A centre-based service must keep a staff record (regulation 145). For each staff member and nominated supervisor it holds their name, address and date of birth, evidence of qualifications (or of actively working towards one under regulation 10), evidence of approved training including first aid, and the working with children check number and expiry, or teacher registration where the state allows it (regulations 146 and 147). Separately, the service must record which educators work directly with children and their hours (regulation 151). This register tracks the qualification, training and check parts and flags anything missing or expiring in the next 60 days. Keep addresses and dates of birth in your HR system.
A free staff qualification register for childcare services: qualifications, first aid and training, working with children checks and expiry dates, with gaps flagged and a CSV export.
A free WIDEN Law account includes the compliance calendar with email reminders for CPR, first aid and child safety training. The 14-day trial adds answers cited to the regulation for questions like whether a working-towards educator counts in the ratio. No card needed.
Start free, no card →| For each staff member and nominated supervisor | Rule |
|---|---|
| Full name, address and date of birth | r 146(a); r 147(a) |
| Evidence of any relevant qualification, or that the person is actively working towards one | r 146(b); r 147(b); r 10 |
| Evidence of approved training completed, including first aid | r 146(c); r 147(c) |
| Working with children or vulnerable people check number and expiry, or teacher registration where allowed (not in NSW, Queensland or Tasmania); Tasmania: working with vulnerable people registration | r 146(d) to (f); r 147(d) to (f) |
The staff record also holds information about the educational leader and volunteers (r 145(2)), and the service must record the name of each educator working directly with children and the hours they work directly with them; a roster or time sheet can do this (r 151). For qualification rules, use the qualification checker; for everything kept on staff, see staff records.
For each staff member and nominated supervisor: full name, address and date of birth; evidence of relevant qualifications or of actively working towards one; evidence of approved training including first aid; and the working with children check number and expiry, or teacher registration where the state allows it (regulations 146 and 147).
Yes. A centre-based service must record each educator working directly with children and the hours they did so. A roster or time sheet can serve as this record (regulation 151).
No. It tracks qualifications, training and checks. Keep addresses, dates of birth and the evidence itself in your staff files, and use regulation 153 for family day care educators.
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.
14-day free trial, no card →This page is a research summary, not legal or compliance advice. It is written in our own words from the sources linked on the page; confirm the position with your regulatory authority before relying on it for a compliance decision.