Enrolment records

​​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). The service must use a method of collecting the information that ensures that all of the prescribed information set out in regulation 160 is included and parents have the opportunity to provide the information. 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). 

Immunisation status certificate

From 1 March 2016 a new requirement for providing additional health information in the enrolment record came into effect to complement the recent introduction of the ‘No Jab No Play’ legislation.

For every child whose enrolment was confirmed on or after 1 January 2016, the enrolment record will now need to include the child’s immunisation status certificate or details of a child’s exemption under the 16 week grace period provisions. This requirement does not apply to school children attending any service or outside school hours care services.

The immunisation status certificate needs to show that:

  • the child is fully vaccinated for their age, or
  • is on a recognised vaccination catch up schedule, or
  • has a medical reason not to be vaccinated

The most common form of immunisation status certificate is an Immunisation History Statement from the Australian Immunisation Register (AIR).  An immunisation status certificate from an immunisation provider, such as a medical doctor or immunisation nurse, is also acceptable where it provides the following information.

  • the child’s full name, date of birth and address
  • a list of vaccines the child has received and when the vaccine was given (can be an attachment)
  • the date of the child’s next due vaccine OR a statement saying the child has completed all their childhood vaccinations
  • if relevant, a list of any vaccines the child cannot receive for medical reasons
  • the immunisation provider’s name, organisation name and Medicare provider number or Australian Immunisation Register number
  • the certificate must be signed and dated by the immunisation provider

A grace period of 16 weeks from the first day of the child’s attendance at the education and care service may apply to children from families experiencing vulnerability and disadvantage.

Information and details about required information and relevant templates can be found in the Immunisation enrolment toolkit.

For more information, see: Immunisation enrolment toolkit

Reviewing the enrolment record

Once an enrolment record has been completed for a child, the service should review the enrolment record to ensure that no section/question has been left blank. If a section/question has been left blank, the service should enquire as to whether:

  • The section/question is not applicable to that child, if so, the service should make a note or fill in the section/question with ‘n/a’ to record that the information was sought, however not provided; or
  • The parent completing the form forgot to include the information, if so, the service should provide the parent the opportunity to include the missing information.

To ensure that the safety, health and wellbeing of children attending a service is protected, the enrolment record is required to contain accurate and complete information. The service is responsible for ensuring that all of the prescribed information is either included in the enrolment record or all efforts have been made to gather the information from the parent.

A checklist which may be useful to services in reviewing records is available in the Meeting children’s health needs fact sheet.

For more information, see: Meeting children’s health needs   

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).

Checklist of enrolment record requirements

​Regulation​National RegulationsTick
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—
(i)  diagnosed healthcare needs of the child, including any medical condition
(ii)  allergies, including whether the child has been diagnosed as at risk of anaphylaxis
​r162(d)​Any medical management plan, anaphylaxis medical management plan or risk minimisation plan to be followed with respect to a diagnosed 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(i)​A current immunisation status certificate or details of the child’s exemption under the 16 week grace period  
​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 National Law.
​r160(3)(b)(iv)​Name, address and contact details of any person who is authorised to consent (authorised person) to medical treatment of the child or to authorise the administration of medication to the child

​r160(3)(i) ;
r161

  • Authorisation by parent / authorised person for the approved provider, nominated supervisor or educator to seek:
    • medical treatment for the child from a registered medical practitioner, hospital or ambulance service; and
    • transportation of the child by an ambulance service
  • If relevant – Authorisation given under regulation 102 for the service to take the child on regular outings
​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

*Authorisations

An authorisation is given where a person who has legal responsibility for a child (see parental responsibility above) gives permission to another person to do something or to make a decision on that person’s behalf.  This is an important transfer of responsibility and is usually authenticated by a signature.  Although a signature is generally understood to mean the signing of a written document with one's own hand, it is not critical that a signature is actually written by hand for it to be legally valid.

For example, services may use electronic signatures to verify authorisations. There is no particular form that an electronic signature must take, as long as it is in a form that is reliable and appropriate having regard to the circumstances and purposes of the communication and the recipient of the signature consents to it being given in an electronic format.

In practical terms this means that the method used may be determined on a case-by-case basis. It is up to the service to decide whether a unique pin number is reliable and appropriate in the circumstances in which it is used.  For example, is a unique four or six digit number sufficient to ensure that the authorisation can be authenticated as belonging to one person only? Would it be possible for another person to guess the number?

Resources

More information

The Department of Education and Training is the Regulatory Authority in Victoria.
Phone: 1300 307 415
Email: licensed.childrens.services@edumail.vic.gov.au  
Web: Regulation and Quality Assessment

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: Australian Children's Education and Care Quality Authority