Childcare roster checker

The ratio calculator tells you how many educators you need. This page checks the educators you actually have: the ratio (regulation 123), the 50 per cent diploma rule and who can be counted (regulations 10, 122 and 126), the early childhood teacher hours for your service size (regulations 130 to 135) and the first aid, anaphylaxis and asthma cover (regulation 136). Nothing you enter leaves your browser.

1. The service

State or territory

Approved places, children preschool age or under

Operating hours per week

Operating hours today

Main purpose of the service

2. Children in attendance now

Birth to 24 months

Ratio 1:4 · r 123(1)(a)

Over 24 months to under 36 months

Ratio 1:5 · r 123(1)(b)

36 months to preschool age

Ratio 1:11 · r 123(1)(c)

Over preschool age (school-age children)

Ratio 1:15 · r 123(1)(d)

Count across the whole service (“under the roof”). Untick for room by room.

3. Staff present now

One row per person. Tick “working directly with children” for the people who count toward the ratio (regulation 122). Leave it unticked for a nominated supervisor in the office or an educator on a break, who still count for first aid cover if they are on the premises and immediately available.

4. Early childhood teacher today

Hours an ECT is in attendance today

Hours a second ECT or suitably qualified person is in attendance

The service employs a full-time or full-time equivalent ECT (the regulation 132(2), 133(2), 134(2) alternative to daily attendance hours).

The service also employs a second ECT or suitably qualified person for the hours regulations 133(2)(b)(ii) or 134(2)(b)(ii) require.

How to read the result. Pass means the numbers you entered satisfy the provision as written. Attention means the provision turns on a fact this page cannot see (the regulation 10 evidence on file, a Chapter 7 rule for your state, the 30-day and 60-day cover caps). Fail means the numbers do not satisfy it. The regulatory authority decides compliance; this is a research aid against the reprint current at 12 August 2026.

What is checked, and where it comes from

Check	Rule	Guide
Ratio	Regulation 123 national bands, with the state settings in Chapter 7; who counts, regulation 122	Childcare ratios
Qualifications	Regulation 126: at least 50 per cent of ratio educators hold or are actively working towards a diploma, the rest at least a certificate III; regulation 10 actively working towards; regulation 126(1A) probation (not NSW); regulation 126A primary teacher cover; ECT counts toward the diploma half (126(3))	Educator qualifications
Early childhood teacher	Regulations 130 to 134 by children preschool age or under: access 20 per cent under 25 places; 6 hours or 60 per cent at 25 to 59; a second ECT or suitably qualified person for 3 hours or 30 per cent at 60 to 80 and 6 hours or 60 per cent over 80; regulation 11 in attendance; regulation 135 absence cover	ECT requirements
First aid	Regulation 136: at least one person with current approved first aid, one with anaphylaxis management training, one with emergency asthma management training, in attendance and immediately available; CPR current for 1 year, the rest 3 years (136(4A))	First aid requirements

Expiry dates for first aid, CPR, anaphylaxis and asthma training can be tracked with reminders in the WIDEN Law compliance calendar, free with any account. Questions about a specific scenario? Start the free trial and ask with the regulation cited.