This framework is our commitment to a living safety and compliance culture. It is designed to move beyond "box-ticking" and ensure every compliance action we take has a genuine purpose.
A "Failed" Check is a "Success." It means a team member has successfully identified a risk before it could harm a child. We celebrate this diligence.
The "Fail = Action" Loop: This is the non-negotiable core of our system.
FIND: A team member "Fails" an item in a 1Place checklist.
LOG: The system automatically forces a photo and note, creating a "Corrective Action Ticket."
ALERT: The School Director and Studio Lead are instantly notified.
ACT: The Director assigns an immediate and a permanent fix, which are tracked.
CLOSE: The ticket is "Closed" only when a photo of the fix is uploaded.
FEEDBACK: The original reporter is notified that their action led to a solution.
"Living" Policies: Our policies in Sweetprocess are our "Library." They are linked directly into our 1Place checklists so you can access the "how-to" guide at the point of action.
Sweetprocess (The "Library"): The single source of truth for all Policies & Procedures (the "what" and "how").
1Place Childcare (The "Operations Hub"): The single source of truth for all Actions, Evidence & Audits (the "doing", "checking", and "proving"). This is where all checklists, forms, audits, risk registers, and QIPs live.
Earlyworks (The "Education Hub"):
Smartcentral "CCS & Family and Children Background"
| Role | Responsibility | NQS/Reg Reference |
|---|---|---|
Approved Provider (AP) | Legally Accountable for the entire GRC system. Reviews dashboards for trends, ensures the Director is resourced and compliant, and leads the Quarterly/Annual GRC review. | Reg 168 (Management Systems) |
School Director | Operationally Responsible for the entire system. Manages 1Place, reviews all reports daily, assigns all "Corrective Action Tickets", conducts audits, and ensures staff are trained. | Reg 168, 170 (Policies), Reg 171 (Policy Review) |
Studio Lead | Verifies their team's daily checks are complete. Conducts key weekly audits. Mentors educators on policy and practice. Acts as the first line of review for incidents. | Reg 168(2)(j) (Supervision) |
Educator | Implements all checks and procedures. Performs all daily checklists in 1Place. Immediately logs all Hazards, Incidents, and Illnesses as they happen. | Reg 170 (Follow Policies) |
This is the exhaustive schedule of all required documents, checklists, inspections, and risk assessments.
| Task / Document | System | Who (Does / Reviews) | NQS | Key Regulations (WA) | Audit Evidence ECRU Will Ask For |
Daily Opening Checklist (Indoor) | 1Place Checklist | Educator / Studio Lead | QA3.1.1, QA2.2.1 | Reg 103 (Premises safety), Reg 82 (Tobacco/drugs/alcohol), Reg 105 (Equipment safety) | 100% completed "Indoor Checklists" for all rooms. |
Daily Opening Checklist (Outdoor) | 1Place Checklist | Educator / Studio Lead | QA3.1.1, QA2.2.1 | Reg 103, Reg 104 (Fencing), Reg 105 | 100% completed "Outdoor Checklists." A log of all "Failed" items (e.g., broken gate) and the Corrective Action Ticket showing it was fixed. |
Staffing & Ratio Check | 1Place Form | Director / AP | QA4.1.1, QA4.1.2 | Reg 123 (Ratios), Reg 119-120 (Qualifications), Reg 115 (Supervision) | The daily staffing roster AND the 1Place form showing ratios were met and checked all day. |
Headcount & Transition Log | 1Place Form | All Educators | QA2.2.1 | Reg 115 (Supervision) | A 1Place log showing accurate headcounts were taken every time children transitioned (e.g., indoor to outdoor). |
Incident/Accident/Illness Report | 1Place Form | Educator / Director | QA2.1.1, QA2.1.2 | Reg 85-87 (Notifications to parents), Reg 12 (Meaning of serious incident) | A complete log of all 1Place incident forms, each showing it was reviewed by the Director and that parents were notified. |
Hazard Report (As Needed) | 1Place Form | All Staff / Director | QA2.2.1, QA3.1.1 | Reg 103 (Premises) | A log of all hazard reports and the Corrective Action Tickets showing they were assessed, prioritised, and fixed. |
Medication Administration Log | 1Place Form | Educator / Educator (Witness) | QA2.1.1 | Reg 92-96 (Medication: Authorisation, Administration, Record) | A complete 1Place medication log. ECRU will cross-check this against medication authorities to ensure 100% compliance. |
Daily Closing Checklist | 1Place Checklist | Educator / Director | QA3.1.1, QA2.2.3 | Reg 103, Reg 82 (Secure storage) | 100% completed "Closing Checklists." |
| Task / Document | System | Who (Does / Reviews) | NQS | Key Regulations (WA) | Audit Evidence ECRU Will Ask For |
Weekly Playground & Equipment Audit | 1Place Checklist | Studio Lead / Director | QA3.1.1, QA3.1.2 | Reg 103, Reg 105 | A completed 1Place audit (with photos) checking for wear, splinters, and stability. All "Tickets" for repairs must be tracked. |
First Aid Kit Audit & Restock | 1Place Checklist | Studio Lead / Director | QA2.1.2 | Reg 89 (First Aid Kits) | A completed 1Place log for all kits, showing they are fully stocked and items are in-date. |
Weekly Medication Register Audit | 1Place Checklist | Director / AP | QA2.1.1, QA7.1.1 | Reg 92-96, Reg 168 | The Director's own checklist in 1Place, proving they have reviewed all daily medication logs from the past week for any errors or gaps. |
Weekly Food Safety & Kitchen Audit | 1Place Checklist | Director / AP | QA2.1.3 | Reg 77, 80 (Food handling/safety), Reg 109 (Cleaning) | Completed kitchen checklists (temp logs, cleaning logs, pest control check). |
| Task / Document | System | Who (Does / Reviews) | NQS | Key Regulations (WA) | Audit Evidence ECRU Will Ask For |
Emergency Equipment & Site Check | 1Place Checklist | Director / AP | QA2.2.2, QA3.1 | Reg 97 (Emergency procedures), Reg 103 | 1Place log showing fire extinguishers, smoke alarms, and exit paths were all checked and are functional. |
Full Site & Maintenance Audit | 1Place Checklist | Director / AP | QA3.1.1 | Reg 103, Reg 109 | A detailed 1Place "Site Walk-through" checklist. A complete log of all maintenance issues and their "closed" status. |
Staff File & Qualification Audit | 1Place Module | Director / AP | QA4.1.1, QA7.1.1 | Reg 145-152 (Staff records), Reg 358 (WA WWCC) | A 1Place report showing 0 expired First Aid, CPR, Anaphylaxis, or WWCC records. |
Team Meeting & "Policy Focus" | 1Place Form | Studio Leads / Director | QA7.2.2 | Reg 170, 171 | A 1Place meeting log for each team, with mandatory notes on the "Policy Focus" topic (e.g., "Discussed Supervision Policy; re-trained on yard blind spots"). |
| Task / Document / Debrief | System | Who (Does / Reviews) | NQS | Key Regulations (WA) | Audit Evidence ECRU Will Ask For |
Emergency Drill & Rehearsal Records | 1Place Form | Director / AP | QA2.2.2 | Reg 97(3) (Rehearsal every 3 months) | Regulation 97(3) requires documentation of the rehearsal, which must include a reflection/debrief on what went right/wrong. A 1Place "Drill Log" for each drill (date, time taken, issues found, improvements made). This is a mandatory, high-stakes item. |
Formal Risk Register Review | 1Place Risk Module | Director & AP | QA2.2, QA7.1 | Reg 168 (Management systems) | Meeting minutes AND the 1Place "Risk Dashboard" showing you have analysed all incident/hazard data to find trends (e.g., "3 trips in the same spot"). |
NQS Internal Audit (per QA block) | 1Place Audit Form | Director | All QAs | Reg 55 (QIP) | A completed 1Place NQS audit form (e.g., "Q1: Deep Dive on QA2"). |
QIP Review & Update Meeting | 1Place QIP Module | Director & AP | QA7.2.1 | Reg 55-56 (QIP) | Your living QIP in 1Place, showing new strengths and improvements were added this quarter based on your internal audits and risk review. |
Policy Review (per QA block) | Sweetprocess | Director / AP | QA7.1.2 | Reg 171 (Policy review) | The "Last Reviewed" dates in Sweetprocess are all current. |
| Task / Document | System | Who (Does / Reviews) | NQS | Key Regulations (WA) | Audit Evidence ECRU Will Ask For |
Full NQS Self-Assessment (SAS) | 1Place QIP Module | Director & AP | All QAs | Reg 55 (QIP) | Your complete, evidence-based SAS, ready for submission to ECRU. |
Annual Policy Acknowledgement | 1Place Task | Director / AP | QA7.1.2 | Reg 170 | A 1Place report showing 100% of staff have completed the "Mandatory Read Task" for all Tier 1 Critical Policies. |
External "Mock" Audit (Recommended) | External Report | AP / Director | All QAs | N/A (Best Practice) | An external consultant's report, and your response to it (e.g., new QIP items). |
Full GRC Framework Review | Management Meeting | AP / Director | QA7.1.1 | Reg 168 | Meeting minutes proving you have reviewed this entire system for effectiveness. |
| Task / Document | System | Who (Does / Reviews) | NQS | Key Regulations (WA) | Audit Evidence ECRU Will Ask For |
Serious Incident Notification | 1Place Form & NQA IT System | Director & AP | QA2, QA7 | Reg 176 (Notify ECRU), Reg 85, Reg 12 | Your 1Place Incident Form AND the formal ECRU notification reference number (SI-2025-XXXX) from the NQA IT System. Must be done within 24 hours. |
Complaint Management | 1Place Form | Director / AP | QA6, QA7.1 | Reg 168(2)(o) (Complaints) | A complete 1Place log of all complaints and their resolution. |
New Staff Onboarding | 1Place Checklist | Director | QA7.1 | Reg 148 (Induction), Reg 145-152 | A completed 1Place "Onboarding Checklist" for every staff member (WWCC, First Aid, Policy sign-offs). |
Excursion Risk Assessment | 1Place Risk Form | Educator / Director | QA2.2 | Reg 100-102 (Excursions) | A specific, detailed 1Place Risk Assessment for every single excursion, including parent permissions. |
New Policy Update Rollout | 1Place Task | Director | QA7.1.2 | Reg 170, 171 | A 1Place "Mandatory Read Task" showing all staff have read and understood the specific policy change. |
(Use this checklist to create all 30 required policies in Sweetprocess. Use the template in Part 3 for each one.)
[ ] 1. Child Protection (Mandatory Reporting)
[ ] 2. Supervision
[ ] 3. Incident, Injury, Illness & Trauma
[ ] 4. Serious Incident Notification (to ECRU)
[ ] 5. Medical Conditions (Anaphylaxis, Asthma, Diabetes, etc.)
[ ] 6. Medication Administration
[ ] 7. Emergency & Evacuation (Lockdown, Fire, etc.)
[ ] 8. Sleep & Rest (including Safe Sleep for SIDS/SUDI)
[ ] 9. Excursions & Transportation
[ ] 10. Health & Hygiene (Handwashing, Nappy Change, Toileting)
[ ] 11. Staff Code of Conduct
[ ] 12. Food Safety & Nutrition (incl. allergies & intolerances)
[ ] 13. Physical Environment (Safety, Suitability, Maintenance)
[ ] 14. Risk Management (This policy describes your "Fail = Action" loop)
[ ] 15. Guiding Children's Behaviour (Behaviour Support)
[ ] 16. Interactions with Children
[ ] 17. Sun Protection
[ ] 18. Water Safety – To strictly comply with Regulation 168(2)(a)(iii), which requires a water safety policy for any water hazard (like buckets or troughs), not just pools.
[ ] 19. Staffing (Ratios, Qualifications, Leave, Rostering)
[ ] 20. Volunteers, Students & Visitors
[ ] 21. Governance & Management (AP/Director Roles, Management Systems)
[ ] 22. Policy Review (This policy describes how you review policies)
[ ] 23. Record Keeping & Confidentiality
[ ] 24. Complaints & Feedback
[ ] 25. Staff Recruitment, Onboarding & Induction
[ ] 26. Professional Development (Staff)
[ ] 27. Enrolment & Orientation (Families)
[ ] 28. Family Communication
[ ] 29. Fees & Financial Management - Reg 168(2)(n) to align the policy title exactly with the Regulation for "Payment of fees"
[ ] 30. Quality Improvement Plan (QIP)
| Risk Assessment (1Place Form) | Key Regulations | When to Complete |
|---|---|---|
| Excursion Risk Assessment | Reg 100-102 | MUST be completed before any child leaves the premises (excluding regular outings, which need their own base risk assessment). Must cover ratios, route, transport, first aid, and lost child procedures. |
| Transport Embarking/Disembarking Checklist | Transportation Risk Assessment (Planning) (Completed annually or before new routes. Reg 102B) 2. Transport Embarking/Disembarking Checklist (Action) (Completed every single trip. Must include headcounts signed by two people. Reg 102E & 102F) | MUST be completed if you provide transport. This is a separate, detailed assessment. A daily checklist is also required each time the vehicle is used. To meet the specific "headcount" requirements of the new Regulations 102E & 102F. |
| Individual Medical Condition Plan | Reg 90-91 | MUST be completed before the child attends. This is your risk assessment for that child (e.g., Anaphylaxis, Asthma, Diabetes). It informs your practice. (Note: Stored in Smartcentral). |
| Individual Behaviour Support Plan | QA5 | For any child requiring specific strategies for behaviour guidance. This is a risk assessment for the child and their peers. |
| New Equipment Installation | Reg 103, 105 | Before any new play equipment (fixed or large) is used by children. Must assess for stability, entrapment hazards, and soft-fall. |
| Emergency Scenario Risk Assessment | Reg 97 | This is your plan for fire, lockdown, etc. It identifies the risks (e.g., blocked exit, child location) and outlines the controls (your procedure). |
| Risk Assessment (1Place Checklist) | Key Regulations | Frequency |
|---|---|---|
| Daily Indoor/Outdoor Safety | Reg 103, 104, 105 | Daily (Morning). This is your daily premises risk assessment. |
| Supervision & Ratio Check | Reg 115, 123 | Daily (Ongoing). This is a constant risk assessment. The Smartcentral report (checked 3x daily by Director) is the evidence of this. |
| Playground Equipment Audit | Reg 103, 105 | Weekly. This is your deep-dive risk assessment for wear-and-tear. |
| Site & Maintenance Audit | Reg 103, 109 | Monthly. This is your high-level premises risk assessment (e.g., RCDs, pest control, building damage). |
| Sleep & Rest (citing Red Nose Guidelines ) Environment Check | Reg 81 | Daily (Before sleep). A specific checklist to ensure the cot room meets all Safe Sleep (SIDS/SUDI) guidelines. To ensure the policy explicitly references the evidence base required by QA2.1.1. |
| Policy Title | Key Regulations |
|---|---|
| 1. Child Protection (Mandatory Reporting) | Reg 84, Section 174 |
| 2. Supervision | Reg 115, 168(2)(j) |
| 3. Incident, Injury, Illness & Trauma | Reg 85-87 |
| 4. Serious Incident Notification (to ECRU) | Reg 12, 176 |
| 5. Medical Conditions (Anaphylaxis, Asthma, Diabetes, etc.) | Reg 90-91 |
| 6. Medication Administration | Reg 92-96 |
| 7. Emergency & Evacuation (Lockdown, Fire, etc.) | Reg 97 |
| 8. Sleep & Rest (citing Red Nose Australia Guidelines) (Reason: QA2.1.1 requires policies to be based on current recognised health guidelines.) | Reg 81, 168 |
| 9. Excursions & Transportation | Reg 100-102D |
| 10. Health & Hygiene (Handwashing, Nappy Change, Toileting) | Reg 77, 88 |
| 11. Staff Code of Conduct | QA4, QA7 |
| Policy Title | Key Regulations |
|---|---|
| 12. Food Safety & Nutrition (incl. allergies & intolerances) | Reg 77, 79, 80 |
| 13. Physical Environment (Safety, Suitability, Maintenance) | Reg 103-109 |
| 14. Risk Management (This policy describes your "Fail = Action" loop) | Reg 168 |
| 15. Guiding Children's Behaviour (Behaviour Support) | Reg 155-156, QA5 |
| 16. Interactions with Children | Reg 155, QA5 |
| 17. Sun Protection | QA2.1.3 |
| 18. Water Safety (Water hazards, troughs, sensory play) (Reason: Remove "if applicable". Reg 168(2)(a)(iii) requires a water safety policy for any water-based activity, even bucket play, not just pools.) | Reg 116, Reg 168 (2) |
| 19. Staffing (Ratios, Qualifications, Leave, Rostering) | Reg 119-123 |
| 20. Volunteers, Students & Visitors | Reg 145, 153 |
| Policy Title | Key Regulations |
|---|---|
| 21. Governance & Management (AP/Director Roles, Management Systems) | Reg 168 |
| 22. Policy Review (This policy describes how you review policies) | Reg 171 |
| 23. Record Keeping & Confidentiality | Reg 181-184 |
| 24. Complaints & Feedback | Reg 168(2)(o), Reg 173 |
| 25. Staff Recruitment, Onboarding & Induction | Reg 148, 145-152 |
| 26. Professional Development (Staff) | QA7.2.3 |
| 27. Enrolment & Orientation (Families) | QA6.1 |
| 28. Family Communication | QA6.1 |
| 29. Payment of Fees & Provision of Statement (Fees Policy) Key Regulations: Reg 168(2)(n) (Reason: Aligns the policy title strictly with the Regulation wording for audit purposes.) | Reg 168(2)(n) |
| 30. Quality Improvement Plan (QIP) (This policy describes your QIP process) | Reg 55-56 |
(Copy-paste this blank template into each new Sweetprocess "Policy" or "Procedure" you create from the list above. This ensures consistency.)
Related Regulations: [List Regs here, e.g., Reg 115, 168(2)(j)]
Related NQS: [List QAs here, e.g., QA2.2.1, QA4.1.2]
Last Reviewed: [Date]
Review Cycle: Annual (or as needed)
[Write 1-2 sentences in plain English explaining why this policy exists and what it protects. e.g., "This policy exists to ensure a child is never left alone, unseen, or in a position to be harmed." or "This policy exists to ensure medication is administered safely and correctly, preventing medical emergencies."]
[e.g., "This policy applies to all Akadamy staff (including casuals), students, and volunteers." or "This policy applies to all families, staff, and the Approved Provider."]
[Your high-level "rules" or principles. e.g., "Akadamy is committed to active and effective supervision at all times." or "No medication will be administered without a completed, in-date authorisation from a parent/guardian."]
(This is the most important part. List the step-by-step actions for your team.)
A. Procedure for [Role/Situation] (e.g., Educators: Yard Supervision)
[Step 1...]
[Step 2...]
B. Procedure for [Role/Situation] (e.g., Director: Ratio Management)
[Step 1...]
[Step 2...]
(Example for Medication Policy)
A. Procedure: Accepting Medication (Director/Studio Lead)
Verify the "Medication Authorisation Form" is complete, in-date, and signed by the parent.
Check the medication label matches the form exactly (Child's name, dosage, time).
Ensure the medication is in its original container and is not expired.
Store the medication in the locked medication fridge/cabinet.
Log the medication in the 1Place "Medication Register."
B. Procedure: Administering Medication (Educator & Witness)
The primary Educator brings the child and medication to the administration point.
A second Educator must be present as a "Witness."
Educator 1: Reads the 1Place "Medication Authorisation" and the pharmacy label.
Educator 2 (Witness): Also reads the 1Place authorisation and pharmacy label.
Both Educators: Verbally confirm (out loud) the "6 Rights": Right Child, Right Medication, Right Dose, Right Time, Right Route, Right to Refuse.
Educator 1: Administers the medication to the child.
Educator 1: Immediately records the time, dosage, and their signature in the 1Place "Medication Administration Log."
Educator 2 (Witness): Immediately co-signs the same log in 1Place.
The medication is returned to secure storage.
1Place Form/Checklist: [e.g., "Medication Administration Log" or "Daily Outdoor Checklist"]
Related Policy: [e.g., "Incident, Injury, Illness & Trauma Policy"]
External Document: [e.g., "ACECQA Guide to the NQF"]