The start of the year is a great time to review your service’s operations and ensure critical information is up to date. All approved providers are reminded to:
- update your details in the National Quality Agenda IT System (NQA ITS) if there have been changes to your service’s operating hours, location and contact details
- ensure your service’s mobile number and emergency after hours contact details are correct. These details are important so that VECRA can contact you in emergencies, such as flood or bushfires, to provide support and advance notice
- notify VECRA if your service now provides transportation, and if you deliver an in-nature program (bush, beach kinder)
- review and update your enrolment records to make sure they contain all required information
- ensure every child’s authorisations are up to date for medical, travel and other reasons. Ensure staff understand the importance to check who is authorised to collect children, including checking court orders
- confirm that you have accurate medical management plans for each child enrolled at your service including new children and those who have attended the previous year. Ensure any medications kept at the service as part of children’s medication management plans are current and not expired
- ensure you have up to date information on all children’s medical conditions, allergies and dietary requirements. Ensure that staff and volunteers are familiar with these details too
- review your policies and procedures to ensure they are up to date, and incorporate all required child safety information
- ensure all staff records are up to date, including their qualifications and Working with Children Checks (WWCC) and/or VIT registration
- make sure that new staff are trained to understand the service’s personal device policy and procedures, including restrictions to personal devices while caring for and educating children
- notify VECRA if there are any changes to the Persons in Management or Control (PMC) at the service. This is especially important for kindergartens with committees of management that may change annually. Note that these changes do not require a new application for provider approval. You must report any changes to the PMC within 14 days. For more details read ACECQA’s information sheet.
How to notify VECRA
- National Quality Framework (NQF) services can use the NQA ITS online portal
- Occasional care or limited hours services can use the Victorian Children's Services notification forms.
If you have any questions, please contact the VECRA enquiry line on 1300 307 415 during business hours, or email vecra@education.vic.gov.au.
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