Notifications and reporting

Under Family Assistance Law, early childhood education and care providers must notify us about a range of matters including fees, vacancies, closures and changes to details. This page outlines notification types and timeframes.

On this page:

The following table lists your notification and reporting obligations. 

You must perform these tasks to maintain your Child Care Subsidy (CCS) approval. 

Most tasks must be completed by a person with management or control (PMC). Some tasks can be completed by a person responsible at the service. 

Read more about PMCs and persons responsible at the service 

We may take compliance action if you don’t meet your notification and reporting obligations within the required timeframes. 

This page covers your notification requirements under Family Assistance Law.

You also have additional notification requirements under the National Law. Find a list of National Law notifications on ACECQA’s website.

Some notification requirements are the same under both Family Assistance Law and National Law. Where this occurs, you must notify the Australian Government Department of Education and your state or territory regulatory authority separately.

Obligations, tasks and timeframes

Task 
Adverse background checks 

Details:

You must tell us if any of the following people receive an adverse background check:

  • persons with management or control  
  • Family Day Care educators  
  • In Home Care educators. 
     

Timeframe:
within 7 days of the provider receiving notice of the adverse background check 

How to notify:
through the Provider Entry Point or your third-party software 

Responsibility:
persons with management or control

FAL reference:
FAL reference: Minister’s Rules s55, Item 12

Buying a service

Details:

If you purchase a service, you must apply for CCS approval for that service. Find out more about buying or selling a service.

Timeframe:
as soon as possible before the date of purchase

How to notify:
via the National Quality Agenda IT System

Responsibility:
persons with management or control

FAL reference:
Admin Act s196B

Change of address

Details:

You must tell us about changes to the physical or postal address of the provider and any services.

Timeframe:
at least 30 days before the change

How to notify:
through the Provider Entry Point or your third-party software

Responsibility:
persons with management or control

FAL reference:
Minister’s Rules s55, Items 5 and 6

Change of legal entity

Details:

You must notify us of any change to the identity of the provider’s legal entity due to:

  • business restructure 
  • sale 
  • transfer of ownership.

Timeframe:
at least 42 days before intended restructure, sale or transfer date

How to notify:
through the Provider Entry Point or your third-party software

Responsibility:
persons with management or control

FAL reference:
Admin Act, s204A

Change of name

Details:

You must tell us about changes to the name of the provider or any of its services. You must provide evidence of the name change.

Timeframe:
within 14 days after the change

How to notify:
through the Provider Entry Point or your third-party software

Responsibility:
persons with management or control

FAL reference:
Minister’s Rules s55, Items 7 and 8

Changes to a child’s foster care or long-term protection order arrangements

Details:

If you get Additional Child Care Subsidy child wellbeing for a child at risk of serious abuse or neglect, you must tell us about any changes to the child’s formal foster care or long-term protection order arrangements.

Timeframe:
within 7 days after the provider becomes aware of the change

How to notify:
through the Provider Entry Point or your third-party software

Responsibility:
persons with management or control

FAL reference:
Minister’s Rules s 55, Item 21

Changes to bank account details

Details:

You must tell us if your bank account details change for any of your services.

Timeframe:
as soon as reasonably possible

How to notify:
through the Provider Entry Point or your third-party software

Responsibility:
persons with management or control

FAL reference:
TBC

Changes to contact details

Details:

You must tell us about any changes to provider and service contact details, including email address, website address, telephone number or fax number.

Timeframe:
within 14 days after the change

How to notify:
through the Provider Entry Point or your third-party software

Responsibility:
persons with management or control and persons responsible at the service (for their service only)

FAL reference:
Minister’s Rules s55, Item 9

Changes to enrolments

Details:

 

You must update a child’s enrolment notice in the following circumstances:

  • a complying written arrangement is varied so the enrolment notice is no longer correct
  • information in the enrolment notice otherwise becomes incorrect
  • information becomes available that should have been included in the enrolment notice or would have changed the enrolment notice
  • a child ceases to be enrolled

 

Timeframe:
within 7 days of the event occurring

How to notify:
through the Provider Entry Point or your third-party software

Responsibility:
persons with management or control and persons responsible at the service

FAL reference:
Admin Act s200D

Changes to fit and proper findings

Details:

You must tell us if you become aware of an event or circumstance that indicates a person with management or control can no longer be considered fit and proper.

Timeframe:
within 7 days after the provider becomes aware of the circumstance

How to notify:
through the Provider Entry Point or your third-party software

Responsibility:
persons with management or control

FAL reference:
Minister’s Rules s55, Item 13

Changes to name or contact details of Family Day Care and In Home Care educators

Details:
You must tell us about changes to the name or contact details of any Family Day Care or In Home Care educators.

Timeframe:
within 7 days of the provider becoming aware of the change

How to notify:
through the Provider Entry Point or your third-party software

Responsibility:
persons with management or control and persons responsible at the service (for their service only)

FAL reference:
Minister’s Rules s55, Item 11

Changes to name or contact details of persons with management or control and persons responsible at the service

Details:
You must tell us about changes to the name or contact details of any persons with management or control or persons responsible at the service.

Timeframe:
within 7 days of the provider becoming aware of the change

How to notify:
through the Provider Entry Point or your third-party software

Responsibility:
persons with management or control

FAL reference:
Minister’s Rules s55, Item 11

Changes to working with children checks

Details:

You must notify us of any changes to the status of a working with children check of any person in the provider or service who must have this check. You must notify us when a working with children check is renewed, extended, suspended, revoked, lapsed or expired.

Timeframe:
within 24 hours after the provider becomes aware of the change of status

How to notify:
through the Provider Entry Point or your third-party software

Responsibility:
persons with management or control

FAL reference:
Minister’s Rules s55, Item 17

Conflicts of interest

Details:

You must tell us if a person with management or control gains, or is likely to gain, a conflict of interest.

Timeframe:
within 7 days after the provider becomes aware of the matter

How to notify:
through the Provider Entry Point or your third-party software

Responsibility:
persons with management or control

FAL reference:
Minister’s Rules s55, Item 16

Conflicts of interest related to educator qualifications

Details:

You must tell us if an educator obtains a child care qualification from a Registered Training Organisation owned or controlled by a person with management or control, and it appears that the educator has not obtained the qualification solely on their own merit.

Timeframe:
within 7 days after the provider becomes aware of the matter

How to notify:
through the Provider Entry Point or your third-party software

Responsibility:
persons with management or control and persons responsible at the service (for their service only)

FAL reference:
Minister’s Rules s55, Item 15

Fees

Details:

You must notify us of your current fees for each service. You must report the fee before any reductions or discounts are applied. We publish fee information to StartingBlocks.gov.au.

Timeframe:
within 14 days of receiving CCS approval, starting the service or changing your fees

How to notify:
through the Provider Entry Point or your third-party software

Responsibility:
persons with management or control and persons responsible at the service (for their service only)

FAL reference:
Minister’s Rules s55, Item 1

Financial administration events

Details:

 

You must tell us about the following financial administration events:

  • entering administration
  • receivership
  • liquidation
  • bankruptcy.

 

Timeframe:
within 24 hours of the financial administration event

How to notify:
through the Provider Entry Point or your third-party software

Responsibility:
persons with management or control and persons responsible at the service (for their service only)

FAL reference:
Minister’s Rules s55, Item 18

Initial enrolment of a child

Details:

 

You must submit an enrolment notice for each child at your service.

 

Timeframe:
within 7 days after the end of the week in which you make care arrangements with the family

How to notify:
through the Provider Entry Point or your third-party software

Responsibility:
persons with management or control and persons responsible at the service (for their service only)

FAL reference:
Admin Act s200A

New Family Day Care and In Home Care educators

Details:

 

You must notify us of the name and contact details for new Family Day Care and In Home Care educators. You must declare that the required background checks for these people are complete. You must show evidence of these checks if asked.

 

Timeframe:
within 7 days after the new educator starts

How to notify:
through the Provider Entry Point or your third-party software

Responsibility:
persons with management or control and persons responsible at the service (for their service only)

FAL reference:
Minister’s Rules s55, Item 10

New persons with management or control and persons responsible at the service

Details:

You must notify us of the name and contact details for new persons with management or control and persons responsible at the service. You must declare that the required background checks for these people are complete. You must show evidence of these checks if asked.

Timeframe:
within 7 days after the new person starts

How to notify:
through the Provider Entry Point or your third-party software

Responsibility:
persons with management or control

FAL reference:
Minister’s Rules s55, Item 10

Opening hours

Details:

You must notify us of operating hours and days for each service. We publish operating hours to StartingBlocks.gov.au.

Timeframe:
within 14 days of receiving CCS approval, starting the service or changing your operating hours

How to notify:
through the Provider Entry Point or your third-party software

Responsibility:
persons with management or control and persons responsible at the service (for their service only)

FAL reference:
Minister’s Rules s55, Item 2

Planned permanent service closure

Details:

You must tell us if you are permanently closing a service. There are different rules if the closure is sudden or unexpected, outlined below.

Timeframe:
at least 42 days before the intended closure date

How to notify:
complete the notification to sell, close or relocate a service form and email it to CCSAssessments@education.gov.au

Responsibility:
two persons with management or control must sign the form, unless only one PMC is listed

FAL reference:
Admin Act s204A

Selling a service

Details:

You must tell us if you are selling a service.

Timeframe:
at least 42 days before the intended closure date

How to notify:
complete the notification to sell, close or relocate a service form and email it to CCSAssessments@education.gov.au

Responsibility:
two persons with management or control must sign the form, unless only one PMC is listed

FAL reference:
Admin Act s204A

Serious convictions

Details:

You must tell us about a serious conviction or guilty finding for:

  • persons with management or control 
  • Family Day Care educators
  • In Home Care educators.

Timeframe:
within 24 hours of the provider becoming aware of the conviction or guilty finding

How to notify:
through the Provider Entry Point or your third-party software

Responsibility:
persons with management or control

FAL reference:
Minister’s Rules s55, Item 20

Session reports

Details:
You must submit weekly session reports for all children at your services.

Timeframe:
within 14 days after the end of the week in which the session of care was provided

How to notify:
through the Provider Entry Point or your third-party software

Responsibility:
persons with management or control and persons responsible at the service (for their service only)

FAL reference:
Admin Act, s204B

Sudden or unexpected permanent service closure

Details:
You must tell us if you suddenly need to permanently close a service.

Timeframe:
within 24 hours of the closure

How to notify:
complete the notification to sell, close or relocate a service form and email it to CCSAssessments@education.gov.au

Responsibility:
two persons with management or control must sign the form, unless only one PMC is listed

FAL reference:
Admin Act s204A(2), Minister’s Rules s55, Item 4

Sudden or unexpected temporary service closure

Details:
You must tell us if you suddenly need to temporarily close a service. If you plan to temporarily cease operating, for example due to planned building renovations, you can request a voluntary suspension of your CCS approval.

Timeframe:
within 24 hours of the closure

How to notify:
through the Provider Entry Point or your third-party software

Responsibility:
persons with management or control

FAL reference:
Minister’s Rules s55, Item 19

Vacancies

Details:
You must notify us of the number of anticipated vacancies for each service for each day of the following week. We publish vacancy information to StartingBlocks.gov.au.

Timeframe:
by 8 pm AEST/AEDT each Friday

How to notify:
through the Provider Entry Point or your third-party software

Responsibility:
persons with management or control and persons responsible at the service (for their service only)

FAL reference:
Minister’s Rules s55, Item 3

When a person stops having management or control

Details:
You must tell us when a person with management or control leaves their role, or their role changes and they no longer have management or control of the provider or day-to-day responsibility of a service.

Timeframe:
within 7 days of the person ceasing to have management or control

How to notify:
through the Provider Entry Point or your third-party software

Responsibility:
persons with management or control and persons responsible at the service (for their service only)

FAL reference:
Minister’s Rules s55, Item 14