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Applying for provider approval

To start an application for provider approval, the applicant (or the applicant's representative) will access the secure Child Care Subsidy System through the Provider Entry Point.

The Provider Entry Point

This is part of the secure Child Care Subsidy System.

Applicants can apply for provider and service approval using the Provider Entry Point. Approved providers can use the Provider Entry Point to access information, add or remove a service, make notice of a change in their circumstances, and give enrolment notices and session reports to receive Child Care Subsidy and Additional Child Care Subsidy on behalf of families.

For user guidance see the Provider Entry Point.

To access the Provider Entry Point, the provider (or, if not an individual, their authorised representative) first needs to register with Provider Digital Access (PRODA). Documents that provide evidence of identity are required for this registration.

Provider Digital Access (PRODA)

The purpose of PRODA is to verify a person's digital identity. Once their identity has been verified through PRODA, they can interact with the Australian Government online for a range of purposes, without needing to verify their identity each time.

Their PRODA identification remains with them and can be used for future child care employers, positions and applications.

Who needs to register with PRODA?

The applicant (or the applicant representative) will need to register with PRODA as the first step towards creating an application for approval in the Provider Entry Point.

Specified child care personnel who have already been identified at the time of application for approval must also be registered with PRODA and identified in the application for approval.

PRODA identification is required for all specified personnel, whether or not they will use the Child Care Subsidy System themselves:

  • persons with management or control of the provider
  • persons responsible for the day-to-day operation of the service
  • service contacts
  • Family Day Care and In Home Care educators.

People involved with the service who undertake roles other than these - such as Centre Based Day Care educators, kitchen or outdoor staff - do not need to be registered with PRODA.

How do applicants register with PRODA?

Register with PRODA at www.humanservices.gov.au. Each person must create their own account, using a computer with internet access.

The process will require them to:

  • create a unique user name and password
  • create security questions and answers
  • provide information from their identity documents - such as a passport, driver's licence or Medicare card.

At the end of the registration process the person will receive a PRODA Registration Authority (RA) Number.

Each person must keep their PRODA user name and password secure and confidential.

Their PRODA RA number must also be kept secure. It may be shared with providers, as they will need their specified personnel's PRODA RA number to link them in the Child Care Subsidy System.

The provider will need to notify the government through their third-party software or the Provider Entry Point when they employ new specified personnel. The new personnel will need to be registered in PRODA and linked to the provider's approval.

Submitting an application for provider approval

Once the individual who will be the provider (or is representing the business or organisation) has registered with PRODA, they need to use their PRODA user name and password to log in to on the Provider Entry Point and commence an application. An application includes the information shown in Table 4.

Table 4: Information the provider needs to include to submit an application on the Provider Entry Point

Category

Information required

Applicant

  • name
  • contact details
  • proof of identity (via PRODA) - Registration Authority (RA) number

Provider

Full legal name and proposed trading name

Street and postal addresses

  • ABN
  • approval number from the state or territory authority
  • name and contact details for each person with management or control

If applicable:

  • if applying as a trustee - a copy of the relevant trust deed
  • details of registration with the Australian Charities and Not‑for‑profits Commission

Background checks

  • details of working with children cards

Where the provider is an individual:

  • evidence of place of business (for example, a lease agreement)

Where the provider is a company:

  • a current and historical company extract obtained through the Australian Securities and Investments Commission website, no older than three months before the date of application.

See Table 1 for evidence required by other applicant entity types.

Potential or perceived conflict of interest

  • the identity of any company that owns or controls the applicant.
  • a declaration regarding any other businesses in which the provider has an interest, and where there might be an actual or perceived conflict of interest, such as:
    • the interest is in a registered training organisation which may award qualifications to educators, or
    • the interest might otherwise compromise the provider's ability to comply with their legal obligations.

Proposed services

For every service to be added to the provider's approval:

  • the proposed name of the service (if a business name has been registered with the Australian Securities and Investments Commission, that name)
  • any approval number issued by a state or territory authority, in relation to approval or registration of the education and care service
  • the type of service being applied for
  • the physical address where the service proposes to provide the care
  • the name and contact details for each person responsible for the day‑to‑day operation of the service
  • for each individual responsible for the day‑to‑day operation of the service, an Australian National Police Criminal History Check from the relevant state or territory police service or an agency accredited by the Australian Criminal Intelligence Commission, obtained no more than six months prior to the date of the application
  • for a proposed Family Day Care or In Home Care service, a declaration that all proposed educators are fit and proper persons having regard to any prior actions involving fraud or dishonesty, and that they have the capacity to comply with the law.

Approval process

Once a complete application is submitted, the Department of Education and Training assesses this against eligibility requirements. The applicant can use the Provider Entry Point to communicate with the Department of Education and Training about their application and submit additional information that may be requested as part of the assessment process.

The Department of Education and Training will decide on each application as soon as possible, but is not required to do this in a set period of time.

The effective start date for approval for Child Care Subsidy may be backdated to the date the application was submitted. It cannot be backdated to prior to that and not before 2 July 2018, whichever is later.

Conditions may be placed on an approval. To maintain approval, the provider must comply with those conditions.

What if an application is not approved?

If an application is refused, and the applicant is not satisfied with the reasons given, they can ask the Department of Education and Training to review its decision. Changes to the application, or additional information, may be needed.

If the applicant is not satisfied with the outcome of an internal review, they can ask for review by the Administrative Appeals Tribunal (www.aat.gov.au) or make a complaint to the Commonwealth Ombudsman (www.ombudsman.gov.au).