The Australian Children’s Education & Care Quality Authority (ACECQA) plays a pivotal role in ensuring that education and care services meet the National Quality Standard (NQS). Here’s a comprehensive guide to understanding the assessment and rating process:
Timeframes Around Notifications, Visits, and Reviews
Notice of an Assessment and Rating Visit: Regulatory authorities typically provide a notice of 1-5 days before an assessment and rating visit. However, for some services, such as those in rural and remote areas, a longer notice might be given. In cases where there have been compliance issues, the assessment and rating process might commence without prior notice.
Assessment and Rating Process for New Services: New services will be informed that an assessment and rating process will usually take place 9-18 months after they begin operations.
Draft Report: After the visit, the regulatory authority provides the service with a draft assessment and rating report.
Feedback on Draft Report: The service provider has the opportunity to give feedback on any inaccuracies in the draft report.
Final Report: After considering the feedback, the final report is issued. The approved provider can then choose to apply for a review of the final ratings within a set review period.
Publication of Ratings: Once the review period concludes, the final ratings are published on the national registers on the ACECQA website.
Notification Process
Prior to the Visit: The regulatory authority may contact the service provider for information in writing, by phone, or video conference.
During the Visit: The authorised officer introduces themselves, explains the assessment process, and may request a brief tour of the service.
After the Visit: The authorised officer may contact the service provider to discuss the service’s practices or request documentation.
What Happens During the Visit
Evidence Collection: Authorised officers use ‘observe’, ‘discuss’, and ‘sight’ techniques to gather evidence.
Observe: Officers may observe children, families, educators, and staff to understand the service’s practices.
Discuss: Officers may engage in discussions with key personnel about the service’s practices.
Sight: Officers may review documentation required by the National Law and Regulations.
Communication: The authorised officer will communicate with the key contact person, provide feedback, and inform them about the next steps in the process.
Review Process After the Visit
Draft Report: The regulatory authority provides a draft assessment and rating report.
Feedback Opportunity: The service provider can give feedback on any inaccuracies in the draft report.
Final Report Issuance: After considering the feedback, the final report is issued.
Review Application: The service provider may choose to apply for a review of the final ratings within a set review period.
Publication of Ratings: The final ratings are then published on the ACECQA website.
In summary, the assessment and rating process by ACECQA is a thorough and systematic approach to ensure that education and care services adhere to the National Quality Standard. It promotes continuous improvement and helps families make informed decisions about their child’s education and care.
FAQs
Based on the provided information from the ACECQA website, here are the answers to frequently asked questions:
How long does the visit last?
For centre-based services, full assessment and rating visits are expected to last for at least six (6) hours. However, the duration might vary depending on the size and configuration of the service. For services providing multiple types of outside school hours care, it’s likely that not all types of care will be visited. For family day care services, visits generally involve the service’s principal office and a sample of one or more approved family day care venues or residences.
What do we need to do to prepare for the visit?
Before the visit, the approved provider should determine who will be the key contact person, which could be the approved provider themselves, a person in management, or a nominated supervisor. Authorised officers will conduct a desktop review to understand the service, which includes reviewing the service’s Quality Improvement Plan (QIP), assessment history, and compliance history.
What paperwork does ACEQA need to see at the visit?
The authorised officer may sight documentation required by the National Law and Regulations, and other documentation as evidence of the service’s practices. This includes the service’s QIP and any relevant compliance documentation. A full list of documentation that may be sighted is:
Quality Improvement Plan (QIP): A plan that outlines the service’s self-assessment of the quality of its practices against the National Quality Standard and the National Regulations. It also details the service’s planned improvements.
Policies and Procedures: Documents that detail the service’s operational procedures, including health and safety, enrolment, orientation, governance, and management of the service.
Children’s Records: This includes enrolment forms, health and medical information, developmental records, and any other documentation related to individual children.
Staff Records: This encompasses qualifications, training, professional development records, and employment records, including working with children checks.
Attendance Records: Documentation that records the attendance of children, staff, and any other persons on the premises.
Incident, Injury, Trauma, and Illness Records: Records of any incidents or illnesses that have occurred at the service.
Medication Records: Details of any medication administered to children at the service.
Emergency and Evacuation Procedures: Detailed plans and records of any drills or actual events.
Parental Permissions: Documentation that records parental consent for outings, administration of medication, or any other activities that require parental permission.
Feedback and Complaints: Records of any feedback or complaints received from parents or other stakeholders, and the service’s response or actions taken.
Meeting Minutes: Records of staff meetings, parent meetings, or any other official meetings conducted by the service.
Financial Records: Details of the service’s financial operations, including fees, funding, and any other financial transactions.
Maintenance Records: Documentation related to the maintenance of the service’s premises, equipment, and facilities.
Risk Assessments: Assessments conducted for any potential risks or hazards in the service environment.
Collaborative Partnerships: Documentation of any partnerships or collaborations with local communities or other organizations.
Educational Programs and Practices: Details of the educational programs offered, including planning, evaluation, and any modifications made based on children’s feedback or developmental needs.
It’s essential to note that the specific documents sighted might vary based on the nature of the service, its history, and any specific concerns or areas of focus during the assessment. Services should always ensure they are maintaining and updating all required documentation as per the National Law and Regulations.
Are there ways to improve our service before ACECQA comes?
Services should ensure they are meeting all elements of the National Quality Standard (NQS). Regularly updating and implementing the QIP, ensuring compliance with the National Law and Regulations, and engaging in continuous improvement practices are essential. Services should also be prepared to demonstrate how they are delivering quality outcomes for children in the context of the service, families, and community.
Do they book a time or can they do spot checks without notifying us?
The approved provider is generally notified of the assessment and rating visit, which will occur within 1-5 days. However, all types of visits, including compliance visits, partial assessments, and full assessments, may be organized at short notice or without notice.
How often do they do visits/checks?
The frequency of assessment and rating visits is determined by the regulatory authorities with a goal to assess and rate the quality of services, drive continuous improvement, and keep information for families and communities accurate and up to date. Services with a lower quality rating will be re-rated more frequently, while those with higher quality ratings will generally have a longer period between visits. Factors considered when scheduling visits include the service’s previous quality rating, changes in service attributes, events occurring at the service, service size, and the length of time since the last visit.
Can I request a review/check at any time?
An approved provider may apply to the regulatory authority to have a service (including any aspect or element of the service) reassessed and re-rated against the NQS. However, an application for reassessment and re-rating can only be made once every two (2) years unless the regulatory authority agrees otherwise.
Can we make changes to our service and be re-assessed before being rated?
Yes, the regulatory authority may give an approved provider the opportunity to make minor adjustments prior to finalizing a service’s assessment report and overall rating. If a minor adjustment could result in an individual element being assessed as ‘met’ instead of ‘not met’, the regulatory authority should consider offering a minor adjustment.
Can I request a reassessment?
Yes, an approved provider can request a reassessment and re-rating. While a provider indicates the element(s), standard(s), and quality area(s) they are requesting reassessment on, the regulatory authority may extend the scope of the reassessment beyond those requested by the provider.
When do I get notified of my results?
At the time of the assessment or soon after, the regulatory authority will inform the approved provider of the opportunity to make minor adjustments and provide evidence of those adjustments before the draft assessment and rating report is provided. The regulatory authority assesses whether the evidence provided demonstrates that an element assessed as ‘not met’ during the assessment and rating visit is now considered to be ‘met’.
Do I get sent badges and stickers of our rating to display at our service?
Yes, logos are available for services to use in promoting their overall quality rating to families. If your service has achieved an overall rating of Working Towards, Meeting, or Exceeding the National Quality Standard (NQS), you can request the NQS rating logo on the national registers.
Where do I display our badge/logo?
The use or display of the logos is voluntary. However, the logos do not replace the ratings certificate that all assessed and rated services must display. It’s recommended to display the logo prominently where families and visitors can easily see it, such as the entrance or reception area of your service.
How soon after a rating can we display our new rating?
Quality ratings on the national registers will update approximately 2 weeks after your service receives its final assessment and rating report. This allows for the 14-day period in which a review of the quality ratings can be requested. The correct logo will be made available at this time.
Quality Area 6: Collaborative partnerships with families and communitiesContentsQuality Area 6: Collaborative partnerships with families and communitiesOverviewStandard 6.1: Supportive relationships with familiesQuestions for reflection on Standard 6.1Standard 6.2: Collaborative partnershipsQuestions for reflection on Standard 6.2Practical ways to improve in Quality Area 6 Overview Quality Area 6 emphasizes the importance of supportive and respectful relationships with …
Overview: Quality Area 2: Children’s health and safetyContentsOverview: Quality Area 2: Children’s health and safetyKey Concepts in Quality Area 2Health (2.1)Safety (2.2)Child Protection (2.2.3)Practical Ways to Improve in Quality Area 2Standard 2.1: HealthHow Standard 2.1 Contributes to Quality Education and CareKey Aspects to Support Children’s HealthReflection Questions for Standard 2.1Standard 2.2: SafetyHow Standard 2.2 Contributes …
Educator to Child Ratios: An OverviewContentsEducator to Child Ratios: An OverviewWhy Are These Ratios Important?How Do They Work?Ratios In VICRatios In NSWRatios In QLDRatios In SARatios In ACTRatios In TASRatios In NTRatios In WA Educator-to-child ratios refer to the number of educators required to supervise a specific number of children in an educational or care …
Quality Area 7: Governance and LeadershipContentsQuality Area 7: Governance and LeadershipOverviewStandard 7.1: GovernanceReflection Questions for Standard 7.1Standard 7.2: LeadershipReflection Questions for Standard 7.2Practical Ways to Improve in Quality Area 7 Overview Quality Area 7 emphasizes the importance of effective leadership and governance in establishing and maintaining quality environments for children’s learning and development. Effective leaders …
Quality Area 5: Relationships with childrenContentsQuality Area 5: Relationships with childrenStandard 5.1: Relationships between educators and childrenOverviewKey PointsStandard 5.2: Relationships between childrenOverviewKey PointsQuestions for ReflectionPractical Ways to Improve Overview: Quality Area 5 of the National Quality Standard emphasizes the importance of educators developing responsive, warm, trusting, and respectful relationships with children. Such relationships promote children’s …
Quality Area 3: Physical Environment OverviewContentsQuality Area 3: Physical Environment OverviewStandard 3.1: DesignStandard 3.2: UsePractical Ways to Improve The physical environment is crucial for: Contributing to children’s wellbeing, creativity, and developing independence. Providing a diverse range of experiences that promote children’s learning and development. Keeping children safe. Organizing spaces to reduce the risk of injury. …
Understanding the ACECQA Assessment and Rating Process
About ACEQA Visits/Checks
Contents
The Australian Children’s Education & Care Quality Authority (ACECQA) plays a pivotal role in ensuring that education and care services meet the National Quality Standard (NQS). Here’s a comprehensive guide to understanding the assessment and rating process:
Timeframes Around Notifications, Visits, and Reviews
Notification Process
What Happens During the Visit
Review Process After the Visit
In summary, the assessment and rating process by ACECQA is a thorough and systematic approach to ensure that education and care services adhere to the National Quality Standard. It promotes continuous improvement and helps families make informed decisions about their child’s education and care.
FAQs
Based on the provided information from the ACECQA website, here are the answers to frequently asked questions:
How long does the visit last?
For centre-based services, full assessment and rating visits are expected to last for at least six (6) hours. However, the duration might vary depending on the size and configuration of the service. For services providing multiple types of outside school hours care, it’s likely that not all types of care will be visited. For family day care services, visits generally involve the service’s principal office and a sample of one or more approved family day care venues or residences.
What do we need to do to prepare for the visit?
Before the visit, the approved provider should determine who will be the key contact person, which could be the approved provider themselves, a person in management, or a nominated supervisor. Authorised officers will conduct a desktop review to understand the service, which includes reviewing the service’s Quality Improvement Plan (QIP), assessment history, and compliance history.
What paperwork does ACEQA need to see at the visit?
The authorised officer may sight documentation required by the National Law and Regulations, and other documentation as evidence of the service’s practices. This includes the service’s QIP and any relevant compliance documentation. A full list of documentation that may be sighted is:
It’s essential to note that the specific documents sighted might vary based on the nature of the service, its history, and any specific concerns or areas of focus during the assessment. Services should always ensure they are maintaining and updating all required documentation as per the National Law and Regulations.
Are there ways to improve our service before ACECQA comes?
Services should ensure they are meeting all elements of the National Quality Standard (NQS). Regularly updating and implementing the QIP, ensuring compliance with the National Law and Regulations, and engaging in continuous improvement practices are essential. Services should also be prepared to demonstrate how they are delivering quality outcomes for children in the context of the service, families, and community.
Do they book a time or can they do spot checks without notifying us?
The approved provider is generally notified of the assessment and rating visit, which will occur within 1-5 days. However, all types of visits, including compliance visits, partial assessments, and full assessments, may be organized at short notice or without notice.
How often do they do visits/checks?
The frequency of assessment and rating visits is determined by the regulatory authorities with a goal to assess and rate the quality of services, drive continuous improvement, and keep information for families and communities accurate and up to date. Services with a lower quality rating will be re-rated more frequently, while those with higher quality ratings will generally have a longer period between visits. Factors considered when scheduling visits include the service’s previous quality rating, changes in service attributes, events occurring at the service, service size, and the length of time since the last visit.
Can I request a review/check at any time?
An approved provider may apply to the regulatory authority to have a service (including any aspect or element of the service) reassessed and re-rated against the NQS. However, an application for reassessment and re-rating can only be made once every two (2) years unless the regulatory authority agrees otherwise.
Can we make changes to our service and be re-assessed before being rated?
Yes, the regulatory authority may give an approved provider the opportunity to make minor adjustments prior to finalizing a service’s assessment report and overall rating. If a minor adjustment could result in an individual element being assessed as ‘met’ instead of ‘not met’, the regulatory authority should consider offering a minor adjustment.
Can I request a reassessment?
Yes, an approved provider can request a reassessment and re-rating. While a provider indicates the element(s), standard(s), and quality area(s) they are requesting reassessment on, the regulatory authority may extend the scope of the reassessment beyond those requested by the provider.
When do I get notified of my results?
At the time of the assessment or soon after, the regulatory authority will inform the approved provider of the opportunity to make minor adjustments and provide evidence of those adjustments before the draft assessment and rating report is provided. The regulatory authority assesses whether the evidence provided demonstrates that an element assessed as ‘not met’ during the assessment and rating visit is now considered to be ‘met’.
Do I get sent badges and stickers of our rating to display at our service?
Yes, logos are available for services to use in promoting their overall quality rating to families. If your service has achieved an overall rating of Working Towards, Meeting, or Exceeding the National Quality Standard (NQS), you can request the NQS rating logo on the national registers.
Where do I display our badge/logo?
The use or display of the logos is voluntary. However, the logos do not replace the ratings certificate that all assessed and rated services must display. It’s recommended to display the logo prominently where families and visitors can easily see it, such as the entrance or reception area of your service.
How soon after a rating can we display our new rating?
Quality ratings on the national registers will update approximately 2 weeks after your service receives its final assessment and rating report. This allows for the 14-day period in which a review of the quality ratings can be requested. The correct logo will be made available at this time.
Related Posts
AUS: Practical ways to improve your NQF/NQS Score in Quality Area 6
Quality Area 6: Collaborative partnerships with families and communitiesContentsQuality Area 6: Collaborative partnerships with families and communitiesOverviewStandard 6.1: Supportive relationships with familiesQuestions for reflection on Standard 6.1Standard 6.2: Collaborative partnershipsQuestions for reflection on Standard 6.2Practical ways to improve in Quality Area 6 Overview Quality Area 6 emphasizes the importance of supportive and respectful relationships with …
AUS: Practical ways to improve your NQF/NQS Score in Quality Area 2
Overview: Quality Area 2: Children’s health and safetyContentsOverview: Quality Area 2: Children’s health and safetyKey Concepts in Quality Area 2Health (2.1)Safety (2.2)Child Protection (2.2.3)Practical Ways to Improve in Quality Area 2Standard 2.1: HealthHow Standard 2.1 Contributes to Quality Education and CareKey Aspects to Support Children’s HealthReflection Questions for Standard 2.1Standard 2.2: SafetyHow Standard 2.2 Contributes …
Understanding ACEQA Educator to Child Ratios (Centre-based)
Educator to Child Ratios: An OverviewContentsEducator to Child Ratios: An OverviewWhy Are These Ratios Important?How Do They Work?Ratios In VICRatios In NSWRatios In QLDRatios In SARatios In ACTRatios In TASRatios In NTRatios In WA Educator-to-child ratios refer to the number of educators required to supervise a specific number of children in an educational or care …
AUS: Practical ways to improve your NQF/NQS Score in Quality Area 7
Quality Area 7: Governance and LeadershipContentsQuality Area 7: Governance and LeadershipOverviewStandard 7.1: GovernanceReflection Questions for Standard 7.1Standard 7.2: LeadershipReflection Questions for Standard 7.2Practical Ways to Improve in Quality Area 7 Overview Quality Area 7 emphasizes the importance of effective leadership and governance in establishing and maintaining quality environments for children’s learning and development. Effective leaders …
AUS: Practical ways to improve your NQF/NQS Score in Quality Area 5
Quality Area 5: Relationships with childrenContentsQuality Area 5: Relationships with childrenStandard 5.1: Relationships between educators and childrenOverviewKey PointsStandard 5.2: Relationships between childrenOverviewKey PointsQuestions for ReflectionPractical Ways to Improve Overview: Quality Area 5 of the National Quality Standard emphasizes the importance of educators developing responsive, warm, trusting, and respectful relationships with children. Such relationships promote children’s …
AUS: Practical ways to improve your NQF/NQS Score in Quality Area 3
Quality Area 3: Physical Environment OverviewContentsQuality Area 3: Physical Environment OverviewStandard 3.1: DesignStandard 3.2: UsePractical Ways to Improve The physical environment is crucial for: Contributing to children’s wellbeing, creativity, and developing independence. Providing a diverse range of experiences that promote children’s learning and development. Keeping children safe. Organizing spaces to reduce the risk of injury. …