| System | Designation (the "Hub") | Purpose (What it holds) |
|---|---|---|
| Sweetprocess | The "Policy Library" (Single Source of Truth for "What" & "How") |
|
| 1Place Childcare | The "Operations & Risk Hub" (Single Source of Truth for Operations) |
|
| Earlyworks | Location of all educational matters |
|
| Smartcentral | The "Enrolment & Attendance Hub" |
|
| Childcare Easy Pay | Payment Gateway |
|
| Employment Hero | The "Staffing Hub" |
|
| SmartSheet | Data, Planning & Contractors |
|
| Airchild | CRM & Enrolment Funnel |
|
| SharePoint / Teams | The "Admin Hub" (Internal Collaboration) |
|
| iSpring LMS | Learning Management System (LMS) |
|
| Canva | General Graphic Design |
|
| Childcare Desktop | General Policy Foundation Document |
|
| Public Display (Foyer) | The "Public Noticeboard" |
|
| Role | Location | Responsibility | NQS/Reg Reference |
|---|---|---|---|
| Approved Provider (AP) | All | Legally Accountable for the entire GRC system. Reviews dashboards and aggregates data across platforms (1Place, Employment Hero) to identify holistic safety trends and systemic risks. , ensures the School Director is resourced and compliant, and leads the Quarterly/Annual GRC review. | Reg 173 (Prescribed Information Displayed) Reg 168 (Management Systems) Reg 175 (Keeping Records) QA 7.1 (Governance) |
| School Director | Perth & Fremantle | Nominated Supervisor (NS). Operationally responsible for the entire system, manages audits, ensures regulatory compliance, and supports a safe, high-quality environment. Note: At Fremantle, this role also encompasses the Educational Leader duties. | Reg 55-56 (Quality Improvement Plans) Reg 117B (Nominated Supervisor) Reg 145-152 (Staff Records & Qualifications) Reg 168, 170 (Policies), Reg 171 (Policy Review) Reg 103, 105 (Premises & Equipment Safety) QA7: Governance and Leadership (ACECQA) |
| Educational Leader | Perth (P1) | Official 2IC & Deputising NS. Oversees paedagogy, coaching, and RAP/SIP. Acts as primary authority in the School Director's absence. (This role at Fremantle is currently paused.) | Reg 118 (WA): Educational Leader QA 7.2 (Leadership) Reg 75 (Educational Programme) |
| Head of Studios | Fremantle (F1) | Official 2IC & Deputising NS. Full-time role. Supports the Nominated Supervisor responsible for daily operational safety, compliance, studio supervision, and occupancy and supports the School Director. | Reg 117A-C (Person in Day-to-Day Charge) Reg 97 (Emergency Procedures) QA7: Governance and Leadership (ACECQA) |
| Head of Studios | Perth (P1) | Part-Time Support Role (Two days a week) Provides support to the School Director, Education Leader and Studio Leads through compliance checks, safety management, and studio and environment oversight. Offers coaching and mentorship to staff in staying current with legislative updates and best practice. | Reg 103, 105 (Premises & Equipment Safety) QA7: Governance and Leadership (ACECQA) |
| Studio Lead | Overseas operations across the studio. Safety checks (in 1Place) and daily comms (in Earlyworks) are complete. Conducts key weekly audits. Mentors and trains educators. | Reg 123 (Educator to Child Ratios) Reg 115 (Supervision) Reg 168(2)(j) (Supervision) | |
| Responsible Person | All | (when the Nominated Supervisor is not present) Drawn from the approved pool (SD, EL, HoS).
| Reg 150 (Staff Record of Responsible Person) Sec 162 (WA Act): Offence to operate... unless a Responsible Person is present |
| Studio Teacher | All | The culmination of the educational initiatives conducted within the studio aligns with the EYLF and National Quality Framework. | Reg 126 (Centre-based Educator Qualifications) Reg 272 (Early Childhood Teachers) QA 4 (Staffing Arrangements) |
| Educator (Note: User text says "Studio Leader"; source says "Educator") | All | Implements all procedures. Performs daily checklists (1Place), logs daily comms (Earlyworks), and takes headcounts (Smartcentral). Immediately logs all Hazards and Incidents in Earlyworks. | Reg 85-87 (Incident, Injury, Trauma & Illness) Reg 84 (Child Protection Awareness) Reg 170 (Follow Policies) |
| Audit File Document | Digital Location (Where to find it) |
|---|---|
| Room Curriculum (Past) | Earlyworks (Historical data) |
| Staff Meeting Minutes | SharePoint / Teams (Meeting logs). A standing agenda item for WHS Consultation & Feedback must be included. (In long term this will be the Sweetprocess templates.) |
| Reflection on Theorists | Earlyworks (as part of program reflections) or SharePoint (Meeting Minutes) |
| Reflective Journal (Past) | Earlyworks (as part of program reflections) |
| Weekly Menu Template (Past) | Earlyworks (Daily Comms logs) or Sweetprocess (Menu policy) |
| Record of Emergency Drills and Evacuations | Earlyworks ("Online Forms") |
| Daily WHS Checklists | 1Place (as "Daily Opening/Closing Checklists") |
| Education Matrix (Past) | 1Place (Smartsheet) |
| Staff Roster Template (Past) | Smartcentral (Historical data) |
| First Aid Checklist (Past) | 1Place (as "Weekly First Aid Kit Audits") |
| Site Map (Past) | SharePoint or Sweetprocess (as part of "Emergency & Evacuation Policy") |
| External Documentation (e.g., Manufacturer Stmts) | SharePoint / Teams (in a "Compliance" or "Maintenance" folder) |
| Excursion Risk Assessment... (Past) | 1Place (Completed Risk Assessments) |
| Integrated Services Plan | SharePoint / Teams (as part of "Community Engagement") |
| Service Newsletters | Air child (or email archive) |
| Quality Improvement Plan (QIP) | For Perth its in Earlyworks, and for Fremantle its in Sweetprocess, but will be eventually uploaded into Earlyworks |
| NQS Internal Audits | Sharepoint Word doc (In Future Tool: NQS Compliance Checklist) |
| Spot Checks | Documents Compliance Monitoring (Spot Check) LDC & OSHC |
| Current Insurance Certificate | SharePoint (in a "Compliance" folder) or Employment Hero |
Location: All active Risk Assessments are conducted and stored in 1Place Childcare (The "Operations & Risk Hub")2.
| Risk Assessment Title (Topic) | Template Category (in 1Place) | Regulatory Reference |
| Administration & Governance | ||
| Cyber Safety, Privacy & Digital Documentation | AK - Organisational & Corporate Activity | Reg 181 (Confidentiality), Reg 168(2)(l) (Privacy), Reg 195 (Records) |
| Volunteers and Students | AK - Potential for Someone Getting Hurt (Child or Adult), Serious Incident, Damage or Reportable | Reg 149 |
| Tradesperson Activity at School (Indoor or Outdoor) | AK - Tradesperson Activity at School | Reg 115 (Supervision), Reg 123 (Ratios) |
| Health, Hygiene & Medical | ||
| Administration of Medication | AK - Potential for Someone Getting Hurt (Child or Adult), Serious Incident, Damage or Reportable | Reg 92 (Record), Reg 93 (Admin), Reg 95 (Procedure), Reg 168(2)(v) |
| Medical Conditions / Anaphylaxis | AK - New or Current Educational Resources/Experience | Reg 90 |
| Food Safety, Handling & Nutrition | AK - Potential for Someone Getting Hurt (Child or Adult), Serious Incident, Damage or Reportable | Reg 77 (Health & Hygiene), 79 |
| Infectious Disease & Infection Control | AK - Potential for Someone Getting Hurt (Child or Adult), Serious Incident, Damage or Reportable | Reg 77 (Health & Hygiene Practices), Reg 168(2)(c) |
| Nappy Changing and Toileting | AK - Potential for Someone Getting Hurt (Child or Adult), Serious Incident, Damage or Reportable | Reg 115 |
| Sleep and Rest (SIDS / Cot Safety) | AK - School Event (General, Special Activities or Incursion, Other) | Reg 81 |
| Sun Safety (UV / Heat) | AK - Potential for Someone Getting Hurt (Child or Adult), Serious Incident, Damage or Reportable | Reg 113, 114, Reg 168(2)(a)(ii) |
| Safety & Supervision | ||
| Manual Handling (Staff Safety / WHS) | AK - Manual Handling (Staff Safety / WHS) | Reg 168(2)(h) (Child Safe Env), WHS Act 2020 (WA) |
| Child Protection & Staff Conduct | AK - Potential for Someone Getting Hurt (Child or Adult), Serious Incident, Damage or Reportable | Reg 84, 155, 168(2)(h) |
| School Supervision & Ratio Check | AK - Potential for Someone Getting Hurt (Child or Adult), Serious Incident, Damage or Reportable | Reg 115 (Supervision), Reg 123 (Ratios) |
| Incident: Missing Child / Absconding | AK - School Event (General, Special Activities or Incursion, Other) | Reg 99 |
| Safe Arrival and Departure Children | AK - School Event (General, Special Activities or Incursion, Other) | Reg 99 |
| Delivery & Collection of Children | AK - Potential for Someone Getting Hurt (Child or Adult), Serious Incident, Damage or Reportable | Reg 168(2)(f) (Delivery & Collection) |
| Emergency Management | ||
| Bushfire / Grassfire / Port Fire | AK - School Event (General, Special Activities or Incursion, Other) | Reg 97 |
| Kitchen Fire / Internal Smoke | AK - School Event (General, Special Activities or Incursion, Other) | Reg 97 |
| Emergency: Lockdown / Intruder | AK - Potential for Someone Getting Hurt (Child or Adult), Serious Incident, Damage or Reportable | Reg 97 |
| Fire Evacuation Multi-Story | AK - Potential for Someone Getting Hurt (Child or Adult), Serious Incident, Damage or Reportable | Reg 97 |
| Severe Weather / Storm | AK - Potential for Someone Getting Hurt (Child or Adult), Serious Incident, Damage or Reportable | Reg 168 |
| Power Outage / Blackout | AK - School Event (General, Special Activities or Incursion, Other) | Reg 97 |
| Lift Breakdown / Entrapment | AK - School Event (General, Special Activities or Incursion, Other) | Reg 168 |
| Dangerous Animal / Snake | AK - School Event (General, Special Activities or Incursion, Other) | Reg 168 |
| Medical Drill / Actual Incident | AK - Potential for Someone Getting Hurt (Child or Adult), Serious Incident, Damage or Reportable | Reg 97 (3) (Emergency Rehearsals) |
| Physical Environment & Resources | ||
| Physical Environment: Hazardous Substances | AK - School Event (General, Special Activities or Incursion, Other) | Reg 106 |
| Water Safety | AK - School Event (General, Special Activities or Incursion, Other) | Reg 168, 101A |
| New or Current Educational Resources | AK - New or Current Educational Resources/Experience | Reg 100 (Risk Assessment), Reg 101 (Authorisation) |
| Stationery | AK - New or Current Educational Resources/Experience | Reg 100 (Risk Assessment), Reg 101 (Authorisation) |
| Mystery Box Challenge (Nursery) | AK - New or Current Educational Resources/Experience | Reg 100 (Risk Assessment), Reg 101 (Authorisation) |
| Events & Excursions | ||
| School Event Messy Stay & Play | AK - School Event (General, Special Activities or Incursion, Other) | Reg 100 (Risk Assessment), Reg 101 (Authorisation) |
| Community Walk with Nursery | AK - Excursion and Transport | Reg 102B-102D (Note: School Does Not Do this) |
| Toddlers & K3 Going to Library/Park | AK - Excursion and Transport | Reg 100, 101 |
| Transportation: Regular Transport | AK - Excursion and Transport | Reg 102B-102D (Note: School Does Not Do this) |
| Transport Risk Assessment (Public/Private) | AK - Potential for Someone Getting Hurt (Child or Adult), Serious Incident, Damage or Reportable | Reg 102B (Transport Risk Assessment) |
| Child's File Document | Digital Location (Where to find it) |
|---|---|
| Enrolment & Medical Records | |
| Me and My Family (All About Me) | Smartcentral (part of enrolment) |
| Enrolment Form | Smartcentral |
| Parent Orientation Checklists | Smartcentral (as part of digital enrolment) |
| Learning & Development Records | |
| Children's Portfolio (all items below) | Earlyworks |
| Developmental Checklists | Earlyworks |
| Learning Story 1 & 2 (Individual or Group) | Earlyworks |
| Learning [Story] Tree | Earlyworks |
| Art Work Sample | Earlyworks (as a photo/observation) |
| Summative Assessment | Earlyworks |
| Transition to School Letter | Earlyworks |
| Health & Safety Records (Child-Specific) | |
| Record of Medication | Earlyworks (as "Medication Administration Log") |
| Authority to Give Medication Form | Smartcentral (stored with enrolment) |
| Asthma Management Plan | Smartcentral (stored with enrolment) |
| Anaphylaxis Management Plan | Smartcentral (stored with enrolment) |
| Incident, Accident, and Notifiable Matter Form | EarlyWorks are done in for Children. For Staff are done in Employment Hero. |
| ACECQA SI01 Form (if applicable) | NQA ITS Portal (Ref number copied into 1Place incident) |
| Behaviour Management Plan (IEP) | Smartcentral (stored with enrolment, may be created in Canva) |
| Inclusion Plan | Smartcentral (stored with enrolment) |
| Excursion Consent Form | SmartCentral (as part of the specific (Excursion Risk Assessment are on 1Place) This is a mandatory box as part of the signoff form. |
| Staff File Document | Digital Location (Where to find it) |
|---|---|
| Employment & Onboarding | |
| Staff Induction Checklist | 1Spring Onboarding Module, Employment Hero Onboarding Checklist for New Staff |
| Staff Job Descriptions | Employment Hero (in the employee's profile/contract) |
| Job Scorecards and KPI | Updated and visible in Sweetprocess, Copies are located in Employment Hero. |
| Confidentiality Statement | Employment Hero (as part of signed contract/onboarding) |
| Staff Profiles (for families) | Studio Brochure (Canva) and Employment Hero (Not Shared with Parents). Name plates at front entrance of the Studio's. |
| Qualifications & Checks | |
| Working with Children Checks, Police Clearances | Employment Hero (Certifications) |
| Staff Qualifications (Cert III, Diploma, etc.) | Employment Hero (Certifications) |
| Record of Staff Training | Employment Hero (Certifications) or/and iSpring modules |
| Performance & Admin | |
| Probationary Review Form | Employment Hero (Performance Reviews) |
| Staff Assessment Form | Employment Hero (Bi-Annual Performance Reviews) |
| End of Probationary Period Survey | Employment Hero (Performance Reviews) |
| Work Plan | Employment Hero (Performance Reviews) |
| Professional Development Plan | Employment Hero (Performance Reviews) |
| Leave Application Form | Employment Hero (Leave Module) |
| Staff Exit Pack (Staff Offboarding) | Employment Hero (Offboarding) |
| Items | Location |
|---|---|
| Family Handbook | Sweetprocess (also provided via Airchild / Smartcentral during enrolment) |
| Staff Handbook | Sweetprocess (also provided via Employment Hero during onboarding) |
| Workplace Health and Safety Manual | Sweetprocess (This is your collection of WHS/Health & Safety policies as part of Staff Handbook) |
| Document / Item to be Displayed | System of Origin (where to find the master copy) |
|---|---|
| Service Information | |
| The approved provider name | NQA ITS and School Notice Board |
| The approved service name | NQA ITS and School Notice Board |
| Any conditions related to provider approval | NQA ITS and School Notice Board |
| The name of the Nominated Supervisor | NQA ITS and School Notice Board |
| Any waivers in place | NQA ITS and School Notice Board |
| Ratings | |
| Overall rating of the service under NQF | ACECQA and Starting Blocks Website |
| Current ratings of each quality area | ACECQA and Starting Blocks Website |
| Staffing & Management | |
| Staff Roster (Current) | Roster in Employment Hero and actual daily attendance in Smartcentral |
| Staff Profiles Sheet | Employment Hero |
| Photograph, name and position title for the Educational Leader | Employment Hero and Outside Studios plaques |
| Health & Safety | |
| Notice of a child at risk of anaphylaxis (when relevant) | Smartcentral (Risk Minimisation Plan) |
| Any occurrence of an infectious disease (when relevant) | Earlyworks (Incident / Illness Log) for children. |
| Site Map (Current) / Evacuation Plan | Sweetprocess (in "Emergency & Evacuation Policy") Perth - Emergency and Evacuation Policy Fremantle - Emergency and Evacuation Policy |
| Family & Community | |
| Family / Parent Manual /Handbook | Sweetprocess and Akidamy Knowledge Platform Family Handbook - Perth Family Handbook - Fremantle |
| Philosophy Statement | Sweetprocess Akidamy Values and Educational Philosophies |
| Weekly Menu (Current) | Earlyworks / Sweetprocess / Displayed in Kitchen |
| Code of Ethics | Sweetprocess (in "Staff Code of Conduct Policy") |
| Feedback Mechanisms (How to complain) | Sweetprocess (in "Complaints & Feedback Policy") Dealing with Complaints Policy (Families) Dealing with Complaints Policy (Staff) Dealing with Complaints Policy |
| Posters and pamphlets of community services | (Physical Documents) located on school noticeboards |
| Excursion Risk Assessment, Plan... (Current) | 1Place (Can be printed for display during excursion period) |
| Posters (or documents) stating matters that require notification | ECRU Website and located on school noticeboards |
| Contact details for the Regulatory Authority | ECRU Website and located on school display in frames in the corridor |
| Service Pamphlet | Reception and General Information on Website |
| Parent Orientation Pack | Air child / Smartcentral |
| Governance | |
| Governance Document (Annual or Business Report) | Sweetprocess and 1Place |
| Publications (NQS, National Regulations, EYLF, etc.) | (Physical Copies at Reception) or ACECQA Website |
| Available Information Technology (Details for families) | Sweetprocess (in "Family Communication Policy") Digital Technology and Online Environments Policy Technology policy Safe Use of Digital Technologies and Online Environments Procedure |