Childcare spot checks can be stressful.
They put your team on the spot, and put your service under close examination, but these surprise checks are important.
At a state and territory level, regulatory authorities conduct unannounced visits to monitor services’ child safety and compliance with the National Law and Regulations.
While at a Commonwealth level, authorised officers from the Department of Education are doing spot checks to ensure services are meeting their obligations under the Child Care Subsidy and Family Assistance Law.
They’re also reporting any safety concerns to the relevant state or territory regulator.
This means childcare spot checks are positive for children, families, tax-payers and the ECEC sector
And although these visits may be alarming and intense for individual services, childcare spot checks can also be really great.
A service that’s compliant, safe, quality-focused and reflective can get a lot out of the spot check experience.
And Goanna Patch Early Learning in Bundeena, NSW is one of these services.
This long day care recently had a state-level childcare spot check, and Centre Director, Sophie Stone, is here to explain how it went, and how you can prepare for a spot check of your own.
At Goanna Patch Early Learning, the childcare spot check started with a surprise, that was quickly followed by a clear approach
Sophie had no prior indication that a spot check would happen, but as soon as she answered the door and was greeted by a compliance officer, the process ran smoothly.
Sophie recognised the compliance officer as someone who’d done routine checks in previous years. However, the officer introduced herself anyway, and showed Sophie her identification.
She then explained the purpose of her visit, which was to conduct a compliance spot check of the service.
The spot check then got underway
First, the officer checked that all required documentation was correctly displayed in the foyer, such as compliance and staffing information.
She also checked that the emergency evacuation floor plan and policies were displayed. And later requested to see records of evacuation rehearsals from the past three months, which Sophie could easily supply via the OWNA app.
Sophie and the officer then did a walkthrough of the indoor spaces.
Along the way, Sophie introduced each staff member by name and qualification, and highlighted key learning areas they had set up across the environment.
The officer then reviewed compliance within the sleep and rest area, ensuring the environment supported safe sleep practices.
Sophie explains that, “The children were sleeping at the time, so our educators showed initiative and demonstrated how we document sleep checks using the OWNA app.”
The officer also checked that the nappy change area was clean, organised and accessible, with procedures clearly displayed.
The spot check then moved to the outdoor area, where the officer inspected the condition and safety of the service’s fencing, emergency gates and large wooden play equipment.
Once back inside, the officer spoke with each staff member in Sophie’s office.
Sophie explains that, “She asked child protection questions to confirm that every team member understood their mandatory reporting responsibilities and procedures.”
The officer finished by reviewing staff documentation in the office.
She looked at the educator matrix, ensuring all records were up to date, staff compliance was met, and educator-to-child ratios were maintained.
Sophie says, “She also reviewed key policies, including safe sleep, risk assessments, grievance procedures, and child safety.
“We then had a general talk about things Goanna Patch does in the community, upcoming excursions and incursions, assessment and rating, and I got a chance to ask some questions too.”
Although the childcare spot check was a surprise, it turned out to be a happy one
Sophie says, “At Goanna Patch Early Learning, we view spot checks as a supportive process rather than something to be nervous about.
“Any feedback we receive helps us continue to grow, refine what we do, and ensure that we’re providing a safe, nurturing and high-quality environment for our children, families and educators.”
And this latest visit created a real sense of pride and confidence amongst the team.
Sophie explains that, “Some of our staff members had never done a spot check before. However, each person was able to demonstrate their knowledge and commitment, particularly around child protection and their roles as educators.
“It really highlighted the strong teamwork and consistency across our service.
“It was also reassuring to see that our everyday practices align with compliance expectations. The officer’s feedback validated the systems we already have in place, and gave us ideas to further strengthen our practices.
“Since the spot check, we’ve been reflecting on what we’re doing well, and where we can continue to grow together. And we feel genuinely buoyed by the surprise visit.”
How to be spot check ready at your childcare service
Although you can’t predict when a spot check will happen, you can get prepared.
So, here are four things Sophie suggests you do before that unannounced visitor arrives:
1. Make sure all your admin is in order
It’s very important that your service is complying with the National Law and Regulations. And also administering the Child Care Subsidy properly, with good procedures in place to manage payments and fees.
So, Sophie says, “Make sure your record-keeping is up to date and accurate, especially when it comes to Child Care Subsidy, attendance records, enrolments, and documentation.
“It’s also important to stay on top of things like your annual risk assessment reviews, ensuring they’re current and reflect your environment and practices.
“Also, regularly check that your service is meeting its obligations under the Family Assistance Law. This is key, and ensures there are no surprises if your documentation is reviewed.”
2. Keep your environment clean, organised and safe every single day
Sophie says, “First impressions matter. So, if someone arrives unannounced, it really helps for them to see carefully set up activities, clear information displayed, well-maintained spaces, and accessible policies and procedures.”
3. Think about any best practice examples, and areas for improvement, that you’d like to share
An unannounced spot check is a great opportunity to showcase your centre.
So, consider the practices you’re proud of, and how you’ll talk the authorised officer through your environment.
At the same time, be open about any areas that could be improved.
Sophie explains that, “Spot checks aren’t there to catch you out. They’re there to support services, and there is always room to grow. So, think about any feedback that can help strengthen your practices even further.”
4. Make sure your team feels confident and informed
Regularly talking about what a spot check might involve will help your educators feel prepared to answer questions and share what they do.
Sophie says, “When everyone is on the same page, it makes the whole experience feel much more natural and positive.”
How OWNA can help with childcare spot checks
As Goanna Patch Early Learning has found, our all-in-one childcare management software can help you navigate an unannounced childcare spot check.
Our all-in-one daycare software makes it easy to administer the Child Care Subsidy correctly, record enrolments, manage compliance, monitor sleep, and do other things the officer is looking for.
So, if you’re not using OWNA yet, book a FREE demo to see how our technology makes everyday admin (and those random spot checks) much more manageable.
