NQF Notifications Required

Services and providers are required to notify the Department of changes to details via the Regulatory Authority. This page outlines what details are required, the timeframes associated and how to lodge the notification.

Required notifications to the National Quality Framework

The required notifications to the Regulatory Authority required by the Education and Care Services National Law Act 2010 and the Education and Care Service National Regulations 2011, are:

Changes to approved provider's details

Registered name

Type of notification: Notice of change in name of approved provider (PA03)

Reference: Section 173(1)(a)

Responsibility: Approved provider

Timeframe: Within 14 days

Address/ Contact details

Type of notification: Change to address or contact details of approved provider (PA03)

Reference: Section 174(1)(b) Regulation 175(1)(a)

Responsibility: Approved provider

Timeframe: Within 7 days

Fitness and propriety

Type of notification: Any change relevant to approved provider’s fitness and propriety (PA08)

Reference: Section 174(1)(a)

Responsibility: Approved provider

Timeframe: Within 7 days

Management

Type of notification: Notice of any appointment or removal of a person with management or control of service (PA08)

Reference: Section 173(1)(b)

Responsibility: Approved provider

Timeframe: Within 14 days

Financial viability affecting ongoing operation

Type of notification: The appointment of receivers or liquidators to the approved provider or any matters that affect the financial viability and ongoing operation of the service (PA08)

Reference: Section 174(1)(b) Regulation 175(1)(b)

Responsibility: Approved provider

Timeframe: Within 7 days

Death

Type of notification: Death of approved provider (PA08)

Reference: Section 39(2)

Responsibility: Nominated supervisor or person in day to day control

Timeframe: Within 7 days of the death

Changes to education and care service details

Failure to commence operating with 6 months of being granted approval

Type of notification: A failure to commence operating within 6 months of being granted of service approval (SA12) or (SA06)

Reference: Section 173(1)(c)

Responsibility: Approved provider

Timeframe: Within 14 days

Hours and days of operation

Type of notification: Any change to the hours and days of operation of the service (SA12)

Reference: Section 174(2)(c) Regulation 175(2)(a)

Responsibility: Approved provider

Timeframe: Within 7 days

Principal office location

Type of notification: A change in the location of the principal office of a family day care service (SA03)

Reference: Section 173(2)(e)

Responsibility: Approved provider

Timeframe: Within 7 days

Family day care: operation move to new State or Territory

Type of notification: Any change to the State or Territory in which a family day care service operates (SA12)

Reference: Section 174(2)(c) Regulation 175(2)(d)

Responsibility: Approved provider

Timeframe: Within 7 days

Nominated supervisor

Type of notification: Change to nominated supervisor (NS01 and NS02)

Reference: Section 56 Regulation 35

Responsibility: Approved provider

Timeframe: 7 days prior to commencement

Termination/ withdrawal of consent of nominated supervisor

Type of notification: A nominated supervisor is no longer employed by the service, or withdraws consent to the nomination (SA12)

Reference: Section 173(2)(b)

Responsibility: Approved provider

Timeframe: Within 7 days

Premises: proposed changes

Type of notification: Any proposed change to the premises (other than a family day care residence) (SA12)

Reference: Section 173(2)(c)

Responsibility: Approved provider

Timeframe: Within 7 days

Addition of approved family day care venue

Type of notification: Any proposed change to the premises (other than a family day care residence) (SA12)

Reference: Section 174(2)(c) Regulation 175(2)(e)

Responsibility: Approved provider

Timeframe: Within 7 days

Intention to transfer service approval

Type of notification: Intention to transfer service approval (SA04) and (SA05)

Reference: Section 59 Regulations 36 and 37

Responsibility: Transferring approved provider and receiving approved provider

Timeframe: 42 days before transfer

Cease to operate

Type of notification: Ceasing to operate the education and care service (SA07)

Reference: Section 173(2)(d)

Responsibility: Approved provider

Timeframe: Within 7 days

Changes to certified supervisor's details

Working with children card or teacher registration suspended/ cancelled

Type of notification: Suspension or cancellation of a working with children card or teacher registration, or disciplinary proceedings against a nominated supervisor or certified supervisor employed by the service (CS05)

Reference: Section 173(2)(a)

Responsibility: Approved provider

Timeframe: Within 7 days of the approved provider being notified

Disciplinary proceedings against nominated supervisor or certified supervisor

Type of notification: Suspension or cancellation of a working with children card or teacher registration, or disciplinary proceedings against a nominated supervisor or certified supervisor employed by the service (CS05)

Reference: Section 173(2)(a)

Responsibility: Approved provider

Timeframe: Within 7 days of the approved provider being notified

Name of service or mailing address

Type of notification: Notice of change of name or mailing address (CS05)

Reference: Section 115(3)

Responsibility: Certified supervisor

Timeframe: Within 7 days of the change

Circumstances

Type of notification: Notice of change of circumstances (CS05)

Reference: Section 121

Responsibility: Certified supervisor

Timeframe: Within 7 days of the change

Incidents and complaints

Serious incident

Type of notification: Serious incident at education and care service (SI01)

Reference: Section 174(2)(a)

Responsibility: Approved provider

Timeframe: Within 24 hours of the incident

Death of a child

Type of notification: Death of a child (SI01)

Reference: Section 174(2)(a)

Responsibility: Approved provider

Timeframe: As soon as practicable, but within 24 hours

Incidents requiring closure of service or reduction in attendance

Type of notification: Any incident that requires the approved provider to close, or reduce the number of children attending the service for a period (NL01)

Reference: Section 174(2)(c) Regulation 175(2)(b)

Responsibility: Approved provider

Timeframe: Within 24 hours of the incident

Risks to health, safety or wellbeing of children

Type of notification: Any circumstance at the service that poses a risk to the health, safety or wellbeing of a child attending the service (NL01)

Reference: Section 174(2)(c) Regulation 175(2)(c)

Responsibility: Approved provider

Timeframe: Within 7 days

Safety complaints/ breach of law

Type of notification:Complaints alleging that the safety, health or wellbeing of a child was or is being compromised, or that the Law has been breached (NL01)

Reference: Section 174(2)(b)

Responsibility: Approved provider

Timeframe: Within 24 hours of the complaint

How do I make the notification?

Notifications that must be made to the Department via the National Quality Agenda IT System (NQA ITS). For more information, see:

What other notifications should I be aware of?

Services and providers may be required to make a number of other notifications under the Child Safe Standards, Reportable Conduct Scheme and other policies, laws and regulations. For more information, see:

Further information

Regulatory Authority in Victoria

The Department is the Regulatory Authority in Victoria. For more information, contact us on:

National independent statutory authority

The Australian Children’s Education and Care Quality Authority (ACECQA) is the national, independent statutory authority governing the National Quality Framework. For more information, see:

Or contact via: