Education and Care Services
Update
Issue 4 | April 2013
Welcome to the fourth edition
The National Quality Framework (NQF) has now been in place for over 12 months and will shortly reach a
significant milestone with the publication of registers and ratings. Initially only the ratings for those education
and care services that have been assessed and received final ratings will be published.
It is anticipated that ratings will be published in early May pending relevant sections of the Education and
Care Services National Law Act 2010 (National Law) being proclaimed by all states and territories. Once this
occurs, services that have been assessed under the NQF will have their ratings published on the Australian
Children’s Education & Care Quality Authority and MyChild websites and will need to display their notice of
rating. Services yet to be assessed and rated will be required to display their provisional rating notice.
Public ratings are an important feature of the National Quality Framework. By publishing ratings, parents and the
community will have access to improved information about the quality of education and care services.
I urge services that have received their final ratings to give careful consideration to communicating with
families about those ratings. Focussing on the rating for each quality area assists in this process as it allows
attention to be drawn to areas where the service is performing strongly and areas identified for continuous
improvement. Resources will be made available through ACECQA to assist services to explain to families the
meaning of their ratings. Additional information will also be available on the Department’s website.
Other significant changes will come into effect at this time including the publication of several registers. For
example, the register of education and care services includes details of any conditions that have been imposed
on the service approval of each service operating under the National Quality Framework.
Services that have been rated as Exceeding National Quality Standard will also be able to apply to ACECQA for a
rating of Excellent. This newsletter provides further details regarding guidelines developed by ACECQA to assist
services who choose to apply for this rating level.
The recent evaluation report prepared by the Australian Council for Educational Research (ACER) confirms
that the assessment and rating process is a valid and reliable measure of quality and most services found
the assessment and rating experience to be a positive one.
The report is available on the Standing Council on School Education and Early Childhood (SCSEEC)
website, at: www.scseec.edu.au/Publications.aspx.
I look forward to continuing to work with you and trust that you find the content in this newsletter
informative.
Madeleine Smith
Executive Director
Quality Assessment and Regulation Division Department of
Education and Early Childhood Development
Assessment and rating process
What information about ratings do services need to display?
Once publication of ratings occurs, services assessed under the NQF must display their notice of rating that
specifies the ratings for each quality area and the overall rating for the service. The notice of rating must be
displayed so that it is clearly visible from the main entrance of the service premises (section 172) (including the
principal office of a family day care service).
Services yet to be assessed are taken to have a provisional rating. These services must display the provisional
rating until the first rating assessment is completed. Services previously assessed by the National Childcare
Accreditation Council must also display this accreditation along with their provisional rating until their first
rating assessment is completed.
The Department has provided a notice of provisional rating to those services yet to be assessed under the
NQF. If you did not receive a notice of provisional rating please contact your respective Quality Assessment
and Regulation regional office. Contact details are available in the Quality Assessment and Regulation Regional
Office factsheet available at:
www.education.vic.gov.au/childhood/providers/regulation/Pages/nqffactsheets.aspx.
What should I tell families in my service about ratings?
The overall rating and the rating for each quality area are likely to be of interest to families and the community. For this reason it is
important to explain the seven quality areas that make up the National Quality Standard, the ratings received by the service and the
areas that have been identified for continuous improvement.
Discussing the outcomes for each quality area may assist in this process by highlighting the areas the service performed well in and
areas identified for continuous improvement. Being open with families about areas identified for continuous improvement, and how
the service intends to address these, is likely to be valued.
Further information regarding the communication of ratings is available through the Regulation and Quality Assessment section of
the Department’s website.
Quality Improvement Plans
Maintaining a quality improvement plan is an effective way for services to acknowledge their strengths and identify areas where the
quality of the service can be improved. Services must review and revise their quality improvement plan at least annually and at any
time when directed by the Department (regulation 56).
Self-assessment and reflective practice are central to the ongoing development of a service’s quality improvement plan. Undertaking a
self-assessment will assist services to gain a clear picture of what it does well and the areas that need improvement or can be extended
to achieve an even higher level of quality.
It is recommended that the service regularly completes a self-assessment to ensure they continue to meet the requirements of the
National Quality Framework.
The Guide to the National Quality Standard (available from the ACECQA website (www.acecqa.gov.au/resources-and-templates/
national-quality-framework-resource-kits/) also provides a series of reflective questions that will assist services to consider what
currently happens and why. The Guide to Developing a Quality Improvement Plan is also available through the ACECQA website.
These questions are designed to encourage educators to identify and critically reflect on the effectiveness of current practices and to
consider how these practices might be changed or improved.
A copy of the service’s current quality improvement plan must be kept on the service premises at all times or, in the case of a family
day care service, at the service’s principal office of the family day care service.
A service’s quality improvement plan should also be made available on request to the Department, an authorised officer or a parent of
a child who is enrolled or seeking to be enrolled at the service (regulation 31).
Educational program and practice
The National Quality Framework contains important requirements for all education and
care services about the way in which the educational program is delivered and the
requirements to document the planning of the program and each child’s learning
and progress.
Educational program
All education and care services must ensure that the educational program
and practice
delivered to children (section 168) is:
The educational program and practice is stimulating,
•
based on an approved learning framework; and
engaging and enhances children s learning and
•
delivered in a manner that accords with the approved learning development. In services for children over preschool age
framework; and the program nurtures the development of life skills and complements children s experiences, opportunities and
•
based on the development needs, interests and experiences of each
child; and
relationships at school, at home and in the community.
Standard 1.1 An approved Learning Framework
informs the development of curriculum that enhances
The educational program should contribute to the following outcomes for each child s learning and development. each child (regulation
73(2)):
Standard 1.2 Educators and co ordinators are
•
the child will have a strong sense of identity; and focussed, active and reflective in designing and delivering the program
for
• each the child will be connected with and contribute to his or her world; and
child.
•
is designed to take into account the individual differences of each child.
•
•
•
the child will have a strong sense of wellbeing; and
the child will be a confident and involved leaner; and
the child will be an effective communicator.
Documenting of the educational program
Q
ty area 1
All services are required to document details of the educational program including information about the content and operation of the
educational program (regulation 75) and for each child being educated and cared for by the service that includes (regulation 74):
•
assessment of the child’s developmental needs, interests, experiences and participation in the educational program; and their
progress against the outcomes of the educational program (for each child preschool age or under); or
•evaluations of each child’s wellbeing, development and learning (for each child over preschool age).
An attachment to this newsletter outlines the requirements for the educational program and practice required in the National Law and
National Regulations.
Requirements for educational program and practice are also outlined in Quality Area 1 – Educational program and practice.
When considering whether to conduct an excursion, including those conducted as regular outings, services must be mindful of any additional
risks that may be present.
Before children can be taken on an excursion, specific requirements must be met, for example:
•
conduct a risk assessment that identifies and assesses possible risks to the safety, health or wellbeing of children taken on the
excursion and identifies the way these risks will be managed and/or minimised (regulation 101); and
•
have written authorisations for each child who will be taken on the excursion (regulation 102(4)). Consideration also needs to be
given to managing emergencies that could arise during the excursion (regulation 168(2)(g)). The Excursions factsheet provides further
information about excursions including those conducted as a regular outing and is
available at: www.education.vic.gov.au/childhood/providers/regulation/Pages/nqffactsheets.aspx.
When is a risk assessment required?
•
Before an excursion including a regular outing, is conducted (regulations 100 and 101). This includes when a family day care
educator visits another family day care educator;
•
In preparation of emergency and evacuation procedures to identify potential emergencies (regulation 97(2));
•
Prior to the approval of a family day care service and at least annually, an assessment (including a risk assessment) of each
residence and approved family day care venue (regulation 116);
•
If a child enrolled at the service has a specific health care need, allergy or relevant medical condition, a risk minimisation plan
must be developed (regulation 90).
Notifications to the Department
The National Quality Framework requires the Department to be notified in certain circumstances such as serious incidents and complaints, or
a change of approved provider, person with management or control or the nominated supervisor at the service.
Certified supervisors are also responsible for notifying the Department of changes to their mailing address or circumstances that affect
their fitness and propriety, such as the suspension of their Working with Children Check.
Notification of serious incidents and complaints
Serious incidents
The Department must be notified in writing of a serious incident (section 174(2)(a) and regulation 12) following:
•
the death of a child being educated and cared for or following an incident while being educated and cared for by the service, as
soon as practicable but within 24 hours of the death, or the time that the person becomes aware of the death ; or
•• any other serious incident within 24 hours of the incident or the time that the person becomes aware of the incident.
Where a serious incident involves a child/children being educated and cared for by the service in addition to notification of the
Department the service must:
•
ensure that the parent of the child/children involved are notified as soon as practicable and no later than 24 hours after the
incident (regulation 86); and
•
complete an incident, injury, trauma and illness record as soon as possible and within 24 hours of the incident (regulation 87).
Complaints
Where a complaint to the approved provider alleges that the safety, health or wellbeing of a child or children was or is being compromised
whilst being educated and cared for by the service, or there has been a contravention of the National Law and/or National Regulations the
Department must be notified in writing within 24 hours of the complaint being made (section 174(2)(b)).
The fact sheet Serious incidents and complaints fact sheet provides further information about serious incidents and complaints and is
available at: www.education.vic.gov.au/Documents/childhood/providers/licensing/nfqseriousincid.pdf.
Other notifications to the Department
The Guide to the Education and Care Services National Law and the Education and Care Services National Regulations 2011 (pages 112 - 115)
outlines all the notifications that must be made to the Department and provides information including the type of notification, the
responsibilities and the timeframe for making the notification. These notifications must be provided to the Department in writing.
The Guide is available at: www.acecqa.gov.au/resources-and-templates/national-quality-framework-resource-kits/.
Notifications may be made via the National Quality Agenda IT System http://acecqa.gov.au/national-quality-agenda-it-system/ or by using the
notification forms (NL01 or SIO1) available on the ACECQA website at:
www.acecqa.gov.au/application-forms/notifications/.
When making a notification to the Department using the notification forms, the following notifications should be made directly to the
complaint;
regional
incidentsoffices
that of the Department:
require
the
serious incident;
approved
provider to
close, or
reduce the
All other notifications may be provided to the central office of the Department using the contact details on the forms provided by ACECQA.
number of
The Quality Assessment and Regulation: Regional Offices fact sheet contains the contact details of regional offices and is available at:
children
www.education.vic.gov.au/childhood/providers/regulation/Pages/nqffactsheets.aspx.
attending, the
education and
care service for
a period (for
example, in
response to an
emergency).
All services are required to have the policies and procedures outlined in the National Regulations (regulation 168). Family day care services
must have additional policies and procedures specified in regulation 169.
These policies and procedures must be available for inspection at the service and be readily accessible to the nominated supervisor, staff
members, family day care educators and volunteers (regulation 171). All reasonable steps must be taken to ensure that the service’s policies
and procedures are followed by the nominated supervisor, staff members, family day care educators and volunteers (regulation 170).
It is recommended that services regularly review their policies and procedures to ensure that they remain relevant and accurate. Events such
as a change in legislation, a serious incident at the service or changes to the children and families attending the service may trigger a review.
The Guide to National Law and National Regulations (page 109) available through the ACECQA website has a table that outlines the required
policies and procedures for all services approved under the National Quality Framework.
The Guide to the National Law and National Regulations is available at:
www.acecqa.gov.au/resources-and-templates/national-quality-framework-resource-kits/.
Emergency and evacuation procedures
Education and care services operating under the National Quality Framework must operate in a way that ensures the safety, health and
wellbeing of children at all times that children are being educated and cared for. This includes making appropriate provision for emergencies.
In Victoria, there is a significant focus on the management of bushfire risks. However emergencies may take many forms, such as floods,
bomb threats or intruders. The different types of emergencies will require different responses.
Having comprehensive and well understood policies and procedures in place will assist in effectively managing any emergencies that arise.
Services must develop an emergency and evacuation procedure that sets out instructions for what must be done in the event of an
emergency including setting out an emergency and evacuation floor plan (regulation 97(1)).
When preparing emergency and evacuation procedures, services should ensure that a risk assessment is conducted to identify potential
emergencies that are relevant to the service (regulation 97(2)).
The emergency evacuation procedures must be rehearsed every 3 months that the service is operating and the rehearsals must be
documented (regulation 97(3)).
Services must also ensure that a copy of the emergency and evacuation floor plan and instructions are displayed in a prominent position
near each exit at the service premises, including in a family day care residence and approved family day care venue (regulation 97(4)).
For more information please see the Emergency management fact sheet available at:
www.education.vic.gov.au/childhood/providers/regulation/Pages/nqffactsheets.aspx.
Reviewing and updating emergency contact details
Approved providers may review the emergency contact numbers for their services on the National Quality Agenda IT system. It is
recommended that these details are regularly reviewed to ensure the most appropriate and current details are in place for each service. A
notification to update the emergency contact details may be submitted via the National Quality Agenda IT System using the Notification of
change of information about an approved service (SA12) form, available from the ACECQA website www.acecqa.gov.au. The system may be
accessed through: https://public.nqaits.acecqa.gov.au/Pages/Landing.aspx.
Notifications to change service details, including emergency contact details, may also be submitted to the Department via
licensed.childrens.services@edumail.vic.gov.au using the (SA12) form available from the ACECQA website.
Enrolment records
A centre based service, family day care service and family day care educator must keep an enrolment record for each child enrolled at the
service. The enrolment record must contain the requirements outlined in the National Regulations (regulation 160-162) relating to the child
including authorisations, health orders and applicable court orders.
A checklist has been developed to ensure that all enrolment requirements are met and maintained. This checklist along with further
information regarding the requirements for enrolment records is available in the: National Quality Framework – Enrolment Records factsheet
from the Department’s website www.education.vic.gov.au/Documents/childhood/providers/regulation/enrolmentrecords.pdf
Family day care services and family day care educators must keep an enrolment record available for
inspection by an authorised officer and to the extent practicable, the record must be kept at the education
and care service premises (section 175). If records are unable to be kept on the premises, they must be
maintained at a place readily accessible by an authorised officer, for example, the records are available
online from the service premises.
Services must ensure that child enrolment records are stored in a safe and secure place and
are kept until the end of at least 3 years after the last date on which a child is educated and
cared for by the service (regulation 183).
Centre-based services
At least one educator who holds the following qualifications must be in attendance at any place where children are being educated and
cared for by the service, and must be immediately available in an emergency, at all times that children are being educated and cared for by
the service:
•
•
•
current approved first aid qualification;
current approved anaphylaxis management training;
current approved emergency asthma management training (regulation 136(1)).
As this requirement applies at any place where children are being educated and cared for, an educator(s) with these qualifications must be
wherever children are being educated and cared for and immediately available. For example, where a group of children are taken on an
excursion to the Zoo and a number of children remain at the service premises there would need to be an educator(s) accompanying the
children on the excursion and an educator(s) at the premises with each of these qualifications.
Please note that where children are being educated and cared for on a school site this requirement may be met if the educator(s) are in
attendance at the school site and immediately available in an emergency.
Family day care services
A family day care service must ensure that each family day care educator and family day care assistant engaged or registered with the
service:
•
•
•
holds a current approved first aid qualification; and
has undertaken current approved anaphylaxis management training; and
has undertaken current approved emergency asthma management training.
Educators who intend to complete approved first aid training should check the list of approved first aid qualifications that is
published by ACECQA at: www.acecqa.gov.au/qualifications/.
Professional Development
Professional Support Coordinators
In January 2013, Gowrie Victoria commenced as the Professional Support Coordinator for Victoria and have recently launched their
professional development and support guide for semester one 2013. Bookings can be made online through Gowrie Victoria’s website at:
www.gowrievictoria.org.au/ProfessionalLearning/BookOnline.aspx.
More information is available at www.gowrievictoria.org.au. Gowrie Victoria can be contacted by phone on (03) 9349 2890 or 1800 103 670
and email psc@gowrievictoria.org.au to discuss specific support requirements for services.
Preschools (kindergartens)
The Early Learning Association Australia (formerly Kindergarten Parents Victoria) provides training, support and advice for preschools
(kindergartens) relating to governance, management and community participation.
The Early Learning Association Australia can be contacted through their website www.kpv.org.au via phone on (03) 9489 3500 or email
kpv@kpv.org.au.
Using the Frameworks for High Quality Practice in Family Day Care
Community Child Care Association has been contracted by the Department to deliver ‘train the trainer’ sessions to family day care
coordinators, based on the existing resource kit, Using the Frameworks for High Quality Practice in Family Day Care.
The resource kit provides training tips and strategies, tools and information sheets developed specifically for family day care on topics
including planning, pedagogy and reflective practice.
For further information or to register, family day care services can visit the Community Child Care website at: www.cccinc.org.au.
Early Years Exchange
The Early Years Exchange is an online resource designed to assist early childhood
professionals to implement and embed the Victorian Early Years Learning and
Development Framework (VEYLDF) in their practice.
The eleventh edition of this resource provides information for early childhood
professionals about:
•
children’s wellbeing and involvement as two important qualities in learning experiences;
•
early childhood practices in assessment and learning;
•
early childhood professionals talking about leading and supporting implementation of the
VEYLDF; and
•
mapping the VEYLDF Learning and Development Outcomes to the AusVELS.
This resource is now published as web pages and is available at:
www.vcaa.vic.edu.au/Pages/earlyyears/eye/index.aspx.
Kindergarten Guide 2013 now available
The Kindergarten Guide 2013 is now available and replaces the Victorian kindergarten policy, procedures and funding
criteria 2010-12.
The guide provides information for services operating a funded kindergarten program and contains a number of updates including changes
relating to the provision of 15 hours of kindergarten and alignment with provisions of the National Quality Framework regarding the
engagement of emergency or relief teachers and replacing an early childhood teacher on leave.
All funded kindergarten programs have been sent a hard copy of the guide which is also available at
www.education.vic.gov.au/childhood/providers/funding/Pages/kinderfundingcriteria.aspx.
Staying healthy in ECEC
The National Health and Medical Research Council’s (NHMRC) Staying Healthy -Preventing infectious diseases in early childhood education
and care services is the 5th edition of this resource. Staying Healthy focuses on a risk management approach to infection prevention and
control principles in daily care activities. This response aims to provide educators and other staff working in education and care services with
simple and effective methods for minimising the spread of disease.
The guidelines can be downloaded from the National Health and Medical Research Council at:
http://www.nhmrc.gov.au/guidelines/publications/ch55.
Healthy Together Victoria: National Quality Standard and Victoria’s Healthy Children initiatives
A fact sheet has been produced by the Victorian Government highlighting the synergies between the National Quality Standard, the
Achievement Program and the Healthy Eating Advisory Service. Services may use this fact sheet to help identify how participation in Healthy
www.acecqa.gov.au/excellent-rating/.
Together Victoria initiatives may support good practices relating to Quality Area 2 Children’s Health and Safety.
www.education.vic.gov.au/Documents/childhood/providers/licensing/nqsfactsheetapril13.pdf
Sids and Kids: infant safe sleeping child care kit
A revised Child Care kit is now available for purchase through the Sids and Kids website. This kit has been developed to inform services that
educate and care for babies of the current evidence based SIDS and KIDS Safe Sleeping recommendations to reduce the risk of SIDS and
sleeping accidents.
The Child Care kit can be ordered through the SIDS and Kids Website at: www.sidsandkids.org/safe-sleeping/child-care-workers/.
Guidelines for Excellent rating
The Excellent rating guidelines have now been released by ACECQA and are available on their website. The guidelines provide information
on the process for applying for the Excellent rating. Applications for the excellent rating can be submitted to ACECQA once relevant
sections of the National Law being proclaimed. This is expected to happen in May 2013.
The Criteria for the Excellent Rating and Guidelines for applicants -Excellent Rating are available on the ACECQA website at: