Enrolment and orientation policy

These guidelines will outline the process to be followed when enrolling a child at the FIRST IDEA FAMILY DAY CARE SERVICES,

These guidelines will apply to the Approved provider, nominated supervisor, educational leader, supervisors, educators, staff, students on placement, volunteers, parents/guardian, children and others attending the service.

To ensure we get required information of the child seeking to enrol at our service
To ensure the parent/guardian of the child are aware of the enrolment requirements and benefit from the

To give the delegates- educators- families an opportunity to discuss the needs of the child and the family.
To allow the family to discuss and identify how they would like their child to be educated and cared for, express their long-term goal and aspirations and allow the scheme to inform and discuss with families what they can expect from the service forming the foundations for a successful partnership.

At FIRST IDEA FAMILY DAY CARE SERVICES, we recognise the importance of a robust enrolment and orientation process and aim to implement sound practices to establish a shared understanding to provide care and education to children. We recognise that sound orientation processes protects the family and the scheme by providing information that may eliminate and/or clarify misunderstandings and expectations for both short and long-term benefit.


Education and Care

Services National Law

Act 2010

Education and Care Services National Regulations 2011


Quality Area

National Quality Standard


77, 78, 79, 80, 88, 90, 92, 93

96, 97, 99, 100, 101, 102, 157

160-162, 168, 173, 177, 181





7.3.1, 7.3.5


  • Children’s Health and Wellbeing Act 2009
  • Child Wellbeing and Safety Act 2005
  • Children, Youth and Families Act 2005
  • Disability Discrimination Act 1992
  • Equal Opportunity Act 2010 (Vic)
  • Family Assistance Act 1999
  • Family Law Act 1995
  • Health and Safety Act 2004
  • Health Records Act 2001 (Vic)
  • Health (Infectious Diseases) Regulations 2001
  • Human Rights and Equal Opportunity Commission Act 1986 (Cwlth)
  • Information Privacy Act 2000
  • Privacy Act 2000 (Vic.)
  • Sex Discrimination Act 1984 (Cwlth)
  • Working with Children Act 2005

References and resources

  • Department of Education and Training (DET)
  • Australian Children’s Education and Care Quality Authority (ACECQA)
  • Belonging, Being & Becoming – The Early Years Learning Framework for Australia:

Guide for Family Day Care Educators

  • Department of Education and Training – Fact Sheet Kit for Families Using Child Care
  • Department of Education and Training – Key obligations of a Family day care service


Approved Providers and Delegates are responsible for:

  • Ensuring an enrolment form is fully completed for child prior to their attendance at the service in accordance with the ‘Authorisations – acceptance and refusal policy and procedures
  • Determining access needs and requirements for children with special needs in consultation with all stakeholders and according to priority of access guidelines
  • Providing assistance when required for families to access information and eligibility requirements for childcare benefits
  • Endeavouring to match families with educator’s venues (accessibility and developmental considerations, skills and location) and in accordance with ‘Assessment and approval and reassessment of approved family day care venue and family day care residence policy and procedures
  • Ensuring families are aware of the scheme fees and payment requirements in accordance with Payments of fees policy and procedures
  • Providing opportunities for enrolling families to attend the educators service during operational hours to observe the program and become familiar with the service prior to their child commencing
  • Ensuring that an orientation program is comprehensive, and families are fully informed of the services operations and the families expectations are discussed, negotiated and agreed upon
  • Checking enrolment record needs to contain all the details as outlined in Education and Care Services National Regulations 2011 r.160-162 Monitoring, maintaining and storing all legislated and required records confidentiality
  • Complying with ‘No Jab No Play’ Victorian legislation effective from January 1st, 2016. Education and Care Services cannot confirm enrolment of a child unless the parent/guardian has provided documentation that shows the child:
  • is fully vaccinated for their age, or;
  • is on a recognised catch-up schedule if their child has fallen behind with their vaccinations; or
  • has a medical reason not to be vaccinated?
  • Maintaining the Childcare Management System (CCMS) in accordance with Department of Education and Training (DET) requirements
  • Ensuring that enrolment records are stored in a safe and secure place, and kept for three years after the last date on which the child was educated and cared for by the service
  • Requiring Medical Management Plans (MMP), if required, any court orders (if exists) are provided prior to commencement

Educators and assistants are responsible for:

  • Ensuring that enrolment forms are completed prior to the child’s commencement at the service
  • Discussing the individual child’s needs with families and develop an orientation program to assist them to settle into the program
  • Sharing information with the family about the service including, curriculum programming, nutritious food requirement, regular outings and excursions, policies and procedures, routines, educator qualifications, what to pack for child, signing children in and out of care
  • Showing the family, the service areas including children’s play area, sleeping area, outdoor play area, toileting/nappy changing area and any other areas that children will have access to
  • Ensuring that parents/guardians of a child attending the service understand that they can enter the service premises at any time that the child is being educated and cared for
  • Encouraging a separation routine in collaboration with the family, for example will the child need to wave goodbye at the window, become involved in a favourite activity or cuddle their comfort item or educator
  • Providing comfort and reassurance to children who are showing signs of distress when separating from family members
  • Ensuring they are available to the family to answer any questions they may have, whilst ensuring they are not compromising the supervision of other children or required ratios
  • Gather information from parents in relation to children’s choices, interests and strengths – to implement an initial program to engage the child
  • Sharing with the family the child’s prominent interests and/or activities throughout the day and monitoring how the child is settling
  • Encouraging the family to ring and check on their child’s progress and provide honest feedback

Families are required to:

  • Ensuring documentation/authorisations are completed and signed
  • Ensuring all records are completed (sign in and out register, medication etc)
  • Engaging with your child’s educator daily to discuss your child’s health and wellbeing
  • Engaging with your child’s educator daily to inform the educational program
  • Ensuring the educator is fully informed of your child’s needs, and preferences
  • Collaborating with educator to support child’s entry into the service through an orientation program
  • Understanding that the child cannot be left at the educator’s service until they have formally commenced at the service
  • Providing a fully stocked bag for your child which may include (according to child’s age); spare change of clothing, sunhat, comfort items, bottles, lunch and snack (if requested by service)
  • Ensure to inform the educator about if going to be absent at least 1 hour before their agreed commencement time. And inform the educator if running late or going to be late than the agreed commencement time/pick up time, at least 15 minutes before the agreed commencement/pick up time.



July 2019


July 2020


Policy created for First Idea Family Day Care Services, inclusive of changes to the National Quality Standards and Education and Care National Regulations

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