Staff wellbeing, employment, and professional growth
QA2, QA4, and QA7
Staff Record Requirements And Document Submission
Current staff records and timely document submission help NERPSA meet legal, regulatory, child safety, workforce, and service requirements. Staff have an important role in keeping their information accurate and up to date.
Staff Records
Current Information Matters
NERPSA needs accurate staff information to manage employment, rosters, qualifications, regulatory requirements, child safety requirements, training records, payroll, emergency contact information, and service records.
Staff are responsible for providing required documents, keeping personal and professional details current, monitoring expiry dates that apply to their role, and using the Staff Resources website, NERPSA App, Document Submission Form, or relevant staff update pathway when something changes.
Records Support Professional Practice
Accurate Information Supports Safe And Organised Services
Current staff records, training evidence, checks, registrations, and contact details help NERPSA support safe staffing, professional practice, workforce planning, and compliant service operations.
Checks
WWCC Or VIT
Staff need to hold and maintain the required Working with Children Check or VIT registration for their role.
Qualifications
Keep Evidence Current
Qualification, study, registration, and approved training evidence needs to be provided when requested and updated when it changes.
Changes
Update Details Promptly
Changes to names, contact details, checks, registrations, qualifications, training, or role details need to be updated through the relevant NERPSA pathway.
What Must Be Kept In Service Staff Records?
Service Record Requirements
Centre-Based Services Need Required Staff And Educator Records
Centre-based services need to keep required staff and educator records. These include required information about nominated supervisors, staff members, the educational leader, and volunteers. Related staffing records also need to be kept, including responsible person records, records of educators working directly with children, and records of access to early childhood teachers.
Staff Record Information
- For nominated supervisors: full name, address, date of birth, qualification evidence, approved training evidence, required child protection or child safety training evidence, and WWCC or VIT registration details where applicable.
- For staff members: full name, address, date of birth, qualification evidence, approved training evidence, required child protection or child safety training evidence, and WWCC or VIT registration details where applicable.
- For the educational leader: the name of the person designated as educational leader.
- For volunteers: full name, address, date of birth, and WWCC or VIT registration details where applicable.
Document Submission
Submit Evidence
Use The Document Submission Form
Staff should use NERPSA’s Document Submission Form when providing required certificates, qualifications, training evidence, or other staff documents.
The Document Submission Form is available through the Staff Resources website and the NERPSA App. This helps NERPSA keep records complete, accurate, and stored in the correct place.
Documents And Details Staff May Need To Provide
Documents Staff May Need To Submit
- Working with Children Check or VIT registration details.
- Qualification evidence or current study information.
- Approved first aid, asthma, and anaphylaxis training evidence where required for the role.
- PROTECT training certificates.
- National child safety training certificates.
- Aboriginal cultural safety training certificate.
- Food safety or food handling certificate, where required for the role or service.
- Sun safety or SunSmart training certificate, where required by NERPSA or the service.
- Other role-required training certificates or professional learning evidence where requested.
Training And Certificates
First Aid, Asthma, And Anaphylaxis
Where required for the role, staff need to hold current approved training and provide evidence through the Document Submission Form.
PROTECT Training
PROTECT training certificates should be submitted through the Document Submission Form when completed or renewed.
National Child Safety Training
National child safety training certificates should be submitted through the Document Submission Form when required by NERPSA.
Aboriginal Cultural Safety Training
The Aboriginal cultural safety training certificate should be submitted through the Document Submission Form when completed.
Food Safety Training
Food safety or food handling certificates should be submitted through the Document Submission Form when required for the role, service, or food handling responsibilities.
Sun Safety Training
Sun safety or SunSmart training certificates should be submitted through the Document Submission Form when completed or required by NERPSA or the service.
National Early Childhood Worker Register
Workforce Register
NERPSA Keeps Required Workforce Information Current
The National Early Childhood Worker Register is connected to approved provider workforce record requirements. NERPSA manages provider-level administration where required.
Staff support this process by providing accurate information and submitting updates promptly when their details, documents, training, checks, registration, qualifications, or role-relevant information change.
What Staff Need To Do
Before Expiry
Monitor Your Own Expiry Dates
Staff should keep track of expiry dates for required checks, registrations, qualifications, certificates, and training that apply to their role.
After Completion
Submit Evidence Promptly
When training, renewal, registration, or study evidence is completed, submit the certificate or updated document through the Document Submission Form.
If Something Changes
Update Early
Do Not Wait Until Someone Asks
If your name, address, phone number, email, emergency contact, WWCC, VIT registration, qualifications, certificates, training, study status, or role-relevant details change, update NERPSA as soon as possible using the Staff Resources website, NERPSA App, Document Submission Form, payroll contact, or relevant staff update pathway.
This includes renewals, expiries, changed names, new qualifications, updated WWCC or VIT details, completed training, food safety certificates, sun safety certificates, and anything that may affect your role requirements.
NERPSA Resources Connected To This Section
Staff Resources
Use Current NERPSA Staff Resources
Staff should use the Staff Resources website and NERPSA App for current staff forms, document submission processes, staff resources, Position Descriptions, Staff Handbook information, and employment-related resources.
Useful Resources
Document Submission Form
Available through the Staff Resources website and the NERPSA App for submitting staff documents and certificates.
Open NERPSA AppStaff Resources Website
Use the Staff Resources website for current staff forms, resources, and employment-related information.
Open Staff ResourcesNational Worker Register
Australian Government information about the National Early Childhood Worker Register.
Open Worker Register InformationACECQA Approved First Aid Training
ACECQA information about approved first aid, asthma, and anaphylaxis training.
Open First Aid Training InformationDoFoodSafely
Victorian Department of Health food safety learning resource. Submit your certificate through the Document Submission Form if required.
Open DoFoodSafelySunSmart Online Learning
SunSmart learning for education and care settings. Submit your certificate through the Document Submission Form if required.
Open SunSmart Learning
Required Induction Activity
Check Your Records Are Current
Think about the documents and details NERPSA needs for your role. Make sure you know where to find the Document Submission Form and what you would need to update if your details, checks, registration, qualifications, certificates, or training changed.
Accurate Records Support Safe And Compliant Services
Keeping staff records current supports child safety, regulatory compliance, workforce requirements, service operations, payroll, emergency contact processes, and NERPSA’s responsibilities as the Approved Provider.