Forms your educators fill in
These are completed by educators and the responsible person rather than families. Staff open them on any device and sign with a service PIN, so there are no extra logins to manage.
Several of them then move to a parent for signature — an incident record is filled in by the educator who was there, reviewed by the responsible person, and signed by the parent.
All 14 forms below are free. Create an account to add any of them to your service.
Incidents and illness
Required under Regulations 85 to 88 — the record itself, the parent notification, and notification of an infectious disease.
Record and track incidents, injuries, trauma and illness involving children as required by Australian childcare regulations.
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.
Medication
A record for every dose under Regulation 92, with separate records for asthma and anaphylaxis because those can be administered without prior authorisation in an emergency.
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.
Learning and communication
Observations of children’s learning, and a record of what you have told a family.
Staff form to document behavioural observations and incidents involving children.
Staff form to document and communicate behavioural or developmental observations to families.
Premises and emergencies
Regulation 103 covers safe, clean premises; Regulation 97 requires emergency and evacuation procedures to be rehearsed and the rehearsal documented.
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.
Staff form to record emergency and evacuation drill details, outcomes, and improvements.
Transport
The embarking and disembarking checks required by Regulations 102E and 102F, each done by the driver and an educator.
Staff checklist to ensure all children are safely accounted for when boarding a vehicle.
Staff checklist to ensure all children are safely accounted for when disembarking a vehicle.
Child protection
Regulation 84 requires everyone at the service to be advised of and understand the current child protection law and their obligations under it — whether or not they work directly with children.
Staff form to document child protection concerns, disclosures, and mandatory reporting actions.
Also called
- Childcare staff forms
- Educator forms
- Staff record keeping forms
- Childcare compliance records
- Educator documentation
Common questions
How do staff sign these without an account?
With a service PIN. Educator profiles are saved once, so a staff member picks their name and signs — no separate login to create or manage.
Can a staff form go to a parent afterwards?
Yes, and several are set up that way by default. The incident record is completed by the educator, reviewed by the responsible person, then sent to the parent for signature — each step timestamped.
Which of these have to be kept, and for how long?
Retention periods are set by Regulation 183 and vary by record type — incident records relating to a child are kept until the child turns 25. Check the regulation for the record you are dealing with.
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
Vacation care forms: excursions, transport and bus checks
What a school holiday program actually runs on — an authorisation for each excursion, transport consent, and the embarking and disembarking checks.
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.
Daily records: what educators fill in as things happen
The records your staff complete during the day — incidents, illness, medication given, and observations of children’s learning.
Forms parents and guardians fill in
Every form you send out to families — enrolment, permissions, collection arrangements, medication authority and feedback.