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Changes to early childhood provider and service details

How and when services and providers must notify the Regulatory Authority of changes to their details.

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All providers and services must inform the Regulatory Authority, QARD in Victoria, when their details change, and within a set timeframe.

This information applies to providers and services under both National Quality Framework (NQF) and the Victorian Children’s Services Act 1996 (CS Act).

For example when there is a change in:

  • a person in management or control
  • a nominated supervisor
  • the hours the services operates.

Or when there is:

  • a serious incident, or
  • a risk to the health, safety or wellbeing of children, or
  • a complaint that the law has been breached.

Read about Notifying the early childhood Regulatory about incidents and complaints.

How to notify the Regulatory Authority of changes

NQF providers and services must notify through National Quality Agenda IT System (NQA ITS)External Link .

CSA providers and services must complete the relevant forms, and email them to licensed.childrens.services@education.vic.gov.au

Changes to approved provider's details

  • NQF providers – apply using form PA03 via NQAITS.

    CSA providers – apply using form AP03. Download the form.

    • Responsibility: approved provider
    • Timeframe: within 14 days
    • References: National Law: section 173(1)(a); CS Act: section 113(1)(a).

  • NQF providers – notify using form PA08 via NQAITS.

    CSA providers – notify using form AP08. Download the form.

    • Responsibility: approved provider
    • Timeframe: within 7 days
    • References: National Regulations: regulation 175(1)(a); CS Regulations: regulation 118(1)(a).

  • Read about persons with management or control in early childhood services.

    NQF providers – notify using form PA08 via NQAITS.

    CSA providers – notify using form AP08. Download the form.

    • Responsibility: approved provider
    • Timeframe: within 14 days
    • References: National Law: section 173(1)(b); CS Act: section 114(1)(a).

  • NQF providers – notify using form PA08 via NQAITS.

    CSA providers – notify using form AP08. Download the form.

    • Responsibility: nominated supervisor or person in day to day control
    • Timeframe: notify within 7 days of the death
    • Reference: National Law: section 39(2); CS Act: section 39(2).

    Note. Executor of estate of the provider may apply for provider approval within 30 days of the provider’s death using form PA06 for NQF services via NQAITS or form AP06. Download the form for CSA services.

  • NQF providers – notify using form PA08 via NQAITS.

    CSA providers – notify using form AP08. Download the form.

    • Responsibility: legal personal representative or guardian
    • Timeframe: 30
    • Reference: National Law and Regulations: section 40(2), regulations 22 & 23; CS Act and Regulations: section 40(2), regulations 20 & 21.

    Note. Legal personal representative or guardian may apply for provider approval within 30 days of the provider becoming incapacitated using form PA07 for NQF services via NQAITS or form AP07 for CSA services. Download the form.

  • NQF providers – apply using form PA04 via NQAITS.

    CSA providers – apply using form AP04. Download the form.

    • Responsibility: approved provider
    • Timeframe: within 14 days
    • References: National Law and Regulations: section 37, regulation 19, CS Act and Regulations: section 37(2), regulation 17.

  • NQF providers – notify using form PA05 via NQAITS.

    CSA providers – notify using form AP05. Download the form.

    • Responsibility: approved provider
    • Timeframe: within 14 days
    • Reference: National Law: section 38; CS Act: section 38

  • NQF providers and services – notify using form PA08 via NQAITS.

    CSA providers and services – notify using form AP08. Download the form.

    • Responsibility: approved provider
    • Timeframe: within 7 days
    • References: National Law and Regulation: section 174(1)(b), regulation 175(1)(b), CS Act and Regulations: section 114 (1)(b), regulation 118(1)(b).

Changes to service details

  • NQF services – apply using form SA03 via NQAITS.

    CSA services – apply using form AS03. Download the form.

    • Responsibility: approved provider
    • Timeframe: within 14 days
    • References: National Law: section 174(2)(c); CS Act: section 113(2)

  • NQF services – notify using form SA12 via NQAITS.

    CSA services – notify using form AS10. Download the form.

    • Responsibility: approved provider
    • Timeframe: within 7 days
    • References: National Law and Regulations: section 174(2)(c), regulation 175(2)(a), CS Act and Regulations: section 114(2)(c), section 118(2).

  • NQF services – notify using form SA12 via NQAITS.

    CSA services – notify using form AS10. Download the form.

    • Responsibility: approved provider
    • Timeframe: within 7 days
    • Reference: National Law: section 173(2)(c); CS Act: section 113(2)(d).

  • NQF services – notify using form SA12 via NQAITS

    CSA services – notify using form AS10. Download the form.

    • Responsibility: approved provider
    • Timeframe: within 14 days
    • Reference: National Law: section 173(1)(c); CS Act: section 113(1)(c).

  • NQF services – notify using form SA12 via NQAITS.

    CSA services – notify using form AS10. Download the form.

    • Reference: National Regulations: regulations 168(2)(ga), 102B, 102C&102D.

  • NQF services – notify using form SA04 (centre-based service) or SA05 (family day care) via NQAITS.

    CSA services – notify using form AS04 (occasional care) or form AS05 (limited hours). Download the form.

    • Responsibility: transferring approved provider and receiving approved provider
    • Timeframe: 42 days before transfer
    • References: National Law and Regulation: section 59, regulation 36 and 37, CS Act and Regulation: section 59, regulation 33.

  • NQF services – notify using form NS02 and NS01 via NQAITS.

    CSA services – notify using forms AS13 and AS12. Download the form.

    • Responsibility: approved provider
    • Timeframe: at least 7 days before commencement
    • References: National Law: sections 56; CS Act: section 55.

  • NQF services – notify using form NS02 via NQAITS.

    CSA services – notify using forms AS13. Download the form.

    • Responsibility: approved provider
    • Timeframe: within 7 days
    • Reference: National Law: section 173(2)(b); CS Act: section 113(2)(c)

  • NQF services – notify using form NS02 via NQAITS.

    CSA services – notify using forms AS13. Download the form.

    • Responsibility: approved provider
    • Timeframe: within 7 days
    • References: National Law: sections 56A; CS Act: section 56.

  • NQF services – notify using form NS02 via NQAITS.

    CSA services – notify using forms AS13. Download the form.

    • Responsibility: approved provider
    • Timeframe: within 7 days
    • References: National Law: sections 173(2)(a); CS Act: section 113(2)(a) & (b).

  • NQF services – apply using form SA06 via NQAITS.

    CSA services – apply using form AS06. Download the form.

    • Responsibility: approved provider
    • Timeframe: within 14 days
    • Reference: National Law: section 85; CS Act: section 83.

  • NQF services – notify using form SA07 via NQAITS.

    CSA services – notify using form AS07. Download the form .

    • Responsibility: approved provider
    • Timeframe: within 14 days
    • Reference: National Law: section 86; CS Act: section 84.

  • NQF services – notify using form SA12 via NQAITS

    • Responsibility: approved provider
    • Timeframe: within 7 days
    • Reference: National Law: section 173(2)(e).

  • NQF services – apply using form SA03 via NQAITS

    • Responsibility: approved provider
    • Timeframe: within 7 days
    • Reference: National Law: section 174(2)(c).

Further information

Regulatory Authority in Victoria

For more information, contact QARD on:

ACECQA

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

Reviewed 28 June 2023

Education

Contact us

Quality Assessment and Regulation Division (QARD)

1300 307 415 (Monday to Friday, 9am to 5pm)
licensed.childrens.services@education.vic.gov.au
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