Early Childhood Workforce Register

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

The information collected for teachers and educators in Arrival for the Workforce Register includes:

• preferred name
• full street address (home)
• mobile phone (personal)
• email address (personal).
• VIT or WWCC number
• VIT or WWCC expiry.
  

All other teachers and educators that do not deliver a funded kindergarten program, should have their details entered on the Workforce tile in Arrival.

All other employees who have direct contact with children as part of their usual duties in the LDC or kindergarten service 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
• Agency staff
• 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 asterisk only need to be entered in Arrival when an employee ceases employment with the service.

Agency staff who have worked at the service from Friday 1 August 2025 must have their details entered in Arrival for the Workforce Register via the Workforce tile.

You need to enter the following information for each agency staff:

• preferred name
• full street address (home)
• mobile phone (personal)
• email address (personal)
• VIT or WWCC number
• VIT or WWCC expiry
• recruitment agency trading name (selected via a drop-down menu in Arrival, or entered in a free text box)
• date/s worked – can be ‘single’, ‘multiple’ or ‘reoccurring’ dates.
  

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

• Teachers and educators delivering a funded kinder program (employees and non-employees): Teacher/educator tile
• Other employees in direct contact with children as part of their usual duties: Workforce tile
• Other agency staff in direct contact with children as part of their usual duties: Workforce tile
• Third party contractors, visitors: do not need to be added to the Register.
  

Service providers have until Friday 5 December 2025 to add agency staff who have worked at the service since Friday 1 August 2025.

You can add staff or update information on the ‘Workforce’ tile and the ‘Teacher/Educator’ tile anytime. This includes modifying exit dates, adding new employees, and updating the days agency staff work.

When the reporting period for the Workforce Register is open, a new button in the ‘Workforce tile’ will appear.

Once you have reviewed existing workforce information and updated or added any workforce information you should:

• click the ‘Confirmation’ button
• add your ‘First’ and ‘Last name’, ‘Position’, ‘Date’ and any ‘Comments’.

When you click ‘Submit', you have completed updating your service workforce information.

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

Yes, you will still need to add all employees and agency staff working at your service to the Workforce Register.

It is a requirement under National Law and National Regulations to collect this information.

Providers must add and update workforce information in Arrival for the Workforce Register. This is part of their kindergarten funding requirements. An addendum was added to the Kindergarten Funding Guide for this change. Please refer to the guide for details: Kindergarten Funding Guide.

This information cannot be moved from third-party software to the Workforce Register. You will need to enter it manually.

Service providers must check and update their workforce information every quarter to keep it accurate.

Each quarter, service providers are required to:

• review their workforce information in Arrival
• add or update the information if there have been changes since it was entered
• confirm that the information is up to date and accurate.

Updating the Workforce Register is a mandatory condition of receiving Victorian Government kindergarten funding. For more information on your mandatory quarterly confirmation requirements, refer to the Kindergarten Funding Guide.

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 and agency staff need to have their details recorded in the Workforce Register, in line with the existing requirements to provide data on the workforce delivering funded kindergarten programs. You should refer employees and agency staff to the staff factsheet for more information.

Information on the Workforce Register is not publicly available. Information from the register will only be accessible to the service provider’s authorised Arrival users and specific authorised officials in line with privacy and information sharing legislation.

If there are special circumstances that apply to an employee’s information, contact your local Early Childhood Improvement Branch for more guidance.

The Workforce Register only applies to services delivering a funded kindergarten program.

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 asterisk only need to be entered in Arrival when an employee ceases employment with the service.

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.

No, currently third party contractors and visitors to the service are not required to be added to the Workforce Register on Arrival.

Agency staff working in your service from Friday 1 August 2025 who have direct contact with children as part of their usual duties need to be in the Workforce Register.

No, volunteers who work with the children do not need to be added to the Workforce Register at this stage as they are not employees or agency staff.

Volunteer attendance must continue to be recorded as part of National Law and National Regulation requirements and volunteers must be supervised in accordance with National Law requirements.

No, incursion providers and specialist staff not directly employed by the service don’t need to be included at this stage.

Yes, trainees need to be entered into the system through the usual onboarding steps.

During the offboarding process, trainees should be deactivated by entering a 'cease date of employment'.

No, placement students do not need to be added to the Workforce Register at this time as they are not employees or agency staff and must be supervised.

No, employees under the age of 18, including trainees or other staff, do not need to be added to the Workforce Register at this stage as they are exempt from the Working With Children Check.

Attendance by trainees and other staff under 18 must continue to be recorded as part of National Law and National Regulation requirements. Trainees must be supervised in accordance with National Law requirements.

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

In the ‘Workforce’ tile:

• Employees who are not delivering a funded kindergarten program at the service do not need to have the days and hours added in the Workforce Register.
• Agency staff must have the dates they worked recorded in Arrival. Service providers must select how often the agency staff member works. They can select the date/s worked and choose between ‘single’, ‘multiple’, or ‘recurring shifts’.

Teachers and educators delivering the funded kindergarten program still need to have hours and days recorded for funding purposes.

Only one role can be selected per employee in Arrival. Enter the main role of the employee, especially for teachers and educators in 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. There will be strict controls on managing, accessing, and sharing this data. This is 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).

Only authorised Victorian Government departments and agencies can access the Workforce Register. They use it for law enforcement or to share information with other agencies, as legally required.