up to date with regular communication on the pandemic, where to get information and the actions they can take to help control risk and work attendance and arrangements;
  • undertaken OHS risk management by managing the direct and indirect risks to our staff, volunteers and community; and
  • incorporated OHS preparations and risk control measures into our Business Continuity Plan and reviewed and evaluated risk control measures.

Our people and our COVIDSafe Plan:

  • Staff have returned, and will continue, to work onsite as permitted.
  • Communication with employees, volunteers and our community is crucial in the successful conduct of operations. Management support is ongoing, and staff are reminded of our Employee Assistance Program (EAP).
  • Staff will use the existing incident reporting system to report any COVID-19 related incidents or near misses.
  • A COVID-19 FAQ information sheet was prepared for staff and is supplemented with regular communications from the management group (CEO, directors and managers).
  • Volunteers have returned to site in response to the resumption of our physical education program.

Recognition and Response to Employer and Employee Obligations

WorkSafe identifies the following employer and employee obligations for health and safety during a pandemic.

  • Under the OHS Act, employers have a duty of care and are required to take all reasonably practicable steps to protect the health and safety at work of their employees. These measures to ensure the health and safety of employees at work have been incorporated into our business continuity planning for pandemic. Detailed plans are included in Sections 4 and 6 of this plan.
  • Consultation with employees: Employers must consult with their employees when assessing a risk to the health and safety of employees. Consultation is also
    required in the selection and application of control measures. The Shrine’s
    Occupational Health and Safety Committee will continue be part of the ongoing evaluation of our COVIDSafe Plan.
  • Employees also have duties under the OHS Act to co-operate with their employer in
    implementing risk control measures. They must take all reasonably practicable steps to ensure they don’t do anything that creates or increases a risk to the health
    and safety of themselves or others.
  • The Coronavirus (COVID-19) guidance note from the Victorian Public Sector outlines that employees have a duty to take reasonable care for their own health and safety and to not adversely affect the health and safety of others. Employees
    must practice good hygiene and take measures to protect themselves and others against infection including:
    • washing their hands often, with soap and water, and/or carrying sanitiser and using it as needed
    • covering their mouth when coughing or sneezing, but not using their hands to do so
    • seeing a health care professional if they start to feel unwell
    • if unwell, avoiding contact with others (including shaking hands or other touching)
    • practising physical distancing measures.

Opening to Visitors and Resuming Programing

The Shrine has undertaken detailed planning to ensure compliance with Victorian Government restrictions is provided for and maintained.

Measures for each of the key visitor functions: ceremonial services, general visitation, tours and retail, are outlined in Section 6.

Safe Work Australia Checklists and COVIDSafe Plan Guidance have been used as a reference.

Vaccination requirements

The Shrine will comply with Victorian Government vaccination requirements applicable to
the category of workplace that includes the Shrine. In general:

  • Shrine Personnel are required to be fully vaccinated to attend site. Personnel will be required to supply / demonstrate proof of vaccination to be permitted to attend site.

Personnel onsite

  • Vaccination requirements may mean that unvaccinated staff and volunteers are not permitted to work or provide their services at the Shrine.
  • If health directions require staff to work from home, this will be facilitated where possible and practical.

Opening to general visitors

  • Visitors may access all public areas.
  • The total capacity of the monument will not exceed any applicable density quotient
  • Hand sanitiser is provided for use upon entry.

Ceremonial Program

  • Ex-Service Organisations (ESOs) are advised by the Ceremonial Program Manager in advance to ensure they’re aware of any COVIDSafe measures in place.
  • Live-streaming of services will continue to ensure that our community can still participate in commemoration. Onsite streaming can accommodate additional attendees as required.

Education Programs

  • We will consider Department of Education advice in facilitating school excursions onsite.
  • Onsite education programs may be offered in a modified format including reduced duration and number of groups per hour and options to focus on external features of the monument
  • A virtual Education Program is available to any school that wishes to visit but is unable to do so physically.

Public Programs

  • Programming – including special exhibitions, book launches, talks and events – will operate under the same guidelines and measures adopted for general visitors.


The Shrine’s COVIDSafe plan is published on the Shrine’s website. Where required, information on new restrictions or guidelines will be communicated via online channels and onsite signage.

Risk Management

As part of planning and preparedness we have applied our risk management principles: identifying and rating the likely risks associated with being open to general visitors and carrying out our programming face to face, as well as having staff and volunteers back onsite.

The control measures in place are detailed below and those specific to each directorate are outlined in Section 6.

Physical distancing

  • Return to the workplace for fully vaccinated staff and volunteers.
  • Minimising physical contact in the workplace.
  • Maintaining any applicable density quotient capacity limits.
  • Providing for and supporting the use of telephone or video conferencing.
  • Encouraging the use of outdoor locations for face-to-face meetings.

Hygiene measures

Transmission can be reduced by undertaking additional cleaning at the workplace and supporting good personal hygiene:

  • We continue to provide information and resources to employees to reinforce and support good personal hygiene.
  • Staff are provided with their own uniform—no uniform items are shared.
  • Hot desking or sharing of equipment is minimised as much as possible.
  • Cleaners are providing additional cleaning during the day and overnight. During operating hours, regular sanitisation of high use surfaces is completed, e.g. handrails, touchscreens, doorknobs and lift buttons.
  • Hand sanitisation stations are provided for visitors supported by signage in bathrooms encouraging hand washing.
  • Staff are provided with hand sanitisers in communal areas and regular hand washing is encouraged.
  • Sneezing and coughing good practice is communicated and encouraged.
  • Medical waste bins are in each main office for the safe disposal of used masks and gloves.

Personal protective equipment

The Victorian Public Sector Coronavirus (COVID-19) guidance note states that while employers are responsible for minimising risk to their teams by making available appropriate PPE such as gloves, masks and eye protection, the provision of PPE is to be based on the level of risk.

Face Masks

Facemasks will be worn as directed. A supply of PPE is kept onsite and additional PPE is provided to First Aiders.

Appointment of Pandemic Disease Manager(s)

WorkSafe recommends the appointment of a Pandemic Disease Manager. A pandemic disease manager (and backup managers) direct and monitor preparation, implementation and management of the implementation of risk control systems. Due to the complex nature of our workplace and the small number of staff, the executive team are fulfilling the role of pandemic disease manager.

Notwithstanding the nomination of the PDM, established lines of operational authority are unchanged. Managers continue to be responsible for managing the activities of their staff, including activities relating to the implementation and operation of this COVIDSafe Plan.

Control disease transmission in the workplace

Guidelines for restricting entry to the workplace of persons who may have been infected with a pandemic disease or who have a relatively high risk of contracting it:

  • If Personnel have symptoms, they must get tested as required by the Victorian Government.
  • Any member of Personnel who tests positive for COVID-19 is not to attend work. They are to notify their manager or director and either work from home or take Personal Leave or Special Leave (if eligible) and complete the mandated quarantine period.
  • Any member of Personnel who is a household contact of a positive COVID-19 case must follow current advice on notifying the workplace, testing and use of masks.

On confirmation that a member of Personnel has tested positive for COVID-19 and been in the workplace during their infectious period (currently 48hours prior to development of symptoms). The Pandemic Disease Manager will follow all DHHS guidance. Additionally, the following specific actions will be taken:

The responsible manager will

  • inform all staff that an infectious staff member attended the workplace and advise to test for COVID-19 if they are symptomatic. Note:the infectious staff member is now required to notify any persons they deem as contacts

Manage the situation when employees become ill at work

Employees who report or show symptoms while at work will:

  • Be isolated from others and directed to get tested.
  • Given a disposable surgical mask to wear as an interim measure before they leave the workplace. It is essential the mask is worn correctly and disposed of as soon as it becomes moist or after coughing or sneezing.
  • Support the employee to leave the workplace to get tested and then go immediately home (not using public transport).

Ventilation and air conditioning

The Shrine has museum-grade air conditioning. Increased air exchange will be supported through opening internal doors where this does not disrupt the function of the AC system.

Manage the indirect risks arising from changes to usual work arrangements

  • Anxiety among employees—The Shrine provides access to EAP services, clear and regular communication on the measures put in place and provides resources to support employees.
  • Employees not being aware of current arrangements—Effective communication strategies will include: staff meetings and emails from the CEO, emails and calls and texts from directors and managers, regular briefings at work to those working onsite and newsletters for our volunteers. The Shrine intranet will include all current advice and information for staff on the home page.
  • Unfamiliar work and workloads—As we respond to a dynamic and rapidly changing environment we have had to and will continue to make changes to how, when and where work is performed and by whom. Employees may have been, and may continue to be, required to undertake different duties for a period within their skill and classification level. Employees may need to be reassigned to priority tasks that are unfamiliar to them. These employees may be particularly susceptible to injury while adjusting to the new work, particularly psychological injury and body stressing injury (e.g., manual handling sprain / strain and occupational overuse injury). Control measures for these risks will include: consultation, training, clear performance expectations, close supervision and support. We are aware that some of our employees may have concerns and reservations about working with members of the public who may have been exposed to or infected with coronavirus. Consultation, communication and a supportive environment will be key to ensuring our team are comfortable and confident in their work.

Individual Directorate Outlines

Visitor Experience

Visitor Experience

Accountable Officer: Naias Mingo

The following outlines provide additional information regarding actions to be implemented for the Visitor Experience.

Preparation phase Implementation phase Monitor and review phase
  • Hygiene measures as identified in Risk Management.
  • live streaming participation from home.
  • Post-service catering available on approval with COVIDSafe measures in place.
  • Hand sanitiser provided to visitors.
  • Requisite PPE provided to staff.
  • Common use equipment and surfaces to be sanitised.
  • Perpetual wreaths and wreath tables provided with hygiene measures in place.
  • Chairs to physically distanced.
  • Physical distancing messaging incorporated into MC preambles.
  • Additional VEO support provided.
As above Weekly team meetings and daily briefings.
  • Visitor Centre Information Desk encourages physical distancing
  • Visitors provided with hand sanitiser on arrival.
  • First Aiders to be provided with requisite PPE.
  • Compliance with Emergency Evacuation Management Plan – North and South doors unlocked but closed – VEO present at all times.
  • Visitors are encouraged to collect their own maps and QR code provided for map on own personal device.
  • The Books of Remembrance opened for visitors with appropriate hygiene and distancing measures.
  • Limited cloaking provided.
  • Visitors’ Book replaced with sign encouraging online reviews.

As above

Weekly team meetings and daily briefings.

  • Barrier screens at both retail counters.
  • Contactless payment encouraged.
  • If handling cash, PPE and/or sanitiser is to be used.
  • Physical distancing floor decals at queuing points.
  • Staff will sanitise their hands after receiving and unpacking deliveries.

As above

Weekly team meetings and daily briefings.

  • Contactless payment encouraged.
  • If handling cash, PPE and/or sanitiser is to be used.
  • Individual uniform provided.

As above


Weekly team meetings and daily briefings.

  • Staff to follow current guidelines on use of face masks and PPE.
  • All VEOs to be provided with individual uniform – no shared uniform.
  • All shared equipment and surfaces to be sanitised between uses.
  • Face masks to be considered when engaging face to face with large groups and/or when physical distance of 1.5m cannot be maintained.

As above

Weekly team meetings and daily briefings.

Public Programs

Public Programs

Accountable Officer: Sue Burgess

The following outlines provide additional information regarding actions to be implemented for Public Programs.

Preparation phase Implementation Phase Monitor and review phase
  • Prepare resources for teachers to deliver self-guided activities.
  • Provide teachers with site guidelines at time of booking and as part of the reminder email.
  • Prepare an Induction for groups to the site including physical distancing and sanitising rules.
  • Review the Venue Risk assessment document for schools.
  • Promote availability of virtual tour options.
  • No Auditorium session.
  • Education pods may be used for small group sessions.
  • Student bags will not be put in lockers for 1 hour tours. If students arrive with bags, they will be asked to keep them with them and carried appropriately. Bags will be placed in lockers for 1.5 hour program.
  • Induct groups to the site outlining physical distancing and hand sanitising.
  • Enforce physical distancing of groups and staff members.
  • Manage the maximum numbers of onsite bookings.
  • Minimise hot desking for Ed team.
As required
Exhibitions and research
  • Standardise introduction of all contractors on site / sanitise hands. All contractors to enter via the Visitor Centre.
  • Exhibition install. Follow guidelines for staff per space.
  • Have requisite PPE available for installation in absence of ability to physically distance. As per AMaGA guidelines.
  • Control number of external contractors in the spaces.
  • Collections room — controlled entry to the space (already exists).
  • Collection room to be cleaned.
  • Touchscreens in Galleries to be included in high touch cleaning schedule.
  • All contractors to enter via the Visitor Centre and be inducted onto site, sign in and sanitise hands. Must be fully vaccinated to enter the building.
  • Tasks in Galleries to be completed after hours where possible.
  • Adherence to COVID-19 safe handling and quarantine procedures for collections, loans and donations.
As required
  • Keep producing digital presentations.
  • Presentations to be hybrid events onsite and live streamed.
  • Outside presentations like Gardens tour or Wreath making workshop can be held outside the building.
  • Observe all requirements for physical distancing when arranging filming/recording.
  • Provide site guidelines to all onsite program attendees prior to attending.
  • Ensure numbers are managed through the Education foyer space and Auditorium to not overcrowd the foyer.
As required
  • Volunteers to to be briefed on COVIDSafe
  • Ascertain comfort level of cohort to return.
  • Allow volunteers to opt in or out at any time.
  • To enter through Education Courtyard at designated times.
  • Bags and jackets for mid-week volunteers will be held in the Education Centre. Weekend volunteers will remain in Visitor Centre.
As required


  • Education – have access to requisite PPE as required.
  • Presentations – programs to be hybrid where possible.

Corporate Services

Corporate Services

Accountable Officer: Greg Gilmour

The following outlines provide additional information regarding actions to be implemented for Corporate Services.

Preparation phase Implementation Phase Monitor and review phase
Facility maintenance
  • Provide planning/diagrams.
  • Define occupancy levels for all spaces as required.
  • Plan path of travel etc.
  • Obtain quotes for signage, hand sanitisers, decals, screens, etc.
  • Meet with cleaners.
  • Install signage.
  • Set up Western Visitor’s centre.
  • Arrange fire extinguisher training.
  • Install suspended poppies in gallery (path of travel).
  • Update Sine subscription for more users.
  • Return of IT equipment and furniture.
  • IT equipment installed in additional workspaces (Education pods, SE office)
  • Install social distancing signage, decals and equipment.
  • Ensure resumption of standard cleaning cycle, with additional daily cleaning, prior to return to work.
  • Install public signage in courtyards and building.
  • Install BOH signage regarding occupancy numbers.
  • Install retractable barriers where required.
  • Set up recording for entry and exit of patrons.
  • Set automatic doors to open where possible.
  • Restore standard lighting and power program across building.
  • Resetting user ICT credentials (where required).
  • Reinstate multimedia.
  • Occupancy of lunchroom.
  • Occupancy of back of house areas.
  • Occupancy of public spaces.
  • Air conditioning system.
Human resources
  • Consult with OHS committee members.
  • Research checklists from DPC, WorkSafe, AHRI, IR Vic, etc.
  • Liaison with DPC.
  • Assess Privacy implications of collecting personal data.
  • Provide support to Executive.
  • Ensure compliance with OHS, WorkSafe, IR Vic policies and DPC guidance.
  • Continue to advise staff to use EAP service if they need to (e.g., for anxiety)
  • From commencement date, normal timesheet procedures will recommence. (probably first pay period in Nov).
  • Respond to requests to continue working from home (WFH).
  • Review and update WFH policy and procedures.
  • Monitor compliance with OHS, WorkSafe, IR Vic policies and DPC guidance.
  • Monitor and record any COVID-19 staff illness and/or related leave.
  • Payment for equipment, signage, hand sanitiser etc.
  • Set up separate COVID-19 expense account.
  • Ensure payroll payment is correct and appropriate adjustments are made for return to work.
Governance and compliance
  • Report on COVID-19 queries.
  • Liaise with Protective Services Unit (PSU).
  • Liaise with VAGO and auditors re COVID-19 disclosures in Annual Report (as required).
  • Liaise with DPC and re COVID-19 queries (as required).

Download a copy of the information provided above:

Office of CEO

Office of CEO

Accountable Officer: Dean Lee

The following outlines provide additional information regarding actions to be implemented for the Office of CEO.

Preparation phase Implementation Phase Monitor and review phase
Responsibility The CEO is required to take all reasonable steps to ensure the Shrine is a safe place and will maintain familiarity, and seek knowledge, relating to government COVID-19 directions to inform and appropriately direct the Shrine’s response. The Marketing Manager will ensure stakeholders and general visitors are aware of the Shrine offer throughout the various stages of opening. The Marketing Manager will monitor social media channels and visitor feedback to address user and/or general concerns in accordance with the Shrine’s Visitor Response Procedure.

The CEO will:

  • lead the executive group in responding to the pandemic and direct development of the re-opening plan
  • ensure the required resources are available or procured as required to facilitate re-opening
  • demonstrate and communicate behaviours consistent with the directives of government and the Shrine’s response plans
  • actively and positively communicate with personnel to support implementation of all response plans
  • act to maintain the safety of all personnel and stakeholders
  • take action to curb divergence from safe and/or agreed actions.
Accountability The CEO is the Shrine’s Accountable Officer and bears full accountability during all phases of Recovery.

The CEO is the Shrine’s principal representative in all communications with key external stakeholders including:

  • trustees
  • Veterans Branch
  • City of Melbourne
  • Life Governors and Governors.

The CEO holds delegated authority to speak to the media.

The Marketing Manager will prepare Press Releases to communicate the operational status of the Shrine and promote the continued delivery of on-site and digital programs.

Download a copy of the information provided above:


1. Shrine Workplace Contact Questionnaire
2. Contact management guidance for workplaces, business and industry.

Reviewed 11 May 2022