OSHC Compliance Manual: A Practical Guide to Policies and Procedures
Keeping OSHC policies, procedures and records current can be demanding. Services must balance children’s safety and wellbeing, educational practice, staffing, family communication and day-to-day operations while also responding to changes in legislation and regulatory guidance.
A well-organised compliance manual can make this work more manageable. However, a manual is only one part of compliance. It must reflect the service’s actual practices, be understood by staff and be reviewed when requirements or operating arrangements change.
What is an OSHC compliance manual?
“OSHC compliance manual” is a practical term used to describe a structured collection of a service’s policies, procedures, responsibilities and supporting documents.
Services developing or reorganising their documentation may choose to use editable OSHC policy and procedure templates as a starting structure. Any template should still be reviewed, customised and checked against the service’s current legal and operational requirements.
For services operating under the National Quality Framework, the Education and Care Services National Regulations require policies and procedures covering prescribed areas. The National Quality Standard also applies to outside school hours care services and includes seven quality areas against which services are assessed and rated.
A manual may cover matters such as:
children’s health, safety and wellbeing;
child-safe practices;
incident, injury, trauma and illness;
medical conditions and medication;
emergency and evacuation procedures;
delivery and collection of children;
excursions and transportation;
staffing arrangements;
interactions with children;
complaints and feedback;
governance and management;
enrolment and orientation;
privacy, confidentiality and record management;
digital technologies and online environments.
The exact documents required will depend on the service type, operating model and jurisdiction.
The legal and quality framework
OSHC services should work from the current versions of the:
Education and Care Services National Law as applied in their jurisdiction;
Education and Care Services National Regulations;
National Quality Standard;
relevant state or territory requirements;
conditions attached to their provider or service approval.
The National Law operates through an applied-law system. Although it establishes a national framework, some provisions and administrative arrangements differ between jurisdictions. Services should therefore check information from their own regulatory authority as well as national guidance.
Under the National Regulations, approved providers are generally required to:
have the prescribed policies and procedures in place;
take reasonable steps to ensure relevant staff and volunteers follow them;
keep current copies readily accessible;
make them available for inspection; and
notify families of certain changes that may affect the service’s provision of education and care.
These obligations are reflected in regulations 168, 170, 171 and 172.
Current child-safety considerations
Services should confirm that their manuals reflect the child-safety reforms introduced across 2025 and 2026.
These changes include requirements relating to:
the safe use of digital technologies and online environments;
child-safety governance;
notification requirements concerning physical or sexual abuse;
vaping substances and devices;
revised expectations within Quality Areas 2 and 7.
Further National Law changes commencing on 27 February 2026 restrict the use of personal digital devices in education and care services and regulate devices used to capture, store or transmit images of children.
A service’s policies should reflect how these requirements operate in its actual environment. This may include approved devices, storage permissions, photography, family consent, staff responsibilities, access controls and the secure deletion or retention of images.
Because amendments continue to occur, services should check the current National Regulations and relevant jurisdictional legislation rather than relying on the publication date of an older manual. ACECQA currently refers services to the consolidated National Regulations as at 27 February 2026 and the June 2026 Amendment Regulations.
Why organisation matters
Quality Area 7 of the National Quality Standard focuses on governance and leadership. ACECQA identifies well-documented policies, well-maintained records, clear direction and reflective practices as important features of effective service management.
An organised manual may help a service:
locate current policies more easily;
clarify staff responsibilities;
support induction and ongoing training;
reduce the risk of staff using obsolete documents;
record when and why a document was changed;
prepare evidence for internal reviews, monitoring or assessment and rating;
identify gaps between written procedures and actual practice.
These benefits depend on the manual being actively implemented. A comprehensive document that staff do not understand or follow will not, by itself, demonstrate compliance.
Digital and paper-based manuals
Policies may be maintained electronically, in paper form or through a combination of both.
A digital system can assist with:
keyword searching;
controlled staff access;
document versioning;
centralised updates;
backup and recovery;
recording review and approval dates.
However, an online system needs appropriate privacy and security controls. Services should consider:
who can view or edit each document;
whether staff can access essential procedures during an internet outage;
how confidential information is protected;
where information is stored;
how superseded copies are archived;
whether backups are reliable;
how access is removed when a staff member leaves.
The National Regulations focus on current policies being accessible and available, rather than requiring one particular storage format.
What should each policy contain?
A policy should do more than repeat regulatory wording. It should explain how the service will apply the requirement in its own operating environment.
A practical policy structure may include:
Purpose
Explain why the policy exists and what outcome it supports.
Scope
Identify who the policy applies to, such as educators, coordinators, volunteers, students, contractors, families or visitors.
Legislative and regulatory context
List relevant National Law sections, National Regulations, National Quality Standard elements and jurisdiction-specific requirements.
Roles and responsibilities
Clarify what is expected of the approved provider, nominated supervisor, responsible person, educators, staff, volunteers and families.
Procedures
Describe the steps staff are expected to follow. Procedures should be specific enough to guide practice without becoming unnecessarily difficult to use.
An editable OSHC Policy Statement Template may help services establish a consistent structure for documenting policy purpose, scope, responsibilities, procedures and review information.
Records and notifications
Identify:
records that must be completed;
where they are stored;
required retention periods;
who must be notified;
applicable notification timeframes.
Review and approval details
Record the:
version number;
approval date;
next review date;
person or governing body responsible for approval;
amendments made;
consultation undertaken.
ACECQA’s policy and procedure guidelines emphasise that procedures should use clear and concise language so they can be understood and implemented. The guidelines provide assistance but are not a compulsory template or exact format.
Keep policies connected to practice
A policy should accurately describe what occurs at the service.
For example, an emergency procedure should match:
the service premises;
its exits and assembly areas;
the number and ages of children attending;
staffing arrangements;
children requiring additional assistance;
the service’s communication systems;
arrangements with the school or property owner.
Copying a generic procedure without adapting it can create inconsistencies between the document and actual practice.
Services should involve relevant staff when reviewing policies. Depending on the subject, consultation may also include children, families, management committees, schools, specialists or community representatives.
Establish a sensible review process
There is no single review date suitable for every policy. Services can establish a documented review schedule based on risk, legal requirements and operational needs.
A policy may need review when:
legislation or regulatory guidance changes;
the service introduces a new program or practice;
premises, staffing or operating hours change;
an incident or complaint identifies a gap;
staff report that a procedure is unclear;
an emergency rehearsal identifies a problem;
new technology or record systems are introduced;
assessment and rating feedback requires attention.
Services should avoid updating only the date. The reviewer should confirm that references, roles, procedures, forms and links remain accurate.
Version control
Version control helps staff identify the authorised document.
Each policy should clearly display:
its title;
version number;
approval date;
review date;
document owner;
approving authority;
replacement or amendment history.
When a revised version is approved:
Replace the current accessible copy.
Notify affected staff.
Explain significant changes.
Update related forms and checklists.
Archive the superseded version securely.
Record any required consultation or acknowledgement.
This reduces the risk of different staff members following different versions.
Services reviewing multiple documents may also find a structured OSHC policy manual or compliance template collection useful for keeping headings, version information and review records consistent across policies.
Supporting staff understanding
Providing access to a policy does not necessarily mean staff understand how to apply it.
Policy implementation may involve:
induction;
scenario-based discussion;
refresher training;
supervision and team meetings;
practical drills;
written acknowledgements;
observation of practice;
reviewing incidents and near misses;
opportunities for staff to ask questions.
The approved provider’s responsibilities include taking reasonable steps to ensure policies and procedures are followed.
Training, monitoring and responsive supervision can help demonstrate that the documents are part of everyday practice rather than simply stored for reference.
Preparing for assessment and rating
The National Quality Standard is used by state and territory regulatory authorities when assessing and rating education and care services. A service may be asked to explain how its policies, governance systems and records support its practice.
Preparation should focus on genuine implementation rather than producing documents solely for an assessment visit.
Useful questions include:
Can staff explain the procedures relevant to their role?
Are current policies easy to locate?
Do records show that procedures are being followed?
Are forms consistent with the corresponding policies?
Can the service explain how children and families contribute to decision-making?
Are policy reviews connected to the Quality Improvement Plan?
Is there evidence of reflection and continuous improvement?
The approved provider must ensure that a Quality Improvement Plan is in place for each service. Its purpose is to support self-assessment and planning for improvement, as well as inform the regulatory authority’s assessment of the service.
Editable OSHC compliance templates and checklists may support internal document reviews and help services identify areas requiring further attention. They should be used alongside current ACECQA guidance, regulatory requirements and the service’s own Quality Improvement Plan.
A practical policy-management checklist
A service can periodically check whether:
all required policies are present;
jurisdiction-specific requirements have been considered;
legislation and regulatory references are current;
procedures reflect actual service practice;
staff responsibilities are clearly allocated;
related forms and records are current;
current versions are readily accessible;
superseded documents are archived;
staff have been informed of material changes;
reviews and approvals are documented;
policy changes affecting families have been communicated appropriately;
improvement actions are recorded and followed up.
Making compliance documentation manageable
A structured manual can reduce confusion and provide a clearer foundation for staff practice. It cannot guarantee compliance, prevent every incident or determine an assessment and rating outcome.
Effective compliance management requires an ongoing combination of:
current and service-specific documentation;
informed leadership;
staff training and supervision;
accurate record keeping;
consultation;
reflection;
regular monitoring;
action when gaps are identified.
Templates may provide a useful starting structure, but every document should be reviewed and adapted to the individual service. The approved provider remains responsible for confirming that its policies and procedures comply with current requirements and accurately reflect how the service operates.
Further OSHC documentation resources
WorkSmart Templates provides editable OSHC policy, procedure and administrative templates for services seeking a structured starting point for their documentation. Each template should be reviewed, customised and checked against the service’s current practices, jurisdiction and regulatory obligations.
Explore the OSHC template collection.
Information current as at July 2026. This article provides general information only and does not constitute legal or regulatory advice. OSHC services should consult ACECQA, their state or territory regulatory authority and appropriately qualified advisers when interpreting their obligations.
