Child Enrolment Record

About the Child Enrolment Record

A full digital enrolment record for children aged 0 to 5 in long day care, preschool and kindergarten. Regulation 160 requires an approved provider to keep an enrolment record for every enrolled child, and this template captures all of it: the child’s full name, date of birth, address and gender, the contact details of each parent and every authorised nominee, court orders and parenting plans, language used at home, and cultural background. It also gathers the health information required by Regulation 162 — medical and dental practitioner details, Medicare number, allergies and anaphylaxis risk, medical management plans, dietary requirements and immunisation status — and the medical treatment and ambulance authorisations required by Regulation 161. Parents complete and sign it from a link on any device, and the nominated supervisor confirms the record and notes which documents were sighted.

Also called

Childcare enrolment form
Enrolment form template
Child enrolment form
Childcare registration form
Daycare enrolment form
Enrolment paperwork

What's on this form

Every question included in the child enrolment record. Add, remove or reword any of them in the form builder.

Step 1 — Completed first

Filled in by the parent or guardian

Child Details
About this enrolment recordoptional
This enrolment record collects the information an approved education and care service must keep for every enrolled child under Regulation 160 of the Education and Care Services National Regulations, together with the health information required by Regulation 162 and the authorisations required by Regulation 161. Please answer every question you can. If something changes after you enrol, tell the service straight away so the record stays current.
Child Details
Child details
Preferred nameoptional
Short answer
Child's residential address
Short answer
Centrelink Customer Reference Number (CRN) for the childoptional
Short answer
Who does the child live with?optional
Short answer
Days of attendance
- Monday
- Tuesday
- Wednesday
- Thursday
- Friday
Choose any
Preferred start date
Date
Room or group (if known)optional
Short answer
Primary Parent or Guardian
Regulation 160(3)(b)(i)optional
The enrolment record must include the name, address and contact details of each parent or guardian of the child.
First name
Short answer
Surname
Short answer
Relationship to child
- Mother
- Father
- Grandparent
- Guardian
- Other relative
Choose one
Residential address
Short answer
Email address
Email
Mobile phone number
Mobile
Work or alternate phone numberoptional
Short answer
Date of birthoptional
Date
Occupationoptional
Short answer
Place of employmentoptional
Short answer
Centrelink Customer Reference Number (CRN)optional
Short answer
Does the child live with this parent or guardian?
Yes / No
Second Parent or Guardian
If applicableoptional
Complete this section if the child has a second parent or guardian. Leave it blank if not applicable.
First nameoptional
Short answer
Surnameoptional
Short answer
Relationship to childoptional
- Mother
- Father
- Grandparent
- Guardian
- Other relative
Choose one
Residential addressoptional
Short answer
Email addressoptional
Email
Mobile phone numberoptional
Mobile
Work or alternate phone numberoptional
Short answer
Date of birthoptional
Date
Occupationoptional
Short answer
Place of employmentoptional
Short answer
Does the child live with this parent or guardian?optional
Yes / No
Cultural Background
Is the child of Aboriginal or Torres Strait Islander descent?
Yes / No
Language(s) spoken at homeoptional
Short answer
Does the child or family need assistance with English?optional
Yes / No
Child's country of birthoptional
Short answer
Cultural backgroundoptional
Short answer
Cultural practices you would like the service to followoptional
Long answer
Religious background, and any religious practices or celebrations you would like followedoptional
Long answer
Medical Information
Regulation 162optional
The service must keep the name, address and telephone number of the child’s registered medical practitioner or medical service, the child’s Medicare number, and details of any specific healthcare needs, allergies or medical conditions.
Medicare numberoptional
Short answer
Number of the child on the Medicare cardoptional
Short answer
Medicare card expiry dateoptional
Date
Name of the child's registered medical practitioner or medical service
Short answer
Medical practice phone number
Short answer
Medical practice addressoptional
Short answer
Dental practitioner or dental service nameoptional
Short answer
Dental practice phone numberoptional
Short answer
Do you have private health cover?optional
Yes / No
Private health fund name and membership numberoptional
Short answer
Do you have ambulance cover?optional
Yes / No
Medical Conditions and Illness
Does the child have anaphylaxis?
Yes / No
Details of the anaphylaxis diagnosis and known triggers
Long answer
Does the child have any allergies?
Yes / No
Details of the allergies and known reactions
Long answer
Does the child have asthma?
Yes / No
Details of asthma triggers and usual treatment
Long answer
Does the child have any other medical condition the service should know about? For example diabetes, epilepsy, a heart condition, or hearing or vision loss
Yes / No
Details of the medical condition and how it is managed
Long answer
Does the child have any dietary requirements or restrictions?
Yes / No
Details of the dietary requirements or restrictions
Long answer
Does the child have additional needs, a disability, or an NDIS plan the service should know about?
Yes / No
Details of the additional needs and any support currently in place
Long answer
Immunisation
Immunisation recordsoptional
Regulation 162(f) requires the enrolment record to include the immunisation status of the child. Please provide a current Immunisation History Statement from the Australian Immunisation Register.
Are the child's immunisations up to date?
Yes / No
Medical Authorisations
Regulations 93, 94, 95 and 161optional
Medication will only be administered if it is in its original container with the original label and instructions clearly readable, and before the expiry or use-by date. Where medication has been prescribed, the label must show the child’s name, and you must provide any instructions given by the medical practitioner. Any medication, including non-prescription medication, must be separately authorised on the service’s medication authorisation form each time it is to be given.
First aid
I authorise educators at the service to administer appropriate first aid to my child in the event of an accident or an emergency requiring immediate treatment.
Medical treatment
I authorise the nominated supervisor or an educator at the service to seek medical treatment for my child from a registered medical practitioner, hospital or ambulance service.
Ambulance transport
I authorise the nominated supervisor or an educator to arrange for my child to be transported by an ambulance service in the event of an emergency.
Emergency asthma and anaphylaxis first aid (Regulation 94)
I authorise the nominated supervisor or an educator to administer emergency asthma or anaphylaxis first aid to my child without first making contact with me, where an emergency occurs. Educators will notify me and emergency services as soon as possible.
Dental treatmentoptional
I authorise the nominated supervisor or an educator to seek dental treatment for my child from a registered dental practitioner or dental service in the event of an emergency.
If no parent or guardian can be contacted, do you authorise educators to administer paracetamol to your child in line with the service’s first aid and medication policy?
Yes / No
Developmental and Additional Information
Is the child undertaking, or has the child undergone, assessment to support any developmental area? For example speech therapy, occupational therapy or autism spectrum disorder
Yes / No
Details of the assessment and any support currently in place
Long answer
The child's usual routine, including sleep and rest, feeding and toiletingoptional
Long answer
Words the child uses for toileting, sleep or comfort — please include a translation if they are not in Englishoptional
Long answer
The child's likes, interests and favourite activitiesoptional
Long answer
Any dislikes or fears the service should be aware ofoptional
Long answer
The child's strengthsoptional
Long answer
Goals you have for your child while they are at the serviceoptional
Long answer
Family Information
Siblings — names and agesoptional
Long answer
Other close relations attending the service — names and agesoptional
Long answer
Family background, history or traditions you would like to shareoptional
Long answer
Court Orders
Regulation 160(3)(c) and (d)optional
The enrolment record must include details of any court orders, parenting orders or parenting plans relating to powers, duties, responsibilities or access in relation to the child, and any orders relating to the child’s residence or contact. Please note that without a copy of the documentation, the service cannot legally enforce an order.
Are there any court orders, parenting orders or parenting plans relating to the powers, duties, responsibilities or authorities of any person in relation to the child, or access to the child?
Yes / No
Are there any other court orders relating to the child's residence, or the child's contact with a parent or other person?
Yes / No
Emergency Contact and Authorised Nominee 1
Regulations 160(3)(b) and 161optional
An authorised nominee is a person you name who may give permission on your behalf. Emergency contacts cannot be a parent or guardian of the child, and at least two contacts must be authorised to be contacted in an emergency. Please obtain the person’s consent before listing them.
Full name
Short answer
Relationship to child
- Mother
- Father
- Grandparent
- Guardian
- Other relative
Choose one
Residential address
Short answer
Mobile phone number
Mobile
Email addressoptional
Email
Other contact numberoptional
Short answer
This person is authorised to
- Be contacted in an emergency if no parent or guardian can be reached
- Collect the child from the service
- Consent to medical treatment or authorise the administration of medication
- Consent to the child being transported by an ambulance service
- Authorise educators to take the child outside the service premises
- Authorise the service to take the child on regular outings
- Consent to educators transporting the child, or arranging transport for the child
Choose any
Emergency Contact and Authorised Nominee 2
Full name
Short answer
Relationship to child
- Mother
- Father
- Grandparent
- Guardian
- Other relative
Choose one
Residential address
Short answer
Mobile phone number
Mobile
Email addressoptional
Email
Other contact numberoptional
Short answer
This person is authorised to
- Be contacted in an emergency if no parent or guardian can be reached
- Collect the child from the service
- Consent to medical treatment or authorise the administration of medication
- Consent to the child being transported by an ambulance service
- Authorise educators to take the child outside the service premises
- Authorise the service to take the child on regular outings
- Consent to educators transporting the child, or arranging transport for the child
Choose any
Child Care Subsidy
Child Care Subsidy eligibilityoptional
Child Care Subsidy is paid directly to the service to reduce the fees families pay. To claim it, families must meet the eligibility requirements set by Services Australia.
Do you or your partner care for the child at least two nights per fortnight, or have at least 14% care?optional
Yes / No
Are you liable for the fees for care provided at an approved child care service?optional
Yes / No
Do you meet the residency requirements?optional
Yes / No
Does the child meet the immunisation requirements?optional
Yes / No
Have you completed the Child Care Subsidy assessment on myGov?optional
Yes / No
Have you received confirmation of your Child Care Subsidy?optional
Yes / No
Enrolment Authorisations
Please read carefully before signingoptional
Please indicate what you authorise the service to do. Ask an educator if there is anything here you are unsure of.
I authorise educators tooptional
- Apply SPF 50+ broad-spectrum sunscreen to my child before outdoor play
- Apply band-aids or sticking plasters when necessary
- Apply nappy cream or barrier paste supplied by me
- Apply teething gel supplied by me
- Apply insect repellent supplied by me
Choose any
Do you give permission for your child to take part in regular outings and excursions? A separate authorisation will be sought for each excursion.
Yes / No
Do you consent to photographs and video of your child being taken for service records and educator training, kept within the service?
Yes / No
Do you consent to photographs and video of your child being used in learning stories and shared with other families at the service?
Yes / No
Do you consent to photographs and video of your child being used on the service's website, social media and other public or promotional material?
Yes / No
Documents to Attach
Declaration
Accuracy of this record
I declare that the information I have provided in this enrolment record is true and correct, and I will notify the service as soon as possible if any of these details change.
Service policies and fees
I confirm that I have received and read the service's policies and procedures, and its current fee schedule and enrolment terms.
Parent or Guardian Signature
Signature
Second Parent or Guardian Signatureoptional
Signature

Step 2 — Nominated Supervisor

Completed by a staff member at the service

Service confirmationoptional
To be completed by the nominated supervisor. Regulation 177 requires the service to keep the enrolment record for the child.
Record complete
I confirm this enrolment record has been reviewed and contains the information required by Regulations 160, 161 and 162.
Documents sightedoptional
- Birth certificate
- Immunisation History Statement
- Medical management or action plans
- Court orders or parenting plans
- Medicare card
Choose any
Notesoptional
Long answer
Nominated Supervisor
Educator signature

How this form gets signed

This template runs as a multi-step signing workflow. Each person is notified in turn, and every signature is timestamped and stored against the record.

1
Nominated Supervisor
Signs inside the service, using a staff PIN

Australian regulations this form supports

The child enrolment record is built around the Education and Care Services National Regulations. These are the regulations it helps you meet.

Reg 160

Child enrolment records to be kept by approved provider

An enrolment record must be kept for each child, including the child's full name, date of birth, address and gender, the name, address and contact details of each parent and of every person authorised as an emergency contact or authorised nominee, any court orders or parenting plans, the language used in the child's home, cultural background, and any special considerations.

Read the full text of Reg 160

(1) The approved provider of an education and care service must ensure that an enrolment record is kept that includes the information set out in subregulation (3) for each child enrolled at the education and care service. (2) A family day care educator must keep an enrolment record that includes the information set out in subregulation (3) for each child educated and cared for by the educator. (3) An enrolment record must include the following information for each child— (a) the full name, date of birth and address of the child; (b) the name, address and contact details of— (i) each known parent of the child; and (ii) any person who is to be notified of an emergency involving the child if any parent of the child cannot be immediately contacted; and (iii) any person who is an authorised nominee; and (iv) any person who is authorised to consent to medical treatment of, or to authorise administration of medication to, the child; and (v) any person who is authorised to authorise an educator to take the child outside the education and care service premises; and (vi) any person who is authorised to authorise the education and care service to transport the child or arrange transportation of the child; (c) details of any court orders, parenting orders or parenting plans provided to the approved provider relating to powers, duties, responsibilities or authorities of any person in relation to the child or access to the child; (d) details of any other court orders provided to the approved provider relating to the child's residence or the child's contact with a parent or other person; (e) the gender of the child; (f) the language used in the child's home; (g) the cultural background of the child and, if applicable, the child's parents; (h) any special considerations for the child, for example any cultural, religious or dietary requirements or additional needs; (i) the relevant authorisations set out in regulation 161; (j) the relevant health information set out in regulation 162.

Reg 161

Authorisations to be kept in enrolment record

The enrolment record must include an authorisation signed by a parent, or a person authorised to consent to medical treatment, for the provider, nominated supervisor or an educator to seek medical treatment from a registered medical practitioner, hospital or ambulance service, and for transportation of the child by an ambulance service.

Read the full text of Reg 161

(1) The authorisations to be kept in the enrolment record for each child enrolled at an education and care service are— (a) an authorisation, signed by a parent or a person named in the enrolment record as authorised to consent to the medical treatment of the child, for the approved provider, a nominated supervisor or an educator to seek— (i) medical treatment for the child from a registered medical practitioner, hospital or ambulance service; and (ii) transportation of the child by an ambulance service; and (b) if relevant, an authorisation given under regulation 102 for the education and care service to take the child on regular outings; and (c) if relevant, an authorisation given under regulation 102D(4) for regular transportation of the child. (2) The authorisations to be kept in the enrolment record for each child educated and cared for by a family day care educator are— (a) an authorisation, signed by a parent or a person named in the enrolment record as authorised to consent to the medical treatment of the child, for the family day care educator to seek— (i) medical treatment for the child from a registered medical practitioner, hospital or ambulance service; and (ii) transportation of the child by an ambulance service; and (b) if relevant, an authorisation given under regulation 102 for the family day care educator to take the child on regular outings; and (c) if relevant, an authorisation given under regulation 102D(4) for regular transportation of the child.

Reg 162

Health information to be kept in enrolment record

The enrolment record must include the name, address and telephone number of the child's registered medical practitioner or medical service, the Medicare number if available, details of specific healthcare needs, allergies and any diagnosed risk of anaphylaxis, any medical management or risk minimisation plan, dietary restrictions, and the child's immunisation status.

Read the full text of Reg 162

The health information to be kept in the enrolment record for each child enrolled at the education and care service is— (a) the name, address and telephone number of the child's registered medical practitioner or medical service; and (b) if available, the child's Medicare number; and (c) details of any— (i) specific healthcare needs of the child, including any medical condition; and (ii) allergies, including whether the child has been diagnosed as at risk of anaphylaxis; and (d) any medical management plan, anaphylaxis medical management plan or risk minimisation plan to be followed with respect to a specific healthcare need, medical condition or allergy referred to in paragraph (c); and (e) details of any dietary restrictions for the child; and (f) the immunisation status of the child; and (g) if the approved provider or a staff member or family day care educator has sighted a child health record for the child, a notation to that effect.

Reg 93

Administration of medication

Medication must not be administered to a child unless the administration is authorised, and it must be from its original container with the original label and instructions, before the expiry or use-by date.

Read the full text of Reg 93

(1) The approved provider of an education and care service must ensure that medication is not administered to a child being educated and cared for by the service unless— (a) that administration is authorised; and (b) the medication is administered in accordance with regulation 95 or 96. (2) The approved provider of an education and care service must ensure that written notice is given to a parent or other family member of a child as soon as practicable, if medication is administered to the child under an authorisation referred to in subregulation (5)(b). (3) A nominated supervisor of an education and care service must ensure that medication is not administered to a child being educated and cared for by the service unless— (a) that administration is authorised; and (b) the medication is administered in accordance with regulation 95 or 96. (4) A family day care educator must ensure that medication is not administered to a child being educated and cared for by the educator as part of a family day care service unless— (a) that administration is authorised; and (b) the medication is administered in accordance with regulation 95 or 96. (5) In this regulation the administration of medication to a child is authorised if an authorisation to administer the medication— (a) is recorded in the medication record for that child under regulation 92; or (b) in the case of an emergency, is given verbally by— (i) a parent or a person named in the child's enrolment record as authorised to consent to administration of medication; or (ii) if a parent or person named in the enrolment record cannot reasonably be contacted in the circumstances, a registered medical practitioner or an emergency service.

Reg 94

Exception to authorisation requirement — anaphylaxis or asthma emergency

Medication may be administered without authorisation in an anaphylaxis or asthma emergency, provided the parent and emergency services are notified as soon as practicable.

Read the full text of Reg 94

(1) Despite regulation 93, medication may be administered to a child without an authorisation in case of an anaphylaxis or asthma emergency. (2) If medication is administered under this regulation, the approved provider or a nominated supervisor of the education and care service or family day care educator must ensure that the following are notified as soon as practicable— (a) a parent of the child; (b) emergency services.

Provided for information only and may not reflect the latest amendments. Refer to the Education and Care Services National Regulations 2011 for the official legal text.

Questions about the child enrolment record

What is the child enrolment record used for?

Who fills in the child enrolment record?

The child enrolment record is completed by a parent or guardian. You send them a secure link by email or SMS — they don't need an account, an app, or a password to fill it in and sign. It then moves through 1 signing step — Nominated Supervisor — with each signature timestamped against the record.

Which Australian regulations does the child enrolment record meet?

It is built around Reg 160, Reg 161, Reg 162, Reg 93 and Reg 94 of the Education and Care Services National Regulations. Reg 160 covers child enrolment records to be kept by approved provider. Reg 161 covers authorisations to be kept in enrolment record. Reg 162 covers health information to be kept in enrolment record. Reg 93 covers administration of medication. Reg 94 covers exception to authorisation requirement — anaphylaxis or asthma emergency. Every question the regulations require is already on the form.

Is the child enrolment record the same as a childcare enrolment form?

Yes. Different services use different names for this form — it is also called childcare enrolment form, enrolment form template, child enrolment form, childcare registration form, daycare enrolment form and enrolment paperwork. They all describe the same record, and this template covers it. You can rename it to whatever your service already calls it.

Can I change the questions on the child enrolment record?

Yes. The template comes with 142 fields ready to go, but you can add, remove, reword or reorder anything in the drag-and-drop form builder, and add your own conditional logic and signing steps. Your changes only affect your service's copy.

Is the child enrolment record free?

Yes — the child enrolment record is free to use on the Childcare Forms free plan. No credit card is required to create an account and start sending it.