Participation Pathways Guide
Use this guide to identify the correct pathway when someone attends, assists, visits, volunteers, completes placement, undertakes study or practicum requirements, attends for work experience, provides an external service, or attends as a KIS-funded Additional Assistant at a NERPSA service. This page explains the definitions and helps staff choose the right pathway. The NERPSA Pathways App is the live source for current pathway forms, requirements, instructions and information.
Quick Decision Guide
| Situation | Use this pathway | Managed by |
|---|---|---|
| External student completing an approved practicum placement through a TAFE, RTO, university or other education provider | Pathway A External Student Placement |
Head Office |
| Current NERPSA employee completing study-related placement, practicum or workplace assessment requirements | Pathway B Internal Staff Study / Practicum |
Head Office + Service |
| Secondary school work experience student attending for short-term workplace exposure, observation and career exploration | Pathway C Work Experience Student |
Service |
| Enrolled parent, guardian, carer or authorised family member helping with a service-approved program, activity, event, excursion or routine | Pathway D Parent / Guardian / Carer Helper |
Service |
| One-off visitor, family event guest, community visitor, special guest or person attending a one-off service activity or service event | Pathway E Visitor / Event Guest |
Service |
| Allied health professional, presenter, performer, educator or external provider attending to deliver a service, program, activity, incursion or child-related support | Pathway F Allied Health / Incursion Provider |
Service, with Head Office support where required |
| Trainee, including a school-based apprentice or trainee, who is employed by a Group Training Organisation and hosted by NERPSA | Pathway G Trainee / SBAT Through GTO |
Head Office + GTO |
| KIS-funded Additional Assistant attending through an approved Kindergarten Inclusion Support arrangement with the child’s service | Pathway H KIS Additional Assistant |
Service + KIS provider |
| Regular or ongoing unpaid volunteer who is not attending as a parent / guardian / carer helper | Pathway I Community Volunteer |
Head Office + Service |
After choosing the correct pathway, provide the person with the NERPSA Pathways App link. They need to find their pathway in the app and use that section to access the current forms, requirements, safety information and instructions. This page is a guide to definitions and pathway selection only.
Core Participation Expectations
Correct Sign-In
Everyone signs in and out using the correct service process for their role and pathway.
Educator Supervision
NERPSA educators remain responsible for children’s supervision, safety and wellbeing.
Guided Participation
Visitors, family helpers, volunteers, students, providers and KIS-funded Additional Assistants participate under approved guidance.
Care And Safety
NERPSA educators manage toileting, intimate care, medication, first aid, behaviour guidance and service routines.
Digital Safety
Personal devices are not used for child photos, videos or service documentation. Approved service processes must be followed.
Clear Purpose
Each person attends for an approved purpose, with role, scope, supervision and documentation requirements understood before they begin.
Pause And Check
If a role changes, becomes unclear, becomes regular or raises a concern, the service seeks guidance before continuing.
Clear Records
Relevant forms, checks, staff records, attendance records and logs are completed in the right place for the pathway.
NERPSA Pathways App
Staff should provide the person with the NERPSA Pathways App link and ask them to select the pathway that applies to their role. The app contains the current forms, required actions, safety information, acknowledgements and pathway-specific requirements.
This webpage explains the pathway definitions and helps staff choose the correct pathway. The app will be kept up to date as forms, requirements or processes change.
Participation Pathways
A Pathway A — External Student Placement Students completing an approved practicum placement through a TAFE, RTO, university or other education provider. +
Applies When
A person is completing an approved student placement as part of a course, qualification or training requirement through a TAFE, RTO, university or other education provider.
This pathway applies to external students who are not current NERPSA employees completing their own internal staff study or practicum arrangement.
Managed By
Head Office manages external student placement approval and signs placement paperwork where organisational sign-off is required.
The service supports the student once Head Office has confirmed that the arrangement can proceed.
Direct the placement enquiry and education provider paperwork to Head Office.
Head Office reviews the placement request, dates, hours, documentation and suitability.
Wait for Head Office confirmation before the service agrees to the placement or start date.
Provide the NERPSA Pathways App link and ask the student to complete the External Student Placement section.
Complete local orientation, sign-in arrangements and supervision planning before the student begins.
Raise changes, questions, documentation issues or concerns with Head Office.
Head Office Confirms
- student details and placement eligibility
- placement dates, hours, service location and course requirements
- education provider and placement paperwork
- WWCC, VIT or screening requirements, where required
- app, induction, Code of Conduct and record requirements
- who can sign organisational documents and what the service can sign locally
During Placement
- the student signs in and out using the correct service process
- the student participates under educator guidance and approved supervision
- the student completes approved placement tasks only
- the student records placement hours as required
- educators remain responsible for children’s supervision, safety, care and routines
Paperwork And Records
- Host Organisation / Placement Agreement, where required
- Pathways App External Student Placement requirements
- Code of Conduct acknowledgement
- Student induction / child safety requirements
- WWCC, VIT or screening evidence, where required
- Local Orientation Checklist
- Service sign-in / visitor log
- Placement hours log, if required by the education provider
Policy, Law And Standards Connection
Relevant NERPSA Policies And Procedures
- Participation of Volunteers and Students Policy
- Code of Conduct
- Child Safe Environment and Wellbeing Policy
- Supervision of Children Policy
- Safe Use of Digital Technologies and Online Environments Policy
- Privacy and Confidentiality Policy
- Staffing Policy, where placement arrangements interact with staffing or ratios
Law, Regulation And Standards Connection
- Education and Care Services National Law and National Regulations
- National Quality Framework and National Quality Standard, particularly QA2, QA4 and QA7
- Victorian Child Safe Standards, particularly safe people, supervision, child-safe conduct and safe physical and online environments
Where To Go For Support
External student placement enquiries, placement paperwork, approval, changes, concerns and final sign-off questions go to Head Office.
B Pathway B — Internal Staff Study / Practicum Current NERPSA employees completing study-related placement, practicum or workplace assessment requirements. +
Applies When
A current NERPSA employee is completing formal study that includes placement, practicum, workplace assessment or other study-related requirements.
This pathway is needed because a person may be both a NERPSA employee and a student, but not always in the same role at the same time.
Managed By
This pathway is managed by Head Office and the service.
The service supports the approved arrangement after it has been confirmed.
Primary service rule: NERPSA allows staff to complete one approved placement at their primary service. Any further placement may need to occur at another NERPSA service or an external service, depending on course requirements, service capacity, supervision and child safety considerations.
Staff Or Student Sign-In Rule
| Situation | Sign in as | Paid? | Counted in ratios? |
|---|---|---|---|
| Placement tasks completed during approved rostered paid NERPSA work hours | Staff | Yes | Yes, if rostered in an approved staff role |
| Placement tasks completed during unpaid time, days off or any additional hours outside approved NERPSA work hours | Student | No | No |
This clarity is needed so there is no confusion between roles. It must be clear what role the person is working under, what responsibilities apply, who is providing supervision, and who is responsible for child safety, decision-making and daily routines.
Complete the Staff Study Progress & Practicum Placement Form before the arrangement begins.
Provide RTO, TAFE, university or training provider paperwork to Head Office.
Confirm whether the one-placement primary service rule has already been used.
Confirm timing, age group, role boundaries, sign-in, paid/unpaid status and ratio arrangements.
Confirm the proposed supervisor and whether they have capacity to supervise, observe and sign off the work.
Provide the NERPSA Pathways App link if the person needs to complete the Internal Staff Study / Practicum section.
Who Signs What
| Item | Signed or confirmed by |
|---|---|
| Host Organisation paperwork | Head Office |
| Placement agreements requiring organisational sign-off | Head Office |
| Placement work, practical tasks and placement hours | Approved service supervisor, where the arrangement has been approved |
| Staff or Student sign-in arrangement | Head Office + Service |
| Pathways App requirements, if needed | Head Office + Service |
Head Office
- reviews placement paperwork
- signs Host Organisation paperwork where required
- confirms Staff or Student sign-in
- confirms paid/unpaid and ratio arrangements
- confirms whether Pathways App completion is needed
Service Support
- supports study and placement planning
- discusses professional learning goals
- helps confirm whether placement requirements can be met safely and appropriately
- supports supervisor and service planning where needed
Service Supervisor
- supports approved placement learning
- observes practical work where required
- signs off workplace tasks where approved
- verifies placement hours where approved
Service Support
- supports role clarity and supervision arrangements
- helps with roster clarity
- supports correct Staff or Student sign-in
- helps direct the staff member to the correct Pathways App section where needed
Paperwork And Records
- Staff Study Progress & Practicum Placement Form
- Host Organisation / Placement Paperwork
- Workplace Hours Log, where required
- Roster / leave / unpaid time arrangement, where relevant
- Pathways App Internal Staff Study / Practicum requirements, where required
Policy, Law And Standards Connection
Relevant NERPSA Policies And Procedures
- Staffing Policy
- Participation of Volunteers and Students Policy
- Code of Conduct
- Child Safe Environment and Wellbeing Policy
- Supervision of Children Policy
- Privacy and Confidentiality Policy
- Occupational Health and Safety Policy
Law, Regulation And Standards Connection
- Education and Care Services National Law and National Regulations
- Regulation 126 where working-towards qualification arrangements are relevant
- Regulations 145 and 149 where staff records and sign-in / attendance records are relevant
- National Quality Framework and National Quality Standard, particularly QA4 and QA7
- Victorian Child Safe Standards
Where To Go For Support
Staff study and practicum planning goes to Head Office. Service-level support goes through the Nominated Supervisor or Service Leader.
C Pathway C — Work Experience Student Secondary school students attending for short-term workplace exposure, observation and career exploration. +
Applies When
A secondary school student attends NERPSA for a short-term work experience arrangement organised through their school.
This pathway is for work experience only. It is separate from external student placement, internal staff practicum, traineeships, volunteering and provider attendance.
Managed By
The service manages work experience directly with the school, student and parent / carer where required.
Head Office does not manage work experience arrangements. Escalate through the usual service leadership process if there is a serious concern, child safety issue, uncertainty about suitability or supervision, or a matter that may need organisational support.
NERPSA highly recommends that services do not accept work experience students under the age of 16.
Work experience students attend to observe, learn and understand the workplace. They are not staff, are not volunteers, are not counted in ratios, and must not be given educator responsibilities.
The service receives or coordinates the work experience enquiry directly with the student or school.
Confirm the school contact, proposed dates and hours, supervision capacity, and whether the service can safely support the arrangement.
Provide the NERPSA Pathways App link and direct the student to the Work Experience Student section.
Complete and sign the Work Experience Arrangement Form on behalf of NERPSA for the service-based arrangement before the student starts.
Before the first attendance day, sight the required app acknowledgements, Code of Conduct acknowledgement and Pathways Induction Acknowledgement evidence.
Provide a short site orientation, support the student during work experience, and ensure the student signs in and out each day.
Service Confirms
- school contact and student details
- work experience dates, hours and service location
- the service can safely support the arrangement and supervision requirements
- the student is preferably 16 years or older
- the Work Experience Arrangement Form has been completed by the student, school and NERPSA service, with parent / carer approval where required
- the completed Work Experience Arrangement Form is kept by the service as the student record because it includes the student’s details and emergency details
- the student has used the Work Experience Student section of the NERPSA Pathways App
- the teacher at the service has sighted the required acknowledgements and Pathways Induction Acknowledgement evidence before the student commences
During Work Experience
- the student signs in and out at the service using the service sign-in process
- daily attendance is recorded through the service sign-in process
- the student participates under educator guidance and supervision
- the student observes and assists only with approved, low-risk, age-appropriate activities
- the student does not provide intimate care, medication, first aid or behaviour guidance
- educators remain responsible for children’s supervision, safety, care and routines
Work Experience Role Clarity
| Area | NERPSA Approach |
|---|---|
| Status | Work experience student attending through a school arrangement. |
| Purpose | Short-term observation, learning and career exploration. |
| Age Recommendation | NERPSA highly recommends that services do not accept work experience students under the age of 16. |
| Management | Managed by the service, including communication with the student or school, completion of the Work Experience Arrangement Form, local orientation, service sign-in and supervision planning. |
| Student Record | The fully completed Work Experience Arrangement Form acts as the student record for the work experience student because it contains the student’s details and emergency details. The form is completed by the student, school and NERPSA service, with parent / carer approval where required, and is held by the service before commencement. |
| App Resources | The NERPSA Pathways App provides the Work Experience Student section, including the current forms, required actions, Code of Conduct acknowledgement, induction acknowledgement requirements. |
| Site Orientation | The service provides a short site orientation covering sign-in, who to report to, key areas, emergency information, safety expectations, child safe expectations, privacy and phone expectations, and what the student can and cannot do. |
| Attendance | The student signs in and out at the service only, using the service sign-in process. |
| Ratios | Not counted in educator-to-child ratios. |
| Supervision | Supervised by NERPSA educators and kept within approved areas and activities. |
| Tasks | Limited to approved, low-risk, age-appropriate participation under educator guidance. |
| Child Safety | NERPSA child safety, privacy, conduct, communication and digital safety expectations apply at all times. |
Paperwork And Resources
The fully completed Work Experience Arrangement Form is completed by the student, school and NERPSA service, with parent / carer approval where required. The service can complete and sign the form on behalf of NERPSA for the service-based arrangement.
The form acts as the student record because it contains the student’s details and emergency details, and it must be held by the service before the student commences.
The NERPSA Pathways App provides the current Work Experience Student forms, acknowledgements, induction acknowledgement requirements. The student must use that section of the app and provide the service with the required completion evidence before they commence.
Work Experience Form Guidance
| Form Field | Suggested NERPSA Wording |
|---|---|
| Employer / Business Name | NERPSA |
| Telephone | 03 5721 2755 |
| Business Address And Postcode | 52 Burke Street, Wangaratta VIC 3677 |
| Employer Email Address | hr@nerpsa.com.au |
| Type Of Industry | Early Childhood Education |
| Primary Activity At Workplace | Education and care of children |
| Student’s Work Location Address And Postcode | Use the name, address and postcode of the actual service where the student will attend. |
| Workplace Contact Person | The service contact person. |
| Supervisor | The service supervisor, supervising teacher or supervising educator. |
| Activities The Student Will Undertake | Observing early childhood education and care activities; engaging in appropriate play with children under educator supervision; reading books; singing songs; assisting with setting up, packing up and cleaning tasks; and observing daily routines and safe service practices. |
| Hours | Generally 9:00 am to 3:00 pm, or the service session hours / agreed hours that work for the service. |
| Rate Of Payment | As NERPSA is a not-for-profit early childhood education organisation, services may write $0 per day in the payment section of the form. |
Policy, Law And Standards Connection
Relevant NERPSA Policies And Procedures
- Participation of Volunteers and Students Policy
- Code of Conduct
- Child Safe Environment and Wellbeing Policy
- Supervision of Children Policy
- Safe Use of Digital Technologies and Online Environments Policy
- Privacy and Confidentiality Policy
Law, Regulation And Standards Connection
- Victorian Department of Education work experience requirements, including signed arrangement documentation before commencement
- Ministerial Order 1413 — Work Experience Arrangements
- Education and Care Services National Law and National Regulations
- National Quality Framework and National Quality Standard, particularly QA2, QA4 and QA7
- Victorian Child Safe Standards
Where To Go For Support
Work experience enquiries, arrangement form checks, acknowledgement checks, Pathways Induction Acknowledgement evidence, start dates, attendance records, local orientation and supervision are managed by the service. Escalate only where the service identifies a concern, cannot safely support the arrangement, or needs organisational guidance.
D Pathway D — Parent / Guardian / Carer Helper Enrolled parents, guardians, carers or authorised family members helping with service-approved programs, activities, events, excursions or routines. +
Applies When
An enrolled parent, guardian, carer or authorised family member is actively helping with a service-approved program, activity, event, excursion or routine.
A person who is only dropping off, picking up, attending as a family member or joining an event as a guest is not automatically a parent / guardian / carer helper.
Managed By
The service manages this pathway.
When a family member moves from attending as a family member to actively helping the program, the parent / guardian / carer helper process applies.
Confirm why the person is attending and whether they are actively helping.
Provide the NERPSA Pathways App link and ask them to select the Parent / Guardian / Carer Helper section.
Ask them to complete the Parent / Guardian / Carer Helper Form in the app.
The safety brief is included in the form, so staff only need to provide the app link and support completion if needed.
Check WWCC details and verify where required by the pathway, activity, event or excursion arrangements.
Support correct sign-in, role clarity, educator guidance and service expectations.
During Participation
- the helper follows the safety brief in the app form
- the helper participates under educator guidance
- the helper supports the agreed activity, event, excursion or routine role
- the helper stays within the approved role and asks an educator if they are unsure what to do
Educators Remain Responsible For
- children’s supervision and safety
- personal care and toileting
- first aid and medication
- behaviour guidance
- privacy, phones, communication and digital safety expectations
Paperwork And Records
The Parent / Guardian / Carer Helper Form and safety brief are supplied through the NERPSA Pathways App. Staff provide the app link and ask the helper to select the correct pathway section.
- Parent / Guardian / Carer Helper Form
- Safety brief included in the form
- WWCC details and verification, where required
- Service sign-in / visitor log
- Excursion / service event risk assessment, where relevant
Policy, Law And Standards Connection
Relevant NERPSA Policies And Procedures
- Participation of Volunteers and Students Policy
- Code of Conduct
- Child Safe Environment and Wellbeing Policy
- Supervision of Children Policy
- Excursions and Service Events Policy
- Safe Use of Digital Technologies and Online Environments Policy
- Privacy and Confidentiality Policy
Law, Regulation And Standards Connection
- Education and Care Services National Law and National Regulations
- National Quality Framework and National Quality Standard, particularly QA2, QA6 and QA7
- Victorian Child Safe Standards
Where To Go For Support
Start with the Nominated Supervisor or Service Leader. Refer to Head Office if the role becomes regular, unclear, higher-risk or raises a concern.
E Pathway E — Visitor / Event Guest Visitors attending for a specific service-approved purpose, including family event guests, community visitors, special guests or one-off service event participants. +
Applies When
A person attends for a specific, one-off, service-approved purpose. This may include a family event guest, community visitor, special guest or person attending a one-off service activity or service event.
This pathway applies when the person is attending, observing, participating or joining an event, rather than delivering a professional service, providing child-related support or volunteering on an ongoing basis.
Managed By
The service manages this pathway.
This pathway applies when the person is not acting as a volunteer, student, trainee, staff member, provider, allied health professional or KIS-funded Additional Assistant.
Confirm the reason for the visit, service activity or service event.
Confirm that the visit is one-off or time-limited and does not create another pathway.
Confirm supervision, educator allocation and whether the person needs to be accompanied.
Confirm whether an event, excursion, emergency or site risk assessment is needed.
Confirm sign-in, visitor records and any event documentation required.
Confirm privacy, photos, emergency, access and child-safe conduct expectations.
During The Visit Or Event
- visitors and event guests sign in and out
- stay within approved areas
- follow educator direction
- participate in the agreed visit, event or activity only
- remain with the allocated staff member or group where required
Educators Remain Responsible For
- children’s supervision and safety
- personal care and toileting
- first aid and medication
- behaviour guidance
- approved photo, video, communication and documentation processes
Paperwork And Records
- Service sign-in / visitor log
- Event or excursion documentation, where relevant
- Service event risk assessment, where required
- Emergency / access / medical planning, where relevant
- Pathways App section, if the service determines a form or acknowledgement is required
Policy, Law And Standards Connection
Relevant NERPSA Policies And Procedures
- Code of Conduct
- Child Safe Environment and Wellbeing Policy
- Supervision of Children Policy
- Excursions and Service Events Policy
- Emergency and Evacuation Policy
- Privacy and Confidentiality Policy
- Safe Use of Digital Technologies and Online Environments Policy
- Participation of Volunteers and Students Policy, where the person is helping or the role changes
Law, Regulation And Standards Connection
- Education and Care Services National Law and National Regulations
- National Quality Framework and National Quality Standard, particularly QA2, QA6 and QA7
- Victorian Child Safe Standards
Where To Go For Support
Start with the Nominated Supervisor or Service Leader. Refer to Head Office if the visit becomes regular, higher-risk, unclear, or raises child safety, supervision, privacy or conduct concerns.
F Pathway F — Allied Health / Incursion Provider External professionals or providers attending to deliver a service, program, activity, incursion or child-related support. +
Applies When
An allied health professional, presenter, performer, educator or external provider attends to deliver a service, program, activity, incursion or child-related support.
This pathway is separate from general visitors because the person is attending in a professional or provider capacity and may be working with a child, a group of children, educators or the whole service.
Managed By
The service manages the approved attendance, supervision and local requirements.
Head Office should be contacted where the arrangement is ongoing, complex, higher-risk, unclear, involves organisational agreement documents, or raises child safety, privacy, supervision, insurance or records questions.
Confirm the provider’s role, purpose, activity, children involved and attendance dates or times.
Provide the NERPSA Pathways App link and ask the provider to select the Allied Health / Incursion Provider section.
Confirm WWCC, VIT, professional registration, insurance, agreement documents or permissions where required.
Confirm supervision, educator involvement, privacy, photos, records and communication expectations before attendance.
Complete service sign-in, local orientation and any risk assessment or service event documentation required.
Pause and seek guidance if the provider’s role changes, becomes ongoing or moves outside the approved purpose.
Provider Role
- attends for the approved service, program, activity, incursion or support purpose only
- works within agreed service boundaries and professional scope
- follows NERPSA child safety, privacy, confidentiality and conduct expectations
- does not use personal devices for child images, recordings or documentation unless explicitly approved through the correct process
Educators Remain Responsible For
- the educational program and daily routines
- children’s supervision, safety and wellbeing
- personal care, toileting, medication, first aid and behaviour guidance
- managing family permissions and service records
- ensuring the provider stays within the approved role and purpose
Allied Health / Incursion Role Clarity
| Area | NERPSA Approach |
|---|---|
| Status | External professional or provider attending for an approved professional, support, program, activity or incursion purpose. |
| Purpose | To deliver a specific approved service, support, presentation, activity, incursion or program. |
| Supervision | Educator supervision and involvement must be clear. Providers must not be left to take responsibility for children unless this has been specifically assessed and approved in line with law, policy, family permissions and the provider’s role. |
| Child-Related Support | Where the provider is supporting an individual child, family permission, privacy, confidentiality, supervision and information-sharing expectations must be clear before attendance. |
| Records | Any observations, photos, videos, reports or records must be managed through approved service and privacy processes. |
| Role Boundary | The provider is not a NERPSA employee, volunteer, student, trainee, KIS Additional Assistant or general visitor unless a separate arrangement applies. |
Paperwork And Records
- NERPSA Pathways App Allied Health / Incursion Provider requirements
- Service sign-in / visitor log
- WWCC, VIT, professional registration or identity evidence, where required
- Provider agreement, insurance or risk documentation, where required
- Family permission, information-sharing or privacy documentation, where relevant
- Event / incursion / activity risk assessment, where required
- Medical, emergency, access or inclusion planning, where relevant
Policy, Law And Standards Connection
Relevant NERPSA Policies And Procedures
- Code of Conduct
- Child Safe Environment and Wellbeing Policy
- Supervision of Children Policy
- Excursions and Service Events Policy
- Privacy and Confidentiality Policy
- Safe Use of Digital Technologies and Online Environments Policy
- Dealing with Medical Conditions Policy, where child health or support needs are relevant
- Emergency and Evacuation Policy
- Participation of Volunteers and Students Policy, where the role changes into helping or volunteering
Law, Regulation And Standards Connection
- Education and Care Services National Law and National Regulations
- National Quality Framework and National Quality Standard, particularly QA2, QA5, QA6 and QA7
- Victorian Child Safe Standards
- Privacy, consent and information-sharing requirements relevant to the provider’s role
Where To Go For Support
Start with the Nominated Supervisor or Service Leader. Refer to Head Office where the arrangement involves organisational documents, insurance, regular attendance, complex child-related support, privacy questions, unclear responsibilities or child safety concerns.
G Pathway G — Trainee / SBAT Through GTO Trainees, including school-based apprentices and trainees, who are employed by a Group Training Organisation and hosted by NERPSA. +
Applies When
A trainee, including a School-Based Apprentice or Trainee, is employed by a Group Training Organisation and hosted at NERPSA.
The GTO is the employer. NERPSA is the host organisation and provides the local workplace environment, supervision and support agreed through the host arrangement.
Managed By
Head Office manages this pathway in consultation with the GTO.
The service supports the arrangement once Head Office has confirmed that it can proceed.
What Staff Need To Do
The service refers all trainee and SBAT enquiries to Head Office so the arrangement can be reviewed and coordinated with the GTO. The person should be directed to the Trainee / SBAT Through GTO section of the NERPSA Pathways App once Head Office confirms the pathway.
Head Office Confirms
- whether NERPSA will act as the host organisation
- the GTO contact and responsibilities
- start date, service location and attendance arrangements
- onboarding, app and documentation requirements
- supervision, mentoring and training arrangements
- communication process for concerns
During The Arrangement
- NERPSA provides local supervision and mentoring
- NERPSA provides a safe and supported learning environment
- the trainee follows NERPSA policies, procedures, Code of Conduct and child safety expectations while at the service
- NERPSA provides feedback to Head Office and the GTO where required
GTO Remains Responsible For
- employment contract and payroll
- industrial matters
- RTO enrolment or compliance
- formal employment performance processes
- disciplinary processes connected to employment
Refer To Head Office When
- someone asks the service directly about a traineeship or SBAT
- a GTO contacts the service directly
- there are performance, attendance, conduct or wellbeing concerns
- the service is asked to agree to a start date or host arrangement
Paperwork And Records
- GTO employment / host arrangement documents
- Training contract / training plan
- NERPSA Pathways App Trainee / SBAT Through GTO requirements
- Approved onboarding and local orientation
- WWCC or VIT evidence, where required
- RTO progress records, where relevant
- Head Office / GTO correspondence
Policy, Law And Standards Connection
Relevant NERPSA Policies And Procedures
- Staffing Policy
- Code of Conduct
- Child Safe Environment and Wellbeing Policy
- Supervision of Children Policy
- Participation of Volunteers and Students Policy, where student or placement status is relevant
- Privacy and Confidentiality Policy
- Occupational Health and Safety Policy
Law, Regulation And Standards Connection
- Education and Care Services National Law and National Regulations
- National Quality Framework and National Quality Standard, particularly QA4 and QA7
- Victorian Child Safe Standards
- Employment, training and GTO documents supplied by the GTO / RTO
Where To Go For Support
Trainee and SBAT enquiries go to Head Office, who will liaise with the relevant GTO.
H Pathway H — KIS Additional Assistant KIS-funded Additional Assistants attending through an approved Kindergarten Inclusion Support arrangement with the child’s service. +
Applies When
A KIS-funded Additional Assistant attends a NERPSA service through an approved Kindergarten Inclusion Support arrangement with the child’s service.
This pathway is specific to KIS-funded Additional Assistants. It is not a volunteer, visitor, incursion provider, allied health or NERPSA employment pathway.
Managed By
The service manages the local KIS-funded Additional Assistant process with the KIS provider and relevant service staff.
The service must ensure a staff record is held at the service where the KIS-funded Additional Assistant is working and must provide NERPSA with the KIS worker’s WWCC details for organisational records.
NERPSA needs the KIS-funded Additional Assistant’s WWCC details. The service must collect and check the WWCC information, hold the required staff record at the service, and provide the WWCC details to NERPSA so they can also be held on organisational records.
Confirm the approved KIS arrangement, KIS provider, child’s service and attendance details.
Provide the NERPSA Pathways App link and ask the person to select the KIS Additional Assistant section.
Collect and verify the KIS-funded Additional Assistant’s WWCC details before attendance.
Create and maintain a staff record at the service where the KIS-funded Additional Assistant is working.
Provide the KIS worker’s WWCC details to NERPSA so they can be held on organisational records.
Complete local orientation, sign-in arrangements and clarify supervision, role boundaries and child safety expectations.
KIS Additional Assistant Role
- attends through the approved Kindergarten Inclusion Support arrangement
- works under the direction of the teacher or nominated service staff
- supports the agreed inclusion arrangement
- follows NERPSA child safety, privacy, confidentiality and conduct expectations while at the service
- does not replace educators or take responsibility for the educational program
Educators Remain Responsible For
- the educational program and daily routines
- children’s supervision, safety and wellbeing
- decision-making, behaviour guidance and child safety
- personal care, toileting, medication and first aid
- communication with families and service records
KIS Staff Record And WWCC Requirements
| Requirement | What needs to happen |
|---|---|
| WWCC details | The service must collect and check the KIS-funded Additional Assistant’s WWCC details before attendance. |
| Service staff record | The service must hold a staff record for the KIS-funded Additional Assistant at the service where they are working. |
| NERPSA records | The service must provide the KIS worker’s WWCC details to NERPSA so they can also be held on organisational records. |
| Sign-in | The KIS-funded Additional Assistant signs in and out using the correct service process each time they attend. |
| Role clarity | The person attends only for the approved KIS arrangement and works under service direction. |
Paperwork And Records
- NERPSA Pathways App KIS Additional Assistant requirements
- WWCC details and verification
- Service staff record at the service where the KIS Additional Assistant is working
- WWCC details provided to NERPSA for organisational records
- Approved KIS arrangement / provider information
- Local orientation and service sign-in records
- Role, supervision and communication arrangements
Policy, Law And Standards Connection
Relevant NERPSA Policies And Procedures
- Staffing Policy
- Code of Conduct
- Child Safe Environment and Wellbeing Policy
- Supervision of Children Policy
- Inclusion and Equity Policy
- Privacy and Confidentiality Policy
- Safe Use of Digital Technologies and Online Environments Policy
- Dealing with Medical Conditions Policy, where relevant to the child’s support needs
Law, Regulation And Standards Connection
- Education and Care Services National Law and National Regulations
- Staff record requirements under the National Regulations
- National Quality Framework and National Quality Standard, particularly QA1, QA2, QA4, QA5, QA6 and QA7
- Victorian Child Safe Standards
- Kindergarten Inclusion Support requirements connected to the approved arrangement
Where To Go For Support
Start with the Nominated Supervisor or Service Leader. KIS-funded Additional Assistant records, WWCC details, service staff records and role clarity are managed at service level with the KIS provider.
I Pathway I — Community Volunteer Regular or ongoing unpaid volunteers who are not attending as parent / guardian / carer helpers. +
Applies When
A person willingly provides unpaid assistance on a regular or ongoing basis to support the service, program, educators, children or service community.
This pathway is for community volunteers who are not attending as parent / guardian / carer helpers and are not part of a student, work experience, trainee, KIS or provider arrangement.
Community volunteers are unpaid, but they still need to complete the same child-safe approval process as paid staff, adapted to their unpaid volunteer role. This includes an application, interview, referee checks, required screening, induction and training requirements, and service sign-in processes.
Managed By
Head Office manages the community volunteer application, interview, referee checks, screening and induction requirements.
The service manages local orientation, supervision, sign-in, role clarity and day-to-day participation after the volunteer has been approved.
Examples
- regular community readers
- ongoing program helpers
- regular unpaid service support roles
- community members assisting with approved activities
Important Distinction
A one-off visitor, event guest or provider should not be treated as a volunteer unless their role becomes regular, ongoing or helper-like and the volunteer pathway has been approved.
The person completes the Community Volunteer section of the NERPSA Pathways App before they begin.
Head Office confirms the interview process and role suitability.
Head Office confirms referee checks, WWCC evidence and required screening records.
Head Office confirms Code of Conduct, Victorian Protect training, Gecko child safety training and induction requirements.
Provide the NERPSA Pathways App link and ask the person to select the Community Volunteer section.
The service completes local orientation before the volunteer begins.
The volunteer participates only in the approved role and under educator guidance.
During Volunteering
- the volunteer signs in and out using the correct service process
- the volunteer participates under educator guidance and supervision
- the volunteer supports the agreed volunteer role only
- the volunteer follows NERPSA child safety, privacy, confidentiality and conduct expectations
- the volunteer asks the supervising educator before beginning unfamiliar tasks
- NERPSA educators remain responsible for children’s supervision, safety, personal care, first aid, medication and behaviour guidance
Paperwork And Records
- NERPSA Pathways App Community Volunteer requirements
- Community Volunteer application
- Interview notes / suitability assessment
- Referee check records
- WWCC evidence and verification, where required
- Volunteer Handbook / induction requirements
- Code of Conduct acknowledgement
- Victorian Protect training completion evidence
- Gecko child safety training completion evidence
- Local Orientation Checklist
- Service sign-in / visitor log
Policy, Law And Standards Connection
Relevant NERPSA Policies And Procedures
- Participation of Volunteers and Students Policy
- Code of Conduct
- Child Safe Environment and Wellbeing Policy
- Supervision of Children Policy
- Privacy and Confidentiality Policy
- Safe Use of Digital Technologies and Online Environments Policy
- Compliments and Complaints Policy
- Occupational Health and Safety Policy
Law, Regulation And Standards Connection
- Education and Care Services National Law and National Regulations
- National Quality Framework and National Quality Standard, particularly QA2, QA4 and QA7
- Victorian Child Safe Standards
Where To Go For Support
Volunteer vetting and induction questions go to Head Office. Local participation, orientation, sign-in and supervision questions start with the Nominated Supervisor or Service Leader.
Need Help Choosing A Pathway?
Start with your Nominated Supervisor or Service Leader. Work experience, parent / guardian / carer helper arrangements, visitors, event guests, allied health, incursions and KIS-funded Additional Assistant arrangements are generally managed at service level using the relevant NERPSA Pathways App section. External student placement paperwork, internal staff study / practicum arrangements, trainee / SBAT arrangements through a GTO, community volunteer approval, and anything that needs organisational approval should be referred to Head Office before arrangements are confirmed.
If the person’s role changes, becomes regular, becomes unclear, involves child safety or privacy concerns, or does not fit neatly into one pathway, pause and seek guidance before continuing.
Participation Pathways Guide
Use this guide to identify the correct pathway when someone attends, assists, visits, volunteers, completes placement, undertakes study or practicum requirements, attends for work experience, provides an external service, or attends as a KIS-funded Additional Assistant at a NERPSA service. This page explains the definitions and helps staff choose the right pathway. The NERPSA Pathways App is the live source for current pathway forms, requirements, instructions and information.
Quick Decision Guide
| Situation | Use this pathway | Managed by |
|---|---|---|
| External student completing an approved practicum placement through a TAFE, RTO, university or other education provider | Pathway A External Student Placement |
Head Office |
| Current NERPSA employee completing study-related placement, practicum or workplace assessment requirements | Pathway B Internal Staff Study / Practicum |
Head Office + Service |
| Secondary school work experience student attending for short-term workplace exposure, observation and career exploration | Pathway C Work Experience Student |
Service |
| Enrolled parent, guardian, carer or authorised family member helping with a service-approved program, activity, event, excursion or routine | Pathway D Parent / Guardian / Carer Helper |
Service |
| One-off visitor, family event guest, community visitor, special guest or person attending a one-off service activity or service event | Pathway E Visitor / Event Guest |
Service |
| Allied health professional, presenter, performer, educator or external provider attending to deliver a service, program, activity, incursion or child-related support | Pathway F Allied Health / Incursion Provider |
Service, with Head Office support where required |
| Trainee, including a school-based apprentice or trainee, who is employed by a Group Training Organisation and hosted by NERPSA | Pathway G Trainee / SBAT Through GTO |
Head Office + GTO |
| KIS-funded Additional Assistant attending through an approved Kindergarten Inclusion Support arrangement with the child’s service | Pathway H KIS Additional Assistant |
Service + KIS provider |
| Regular or ongoing unpaid volunteer who is not attending as a parent / guardian / carer helper | Pathway I Community Volunteer |
Head Office + Service |
After choosing the correct pathway, provide the person with the NERPSA Pathways App link. They need to find their pathway in the app and use that section to access the current forms, requirements, safety information and instructions. This page is a guide to definitions and pathway selection only.
Core Participation Expectations
Correct Sign-In
Everyone signs in and out using the correct service process for their role and pathway.
Educator Supervision
NERPSA educators remain responsible for children’s supervision, safety and wellbeing.
Guided Participation
Visitors, family helpers, volunteers, students, providers and KIS-funded Additional Assistants participate under approved guidance.
Care And Safety
NERPSA educators manage toileting, intimate care, medication, first aid, behaviour guidance and service routines.
Digital Safety
Personal devices are not used for child photos, videos or service documentation. Approved service processes must be followed.
Clear Purpose
Each person attends for an approved purpose, with role, scope, supervision and documentation requirements understood before they begin.
Pause And Check
If a role changes, becomes unclear, becomes regular or raises a concern, the service seeks guidance before continuing.
Clear Records
Relevant forms, checks, staff records, attendance records and logs are completed in the right place for the pathway.
NERPSA Pathways App
Staff should provide the person with the NERPSA Pathways App link and ask them to select the pathway that applies to their role. The app contains the current forms, required actions, safety information, acknowledgements and pathway-specific requirements.
This webpage explains the pathway definitions and helps staff choose the correct pathway. The app will be kept up to date as forms, requirements or processes change.
Participation Pathways
A Pathway A — External Student Placement Students completing an approved practicum placement through a TAFE, RTO, university or other education provider. +
Applies When
A person is completing an approved student placement as part of a course, qualification or training requirement through a TAFE, RTO, university or other education provider.
This pathway applies to external students who are not current NERPSA employees completing their own internal staff study or practicum arrangement.
Managed By
Head Office manages external student placement approval and signs placement paperwork where organisational sign-off is required.
The service supports the student once Head Office has confirmed that the arrangement can proceed.
Direct the placement enquiry and education provider paperwork to Head Office.
Head Office reviews the placement request, dates, hours, documentation and suitability.
Wait for Head Office confirmation before the service agrees to the placement or start date.
Provide the NERPSA Pathways App link and ask the student to complete the External Student Placement section.
Complete local orientation, sign-in arrangements and supervision planning before the student begins.
Raise changes, questions, documentation issues or concerns with Head Office.
Head Office Confirms
- student details and placement eligibility
- placement dates, hours, service location and course requirements
- education provider and placement paperwork
- WWCC, VIT or screening requirements, where required
- app, Pathways Induction Acknowledgement, Code of Conduct and record requirements
- who can sign organisational documents and what the service can sign locally
During Placement
- the student signs in and out using the correct service process
- the student participates under educator guidance and approved supervision
- the student completes approved placement tasks only
- the student records placement hours as required
- educators remain responsible for children’s supervision, safety, care and routines
Paperwork And Records
- Host Organisation / Placement Agreement, where required
- Pathways App External Student Placement requirements
- Code of Conduct acknowledgement
- Pathways Induction Acknowledgement / child safety requirements
- WWCC, VIT or screening evidence, where required
- Local Orientation Checklist
- Service sign-in / visitor log
- Placement hours log, if required by the education provider
Policy, Law And Standards Connection
Relevant NERPSA Policies And Procedures
- Participation of Volunteers and Students Policy
- Code of Conduct
- Child Safe Environment and Wellbeing Policy
- Supervision of Children Policy
- Safe Use of Digital Technologies and Online Environments Policy
- Privacy and Confidentiality Policy
- Staffing Policy, where placement arrangements interact with staffing or ratios
Law, Regulation And Standards Connection
- Education and Care Services National Law and National Regulations
- National Quality Framework and National Quality Standard, particularly QA2, QA4 and QA7
- Victorian Child Safe Standards, particularly safe people, supervision, child-safe conduct and safe physical and online environments
Where To Go For Support
External student placement enquiries, placement paperwork, approval, changes, concerns and final sign-off questions go to Head Office.
B Pathway B — Internal Staff Study / Practicum Current NERPSA employees completing study-related placement, practicum or workplace assessment requirements. +
Applies When
A current NERPSA employee is completing formal study that includes placement, practicum, workplace assessment or other study-related requirements.
This pathway is needed because a person may be both a NERPSA employee and a student, but not always in the same role at the same time.
Managed By
This pathway is managed by Head Office and the service.
The service supports the approved arrangement after it has been confirmed.
Primary service rule: NERPSA allows staff to complete one approved placement at their primary service. Any further placement may need to occur at another NERPSA service or an external service, depending on course requirements, service capacity, supervision and child safety considerations.
Staff Or Student Sign-In Rule
| Situation | Sign in as | Paid? | Counted in ratios? |
|---|---|---|---|
| Placement tasks completed during approved rostered paid NERPSA work hours | Staff | Yes | Yes, if rostered in an approved staff role |
| Placement tasks completed during unpaid time, days off or any additional hours outside approved NERPSA work hours | Student | No | No |
This clarity is needed so there is no confusion between roles. It must be clear what role the person is working under, what responsibilities apply, who is providing supervision, and who is responsible for child safety, decision-making and daily routines.
Complete the Staff Study Progress & Practicum Placement Form before the arrangement begins.
Provide RTO, TAFE, university or training provider paperwork to Head Office.
Confirm whether the one-placement primary service rule has already been used.
Confirm timing, age group, role boundaries, sign-in, paid/unpaid status and ratio arrangements.
Confirm the proposed supervisor and whether they have capacity to supervise, observe and sign off the work.
Provide the NERPSA Pathways App link if the person needs to complete the Internal Staff Study / Practicum section.
Who Signs What
| Item | Signed or confirmed by |
|---|---|
| Host Organisation paperwork | Head Office |
| Placement agreements requiring organisational sign-off | Head Office |
| Placement work, practical tasks and placement hours | Approved service supervisor, where the arrangement has been approved |
| Staff or Student sign-in arrangement | Head Office + Service |
| Pathways App requirements, if needed | Head Office + Service |
Head Office
- reviews placement paperwork
- signs Host Organisation paperwork where required
- confirms Staff or Student sign-in
- confirms paid/unpaid and ratio arrangements
- confirms whether Pathways App completion is needed
Service Support
- supports study and placement planning
- discusses professional learning goals
- helps confirm whether placement requirements can be met safely and appropriately
- supports supervisor and service planning where needed
Service Supervisor
- supports approved placement learning
- observes practical work where required
- signs off workplace tasks where approved
- verifies placement hours where approved
Service Arrangements
- supports role clarity and supervision arrangements
- helps with roster clarity
- supports correct Staff or Student sign-in
- helps direct the staff member to the correct Pathways App section where needed
Paperwork And Records
- Staff Study Progress & Practicum Placement Form
- Host Organisation / Placement Paperwork
- Workplace Hours Log, where required
- Roster / leave / unpaid time arrangement, where relevant
- Pathways App Internal Staff Study / Practicum requirements, where required
Policy, Law And Standards Connection
Relevant NERPSA Policies And Procedures
- Staffing Policy
- Participation of Volunteers and Students Policy
- Code of Conduct
- Child Safe Environment and Wellbeing Policy
- Supervision of Children Policy
- Privacy and Confidentiality Policy
- Occupational Health and Safety Policy
Law, Regulation And Standards Connection
- Education and Care Services National Law and National Regulations
- Regulation 126 where working-towards qualification arrangements are relevant
- Regulations 145 and 149 where staff records and sign-in / attendance records are relevant
- National Quality Framework and National Quality Standard, particularly QA4 and QA7
- Victorian Child Safe Standards
Where To Go For Support
Staff study and practicum planning goes to Head Office. Service-level support goes through the Nominated Supervisor or Service Leader.
C Pathway C — Work Experience Student Secondary school students attending for short-term workplace exposure, observation and career exploration. +
Applies When
A secondary school student attends NERPSA for a short-term work experience arrangement organised through their school.
This pathway is for work experience only. It is separate from external student placement, internal staff practicum, traineeships, volunteering and provider attendance.
Managed By
The service manages work experience directly with the school, student and parent / carer where required.
Head Office does not manage work experience arrangements. Escalate through the usual service leadership process if there is a serious concern, child safety issue, uncertainty about suitability or supervision, or a matter that may need organisational support.
NERPSA highly recommends that services do not accept work experience students under the age of 16.
Work experience students attend to observe, learn and understand the workplace. They are not staff, are not volunteers, are not counted in ratios, and must not be given educator responsibilities.
The service receives or coordinates the work experience enquiry directly with the student or school.
Confirm the school contact, proposed dates and hours, supervision capacity, and whether the service can safely support the arrangement.
Provide the NERPSA Pathways App link and direct the student to the Work Experience Student section.
Complete and sign the Work Experience Arrangement Form on behalf of NERPSA for the service-based arrangement before the student starts.
Before the first attendance day, sight the required app acknowledgements, Code of Conduct acknowledgement and Pathways Induction Acknowledgement evidence.
Provide a short site orientation, support the student during work experience, and ensure the student signs in and out each day.
Service Confirms
- school contact and student details
- work experience dates, hours and service location
- the service can safely support the arrangement and supervision requirements
- the student is preferably 16 years or older
- the Work Experience Arrangement Form has been completed by the student, school and NERPSA service, with parent / carer approval where required
- the completed Work Experience Arrangement Form is kept by the service as the student record because it includes the student’s details and emergency details
- the student has used the Work Experience Student section of the NERPSA Pathways App
- the teacher at the service has sighted the required acknowledgements and Pathways Induction Acknowledgement evidence before the student commences
During Work Experience
- the student signs in and out at the service using the service sign-in process
- daily attendance is recorded through the service sign-in process
- the student participates under educator guidance and supervision
- the student observes and assists only with approved, low-risk, age-appropriate activities
- the student does not provide intimate care, medication, first aid or behaviour guidance
- educators remain responsible for children’s supervision, safety, care and routines
Work Experience Role Clarity
| Area | NERPSA Approach |
|---|---|
| Status | Work experience student attending through a school arrangement. |
| Purpose | Short-term observation, learning and career exploration. |
| Age Recommendation | NERPSA highly recommends that services do not accept work experience students under the age of 16. |
| Management | Managed by the service, including communication with the student or school, completion of the Work Experience Arrangement Form, local orientation, service sign-in and supervision planning. |
| Student Record | The fully completed Work Experience Arrangement Form acts as the student record for the work experience student because it contains the student’s details and emergency details. The form is completed by the student, school and NERPSA service, with parent / carer approval where required, and is held by the service before commencement. |
| App Resources | The NERPSA Pathways App provides the Work Experience Student section, including the current forms, required actions, Code of Conduct acknowledgement, induction acknowledgement requirements. |
| Site Orientation | The service provides a short site orientation covering sign-in, who to report to, key areas, emergency information, safety expectations, child safe expectations, privacy and phone expectations, and what the student can and cannot do. |
| Attendance | The student signs in and out at the service only, using the service sign-in process. |
| Ratios | Not counted in educator-to-child ratios. |
| Supervision | Supervised by NERPSA educators and kept within approved areas and activities. |
| Tasks | Limited to approved, low-risk, age-appropriate participation under educator guidance. |
| Child Safety | NERPSA child safety, privacy, conduct, communication and digital safety expectations apply at all times. |
Paperwork And Resources
The fully completed Work Experience Arrangement Form is completed by the student, school and NERPSA service, with parent / carer approval where required. The service can complete and sign the form on behalf of NERPSA for the service-based arrangement.
The form acts as the student record because it contains the student’s details and emergency details, and it must be held by the service before the student commences.
The NERPSA Pathways App provides the current Work Experience Student forms, acknowledgements, induction acknowledgement requirements. The student must use that section of the app and provide the service with the required completion evidence before they commence.
Work Experience Form Guidance
| Form Field | Suggested NERPSA Wording |
|---|---|
| Employer / Business Name | NERPSA |
| Telephone | 03 5721 2755 |
| Business Address And Postcode | 52 Burke Street, Wangaratta VIC 3677 |
| Employer Email Address | hr@nerpsa.com.au |
| Type Of Industry | Early Childhood Education |
| Primary Activity At Workplace | Education and care of children |
| Student’s Work Location Address And Postcode | Use the name, address and postcode of the actual service where the student will attend. |
| Workplace Contact Person | The service contact person. |
| Supervisor | The service supervisor, supervising teacher or supervising educator. |
| Activities The Student Will Undertake | Observing early childhood education and care activities; engaging in appropriate play with children under educator supervision; reading books; singing songs; assisting with setting up, packing up and cleaning tasks; and observing daily routines and safe service practices. |
| Hours | Generally 9:00 am to 3:00 pm, or the service session hours / agreed hours that work for the service. |
| Rate Of Payment | As NERPSA is a not-for-profit early childhood education organisation engaged in education and community service, services may write $0 per day in the payment section of the Work Experience Arrangement Form. |
Policy, Law And Standards Connection
Relevant NERPSA Policies And Procedures
- Participation of Volunteers and Students Policy
- Code of Conduct
- Child Safe Environment and Wellbeing Policy
- Supervision of Children Policy
- Safe Use of Digital Technologies and Online Environments Policy
- Privacy and Confidentiality Policy
Law, Regulation And Standards Connection
- Victorian Department of Education work experience requirements, including signed arrangement documentation before commencement
- Ministerial Order 1413 — Work Experience Arrangements
- Education and Care Services National Law and National Regulations
- National Quality Framework and National Quality Standard, particularly QA2, QA4 and QA7
- Victorian Child Safe Standards
Where To Go For Support
Work experience enquiries, arrangement form checks, acknowledgement checks, Pathways Induction Acknowledgement evidence, start dates, attendance records, local orientation and supervision are managed by the service. Escalate only where the service identifies a concern, cannot safely support the arrangement, or needs organisational guidance.
D Pathway D — Parent / Guardian / Carer Helper Enrolled parents, guardians, carers or authorised family members helping with service-approved programs, activities, events, excursions or routines. +
Applies When
An enrolled parent, guardian, carer or authorised family member is actively helping with a service-approved program, activity, event, excursion or routine.
A person who is only dropping off, picking up, attending as a family member or joining an event as a guest is not automatically a parent / guardian / carer helper.
Managed By
The service manages this pathway.
When a family member moves from attending as a family member to actively helping the program, the parent / guardian / carer helper process applies.
Confirm why the person is attending and whether they are actively helping.
Provide the NERPSA Pathways App link and ask them to select the Parent / Guardian / Carer Helper section.
Ask them to complete the Parent / Guardian / Carer Helper Form in the app.
The safety brief is included in the form, so staff only need to provide the app link and support completion if needed.
Check WWCC details and verify where required by the pathway, activity, event or excursion arrangements.
Support correct sign-in, role clarity, educator guidance and service expectations.
During Participation
- the helper follows the safety brief in the app form
- the helper participates under educator guidance
- the helper supports the agreed activity, event, excursion or routine role
- the helper stays within the approved role and asks an educator if they are unsure what to do
Educators Remain Responsible For
- children’s supervision and safety
- personal care and toileting
- first aid and medication
- behaviour guidance
- privacy, phones, communication and digital safety expectations
Paperwork And Records
The Parent / Guardian / Carer Helper Form and safety brief are supplied through the NERPSA Pathways App. Staff provide the app link and ask the helper to select the correct pathway section.
- Parent / Guardian / Carer Helper Form
- Safety brief included in the form
- WWCC details and verification, where required
- Service sign-in / visitor log
- Excursion / service event risk assessment, where relevant
Policy, Law And Standards Connection
Relevant NERPSA Policies And Procedures
- Participation of Volunteers and Students Policy
- Code of Conduct
- Child Safe Environment and Wellbeing Policy
- Supervision of Children Policy
- Excursions and Service Events Policy
- Safe Use of Digital Technologies and Online Environments Policy
- Privacy and Confidentiality Policy
Law, Regulation And Standards Connection
- Education and Care Services National Law and National Regulations
- National Quality Framework and National Quality Standard, particularly QA2, QA6 and QA7
- Victorian Child Safe Standards
Where To Go For Support
Start with the Nominated Supervisor or Service Leader. Refer to Head Office if the role becomes regular, unclear, higher-risk or raises a concern.
E Pathway E — Visitor / Event Guest Visitors attending for a specific service-approved purpose, including family event guests, community visitors, special guests or one-off service event participants. +
Applies When
A person attends for a specific, one-off, service-approved purpose. This may include a family event guest, community visitor, special guest or person attending a one-off service activity or service event.
This pathway applies when the person is attending, observing, participating or joining an event, rather than delivering a professional service, providing child-related support or volunteering on an ongoing basis.
Managed By
The service manages this pathway.
This pathway applies when the person is not acting as a volunteer, student, trainee, staff member, provider, allied health professional or KIS-funded Additional Assistant.
Confirm the reason for the visit, service activity or service event.
Confirm that the visit is one-off or time-limited and does not create another pathway.
Confirm supervision, educator allocation and whether the person needs to be accompanied.
Confirm whether an event, excursion, emergency or site risk assessment is needed.
Confirm sign-in, visitor records and any event documentation required.
Confirm privacy, photos, emergency, access and child-safe conduct expectations.
During The Visit Or Event
- visitors and event guests sign in and out
- stay within approved areas
- follow educator direction
- participate in the agreed visit, event or activity only
- remain with the allocated staff member or group where required
Educators Remain Responsible For
- children’s supervision and safety
- personal care and toileting
- first aid and medication
- behaviour guidance
- approved photo, video, communication and documentation processes
Paperwork And Records
- Service sign-in / visitor log
- Event or excursion documentation, where relevant
- Service event risk assessment, where required
- Emergency / access / medical planning, where relevant
- Pathways App section, if the service determines a form or acknowledgement is required
Policy, Law And Standards Connection
Relevant NERPSA Policies And Procedures
- Code of Conduct
- Child Safe Environment and Wellbeing Policy
- Supervision of Children Policy
- Excursions and Service Events Policy
- Emergency and Evacuation Policy
- Privacy and Confidentiality Policy
- Safe Use of Digital Technologies and Online Environments Policy
- Participation of Volunteers and Students Policy, where the person is helping or the role changes
Law, Regulation And Standards Connection
- Education and Care Services National Law and National Regulations
- National Quality Framework and National Quality Standard, particularly QA2, QA6 and QA7
- Victorian Child Safe Standards
Where To Go For Support
Start with the Nominated Supervisor or Service Leader. Refer to Head Office if the visit becomes regular, higher-risk, unclear, or raises child safety, supervision, privacy or conduct concerns.
F Pathway F — Allied Health / Incursion Provider External professionals or providers attending to deliver a service, program, activity, incursion or child-related support. +
Applies When
An allied health professional, presenter, performer, educator or external provider attends to deliver a service, program, activity, incursion or child-related support.
This pathway is separate from general visitors because the person is attending in a professional or provider capacity and may be working with a child, a group of children, educators or the whole service.
Managed By
The service manages the approved attendance, supervision and local requirements.
Head Office should be contacted where the arrangement is ongoing, complex, higher-risk, unclear, involves organisational agreement documents, or raises child safety, privacy, supervision, insurance or records questions.
Confirm the provider’s role, purpose, activity, children involved and attendance dates or times.
Provide the NERPSA Pathways App link and ask the provider to select the Allied Health / Incursion Provider section.
Confirm WWCC, VIT, professional registration, insurance, agreement documents or permissions where required.
Confirm supervision, educator involvement, privacy, photos, records and communication expectations before attendance.
Complete service sign-in, local orientation and any risk assessment or service event documentation required.
Pause and seek guidance if the provider’s role changes, becomes ongoing or moves outside the approved purpose.
Provider Role
- attends for the approved service, program, activity, incursion or support purpose only
- works within agreed service boundaries and professional scope
- follows NERPSA child safety, privacy, confidentiality and conduct expectations
- does not use personal devices for child images, recordings or documentation unless explicitly approved through the correct process
Educators Remain Responsible For
- the educational program and daily routines
- children’s supervision, safety and wellbeing
- personal care, toileting, medication, first aid and behaviour guidance
- managing family permissions and service records
- ensuring the provider stays within the approved role and purpose
Allied Health / Incursion Role Clarity
| Area | NERPSA Approach |
|---|---|
| Status | External professional or provider attending for an approved professional, support, program, activity or incursion purpose. |
| Purpose | To deliver a specific approved service, support, presentation, activity, incursion or program. |
| Supervision | Educator supervision and involvement must be clear. Providers must not be left to take responsibility for children unless this has been specifically assessed and approved in line with law, policy, family permissions and the provider’s role. |
| Child-Related Support | Where the provider is supporting an individual child, family permission, privacy, confidentiality, supervision and information-sharing expectations must be clear before attendance. |
| Records | Any observations, photos, videos, reports or records must be managed through approved service and privacy processes. |
| Role Boundary | The provider is not a NERPSA employee, volunteer, student, trainee, KIS Additional Assistant or general visitor unless a separate arrangement applies. |
Paperwork And Records
- NERPSA Pathways App Allied Health / Incursion Provider requirements
- Service sign-in / visitor log
- WWCC, VIT, professional registration or identity evidence, where required
- Provider agreement, insurance or risk documentation, where required
- Family permission, information-sharing or privacy documentation, where relevant
- Event / incursion / activity risk assessment, where required
- Medical, emergency, access or inclusion planning, where relevant
Policy, Law And Standards Connection
Relevant NERPSA Policies And Procedures
- Code of Conduct
- Child Safe Environment and Wellbeing Policy
- Supervision of Children Policy
- Excursions and Service Events Policy
- Privacy and Confidentiality Policy
- Safe Use of Digital Technologies and Online Environments Policy
- Dealing with Medical Conditions Policy, where child health or support needs are relevant
- Emergency and Evacuation Policy
- Participation of Volunteers and Students Policy, where the role changes into helping or volunteering
Law, Regulation And Standards Connection
- Education and Care Services National Law and National Regulations
- National Quality Framework and National Quality Standard, particularly QA2, QA5, QA6 and QA7
- Victorian Child Safe Standards
- Privacy, consent and information-sharing requirements relevant to the provider’s role
Where To Go For Support
Start with the Nominated Supervisor or Service Leader. Refer to Head Office where the arrangement involves organisational documents, insurance, regular attendance, complex child-related support, privacy questions, unclear responsibilities or child safety concerns.
G Pathway G — Trainee / SBAT Through GTO Trainees, including school-based apprentices and trainees, who are employed by a Group Training Organisation and hosted by NERPSA. +
Applies When
A trainee, including a School-Based Apprentice or Trainee, is employed by a Group Training Organisation and hosted at NERPSA.
The GTO is the employer. NERPSA is the host organisation and provides the local workplace environment, supervision and support agreed through the host arrangement.
Managed By
Head Office manages this pathway in consultation with the GTO.
The service supports the arrangement once Head Office has confirmed that it can proceed.
What Staff Need To Do
The service refers all trainee and SBAT enquiries to Head Office so the arrangement can be reviewed and coordinated with the GTO. The person should be directed to the Trainee / SBAT Through GTO section of the NERPSA Pathways App once Head Office confirms the pathway.
Head Office Confirms
- whether NERPSA will act as the host organisation
- the GTO contact and responsibilities
- start date, service location and attendance arrangements
- onboarding, app and documentation requirements
- supervision, mentoring and training arrangements
- communication process for concerns
During The Arrangement
- NERPSA provides local supervision and mentoring
- NERPSA provides a safe and supported learning environment
- the trainee follows NERPSA policies, procedures, Code of Conduct and child safety expectations while at the service
- NERPSA provides feedback to Head Office and the GTO where required
GTO Remains Responsible For
- employment contract and payroll
- industrial matters
- RTO enrolment or compliance
- formal employment performance processes
- disciplinary processes connected to employment
Refer To Head Office When
- someone asks the service directly about a traineeship or SBAT
- a GTO contacts the service directly
- there are performance, attendance, conduct or wellbeing concerns
- the service is asked to agree to a start date or host arrangement
Paperwork And Records
- GTO employment / host arrangement documents
- Training contract / training plan
- NERPSA Pathways App Trainee / SBAT Through GTO requirements
- Approved onboarding and local orientation
- WWCC or VIT evidence, where required
- RTO progress records, where relevant
- Head Office / GTO correspondence
Policy, Law And Standards Connection
Relevant NERPSA Policies And Procedures
- Staffing Policy
- Code of Conduct
- Child Safe Environment and Wellbeing Policy
- Supervision of Children Policy
- Participation of Volunteers and Students Policy, where student or placement status is relevant
- Privacy and Confidentiality Policy
- Occupational Health and Safety Policy
Law, Regulation And Standards Connection
- Education and Care Services National Law and National Regulations
- National Quality Framework and National Quality Standard, particularly QA4 and QA7
- Victorian Child Safe Standards
- Employment, training and GTO documents supplied by the GTO / RTO
Where To Go For Support
Trainee and SBAT enquiries go to Head Office, who will liaise with the relevant GTO.
H Pathway H — KIS Additional Assistant KIS-funded Additional Assistants attending through an approved Kindergarten Inclusion Support arrangement with the child’s service. +
Applies When
A KIS-funded Additional Assistant attends a NERPSA service through an approved Kindergarten Inclusion Support arrangement with the child’s service.
This pathway is specific to KIS-funded Additional Assistants. It is not a volunteer, visitor, incursion provider, allied health or NERPSA employment pathway.
Managed By
The service manages the local KIS-funded Additional Assistant process with the KIS provider and relevant service staff.
The service must ensure a staff record is held at the service where the KIS-funded Additional Assistant is working and must provide NERPSA with the KIS worker’s WWCC details for organisational records.
NERPSA needs the KIS-funded Additional Assistant’s WWCC details. The service must collect and check the WWCC information, hold the required staff record at the service, and provide the WWCC details to NERPSA so they can also be held on organisational records.
Confirm the approved KIS arrangement, KIS provider, child’s service and attendance details.
Provide the NERPSA Pathways App link and ask the person to select the KIS Additional Assistant section.
Collect and verify the KIS-funded Additional Assistant’s WWCC details before attendance.
Create and maintain a staff record at the service where the KIS-funded Additional Assistant is working.
Provide the KIS worker’s WWCC details to the relevant NERPSA Education Manager / Head Office so they can be held on organisational records.
Complete local orientation, sign-in arrangements and clarify supervision, role boundaries and child safety expectations.
KIS Additional Assistant Role
- attends through the approved Kindergarten Inclusion Support arrangement
- works under the direction of the teacher or nominated service staff
- supports the agreed inclusion arrangement
- follows NERPSA child safety, privacy, confidentiality and conduct expectations while at the service
- does not replace educators or take responsibility for the educational program
Educators Remain Responsible For
- the educational program and daily routines
- children’s supervision, safety and wellbeing
- decision-making, behaviour guidance and child safety
- personal care, toileting, medication and first aid
- communication with families and service records
KIS Staff Record And WWCC Requirements
| Requirement | What needs to happen |
|---|---|
| WWCC details | The service must collect and check the KIS-funded Additional Assistant’s WWCC details before attendance. |
| Service staff record | The service must hold a staff record for the KIS-funded Additional Assistant at the service where they are working. |
| NERPSA records | The service must provide the KIS worker’s WWCC details to the relevant NERPSA Education Manager / Head Office so they can also be held on organisational records. |
| Sign-in | The KIS-funded Additional Assistant signs in and out using the correct service process each time they attend. |
| Role clarity | The person attends only for the approved KIS arrangement and works under service direction. |
Paperwork And Records
- NERPSA Pathways App KIS Additional Assistant requirements
- WWCC details and verification
- Service staff record at the service where the KIS Additional Assistant is working
- WWCC details provided to NERPSA for organisational records
- Approved KIS arrangement / provider information
- Local orientation and service sign-in records
- Role, supervision and communication arrangements
Policy, Law And Standards Connection
Relevant NERPSA Policies And Procedures
- Staffing Policy
- Code of Conduct
- Child Safe Environment and Wellbeing Policy
- Supervision of Children Policy
- Inclusion and Equity Policy
- Privacy and Confidentiality Policy
- Safe Use of Digital Technologies and Online Environments Policy
- Dealing with Medical Conditions Policy, where relevant to the child’s support needs
Law, Regulation And Standards Connection
- Education and Care Services National Law and National Regulations
- Staff record requirements under the National Regulations
- National Quality Framework and National Quality Standard, particularly QA1, QA2, QA4, QA5, QA6 and QA7
- Victorian Child Safe Standards
- Kindergarten Inclusion Support requirements connected to the approved arrangement
Where To Go For Support
Start with the Nominated Supervisor or Service Leader. KIS-funded Additional Assistant records, WWCC details, service staff records and role clarity are managed at service level with the KIS provider.
I Pathway I — Community Volunteer Regular or ongoing unpaid volunteers who are not attending as parent / guardian / carer helpers. +
Applies When
A person willingly provides unpaid assistance on a regular or ongoing basis to support the service, program, educators, children or service community.
This pathway is for community volunteers who are not attending as parent / guardian / carer helpers and are not part of a student, work experience, trainee, KIS or provider arrangement.
Community volunteers are unpaid, but they still need to complete the same child-safe approval process as paid staff, adapted to their unpaid volunteer role. This includes an application, interview, referee checks, required screening, induction and training requirements, and service sign-in processes.
Managed By
Head Office manages the community volunteer application, interview, referee checks, screening and induction requirements.
The service manages local orientation, supervision, sign-in, role clarity and day-to-day participation after the volunteer has been approved.
Examples
- regular community readers
- ongoing program helpers
- regular unpaid service support roles
- community members assisting with approved activities
Important Distinction
A one-off visitor, event guest or provider should not be treated as a volunteer unless their role becomes regular, ongoing or helper-like and the volunteer pathway has been approved.
The person completes the Community Volunteer section of the NERPSA Pathways App before they begin.
Head Office confirms the interview process and role suitability.
Head Office confirms referee checks, WWCC evidence and required screening records.
Head Office confirms Code of Conduct, Victorian Protect training, Gecko child safety training and Pathways Induction requirements.
Provide the NERPSA Pathways App link and ask the person to select the Community Volunteer section.
The service completes local orientation before the volunteer begins.
The volunteer participates only in the approved role and under educator guidance.
During Volunteering
- the volunteer signs in and out using the correct service process
- the volunteer participates under educator guidance and supervision
- the volunteer supports the agreed volunteer role only
- the volunteer follows NERPSA child safety, privacy, confidentiality and conduct expectations
- the volunteer asks the supervising educator before beginning unfamiliar tasks
- NERPSA educators remain responsible for children’s supervision, safety, personal care, first aid, medication and behaviour guidance
Paperwork And Records
- NERPSA Pathways App Community Volunteer requirements
- Community Volunteer application
- Interview notes / suitability assessment
- Referee check records
- WWCC evidence and verification, where required
- Pathways Handbook / Pathways Induction requirements
- Code of Conduct acknowledgement
- Victorian Protect training completion evidence
- Gecko child safety training completion evidence
- Local Orientation Checklist
- Service sign-in / visitor log
Policy, Law And Standards Connection
Relevant NERPSA Policies And Procedures
- Participation of Volunteers and Students Policy
- Code of Conduct
- Child Safe Environment and Wellbeing Policy
- Supervision of Children Policy
- Privacy and Confidentiality Policy
- Safe Use of Digital Technologies and Online Environments Policy
- Compliments and Complaints Policy
- Occupational Health and Safety Policy
Law, Regulation And Standards Connection
- Education and Care Services National Law and National Regulations
- National Quality Framework and National Quality Standard, particularly QA2, QA4 and QA7
- Victorian Child Safe Standards
Where To Go For Support
Volunteer vetting and induction questions go to Head Office. Local participation, orientation, sign-in and supervision questions start with the Nominated Supervisor or Service Leader.
Need Help Choosing A Pathway?
Start with your Nominated Supervisor or Service Leader. Work experience, parent / guardian / carer helper arrangements, visitors, event guests, allied health, incursions and KIS-funded Additional Assistant arrangements are generally managed at service level using the relevant NERPSA Pathways App section. External student placement paperwork, internal staff study / practicum arrangements, trainee / SBAT arrangements through a GTO, community volunteer approval, and anything that needs organisational approval should be referred to Head Office before arrangements are confirmed.
If the person’s role changes, becomes regular, becomes unclear, involves child safety or privacy concerns, or does not fit neatly into one pathway, pause and seek guidance before continuing.