A centre-based service must keep a staff record (regulation 145) covering: each nominated supervisor and staff member (name, address, date of birth, qualifications or evidence of working towards one, approved training including first aid, and working with children check number and expiry) (r 146, 147); the educational leader’s name (r 148); volunteers and students, with their check details and the dates and hours they attend (r 149); and the responsible person at all times (r 150). It must also keep a record of educators working directly with children and their hours (r 151), of early childhood teacher attendance (r 152) and of any educator replaced under regulation 126A (r 152A). Staff records are kept for 3 years after the person last worked at the service (r 183).
What goes in the staff record and the related staffing records, how long to keep them, and how they fit with the 2026 training record and Worker Register.
| Who | What to record | Regulation |
|---|---|---|
| Nominated supervisors | Full name, address, date of birth; evidence of relevant qualifications or of actively working towards one; evidence of approved training including first aid; working with children check number and expiry | r 146 |
| Staff members | The same details; in Tasmania, the working with vulnerable people registration number and expiry | r 147 |
| Educational leader | The name of the person designated under regulation 118 | r 148 |
| Volunteers and students | Full name, address, date of birth; working with children check number and expiry where required or permitted; and for each day they attend, the date and hours | r 149 |
| Responsible person | The name of the responsible person for each time children are being educated and cared for | r 150 |
Family day care services keep a register of educators, coordinators and assistants instead (regulations 153 and 154). See family day care regulations.
Records about a nominated supervisor or staff member must be kept until 3 years after the last date they provided education and care on behalf of the service (regulation 183(2)(f)); other records not covered elsewhere are generally kept for 3 years after they are made. See record retention periods.
For nominated supervisors and staff: full name, address and date of birth, evidence of qualifications or of working towards one, evidence of approved training including first aid, and working with children check number and expiry (regulations 146 and 147). Plus the educational leader's name, volunteer and student details, and the responsible person at all times (regulations 148 to 150).
Until 3 years after the last date the nominated supervisor or staff member provided education and care on behalf of the service (regulation 183(2)(f)).
Full name, address and date of birth, working with children check details where required or permitted, and for each day they attend, the date and hours of participation (regulation 149).
Regulation 151 requires each educator's name and the hours they work directly with children; it gives a staff roster or timesheet as an example of how this can be kept, provided it accurately reflects who was working directly with children.
WIDEN Law answers National Quality Framework questions with inline citations to the National Law, the Regulations and the NQS, so you can check the source provision yourself.
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