Persons with management or control obligations

Persons with management or control of the provider (PMOC) have certain obligations and tasks they must perform. A person responsible at the service has similar obligations to a PMOC, but at the service level.

On this page:

The following table outlines a comprehensive list of responsibilities, tasks and timeframes.

If these tasks aren’t competed within certain timeframes, the provider risks:

  • not being approved to run a child care service
  • losing approval to run a child care service
  • receiving an infringement.

Read more about PMOCs and persons responsible at the service.

Join our Facebook Group to get regular reminders and alerts to help you stick to these timeframes.

Obligations, tasks and timeframes

▣ Can be performed by a persons with management or control (PMOC)

◎ Can be performed by a person responsible for the day-to-day operation of a service (for their service only)

Who can perform Task Detail Timeframe How or where FAL reference
Apply for CCS approval In most cases Providers and services must be approved by:
  • their state or territory government before they can deliver early childhood education and care
  • the Australian Government before they can offer their families access to CCS payments.

In Home Care services need Australian Government approval only

You must obtain state government approval before we can grant Australian Government approval

Detail is found on our provider approvals page

Admin Act s 194B, s 194C(a), s 194D(b)

Report fees

You must report the fees charged by each service

You must report the fee before any reductions or discounts are applied

Within 14 days of:

  • receiving CCS approval
  • starting the service
  • changing current fees.

Through your service’s software

or

Through the Provider Entry Point (PEP)

Read more about charging fees

Fees are automatically published on StartingBlocks.gov.au

Minister’s Rules s 55, Item 1

Report opening hours

You must report each service’s operational hours and days

Within 14 days of:

  • starting the service
  • receiving CCS approval
  • changing operational hours or days.

Through your service’s software

or

Through the Provider Entry Point (PEP)

Opening hours are automatically published on StartingBlocks.gov.au

Minister’s Rules s 55, Item 2

Report vacancies

You must report the number of anticipated vacancies for each service

You must report anticipated vacancies for each day of the following week

By 8 pm (AEST/AEDT) each Friday

Through your service’s software

or

Through the Provider Entry Point (PEP)

Vacancies are automatically published on StartingBlocks.gov.au

Minister’s Rules s 55, Item 3

Report changes to provider and service contact details

You must report changes to provider and service contact details. This includes changes to:

  • email address
  • website address
  • telephone number
  • fax number.

Within 14 days after the change

Through your service’s software

or

Through the Provider Entry Point (PEP)

Minister’s rules s 55, Item 9

Report change of provider’s legal entity

You must report any change to the identity of the provider’s legal entity due to:

  • business restructure
  • sale
  • transfer of ownership.

At least 42 days before intended restructure, sale or transfer date

Through your service’s software

or

Through the Provider Entry Point (PEP)

Admin Act, s204A

 

Report service closure

You must report the closure of any service

At least 42 days of intended closure date

If your service closes suddenly or unexpectedly a different timeframe applies – see below

Complete this form and email it to CCSAssessments@dese.gov.au

Two PMOCs must sign the form unless only one PMOC is listed.

Admin Act, s204A

 

Report sudden, unexpected service closure

You must report the sudden or unexpected closure of a service

 

Within 24 hours of the closure

Complete this form and email it to CCSAssessments@dese.gov.au

Two PMOCs must sign the form unless only one PMOC is listed

Admin Act s204A(2)

Minister’s Rules s 55, Item 19

Report a service closure due to circumstances beyond the provider’s control

You must report when you cease to operate a service:

  • to avoid being in breach of a law

or

  • due to circumstances beyond the provider’s control.

Within 24 hours after ceasing to operate the service

Through your service’s software

or

Through the Provider Entry Point (PEP)

Min Rules s 55, item 4

Report financial administration events

You must report the following financial administration events:

  • entering administration
  • receivership
  • liquidation
  • bankruptcy

Within 24 hours of the financial administration event

Through your service’s software

or

Through the Provider Entry Point (PEP)

Minister’s Rules s 55, Item 18

Report change of address

You must report any change of physical or postal address for:

  • the provider
  • any of its services

Within 30 days before the change

Through your service’s software

or

Through the Provider Entry Point (PEP)

Minister’s Rules s 55, Items 5 and 6

Report name change

You must report a change to the name of the provider and any of its services, including evidence of name change

Within 14 days after the change

Through your service’s software

or

Through the Provider Entry Point (PEP)

Minister’s Rules s 55, Items 7 and 8

Report details of new PMOCs and persons responsible

You must report the name and contact details for new:

  • PMOCs
  • Persons responsible

You must also declare that the required checks for these people are complete. You must show evidence of these checks if asked by the department

Within 7 days after the new person starts as a PMOC or person responsible

Through your service’s software

or

Through the Provider Entry Point (PEP)

Read more about PMOCs and persons responsible.

Minister’s Rules s 55, Item 10

Report details of new Family Day Care and In Home Care Educators

You must report the name and contact details for new:

  • Family Day Care Educators
  • In Home Care Educators

You must also declare that the required checks for these people are complete.

You must show evidence of these checks if asked by the department

Within 7 days after the new person starts as a FDC or IHC educator

Through your service’s software

or

Through the Provider Entry Point (PEP)

Minister’s Rules s 55, Item 10

Report when existing PMOCs and persons responsible at the service change their name or contact details

You must report changed name and contact details for:

  • PMOCs
  • Persons responsible at the service

Within 7 days of the provider becoming aware of the change

Through your service’s software

or

Through the Provider Entry Point (PEP)

Minister’s Rules s 55, Item 11

Report when existing Family Day Care and In Home Care Educators change their name or contact details

You must report changed name and contact details for:

  • Family Day Care Educators
  • In Home Care Educators

Within 7 days of the provider becoming aware of the change

Through your service’s software

or

Through the Provider Entry Point (PEP)

Minister’s Rules, s 55, Item 11

Report when a PMOCs leaves or stops having day to day control

You must report when:

  • a PMOC leaves their role
  • their role changes and it no longer includes day to day responsibility for any of the provider’s approved child care services

Within 7 days of the person ceasing to have management or control of the provider

Through your service’s software

or

Through the Provider Entry Point (PEP)

Minister’s Rules, s 55, Item 14

Report changes to fit and proper findings

You must report if you become aware of an event or circumstance that indicates a PMOC can no longer be considered fit and proper

Within 7 days after the provider becomes aware of the circumstance

Through your service’s software

or

Through the Provider Entry Point (PEP)

Read more about fit and proper requirements

Minister’s Rules, s 55, Item 13

Report adverse background checks

You must report if the following people receive an adverse background check:

  • PMOCs
  • Family Day Care Educators
  • In Home Care Educators

Read more about background checks

Within 7 days of the provider receiving notice of the adverse background check

Through your service’s software

or

Through the Provider Entry Point (PEP)

Read more about background checks

Minister’s Rules, s 55, Item 12

Report serious convictions

You must report a serious conviction or guilty finding for:

  • PMOCs
  • Family Day Care Educators
  • In Home Care Educators

Within 24 hours of the provider becoming aware of the conviction or guilty finding

Through your service’s software

or

Through the Provider Entry Point (PEP)

Minister’s Rules, s 55, Item 20

Report changes to working with children status

You must report any change to the working with children status of any person in the provider or service who must have this check

You must report when a working with children card is renewed, extended, suspended, revoked, lapsed or expired

Within 24 hours after the provider becomes aware of the change of status

Through your service’s software

or

Through the Provider Entry Point (PEP)

Minister’s Rules, s 55, item 17

Report conflicts of interest

You must report a PMOC who gains, or is likely to gain, a conflict of interest

Within 7 days after the provider becomes aware of the matter

Through your service’s software

or

Through the Provider Entry Point (PEP)

Minister’s Rules, s 55, Item 16

Report changes to FDC/IHC educator qualifications

You must report if an FDC or IHC educator obtains a child care qualification from a registered training organisation owned or controlled by a PMOC and it appears that the educator has not obtained the qualification solely on their own merit

Within 7 days after the provider becomes aware of the matter

Through your service’s software

or

Through the Provider Entry Point (PEP)

Minister’s Rules, s 55, Item 15

Report changes to foster care or long term protection arrangements for a child in care

Providers eligible for ACCS for a child that is at risk of serious abuse or neglect must report any change to the formal foster care arrangement or long term protection order that applies to that child

Within 7 days after the provider becomes aware of the change

Through your service’s software

or

Through the Provider Entry Point (PEP)

Minister’s Rules s 55, Item 21

Change and update bank account details for the service

You must ensure bank account details for all services are up to date and correct

As soon as reasonably possible

Through your service’s software

or

Through the Provider Entry Point (PEP)

 

Report attendance records

You must report attendance records for children within certain timeframes

Within 14 days after the end of the week in which the session of care was provided

Through your service’s software

or

Through the Provider Entry Point (PEP)

Admin Act, s 204B

Report selling a service

A provider selling a service must notify the department that it will be ceasing to operate that service.

A provider must notify the department of their intention to cease operating a service 42 days before the intended date of sale.

Complete this form and email it to CCSAssessments@dese.gov.au

Two PMOCs must sign the form unless only one PMOC is listed.

Admin Act, s204A

Report buying a service

A provider buying a service must submit an application to the department for new CCS approval for that service.

A provider seeking new CCS approval for a purchased service should submit an application for CCS as many weeks as possible before the date of purchase. The application for CCS approval can be submitted before the National Law service approval has been transferred.

Detail is found on our provider approvals page

Admin Act, s196B