• — National Law s.168 — approved learning framework & educational program
• — Reg 73 educational program · Reg 74 documenting child assessments
• — Reg 76 program info to parents · Reg 56 QIP review
• — NQS QA1 · EYLF V2.0 outcomes 1–5

Deliver an educational program contributing to approved framework outcomes. For preschool age and under, document assessments/evaluations of each child's developmental needs, interests, experiences and participation. Documentation must inform the program.

• — Educators know children and explain intentional teaching
• — Planning based on strengths, interests, needs, family context
• — Visible assessment & planning cycles
• — Documentation is meaningful and used — not just collected
• — Families can access program & participation info

• — Observations / jottings / learning stories
• — Program plans & reflections
• — Child assessments / evaluations
• — Group learning records · family input · planning cycle records · critical reflections

• — Double entry across apps, folders, planning docs
• — Long observations written after the moment passes
• — Difficulty linking daily practice to the planning cycle
• — Documentation done for appearance, not usefulness

• — Reg 85 policy/procedure · Reg 86 parent notification
• — Reg 87 record · Reg 168/170 followed
• — Reg 183 storage · National Law s.167 · NQS QA2

Have and follow IITI policies. Notify parents as soon as practicable and within 24 hours. Make records within 24 hours. Notify the regulatory authority of serious incidents within prescribed timeframes.

• — Complete incident records
• — Parent notification evidence
• — Witness details & actions taken
• — Medical treatment, first aid, follow-up
• — Patterns reviewed to reduce future risk
• — Serious incidents escalated appropriately

• — IITI record · parent acknowledgement · witness statements
• — First aid record · regulatory notification · risk review/action plan

• — Phone tag between educator, room leader, director, parent
• — Incomplete forms, delayed signatures, missing witnesses
• — Records saved in multiple places

• — Reg 89 first aid kits · Reg 90 medical conditions policy
• — Reg 91 policy to parents · Reg 92–96 medication record/admin
• — Reg 168/170 · NQS QA2

Maintain a medical conditions policy covering asthma, diabetes, allergy, anaphylaxis. Risk minimisation and communication plans for relevant children. Medication administered and recorded per Regulations, with authorisations except in specified emergency circumstances.

• — Current medical management plans
• — Risk minimisation & communication plans
• — Staff know which children have medical needs
• — Medication stored safely and checked
• — Allergy info reaches kitchen staff
• — Action plans current and accessible

• — Medical management / risk minimisation / communication plans
• — Medication record · allergy/anaphylaxis/asthma action plans
• — First aid qualification & staff acknowledgement records

• — Allergy info hidden in enrolment files or one room
• — Kitchen and rooms working from separate information
• — Expired plans, missed paper med checks

• — Reg 77–80 · Reg 90 (food allergy) · NQS QA2

Support safe food practices, safe drinking water, age-appropriate food and beverages, and a displayed/available weekly menu. Manage allergy and medical information safely.

• — Menu displayed and reflects meals provided
• — Food safe, age-appropriate, considers diets
• — Staff know allergy procedures
• — Food safety processes followed & documented

• — Weekly menu · allergy/dietary list
• — Food temperature logs · cleaning schedules · meal counts · food safety checks

• — Menu/allergy mismatch
• — Kitchen not seeing attendance changes
• — Paper allergy lists outdated

• — Reg 122 working directly · Reg 123 ratios
• — Reg 126 qualifications · Reg 136 first aid
• — Reg 143A/143B nominated supervisor · Reg 168 staffing
• — NQS QA4 · QA7

Maintain ratios, qualifications, first aid/anaphylaxis/asthma training, and responsible person/nominated supervisor coverage.

• — Ratios maintained across the whole day, including transitions, breaks, outdoor
• — Qualifications & first aid current
• — Rosters match attendance & room needs
• — Casuals, students, relief appropriately supervised

• — Rosters · staff records · qualification records
• — First aid/asthma/anaphylaxis certificates
• — Sign-in/sign-out · responsible person records · ratio checks

• — Ratios changing as children arrive/leave
• — Casuals not seeing the right room information
• — Qualification or first aid expiry missed
• — Staff carrying information not relevant to their role

• — National Law s.165 inadequate supervision · s.166 inappropriate discipline · s.167 protection
• — Reg 84 child protection · Reg 97 emergency · Reg 99 children leaving
• — NQS QA2 · QA5

Adequately supervise children at all times, protect from harm and hazards, support safe and respectful relationships. Staff aware of child protection obligations. Emergency procedures in place and rehearsed.

• — Active supervision in practice
• — Educators position intentionally
• — Children accounted for during transitions
• — Hazards identified & controlled
• — Emergency procedures known and practised

• — Supervision plans · risk assessments · attendance/headcount records
• — Emergency drill records · hazard checks · child protection training records

• — Headcounts during transitions
• — Outdoor/indoor split supervision
• — Casuals not knowing room risks

• — Reg 100–102 excursion risk assessment & authorisation
• — Reg 102B–F transport risk assessment, authorisation, embark/disembark
• — Reg 158–161 attendance & enrolment authorisations
• — NQS QA2 · QA6

Risk assessments and written authorisations before excursions. Additional transport risk assessment and authorisation for service-provided transport. Account for children, manage risks to safety, health and wellbeing.

• — Risk assessments completed before excursion
• — Parent authorisations complete
• — Ratios & supervision suitable
• — Medical/allergy/emergency info travels with the group
• — Embarking/disembarking documented

• — Excursion & transport risk assessments
• — Parent permission · attendance/headcount records
• — Emergency contact list · medical/action plans

• — Clipboards, repeated headcounts, transition pressure
• — Information split between office, room and bag
• — Educators relying on memory in high-pressure moments

• — Reg 158 attendance · Reg 160 enrolment · Reg 161 authorisations · Reg 162 health info
• — Reg 157 parent access · Reg 76 program info · NQS QA6
• — CCS / Family Assistance Law record keeping

Keep accurate enrolment, attendance, authorisation and health records. Give families required access. CCS providers keep prescribed records for 7 years.

• — Enrolment details accurate & current
• — Authorisations present & accessible
• — Attendance records match actual care
• — Family communication respectful & meaningful
• — Sensitive information protected

• — Enrolment form · emergency contacts · medical info · authorisations
• — Attendance records · family goals · transition notes

• — Orientation info not flowing to room staff
• — Casuals not knowing key settling information
• — Room transitions losing wellbeing information
• — Families repeating information multiple times

• — Reg 55 QIP · Reg 56 review/revision
• — NQS QA1 assessment & planning cycle · NQS QA7 governance & educational leadership
• — ACECQA assessment & rating guidance

Approved providers prepare a QIP and review/revise as required. Show continuous improvement, self-assessment and evidence of quality across the NQS.

• — QIP current and useful
• — Critical reflection genuine and linked to practice
• — Improvement actions followed up
• — Educational leadership supports program & practice
• — Evidence can be discussed, observed and verified

• — QIP · critical reflections · team meeting notes
• — Educational leader notes · program reflections · policy review records · action plans

• — QIP treated as separate document, not connected to daily practice
• — Evidence hard to find during assessment & rating
• — Reflection done after the fact

• — Reg 168 policies · Reg 170 followed · Reg 171 available
• — Reg 172 notification of change · Reg 173 prescribed display
• — Reg 174/175 regulator notifications · Reg 181/182 confidentiality · Reg 183 storage · Reg 185 law available
• — NQS QA7

Have required policies and procedures, ensure they are followed and available, display prescribed information, and notify the regulatory authority within timeframes. Records confidential and stored securely for required periods.

• — Current policies available
• — Staff know and follow procedures
• — Required display information visible
• — Notifications made on time
• — Records secure, accurate, accessible

• — Policies & procedures · review schedule · staff acknowledgements
• — Display notices · regulatory notifications · record retention schedule

• — Staff unsure which policy version applies
• — Policy changes not communicated clearly
• — Compliance tasks spread across email, paper and apps

• — Reg 181–183 confidentiality & storage
• — Reg 168 — safe use of digital technologies & online environments
• — Privacy Act 1988 & APPs · OAIC children & young people guidance
• — Department of Education CCS record keeping (7 years)

Keep prescribed records confidential and securely stored. Follow privacy obligations. Only collect, use and disclose personal information appropriately. Policies and procedures for safe use of digital technologies, online environments and CCTV.

• — Secure storage & restricted access
• — Staff understand confidentiality
• — Digital technology use safe and documented
• — Parent consent and communication where required
• — Records retained for required periods

• — Privacy & confidentiality policy · digital technology policy
• — Consent records · data breach procedures · retention schedule · staff confidentiality acknowledgements

• — Too many people accessing too much information
• — Photos/videos stored longer than needed
• — Unclear consent around digital media
• — No simple visibility over retention obligations