Approved providers must understand their legal responsibilities to run early childhood education and care (ECEC) services and follow the relevant laws and regulations.

Applicants may need to prove this understanding during the provider application process, which could involve completing a knowledge assessment and/or an interview with NSW Regulatory Authority for ECEC staff (see step 5 for further details).

Identifying the right regulatory framework that relates to the service type you would like to operate will also determine how you must submit your application.

Centre based or family day care services

Centre-based services include long day care, preschool, out of school hours care (OSHC) and vacation care.

Family day care services provide education and care for small groups of children from birth to age 12 in homes or approved venues.

Centre-based services and family day care services are regulated under the National Quality Framework (NQF). The NQF consists of the Children (Education and Care Services) National Law, Education and Care Services National Regulations and the National Quality Standards.

To learn more about the responsibilities of an approved provider under the National Law and Regulations, download the Guide to the National Quality Framework.

Mobile, multifunctional Aboriginal children’s services and occasional care services

Mobile, multifunctional Aboriginal children’s services and occasional care services are regulated by the regulatory authority under the Children (Education and Care Services) Supplementary Provisions Act and the Children (Education and Care Services) Supplementary Provisions Regulation.

PMCs are persons within or outside the approved provider who are responsible for managing the delivery of the provider’s service or who have significant influence over the activities or delivery of the service.

You will be asked to provide the details of each PMC when applying for provider approval.

For more information about PMCs visit:

• Roles and responsibilities within ECEC services
• Identifying PMCs - Prospective providers (PDF 318 KB)
• Identifying PMCs – Existing providers (PDF 416 KB)

Applicants must provide the NSW Regulatory Authority for early childhood education and care (the regulatory authority) with a range of documentation to support their application. Information and documentation supplied must be current and accurate. The regulatory authority performs searches to verify information that has been provided.

The provider approval guide (PDF 206 KB) lists the necessary application forms and supporting documents you must provide.

The required documentation differs depending on the entity type you are applying for, so please read the guide carefully.

Centre-based or family day care services

Provider approval applications and supporting documents for centre-based services (including long day care, preschool, out of school hours care and vacation care) and family day care services must be submitted online using the National Quality Agenda IT System (NQA IT System).

To access the NQA IT System you will need to create a PRODA account and obtain an individual Registration Authority number.

The provider approval guide (PDF 206 KB) lists the necessary application forms and supporting documents you must provide.

Mobile, occasional care and multifunctional Aboriginal children’s services

Provider approval applications and supporting documents for mobile and occasional care services must be emailed to assessments.ececd@det.nsw.edu.au.

Applicants looking to obtain provider approval for these service types can access the relevant application and notification forms on the Mobile, Occasional Care, Multifunctional Aboriginal Children's Services Application and Notification Forms page.

The NSW Regulatory Authority for early childhood education and care (the regulatory authority) has 60 days to process a new provider application after receiving a complete and valid application. Please refer to the provider approval guide (PDF 206 KB) for information on how to prepare a valid application.

The regulatory authority uses an objective, risk-based approach to assess applications. For more information on our policies, visit the guiding principles and policies page.

When assessing your application, the regulatory authority will consider if you are a fit and proper person and can demonstrate the requisite level of knowledge and understanding of your responsibilities under the relevant legislation. They will also look at a range of factors and pieces of information to make an informed assessment. This can include:

• your compliance history with any current or previous legislation if you are an existing provider or held an approval under previous legislation
• any relevant service rating
• results from your National Criminal Records Check and Working with Children Check
• documents you have provided as part of your application
• any further information reasonably required to make an assessment.

Online knowledge assessment and/or interview

As part of the assessment process, you may be invited to complete an online knowledge assessment or attend an interview with a regulatory officer.

If invited, you must confirm attendance by the due date or risk having your application refused and closed. The sessions are usually held in the NSW Department of Education’s Parramatta office. However, the regulatory authority will continue to offer flexible options, especially for small, remote and community-run services.

In the interview, you will discuss your understanding and compliance with the National Law, National Regulations or Supplementary Provisions as well as any of the information provided in your application.

In the online knowledge assessment, you must show you understand your responsibilities under the legislation. The assessment is open-book and consists of randomised multiple-choice questions. The assessment questions come directly from the National Law and Regulations. To prepare, we recommend you review these laws and regulations before the assessment.

Participants can access the National Law and Regulations, the Approved Learning Framework and ACECQA’s guide to the National Quality Framework via PDF on the online assessment platform. No other resources are allowed to be used during the assessment.

Application outcome

If your application is successful, you will be notified via email and provided with a copy of your provider approval certificate. You will now be able to apply for a service approval.

If your application is unsuccessful, you’ll receive an explanation of the decision. If you want to appeal the decision, you will be provided with information on how to do so.

Once you receive provider approval, you need to apply for a service approval via the NQAITS for each service you intend to operate. This must be submitted within 12 months of becoming an approved provider. If your service will offer the Child Care Subsidy you must also apply for this through the NQAITS. You can do both applications at the same time.

Operating an early childhood education and care (ECEC) service without authorisation from the NSW Regulatory Authority for ECEC is a breach of the National Law and has serious consequences. You must not operate a service in NSW that is not approved by the regulatory authority.

After gaining provider approval, an approved provider must meet several ongoing obligations, including:

• notifying the NSW Regulatory Authority for early childhood education and care (ECEC) (the regulatory authority) of any changes to the approved provider or person with management or control
• notifying the regulatory authority of any changes to the nominated supervisor and ensuring each service operates with at least one nominated supervisor at all times.

Find out more about the different roles and responsibilities within ECEC services.