Daily records: what educators fill in as things happen
These are the forms that get filled in while something is happening rather than in advance. They are also the ones an authorised officer is most likely to read closely, because they show whether your practice matches your policies.
Grouped by what prompts them rather than in an order, since none of these happen on a schedule.
All 12 forms below are free. Create an account to add any of them to your service.
When a child is hurt
Regulation 87 requires a record of any incident, injury or trauma, and Regulation 86 requires the parent to be notified as soon as practicable and no later than 24 hours — including where the incident is only alleged. Filling it in on a phone at the time beats writing it from memory at 6pm.
Record and track incidents, injuries, trauma and illness involving children as required by Australian childcare regulations.
When a child is unwell
Regulation 87 allows one record for incident, injury, trauma and illness; a separate illness form is a choice, not a requirement. If there is an occurrence of an infectious disease at a centre-based service, Regulation 88 requires a parent or authorised emergency contact of each child to be notified as soon as practicable.
Record and document illness incidents involving children including symptoms, first aid, and medication details.
Staff form to document infectious disease incidents and record notifications to families and authorities.
When you give medication
Regulation 92 requires a medication record for each child who is given medication. In an anaphylaxis or asthma emergency, Regulation 94 allows medication without an authorisation, and a parent and emergency services must be notified as soon as practicable.
Record medication administered to a child including dosage, witness details, and required signatures.
Record asthma medication administered to a child including symptoms, dosage, and required signatures.
Record anaphylaxis emergencies including symptoms, adrenaline autoinjector administration, and emergency response.
When you observe learning
Regulation 74 requires documentation for the educational program — assessments of development and progress for a child preschool age or under, and evaluations of wellbeing, development and learning for an older child. Observations are how most services build it.
Staff form to document behavioural observations and incidents involving children.
When something on the premises is not right
Regulation 103 requires premises, furniture and equipment to be safe, clean and in good repair. A hazard report captures the problem; a maintenance record captures what was done about it.
Staff form to report and document hazards identified at the childcare service premises.
Staff form to document maintenance issues and repairs at the childcare service premises.
Also worth having
Not part of this job, but they come up. Add them separately if you need them.
Staff form to document child protection concerns, disclosures, and mandatory reporting actions.
Staff form to record emergency and evacuation drill details, outcomes, and improvements.
Staff form to document and communicate behavioural or developmental observations to families.
Also called
- Daily childcare forms
- Daily record keeping
- Educator daily forms
- Childcare staff records
- Day to day childcare paperwork
Common questions
Do I need a separate record for illness and injury?
Regulation 87 covers incident, injury, trauma and illness in one record, so a single form can do both. Most services keep them separate in practice because an illness record is usually shorter and gets filled in far more often.
What has to be recorded when medication is given?
Regulation 92(3) lists the details, including the child’s name, the signed authorisation, the medication, the dosage and manner, the time and date it was given, and the name and signature of the person who gave it and of any person who checked it. Authorisation has to be in place beforehand under Regulation 93 — the exception being an anaphylaxis or asthma emergency under Regulation 94.
How quickly do parents have to be told about an incident?
As soon as practicable, and no later than 24 hours after the occurrence — or alleged occurrence — under Regulation 86.
Written as general guidance for Australian education and care services. It is not legal advice, and it may not reflect the latest amendments — check the Education and Care Services National Regulations and your regulatory authority for the current position.
Other guides
OSHC forms: before school, after school and vacation care
The forms an outside school hours care service runs on — enrolment, getting to and from school, vacation care excursions, and medication.
Vacation care forms: excursion permission and regular outings
What a school holiday program actually runs on — a written authorisation for each excursion, and a once-a-year authorisation for regular outings.
Enrolling a child: the forms you need
The enrolment record itself, plus the booking, emergency contacts, medical conditions and standing authorisations that go with it.
Forms parents and guardians fill in
Every form you send out to families — enrolment, permissions, collection arrangements, medication authority and feedback.
Forms your educators fill in
The records staff complete — incidents and illness, medication given, observations, safety checks and transport.