National Quality Framework
Enrolment Records
Fact Sheet | February 2013
Updated August 2013
This fact sheet outlines the enrolment record requirements for services under the Education and Care Services National Law
Act 2010 (National Law), the Education and Care Services National Regulations 2011 (National Regulations).
What information must an enrolment record contain?
The National Law and National Regulations require that an approved provider of a centre based service or family day care
service (‘approved provider’) and family day care educator must keep an enrolment record for each child enrolled at an
education and care service. The enrolment record must contain details relating to the child, authorisations given by parents
(or other specified persons) court orders and related legal documents (regulations 160-162).
A checklist has been developed to ensure that all enrolment record requirements are met and maintained (see below).
Court orders, authorisations and other relevant documents should be attached to the enrolment record.
The approved provider and family day care educator must keep enrolment records available for inspection by an authorised
officer (section 175).
An approved provider and family day care educator must also take reasonable steps to ensure the enrolment records are:


accurate
made available to the parents of the child upon request unless otherwise required by a court order (regulations 177
and 178).
How, and for how long, should enrolment records be stored?
Enrolment records for the previous 12 months must, to the extent practicable, be kept at the education and care service
premises (section 175(2)). If they are not 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.
The approved provider of an education and care service must ensure that child enrolment records are stored in a safe and
secure place and are kept until the end of 3 years after the last date on which a child is educated and cared for by the
service (regulation183).
Cessation of family day care educator
If a family day care educator ceases to be engaged by, or registered with, an approved provider of a family day care service,
that person must, on cessation, provide the enrolment records to the approved provider (regulation 179).
Transfer of service approval
If a service approval is transferred to another approved provider, the documents relating to children currently enrolled at the
service, including the enrolment records, must be transferred to the new approved provider on the date the transfer of the
service approval takes effect, subject to the parent’s prior consent (regulation 184).
Confidentiality
Under the National Law and National Regulations enrolment records and other documents, must not be divulged or
communicated, directly or indirectly, to another person other than the parent of the child to whom the information relates.
Information can also be released to the Department as Regulatory Authority; or in the case of a medical emergency; or as
required by any legislation or law (regulation 181 and 182).
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Checklist of enrolment record requirements
Regulation
National Regulations
Tick
Children’s details
r160(3)(a)
Full name, date of birth and address of the child

r160(3)(e)
Gender of the child

r160(3)(f)
Language used in the child's home

r160(3)(g)
Cultural background of the child and, if applicable, the child's parents

r160(3)(h)
Special considerations for the child, for example any cultural, religious or dietary

requirements or additional needs
r162(a)
Name, address and telephone number of the child's registered medical practitioner or

medical service
r162(b)
Child's Medicare number (if available)
r162(c)
Details of any—
r162(d)

(i) specific healthcare needs of the child, including any medical condition

(ii) allergies, including whether the child has been diagnosed as at risk of anaphylaxis

Any medical management plan, anaphylaxis medical management plan or risk

minimisation plan to be followed with respect to a specific healthcare need, medical
condition or allergy referred to in regulation 162(c)
r162(e)
Details of any dietary restrictions for the child

r162(f)
Immunisation status of the child

r162(g)
If the approved provider or a staff member or family day care educator has sighted a

child health record for the child, a notation to that effect
Authorisations
r160(3)(b)(ii)
Name, address and contact details of any person who is to be notified of an

emergency involving the child if any parent of the child cannot be immediately
contacted
r160(3)(b)(iii)
Name, address and contact details of any person who is an authorised nominee

Note
Authorised nominee means a person who has been given permission by a parent or
family member to collect the child from the education and care service or the family
day care educator. See section 170(5) of the Law
r160(3)(b)(iv)
Name, address and contact details of any person who is authorised to consent to

medical treatment of the child or to authorise the administration of medication to the
child
r160(3)(i) ;

Authorisation by parent / authorised person for approved provider, nominated
supervisor or educator to seek:
o medical treatment from a registered medical practitioner, hospital or
ambulance service
o transportation of the child by an ambulance service
r161

If relevant – Authorisation under regulation 102 by parent / authorised person /



person with authority to authorise taking child outside the service on excursions;
regular outings (See information that must be included in the authorisation
(regulation 102(4)-(5))
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r160(3)(b)(v)
Name, address and contact details of any person who is authorised to authorise an
educator to take the child outside the education and care service premises
Parents
r160(3)(b)(i)
Name, address and contact details of each known parent of the child

Note
A parent includes a guardian of the child and a person with parental responsibility
for the child under a decision or court order
r160(3)(c)
Details of any court orders, parenting orders or parenting plans provided to the

approved provider relating to powers, duties, responsibilities or authorities of any
person in relation to the child or access to the child
Note
parenting order means a parenting order within the meaning of section 64B(1) of the
Family Law Act 1975 (Commonwealth)
parenting plan means a parenting plan within the meaning of section 63C(1) of the
Family Law Act 1975 includes a registered parenting plan within the meaning of
section 63C(6) of that Act
r160(3)(d)
Details of any court orders provided to the approved provider relating to the child's

residence or the child's contact with a parent or other person
Further information
The Australian Children’s Education and Care Quality Authority (ACECQA) is the national, independent statutory
authority governing the National Quality Framework.
Phone: 1300 422 327
Email enquiries@acecqa.gov.au
Web: www.acecqa.gov.au
The Department of Education and Early Childhood Development is the Regulatory Authority in Victoria.
Phone: 1300 307 415
Email: licensed.childrens.services@edumail.vic.gov.au
Web: www.education.vic.gov.au/childhood/providers/regulation
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