Changes to early childhood provider and service details

All providers and services must inform us when their details change, and within a set timeframe.

This information applies to providers and services under both National Quality Framework (NQF) and the Victorian Children’s Services Act 1996 (CS Act).

For example when there is a change in:

a person in management or control
a nominated supervisor
the hours the services operates.

Or when there is:

a serious incident, or
a risk to the health, safety or wellbeing of children, or
a complaint that the law has been breached.

Read how to notify us about incidents, complaints and other circumstances.

How to notify us of changes

NQF providers and services must notify through National Quality Agenda IT System (NQA ITS).

CS Act providers and services must complete the relevant forms, and email them to vecra@education.vic.gov.au.

Changes to approved provider's details

NQF providers – apply using form PA03 via NQA ITS.
CS Act providers – apply using form AP03 (PDF, 1MB) AP03 (DOCX, 109KB).
- Responsibility: approved provider
- Timeframe: within 14 days
- References: National Law: section 173(1)(a); CS Act: section 113(1)(a).
NQF providers – notify using form PA08 via NQA ITS.
CS Act providers – notify using form AP08 (PDF, 824KB) AP08 (DOCX, 94KB).
- Responsibility: approved provider
- Timeframe: within 7 days
- References: National Regulations: regulation 175(1)(a); CS Regulations: regulation 118(1)(a).
Read about persons with management or control in early childhood services.
NQF providers – notify using form PA08 via NQA ITS.
CS Act providers – notify using form AP08 (PDF, 824KB) AP08 (DOCX, 94KB).
- Responsibility: approved provider
- Timeframe: within 14 days
- References: National Law: section 173(1)(b); CS Act: section 114(1)(a).
NQF providers – notify using form PA08 via NQA ITS.
CS Act providers – notify using form AP08 (PDF, 824KB) AP08 (DOCX, 94KB).
- Responsibility: nominated supervisor or person in day to day control
- Timeframe: notify within 7 days of the death
- Reference: National Law: section 39(2); CS Act: section 39(2).
Note. Executor of estate of the provider may apply for provider approval within 30 days of the provider’s death using:
- form PA06 for NQF services via NQA ITS, or
- form AP06 (PDF, 1MB) AP06 (DOCX, 115KB) for CS Act services.
NQF providers – notify using form PA08 via NQA ITS.
CS Act providers – notify using form AP08 (PDF, 824KB) AP08 (DOCX, 94KB).
- Responsibility: legal personal representative or guardian
- Timeframe: 30
- Reference: National Law and Regulations: section 40(2), regulations 22 & 23; CS Act and Regulations: section 40(2), regulations 20 & 21.
Note. Legal personal representative or guardian may apply for provider approval within 30 days of the provider becoming incapacitated using:
- form PA07 for NQF services via NQA ITS, or
- form AP07 (PDF, 1MB) AP07 (DOCX, 114KB) for CS Act services.
NQF providers – apply using form PA04 via NQA ITS.
CS Act providers – apply using form AP04 (PDF, 1MB) AP04 (DOCX, 106KB).
- Responsibility: approved provider
- Timeframe: within 14 days
- References: National Law and Regulations: section 37, regulation 19, CS Act and Regulations: section 37(2), regulation 17.
NQF providers – notify using form PA05 via NQA ITS.
CS Act providers – notify using form AP05 (PDF, 1MB) AP05 (DOCX, 95KB).
- Responsibility: approved provider
- Timeframe: within 14 days
- Reference: National Law: section 38; CS Act: section 38
NQF providers and services – notify using form PA08 via NQA ITS.
CS Act providers – notify using form AP08 (PDF, 824KB) AP08 (DOCX, 94KB).
- Responsibility: approved provider
- Timeframe: within 7 days
- References: National Law and Regulation: section 174(1)(b), regulation 175(1)(b), CS Act and Regulations: section 114 (1)(b), regulation 118(1)(b).

Changes to service details

Further information

VECRA

For more information, contact us on:

Phone: 1300 307 415
Email: vecra@education.vic.gov.au

ACECQA

The Australian Children’s Education and Care Quality Authority (ACECQA) is the national, independent statutory authority governing the National Quality Framework. For more information, contact ACECQA on:

Phone: 1300 422 327
Email: enquiries@acecqa.gov.au

Early childhood

Updated 2 June 2026