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Notifications providers must give about their service(s)

Providers must notify the Department Education and Training of any of the following changes to their service(s), within the timeframe specified. Penalties may apply if providers fail to make required notifications.

Providers must notify the Department at least 42 days before they stop operating a service.

All of these notifications can be made through third-party software or the Provider Entry Point.

Table 14: Matters that child care providers need to notify to the Department of Education and Training and the specified timeframes

Matters to be notified

Timeframe for notification

Fees

The total hourly fee charged by the service for care for each approved child care service of the provider (before any fee reduction amounts or other rebates or discounts), as set out in any policy or advertising information provided to individuals who enrol their children with the service.

Any change to the fee information.

Within 14 days of any of the following:

  • commencement of the service, or
  • notice of approval of the service, or
  • any change.

Operating hours

The hours and days on which each approved child care service of the provider operates, with opening and closing times notified in 24-hour format.

Any change to the operating hours.

Within 14 days of:

  • commencement of the service, or
  • notice of approval of the service, or
  • any change.

The number of anticipated vacancies that the provider has available to fill in respect of each of its approved child care services in relation to each day of the following week (beginning on a Monday).

A vacancy is:

  • for a Centre Based Day Care service or a Family Day Care service - an ongoing full day vacancy
  • for an Outside School Hours Care service - an ongoing full session vacancy.

By 8pm each Friday.

Ceasing to operate an approved child care service

  • to avoid being in breach of a law of the Commonwealth, a state or a territory, or
  • due to circumstances beyond the provider's control

when 42 days' notice cannot be given.

Within 24 hours after ceasing to operate the service.

Change of physical or postal address of:

  • the provider, or
  • the premises from which any of the provider's approved child care service operates.

No later than 30 days before the change, or, if the change was not foreseeable at that time, as soon as practicable.

Change to the name of:

  • the provider, or
  • any of the provider's approved child care services including evidence of name change.

Within 14 days after the change.

Change of any of the following contact details of the provider, or of any of the provider's approved child care services:

  • an email address
  • a website
  • a telephone number
  • a fax number.

Within 14 days after the change.

Information about any new person:

  • with management or control of the provider (including any person who becomes responsible for the day‑to‑day operation of any of the provider's approved child care services), or
  • who becomes a Family Day Care educator or In Home Care educator in relation to any such service.

The information must include:

  • the name and contact details of the new person
  • a declaration that the provider has undertaken all background checks required in relation to the new person, together with details of the new person's working with children card, if applicable.

Within seven days after the new person becomes a person with management or control of the provider, or a Family Day Care educator.

Change of the name of or contact details for any of the following persons:

  • a person with management or control of the provider (including any person who is responsible for the day‑to‑day operation of any of the provider's approved child care services)
  • a Family Day Care educator or In Home Care educator in relation to any such service.

Within seven days after the provider becomes aware of the change.

The provider becomes aware, because of a background check undertaken in relation to a specified person, that the person:

  • has a serious conviction or finding of guilt for any of the following offences under a law of Australia or of a foreign country:
    • an indictable offence punishable by a maximum of two years imprisonment or 40 penalty units, or
    • an offence involving violence, or a sexual offence, or
    • an offence involving fraud, stealing or dishonesty, or
  • is an undischarged bankrupt, or
  • was a director or secretary of a corporation when the corporation went into administration, receivership or liquidation, or at any time during the 12 months beforehand.

Within seven days after the provider receives a record of the check.

An event or circumstance in relation to a person with management or control of the provider (including a person responsible for the day‑to‑day operation of any of the provider's approved child care services) that reasonably indicates that the person is not likely to be a fit and proper person to be involved in the administration of Child Care Subsidy and Additional Child Care Subsidy.

Within seven days after the provider becomes aware of the event or circumstance.

A person stops having management or control of the provider (including when a person stops having day‑to‑day responsibility for the operation of any of the provider's approved child care services).

The provider must also notify the Secretary of the Department of Education and Training of when, and the reason why, the person stopped having management or control of the provider.

Within seven days after the person stops having management or control of the provider.

An educator obtains a qualification in respect of providing child care from a registered training organisation and:

  • the provider or person with management or control has an interest in that registered training organisation, by virtue of which the provider or person owns, operates, controls or carries out the registered training organisation, and either
    • it reasonably appears that the educator has not obtained the qualification solely on her or his own merit, or
    • the qualification has otherwise been obtained in circumstances that might reasonably be perceived as demonstrating a conflict of interest.

Within seven days after the provider becomes aware of the matter.

A provider or a person with management or control of the provider, obtains an interest, or is likely to obtain an interest, in a business which may affect their ability to comply with the Family Assistance Law, where the approval may benefit the business or where a conflict of interest might reasonably be perceived to exist.

Within seven days of the provider becoming aware of the matter.

Change in the status of a working with children card for each individual who is required to have such a card under section 195D of the Family Assistance Administration Act 1999.

For example, if the card is amended, suspended or revoked.

Within 24 hours after the provider becomes aware of the change of status.

The provider enters into administration, receivership, liquidation or bankruptcy, and the details of this event.

Within 24 hours after the event.

Unexpected closure of any of the provider's approved child care services due to unforeseen circumstances.

Within 24 hours after the closure.

A serious conviction or finding of guilt of:

  • a person with management or control of the provider (including a person who becomes responsible for the day‑to‑day operation of any of the provider's approved child care services), or
  • a Family Day Care educator, In Home Care educator, or another educator, in relation to any such service.

Within 24 hours after the provider becomes aware of the charging, conviction or finding of guilt.