Persons with management or control obligations

Persons with management or control of the provider (PMC) have certain obligations and tasks they must perform. A person responsible at the service has similar obligations to a PMC, but at the service level.

On this page:

The following table outlines a comprehensive list of responsibilities, tasks and timeframes.

If these tasks aren’t competed within certain timeframes, the provider risks:

  • not being approved to run a child care service
  • losing approval to run a child care service
  • receiving an infringement.

Read more about PMCs and persons responsible at the service.

Join our Facebook Group to get regular reminders and alerts to help you stick to these timeframes.

Obligations, tasks and timeframes

Task  
Apply for CCS approval

Who can perform:
A person with management or control (PMC)

Details:
In most cases providers and services must be approved by: 

  • their state or territory government before they can deliver early childhood education and care 
  • the Australian Government before they can offer their families access to CCS payments 

In Home Care services need Australian Government approval only

Timeframe:
You must obtain state government approval before we can grant Australian Government approval

How or where:
Detail is found on our provider approvals page

FAL reference:
Admin Act s 194B, s 194C(a), s 194D(b)
Change and update bank account details for the service Who can perform:
A person with management or control (PMC)
Details:
You must ensure bank account details for all services are up to date and correct
Timeframe:
As soon as reasonably possible
How or where:
Through your service’s software or the Provider Entry Point (PEP)
FAL reference:
Report a permanent service closure Who can perform:
A person with management or control (PMC)
Details:
You must report the permanent closure of any service
Timeframe:
At least 42 days before the intended closure date
If your service closes suddenly or unexpectedly, a different timeframe applies – see below
How or where:
Complete this form and email it to CCSAssessments@education.gov.au 
Two PMCs must sign the form, unless only one PMC is listed
FAL reference:
Admin Act s204A
 
Report a permanent service closure that is sudden or unexpected Who can perform:
A person with management or control (PMC)
Details:
You must report the sudden or unexpected permanent closure of a service 
Timeframe:
Within 24 hours of the closure
How or where:
Complete this form and email it to CCSAssessments@education.gov.au 
Two PMCs must sign the form unless only one PMC is listed
FAL reference:
Admin Act s204A(2)
Minister’s Rules s 55, Item 4
 
Report a temporary service closure that is sudden or unexpected Who can perform:
A person with management or control (PMC)
Details:
You must report when you suddenly need to temporarily close a service
If you plan to temporarily cease operating, for example due to planned building renovations, you should request a voluntary suspension of your CCS approval
Timeframe:
Within 24 hours of the closure
How or where:
Through your service’s software or the Provider Entry Point (PEP)
FAL reference:
Minister’s Rules s 55, Item 19
 
Report adverse background checks Who can perform:
A person with management or control (PMC)
Details:
You must report if the following people receive an adverse background check:
  • PMCs
  • Family Day Care Educators 
  • In Home Care Educators 
Timeframe:
Within 7 days of the provider receiving notice of the adverse background check
How or where:
Through your service’s software or the Provider Entry Point (PEP)
Read more about background checks
FAL reference:
Minister’s Rules, s 55, Item 12
Report buying a service Who can perform:
A person with management or control (PMC)
Details:
A provider buying a service must submit an application to the department for new CCS approval for that service.
Timeframe:
A provider seeking new CCS approval for a purchased service should submit an application for CCS as many weeks as possible before the date of purchase. The application for CCS approval can be submitted before the National Law service approval has been transferred
How or where:
Detail is found on our provider approvals page
FAL reference:
Admin Act, s196B
Report change of address Who can perform:
A person with management or control (PMC)
Details:
You must report any change of physical or postal address for:
  • the provider 
  • any of its services
Timeframe:
Within 30 days before the change
How or where:
Through your service’s software or the Provider Entry Point (PEP)
FAL reference:
Minister’s Rules s 55, Items 5 and 6
Report change of provider’s legal entity Who can perform:
A person with management or control (PMC)
Details:
You must report 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 or where:
Through your service’s software or the Provider Entry Point (PEP)
FAL reference:
Admin Act, s204A
Report changes to Family Day Care and In Home Care educator qualifications Who can perform:
A person with management or control (PMC)
A person responsible for the day-to-day operation of a service (for their service only)
Details:
You must report if an FDC or IHC educator obtains a child care qualification from a registered training organisation owned or controlled by a PMC 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 or where:
Through your service’s software or the Provider Entry Point (PEP)
FAL reference:
Minister’s Rules, s 55, Item 15
Report changes to fit and proper findings Who can perform:
A person with management or control (PMC)
Details:
You must report if you become aware of an event or circumstance that indicates a PMC can no longer be considered fit and proper
Timeframe:
Within 7 days after the provider becomes aware of the circumstance
How or where:
Through your service’s software or the Provider Entry Point (PEP)
Read more about fit and proper requirements
FAL reference:
Minister’s Rules, s 55, Item 13
Report changes to foster care or long term protection arrangements for a child in care Who can perform:
A person with management or control (PMC)
Details:
Providers eligible for ACCS for a child that is at risk of serious abuse or neglect must report any change to the formal foster care arrangement or long term protection order that applies to that child
Timeframe:
Within 7 days after the provider becomes aware of the change
How or where:
Through your service’s software or the Provider Entry Point (PEP)
FAL reference:
Minister’s Rules s 55, Item 21
Report changes to provider and service contact details Who can perform:
A person with management or control (PMC)
A person responsible for the day-to-day operation of a service (for their service only)
Details:
You must report changes to provider and service contact details. This includes changes to:
  • email address 
  • website address 
  • telephone number 
  • fax number
Timeframe:
Within 14 days after the change
How or where:
Through your service’s software or the Provider Entry Point (PEP)
FAL reference:
Minister’s rules s 55, Item 9
Report changes to working with children status Who can perform:
A person with management or control (PMC)
Details:
You must report any change to the working with children status of any person in the provider or service who must have this check
You must report when a working with children card is renewed, extended, suspended, revoked, lapsed or expired
Timeframe:
Within 24 hours after the provider becomes aware of the change of status
How or where:
Through your service’s software or the Provider Entry Point (PEP)
FAL reference:
Minister’s Rules, s 55, item 17
Report conflicts of interest Who can perform:
A person with management or control (PMC)
Details:
You must report a PMC who gains, or is likely to gain, a conflict of interest
Timeframe:
Within 7 days after the provider becomes aware of the matter
How or where:
Through your service’s software or the Provider Entry Point (PEP)
FAL reference:
Minister’s Rules, s 55, Item 16
Report details of new Family Day Care and In Home Care educators Who can perform:
A person with management or control (PMC)
A person responsible for the day-to-day operation of a service (for their service only)
Details:
You must report the name and contact details for new:
  • Family Day Care educators 
  • In Home Care educators
You must also declare that the required checks for these people are complete
You must show evidence of these checks if asked by the department
Timeframe:
Within 7 days after the new person starts as an FDC or IHC educator
How or where:
Through your service’s software or the Provider Entry Point (PEP)
FAL reference:
Minister’s Rules s 55, Item 10
Report details of new PMCs and persons responsible Who can perform:
A person with management or control (PMC)
Details:
You must report the name and contact details for new:
  • PMCs 
  • Persons responsible at the service
You must also declare that the required checks for these people are complete 
You must show evidence of these checks if asked by the department
Timeframe:
Within 7 days after the new person starts as a PMC or person responsible at the service
How or where:
Through your service’s software or the Provider Entry Point (PEP)
Read more about PMCs and persons responsible at the service.
FAL reference:
Minister’s Rules s 55, Item 10
Report fees Who can perform:
A person with management or control (PMC)
A person responsible for the day-to-day operation of a service (for their service only)
Details:
You must report the fees charged by each service 
You must report the fee before any reductions or discounts are applied
Timeframe:
Within 14 days of:
  • receiving CCS approval 
  • starting the service 
  • changing current fees
How or where:
Through your service’s software or the Provider Entry Point (PEP)
Read more about charging fees
Fees are automatically published on StartingBlocks.gov.au
FAL reference:
Minister’s Rules s 55, Item 1
Report financial administration events Who can perform:
A person with management or control (PMC)
Details:
You must report the following financial administration events:
  • entering administration 
  • receivership 
  • liquidation 
  • bankruptcy
Timeframe:
Within 24 hours of the financial administration event
How or where:
Through your service’s software or the Provider Entry Point (PEP)
FAL reference:
Minister’s Rules s 55, Item 18
Report name change Who can perform:
A person with management or control (PMC)
Details:
You must report a change to the name of the provider and any of its services, including evidence of name change
Timeframe:
Within 14 days after the change
How or where:
Through your service’s software or the Provider Entry Point (PEP)
FAL reference:
Minister’s Rules s 55, Items 7 and 8
 
Report opening hours Who can perform:
A person with management or control (PMC)
A person responsible for the day-to-day operation of a service (for their service only)
Details:
You must report each service’s operational hours and days
Timeframe:
Within 14 days of:
•    starting the service 
•    receiving CCS approval 
•    changing operational hours or days
How or where:
Through your service’s software or the Provider Entry Point (PEP)
Opening hours are automatically published on StartingBlocks.gov.au
FAL reference:
Minister’s Rules s 55, Item 2
Report selling a service Who can perform:
A person with management or control (PMC)
Details:
A provider selling a service must notify the department that it will be ceasing to operate that service
Timeframe:
At least 42 days before the intended date of sale
How or where:
Complete this form and email it to CCSAssessments@education.gov.au
Two PMCs must sign the form unless only one PMC is listed
FAL reference:
Admin Act, s204A
Report serious convictions Who can perform:
A person with management or control (PMC)
Details:
You must report a serious conviction or guilty finding for:
  • PMCs 
  • Family Day Care educators 
  • In Home Care educators
Timeframe:
Within 24 hours of the provider becoming aware of the conviction or guilty finding
How or where:
Through your service’s software or the Provider Entry Point (PEP)
FAL reference:
Minister’s Rules, s 55, Item 20
Report vacancies Who can perform:
A person with management or control (PMC)
A person responsible for the day-to-day operation of a service (for their service only)
Details:
You must report the number of anticipated vacancies for each service
You must report anticipated vacancies for each day of the following week
Timeframe:
By 8 pm (AEST/AEDT) each Friday
How or where:
Through your service’s software or the Provider Entry Point (PEP)
Vacancies are automatically published on StartingBlocks.gov.au
FAL reference:
Minister’s Rules s 55, Item 3
Report when a PMC leaves or stops having day to day control Who can perform:
A person with management or control (PMC)
Details:
You must report when:
•    a PMC leaves their role 
•    their role changes and it no longer includes day to day responsibility for any of the provider’s approved child care services
Timeframe:
Within 7 days of the person ceasing to have management or control of the provider
How or where:
Through your service’s software or the Provider Entry Point (PEP)
FAL reference:
Minister’s Rules, s 55, Item 14
Report when existing Family Day Care and In Home Care Educators change their name or contact details Who can perform:
A person with management or control (PMC)
A person responsible for the day-to-day operation of a service (for their service only)
Details:
You must report changes to names and contact details for:
  • Family Day Care educators 
  • In Home Care educators
Timeframe:
Within 7 days of the provider becoming aware of the change
How or where:
Through your service’s software or the Provider Entry Point (PEP)
FAL reference:
Minister’s Rules, s 55, Item 11
Report when existing PMCs and persons responsible at the service change their name or contact details Who can perform:
A person with management or control (PMC)
Details:
You must report changes to names and contact details for:
  • PMCs 
  • Persons responsible at the service
Timeframe:
Within 7 days of the provider becoming aware of the change
How or where:
Through your service’s software or the Provider Entry Point (PEP)
FAL reference:
Minister’s Rules s 55, Item 11
Submit session reports Who can perform:
A person with management or control (PMC)
A person responsible for the day-to-day operation of a service (for their service only)
Details:
You must submit session reports for children within certain timeframes
Timeframe:
Within 14 days after the end of the week in which the session of care was provided
How or where:
Through your service’s software or the Provider Entry Point (PEP)
FAL reference:
Admin Act, s 204B