7.1.2 Management Systems.


Systems are in place to manage risk and enable the effective management and operation of a quality service.

All educators can discuss, reflect and engage in regular reviews of systems, policies and procedures to ensure they are effective, align with quality practice, are responsive to feedback identified through the service’s risk management and quality improvement systems, and support consistent, high quality practice across the service. All educators support families and the community to understand the roles and responsibilities of members and regularly asks for feedback.

Efficient and effective systems

Efficient and effective management systems allow the service to identify and manage organisational risks in a timely manner and carry out risks assessments as required to manage foreseeable risks to children’s safety and wellbeing. Effective management systems support the educational leader, nominated supervisor and educators in their planning, delivery and reflection on the educational program, and the development of strategies to continuously improve. When educators have adequate time and administrative support to perform their roles, they can focus on delivering a quality service to children and their families.

 Confidentiality and records management systems

Services are required to safely store and maintain the confidentiality and currency of information provided
by families, service staff and other stakeholders. This builds families’ confidence in the service’s records management practices and is an indicator of the level of professionalism at the service.

 Administrative systems

The approved provider is required to:

  • Ensure that the service operates in compliance with the National Law, the National Regulations and the National Quality Standard
  • Liaise with the regulatory authority when required. The approved provider must ensure that there are adequate systems in place to maintain the effective, compliant operation of the service.

Complaints management system

An effective complaints and grievance management system confirms to staff, families and the community that complaints and grievances are taken seriously and investigated promptly, fairly and thoroughly. Effective management of complaints may inform quality improvement processes and is an efficient way of considering and acting on feedback from families.

 Notifying the regulatory authority of operational changes, incidents and complaints

The approved provider must notify the regulatory authority of certain circumstances and information, including any:

  • significant changes to the operation of the service
  • changes relevant to the fitness and propriety of the approved provider
  • complaints that may impact on the regulatory authority’s consideration of provider or service approvals
  • complaints alleging that a serious incident has occurred or is occurring while a child was or is being educated and cared for by the service, or the National Law has been contravened
  • serious incidents that occur at the service
  • any incident where the approved provider reasonably believes that physical or sexual abuse of a child or children has occurred or is occurring while the child is being educated and cared for by the service.

Documented policies and procedures

The service should ensure that policies and procedures are well-documented, maintained and easily accessible to staff members and families. This supports the service to implement practices that are based on the service’s policies and procedures. Regularly reviewing policies and procedures in collaboration with families supports a shared understanding of the service’s practices.

Risk management and employing fit and proper staff

Fitness and propriety describes a person’s suitability to be involved in the operation of an education and care service. Prior to granting provider approval or service approval, regulatory authorities assess whether the applicant applying for provider approval is fit and proper to provide an education and care service. The approved provider is responsible for assessing a person’s suitability for the roles of nominated supervisor and responsible person at the service. The approved provider, nominated supervisor and responsible person must remain fit and proper for the service to operate under their management.

Checking and maintaining accurate records that relate to the fitness and propriety of all staff assists in safeguarding children against risks to their safety and wellbeing.