Forms

Forms

Service register

The service register records the information required by the Education and Care Service’s (Supply, Authorisation and Use of Devices) Order 2025 for service-supplied devices and the authorisation for possession or control of personal devices.

Updated: January 2026
    

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Service-Supplied Device Authorisation Form

The authorisation form for service-supplied devices is required under the Education and Care Services (Supply, Authorisation and Use of Devices) Order 2025 to ensure accountability and compliance with child safety regulations.

Updated: December 2025

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Staff Record Responsible Person

Early childhood services need a responsible person record because legal requirements mandate that a person with the authority and responsibility for the service’s operations must have the experience, qualifications, and knowledge to fulfil this role. It is important that the approved provider records this information, with sufficient evidence, and keeps it on file to demonstrate compliance to the Regulatory Authority. This record supports service providers to meet this legal obligation.

Reviewed: November 2025

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Record of Volunteers and Students

Services are required to keep records of volunteers and students for child safety, ensuring all individuals working with children have up-to-date Working with Children Checks relevant to their jurisdiction and have completed sign-in procedures. 

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Notification of changes to policies and procedures

Services are legally required to ensure that families are notified 14 days in advance of any changes in policies which affect the service's provision of education and care to any enrolled child or a family's ability  to use the service; fees; or fee collection proceedures. 

Updated: October 2025

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Staff Sign On Sheet

This is a sample form only. Community Early Learning Australia (CELA) has taken all care in compiling this information. We have done this on the understanding that all members undertake the responsibilty for assessing the relevance and accuracy of the content for their services's situation.

​Updated: October 2025

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Record of access to ECT

Record of access to early childhood teachers for services licensed less than 30 children.

Reviewed: October 2025

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Possession or Control of Personal Devices Authorisation Form

The purpose of authorising and recording this approval on the Personal Device Authorisation Form is to meet the conditions under the Education and Care Services (Supply, Authorisation and Use of Devices) Order 2025. This ensures strict control over technology use in early childhood education settings while still allowing flexibility for essential circumstances.

Developed: November 2025

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Medical Management Plan

Regulation 90(1)(i) requires parents to provide a medical management plan for their child if the child has a specific health care need, allergy or relevant medical condition.

Reviewed: September 2025

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Medical Condition Register

This register supports services to summarise all children enrolled who have medical conditions or health care needs, their days of attendance, the completion of relevant plans and any upcoming review dates. 

Reviewed: September 2025

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End Of Day Security Checklist

This is a sample form only. Community Early Learning Australia (CELA) has taken all care in compiling this information. We have done this on the understanding that all members undertake the responsibilty for assessing the relevance and accuracy of the content for their services's situation.

Reviewed: September 2025

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Infectious Disease Notification

This is a sample form only. Community Early Learning Australia (CELA) has taken all care in compiling this information. We have done this on the understanding that all members undertake the responsibilty for assessing the relevance and accuracy of the content for their services's situation.

Reviewed: September 2025

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Authorisation Form for Excursions

This is a sample form only. Community Early Learning Australia (CELA) has taken all care in compiling this information. We have done this on the understanding that all members undertake the responsibilty for assessing the relevance and accuracy of the content for their services's situation.

Updated: June 2025

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Risk Assessment

This Risk Assessment template is designed to support your service to identify potential hazards, assess risks, and implement effective control measures to ensure a safe environment for children, staff, and visitors. 

Updated: September 2025

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Emergency Risk Assessment

For the purpose of preparing the emergency and evacuation proceedures, the approved provider of an education and care service must ensure that a risk assessment is conducted to identify the potential emergencies that are relevant to the service.

This template can be used to conduct risk assessments in line with Regulation 97: Emergency and Evacuation Procedures.

Updated: September 2025

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Committee Induction Checklist

This Management Committee Induction Checklist can be used to check that new (and existing) committee members are aware of key service documents, information pertaining to the committee role, and important channels for communication and support.

Reviewed: October 2025

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Management Committee Meeting Agenda Template

The agenda should be prepared in advance of the meeting and circulated to all members so that they know what will be discussed and have time to prepare. 

Reviewed: October 2025

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Directors monthly report to the committee

This practical reporting tool supports early childhood directors to share key operational, staffing, and quality improvement information with their management committees each month. This resource helps ensure transparency and shared understanding between directors and management committees. 

Reviewed: October 2025

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Join our volunteer management committee - Poster

Promote the benefits of joining your service's volunteer committee with this poster. 

Reviewed: October 2025

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Join our volunteer management committee - email / letter template

Promote the benefits of joining your service's volunteer committee with this email template. 

Reviewed: October 2025

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Staff Record Students and Volunteers

Services value student and volunteer participation as part of their connection to local communities. Supporting the placement of students and visitors during placement requires compliance with legislation to ensure the safety, protection, and wellbeing of children and young people. This resource provides services with a tool to support this requirement.

Reviewed: October 2025

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Child Protection Report Forms - NSW

This Child Protection Report form supports educators and service leaders in recording observations and reporting suspicions and/or allegations of child abuse and neglect.

Updated: December 2025

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Staff Record

The purpose of the staff record is to ensure compliance with legal requirements and to support the delivery of high-quality education and care. It is essential for verifying staff qualifications, managing employee information, and demonstrating accountability, while helping to ensure the safety and wellbeing of children through proper staffing arrangements. These records are mandatory.

Reviewed: November 2025

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Staff Record Nominated Supervisor

This record documents the individual's suitability, consent to be nominated, and compliance with legal requirements. It serves as a reference for both the service provider and the Regulatory Authority to confirm the supervisor’s qualifications, experience, and training, ensuring they are equipped to meet their responsibilities.

Reviewed: November 2025

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Staff Record Educational Leader

Services need a staff record for the educational leader to comply with legislative requirements, ensure the role is formally appointed, and provide a record of the person's qualifications and experience. This record is critical for regulatory compliance, demonstrates the service is meeting its obligations and allows authorities to verify the service has a designated leader responsible for guiding the educational program.

Reviewed: November 2025

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Responsible Person Record

Early childhood services need a responsible person sign-in sheet record to ensure legal compliance and child safety by clearly documenting who is in day-to-day charge and ensuring a qualified person is always present at the service while children are being educated and cared for. This form provides a clear record of accountability in verifying a responsible person.

Reviewed: October 2025

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Visitor sign-in sheet

The Visitor sign-in sheet is designed for services that do not use digital sign-in for visitors.

Developed August 2025

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Risk Benefit Assessment Tool Template

Do not proceed with the activity unless the results of the risk assessment determine the level of risk is minimial and/or there are adequate measures in place.

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Record of service compliance

This is a sample form only. Community Early Learning Australia (CELA) has taken all care in compiling this information. We have done this on the understanding that all members undertake the responsibilty for assessing the relevance and accuracy of the content for their services's situation.

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Enrolment Form

This is a sample form only. Community Early Learning Australia (CELA) has taken all care in compiling this information. We have done this on the understanding that all members undertake the responsibilty for assessing the relevance and accuracy of the content for their services's situation.

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Pre-rest / sleep check (3-5 years)

The Education and Care Services National Law and the Education and Care Services National Regulations outline requirements to ensure all children are safe while enrolled in early education and care services. Sleep and rest time can be a time when children’s safety may be at risk. This form template can be used for making pre-rest/sleep checks for 3-5 year olds.

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Authorisation Form for Transportation

This is a sample form only. Community Early Learning Australia (CELA) has taken all care in compiling this information. We have done this on the understanding that all members undertake the responsibilty for assessing the relevance and accuracy of the content for their services's situation.

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Handover booklet: For nominated supervisors

This handover booklet is to support you in writing down all your knowledge so that you have the peace of mind and ability to delegate tasks. This document will also aid the service in ensuring a more seamless transition during a handover process.

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Handover booklet: For directors

This handover booklet is to support you in writing down all your knowledge so that you have the peace of mind and ability to delegate tasks. This document will also aid the service in ensuring a more seamless transition during a handover process. 

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Handover booklet: For admin staff

This handover booklet is to support you in writing down all your knowledge so that you have the peace of mind and ability to delegate tasks. This document will also aid the service in ensuring a more seamless transition during a handover process.

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Employer risk management questionnaire

This risk management questionnaire was developed by CELA partner Guild Insurance as part of a suite of resources designed to support services with workplace health and safety.

The survey is designed to help services identify and mitigate risks to employees.

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Team Meeting Minutes template

The meeting minutes should be circulated to all team members after the meeting. This gives team members an opportunity to recap or catch up on the minutes and actions as well as be able to clarify any follow up questions.

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Team Meeting Agenda template

The agenda should be prepared in advance of the meeting and circulated to all team members so that they know what will be discussed and have time to prepare.

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Management Committee Health Check

The Management Committee Health Check is a tool that comprises of a series of questions that focus on the core areas of Management Committee roles and responsibilities. It is designed to bring to light Committee strengths and areas that need improvement.

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Family Code of Conduct

This document sets out the code of conduct to support parents/caregivers and visitors to respond in a way that supports the safety, welfare and wellbeing of staff, children and families at all times.

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Risk Minimisation and Communication Plan - Medical Conditions

This template combines the requirements for a risk minimisation and communication pan. 
Regulation 90(1)(iii) requires the development of a risk-minimisation plan in consultation with the parents of a child. This plan is developed to minimise risk by ensuring staff and volunteers understand the medical conditions policy and each child’s medical requirements.
 

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ACECQA Forms

ACECQA has many useful forms and templates for services to use and amend where needed.  These include the following: Medication record, Incident, injury, trauma and illness record, Compliance history statement, Excursion and Transport Risk Assessment, and Prohibition notice declaration for prospective staff members.