Early Childhood Workforce Register

Teachers and educators that deliver a funded kindergarten program will have their details entered via the existing Teacher/Educator tile in Arrival.

A small amount of additional information will be required for all existing educators and teachers delivering your funded kindergarten program. The additional information that will be collected for teachers and educators already on Arrival will be:

• Preferred name
• Full street address (home)
• Mobile phone (personal)
• Email address (personal).

VIT numbers are already captured in Arrival for teachers. Working with Children Check (WWCC) details for existing educators will need to be entered into Arrival:

• WWCC number
• WWCC expiry – DD/MM/YYYY.
  

All other teachers and educators (not already captured in the Teacher/Educator section) will have their details entered via the new Workforce tile in Arrival. This includes teachers and educators in the service who are not currently captured via the existing Teacher/Educator tile in Arrival, primarily because they are not in the funded kindergarten room and therefore have not had their details entered into Arrival.

All other employees who have regular contact with children in the LDC or kindergarten service will also have their details entered via the new Workforce tile in Arrival.

The full list of roles that can be selected in Arrival for the Workforce Register are

• Educators
• Teachers
• Trainees
• Inclusion Support Assistants/Aides
• Specialist Learning Roles
• Assistant Managers/Assistant Directors
• Centre Managers/ Centre Directors
• Administrators
• Cooks/Chefs
• Bus Drivers
• Other (which can include maintenance, cleaning or garden staff).
  

The following information will need to be entered for each employee:

• First name
• Last name
• Mobile phone number
• Full street address
• Email address
• Gender
• Date of birth
• Role
• VIT or WWCC number
• VIT or WWCC expiry
• Commencement date
• *Cease date
• *Cease reason.

*Fields marked with an asterix only need to be entered in Arrival when an employee ceases employment with the service.

Service provider administrators, Service provider users, Service administrators and service users can add and manage teacher/educator and other Workforce records in the Arrival.

You will have until Friday 29 August 2025 to enter the information for your current workforce. The Register will then remain available to enable changes, employee exit dates and new employees to be entered.

All information in the teacher/educator section will need to be updated in order to complete the 2025 Kindergarten Census (which will close on 19 September 2025).

The Arrival system does not support a bulk upload function for Workforce details.

This information currently cannot be transferred from third party software providers to the Workforce Register and will need to be entered manually.

Services must enter all relevant current employee information by Friday 29 August. Former employees do not need to be added at this stage.

It is recommended that any relevant employee commencing at a service after this date are added to the system as per usual onboarding process. Services should also deactivate employees by entering their 'Cease Date of Employment' as per usual offboarding process.

Services will be required to update this information quarterly.

There will not be any changes to the reporting available at this stage.

The information should be up-to-date and available for the Authorised Officer to access if needed.

All relevant employees will need to be recorded on the Workforce Register, in line with the existing requirements to provide data on teachers and educators delivering the funded kindergarten program. Employees can be referred to the Arrival webpage for information.

The Workforce Register is initially being rolled out only to services delivering a funded kindergarten program. Further advice will be provided for LDC services that do not receive kindergarten funding, as well as other ECEC-regulated services.

The following information will need to be entered for each staff member:

• first name
• last name
• mobile phone number
• full street address
• email address
• gender
• date of birth
• role
• VIT or WWCC number
• VIT or WWCC expiry
• commencement date
• *Cease date
• *Cease reason.

*Fields marked with an asterix only need to be entered in Arrival when an employee ceases employment with the service.

This first phase of the Workforce Register is being rolled out to providers already using the Arrival system, and capturing information on their employees. Recruitment agency staff do not need to be included for this current rollout period.

Information about agency staff will be collected quarterly as part of the next stage of implementation.

All casual staff employed by the service that have direct contact with children as part of their usual duties will need to be entered into the Workforce Register. Staff employed by a third party (such as agency staff) do not need to be entered at this stage.

No, volunteers who work with the children do not need to be added at this stage.

No, incursion providers and specialist staff not directly employed by the service who work with the children do not need to be added at this stage.

Yes, trainees would need to be added to the system as per the service’s usual onboarding process and then subsequently deactivated by entering their ‘cease date of employment’ as per the services usual offboarding process.

Yes, employees can be linked to more than one service or provider. However, they will need to be entered for each individual service.

This first phase of the Workforce Register will build a better understanding of the early childhood workforce. This phase will connect employees with the services they are working in. Information on the days and hours is not required in this phase of the Workforce Register for employees that aren’t delivering the funded kindergarten program (i.e. in the Workforce tile).

Employees delivering the funded kindergarten program still need to have hours and days recorded, consistent with the current practice in Arrival.

Only one role can be selected per employee in Arrival. Please enter the primary role the employee undertakes, particularly for teachers and educators involved in delivering the funded kindergarten programs.

No, they will not. Only the educators that are accessing the Arrival system or the attendance function need compliant email addresses.

The department is committed to data security and confidentiality. As with current identifiable data, there will be strict controls on the management, access to and transmission of this data to prevent any unauthorised access.

All information will be handled in accordance with the Department of Education’s Privacy Policy and relevant privacy legislation including the Privacy and Data Protection Act 2014 (Vic), the Health Records Act 2001 (Vic), and the Privacy Act 1988 (Cth) and the Health Records Act 2001 (Cth).

Information on the Workforce Register may be accessed by authorised Victorian Government departments and agencies for the purposes of law enforcement, or for sharing or disclosing information to other government departments or law enforcement bodies in accordance with legal requirements.