📕Kindergarten Enrolment Policy (QA6)

National Quality Standard (NQS) - Quality Area 6: Collaborative partnerships with families and communities

 

Program Details and Eligibility

1.1. Minimum Starting Age To be eligible to enrol in a funded kindergarten program in Victoria, your child must meet the state-wide age requirements. A child must have turned the required age by April 30th in the year they are to attend.

• Three-Year-Old Kindergarten: Children must be three years old by April 30th.

• Four-Year-Old Kindergarten: Children must be four years old by April 30th.

1.2. Program Structure and Hours Our funded kindergarten programs are delivered by a Bachelor( Equivalent or more )-qualified Early Childhood Teacher (ECT) and are guided by the Victorian Early Years Learning and Development Framework (VEYLDF). The program is play-based, child-led, and designed to foster all areas of your child's learning and development.

• Operating Hours: Our kindergarten program operates for 7.5 hours per day, five days a week, providing flexibility for families.

• Funding Requirement: To be eligible for government funding, children are required to attend the kindergarten program for a minimum of 15 hours per week (or 600 hours per year).

• Single Service Funding: Families can only claim kindergarten funding at one service. You must nominate Woodlands as your funded kindergarten service during enrolment.

1.3. Planned Closures

A comprehensive list of all planned closure dates, including Victorian public holidays and scheduled staff professional development days, is provided to all families in the enrolment pack and is displayed at the service.

1.4 Free Kinder Offset
Under the Free Kinder initiative, eligible children can access up to 15 hours of free funded kindergarten per week. The offset will be clearly itemised on family fee statements and invoices as the “Victorian Government Free Kinder Offset.”

The offset will be applied at least monthly (or more frequently depending on the centre's billing cycle).

Payments will begin from the child’s official enrolment date and will conclude at the end of the funded kindergarten year or upon cessation of enrolment.

Families may only nominate one service to receive the funded place per child. If a child is enrolled at more than one service, parents/carers must confirm in writing which service is to be considered the nominated funded kindergarten program for that year.

More detailed information is outlined in our Fees & Payments Policy and is available in our enrolment pack.

 

2. Priority of Access, Funding, and Support

2.1 Priority of Access Guidelines
Woodlands Early Learning Centres strictly adheres to the Department of Education's Priority of Access (POA) guidelines. These ensure that children with the greatest need for support are prioritised when allocating funded kindergarten places. Where demand exceeds availability, priority will be given in the following order:

1. Children at risk of abuse or neglect, including children in Out-of-Home Care

2. Aboriginal and/or Torres Strait Islander children

3. Refugee or asylum seeker children

4. Children with additional needs, including those with a disability or developmental delay

5. Children from families experiencing financial hardship, including those eligible for the Kindergarten Fee Subsidy or identified through School Family Occupation and Education (SFOE) data

6. Children from families with a parent or guardian with a disability

Families are informed of their POA category at enrolment. Where a higher-priority application arises and places are limited, families may be asked to reduce their hours or transition to another service that better meets their needs.

The Department Of Education and Training Priority of Access, which the Service must follow when filling vacancies, include:

Upon enrolment families will be informed of their priority and directed that if the Service has no vacancies and their child does not meet the priority of access guidelines, it may be required that their child leave or reduce their days in order to make a place for a priority child. 

A child enrolled in a long daycare service is not eligible for a Kindergarten Fee Subsidy where approved Child Care Benefit ( a Commonwealth Government Subsidy) is applied to the fee charged for the time spent in the kindergarten program. In this case, long day care services should ensure families eligible for the Kindergarten Fee Subsidy are aware that they may be able to access a 15-hour kindergarten program free of charge at another service.

Service providers can apply for the Kindergarten Fee Subsidy for eligible families ONLY if the child enrolled in a long daycare service where fees for the kindergarten program are charged separately, and where fees paid for the kindergarten program does not attract the Approved Child Care Benefit.

https://www.education.vic.gov.au/parents/child-care-kindergarten/Pages/how-much-kindergarten-cost.aspx

 

2.2. Early Start Kindergarten (ESK)

Early Start Kindergarten (ESK) provides 15 hours of free or low-cost kindergarten per week to eligible children for two years before school, as part of the Victorian Government’s commitment to equitable access to early childhood education.

To be eligible, a child must:

• Turn three years old by 30 April in the year they will attend kindergarten, and

• Meet one or more of the following criteria:

  • The child identifies as Aboriginal and/or Torres Strait Islander

  • The child is from a refugee or asylum seeker background

  • The child or their family has had contact with Child Protection services or has been referred by them to a community-based child and family service (e.g., The Orange Door). This includes children in kinship care arrangements.

Note: There is no requirement for formal documentation. A verbal confirmation from the parent or referring agency is acceptable. No proof of visa or contact with child protection is required for ESK enrolment..
Eligible children can attend mixed-age groups and continue into four-year-old kindergarten the following year.

This eligibility is particularly important for families ahead of the Pre-Prep rollout in 2026, where children eligible for ESK will transition into extended kindergarten programs offering up to 30 hours per week of funded Pre-Prep.

• Confirming Eligibility: We are committed to removing barriers to access. Eligibility can be confirmed through a simple conversation with the family or a verbal or written confirmation from a supporting professional (e.g., a family services worker). No further evidentiary proof is required.

• How to Apply: Woodlands will apply for the ESK grant on your behalf through the Department's Kindergarten Information Management (KIM) system. We encourage you to speak confidentially with your Centre Manager if you believe your child may be eligible.

• More Information: Visit the Department of Education website: education.vic.gov.au/childhood/parents/kindergarten/pages/earlystart.aspx

2.3. Second Year of Funded Kindergarten

In some circumstances, a child may be eligible for a second year of funded Four-Year-Old Kindergarten. This is not for children who are simply young, but for those with significant developmental delays in at least two developmental areas, as assessed by a qualified Early Childhood Teacher. The process is formal and involves collaboration between the family, the ECT, and potentially other professionals to ensure it is in the child's best interest before they start school.

2.4. Exemption from School

An Exemption from School is a separate legislative requirement for children who are of compulsory school age but are not yet attending school. This process is often linked with an application for a second year of funded kindergarten and requires a formal application and approval from the Department of Education. Our ECT and Centre Manager can provide guidance on this process.

2.5 Early Entry to School
Woodlands supports the Early Entry to School process for children who meet the Department of Education’s criteria. Early entry is typically considered for children who show high levels of learning readiness and emotional maturity. Families who are considering this option are encouraged to speak with their child’s Early Childhood Teacher and Centre Manager, who will provide guidance and support to complete the relevant application and documentation.

3. The Enrolment and Orientation Process

 

Our enrolment process is designed to be as smooth and welcoming as possible. It follows a clear pathway to ensure we have all the necessary information to provide the best care for your child.

 

3.1. Our Enrolment Process: A Step-by-Step Guide

 

Step 1: Enquiry and Tour Contact your preferred Woodlands campus to discuss your family's needs, ask any initial questions, and arrange a tour of the service to see our learning environments firsthand.

Step 2: Complete the Enrolment Form You will be asked to complete our detailed enrolment form. It is critical that this form is filled out in its entirety to meet regulatory requirements and ensure we understand your child's specific needs.

Step 3: Provide Required Documentation Submit all required information, authorisations, and documentation to the service. A comprehensive list of these required items is detailed below in Section 3.2.

Step 4: Confirmation and Enrolment Pack Once a place for your child has been confirmed, you will receive a comprehensive enrolment pack. This includes a parent handbook, the current fee schedule, and other important information about the service.

Step 5: Orientation Before your child’s first day, we will arrange orientation sessions. This is a wonderful opportunity for you and your child to meet the educators, become familiar with the daily routines, and feel comfortable in the new environment.

 

3.2. Information and Authorisations Required for Enrolment

 

To comply with the Education and Care Services National Regulations and to ensure the highest standard of care and safety for your child, the following information must be provided before your child’s first day.

• Parent/Guardian Information:

  • The full name, residential address, place of employment, and contact telephone number of each parent or guardian.

  • The highest Secondary and Tertiary Education level, and occupation and occupation group of each parent (for confidential collection of SFOE data for School Readiness Funding).

• Emergency and Authorised Nominee Information:

  • The full name, residential address, place of employment, and contact telephone number of at least one person to be contacted in an emergency if a parent is unable to be reached.

  • The full name, residential address, place of employment, and contact telephone number of any person authorised to collect the child from the service.

• Child's Personal and Cultural Information:

  • The child's full name and gender.

  • The child's primary language and family's cultural background, including Aboriginal and/or Torres Strait Islander status if applicable.

  • Details of any specific cultural or religious requirements.

  • Details of any court orders or parenting agreements concerning the child.

• Child's Health and Medical Information:

  • The name, address, and telephone number of the child’s doctor.

  • The child's Medicare number.

  • Details of any specific healthcare needs, medical conditions, or allergies, including a diagnosis of being at risk of anaphylaxis.

  • A copy of any Medical Management Plan (e.g., for Anaphylaxis or Asthma) or a Risk Minimisation and Communication Plan for any specific healthcare need.

  • Details of any dietary restrictions for the child.

• Permissions and Authorisations:

  • A written statement authorising educators to administer emergency medication (e.g., Ventolin, Asmol, Paracetamol, or an EpiPen) if required.

  • A written statement authorising the service to seek emergency medical, hospital, or ambulance services if required.

  • Agreement to the service's Fee Policy and schedule of payments.

• Government and Regulatory Documentation:

  • The child's Birth Certificate (or alternative proof of identity).

  • The child's up-to-date Immunisation History Statement, which may include details of the 16-week immunisation support period under "No Jab No Play" legislation.

  • The Customer Reference Number (CRN) for both the child and the claiming parent for Child Care Subsidy purposes.

  • A copy of the Child Care Subsidy Assessment confirmation from Centrelink.

• Immunisation Requirements – No Jab No Play

   

  In accordance with the Victorian No Jab No Play legislation, children must be up to date with their immunisations for their age to attend an early childhood education and care service, including long day care and kindergarten.

  Families must provide a copy of their child’s Immunisation History Statement from the Australian Immunisation Register (AIR) at the time of enrolment. This is a legal requirement under the Public Health and Wellbeing Act 2008 and applies to both Three-Year-Old and Four-Year-Old Kindergarten programs.

  16-Week Immunisation Support Period

  Woodlands recognises that some families may experience delays in accessing immunisation. If a child is not fully up to date at enrolment, they may still be enrolled under a 16-week support period. This allows families time to:

  • Start or continue a catch-up schedule

  • Access immunisation services (including through GPs or local councils)

  • Provide evidence of updated status within the grace period

  During this period, Woodlands will work with families to support compliance and ongoing attendance.

  For further support, families can be referred to:

  • Refugee health services

  • Aboriginal health services

  • Local council immunisation clinics

  Full details of immunisation obligations will be provided in the enrolment pack.

3.3. Transition to School: Learning and Development Statements (TLDS)

 

A key part of the kindergarten year is preparing your child for a successful transition to primary school. For every child in their year before school, our educators will collaborate with you to prepare a Transition Learning and Development Statement (TLDS). This important document summarises your child’s unique strengths, interests, and learning progress. It is shared with their new school to provide their prep teacher with valuable insights, ensuring a smooth, positive, and supportive start to their school journey.

4. Our Commitment to an Inclusive and Safe Community

 

4.1. Child Safe Standards Woodlands Early Learning Centres is fully committed to being a child-safe organisation. The safety, wellbeing, and empowerment of every child is our highest priority. We strictly adhere to the Victorian Child Safe Standards, as assessed by the Quality Assessment and Regulation Division (QARD), and embed child-safe practices in all our policies, procedures, and daily operations.

4.2. Complaints and Grievances

Woodlands Early Learning Centres is committed to providing a safe, respectful, and responsive environment for children, families, educators, and staff. We welcome feedback and take all complaints seriously as part of our continuous improvement commitment. This policy complies with the Education and Care Services National Law and Regulations.

Making a Complaint

Families and community members are encouraged to raise concerns as early as possible so they can be resolved promptly. Complaints may be raised verbally or in writing, and can be anonymous.

The name and contact number of the person responsible for receiving complaints is displayed at each service location in accordance with Regulation 173.

Complaint Pathway-

Step 1: Lead Educator

Raise your concern directly with your child’s Lead Educator, who will listen, respond, and attempt to resolve the issue informally.

---

Step 2: Campus Leadership Team

If the matter is not resolved, or if it requires further escalation, please contact the Campus Manager or Assistant Campus Manager.
You may do so via:

• Campus Email

• Campus Contact Number (details displayed at your centre)

---

Step 3: State Managers

For unresolved or more complex issues, the complaint can be escalated to the relevant State/Area Manager for formal review.

---

Step 4: Chief Operating Officer

Further concerns may be referred to the Chief Operating Officer:
Robert Hughes
📩 robert.hughes@woodlandelc.com

---

Step 5: Department of Education and Training

If the complaint involves a serious incident or a potential breach of the National Law or Regulations, or remains unresolved, families can contact:

Department of Education – Quality Assessment and Regulation Division
📍 900/1 McNab Avenue, Footscray VIC 3011
📞 (03) 7005 1801

📩 wmr.qar@education.vic.gov.au
🔗 Department of Education Office Locations

Regulatory Notification

Woodlands will notify the Regulatory Authority (Department of Education) within 24 hours of receiving any complaint that alleges:

• A serious incident has occurred, or

• A breach of the Education and Care Services National Law or Regulations
  (Section 174; Regulation 176)

Investigation & Response

• All complaints are acknowledged promptly.

• An impartial investigation is undertaken, maintaining privacy and confidentiality.

• Outcomes and actions are communicated to the complainant.

• If unsatisfied, complainants may contact the Department of Education directly.

Child-Safe and Inclusive Practices

• All complaints are handled in a child-focused manner.

• Children are supported to express concerns and understand who they can talk to.

• Interpreting services and support will be offered where language barriers exist.

• No person will be victimised or treated unfairly for making a complaint.

Recordkeeping and Review

• All complaints are documented and reviewed to identify service improvements.

• This policy and related procedures are reviewed annually or following serious incidents, complaints, or regulation changes.

Related Legislation

• Education and Care Services National Law: Sections 172, 174

• Education and Care Services National Regulations: 168, 170, 173, 176

• Privacy Act 1988 (Cth)

• National Quality Standard – Element 7.1.2 (Management systems)

 

4.3. Interpreting and Translation Services To ensure language is not a barrier to communication, we use the government-funded service All Graduates Interpreting and Translating. This provides free telephone, video, and on-site interpreters for families who speak a language other than English or use Auslan.

• How to Access: Please ask your Centre Manager to book an interpreter for meetings or important conversations.

• Direct Contact for Information: Families can contact All Graduates directly for information at de.enquiries@allgraduates.com.au or by calling (03) 9605 3051.

• Guide for Families (DOCX)
• Guide for Families (PDF)

5. Inclusion Support and Strategic Planning

Inclusion Support Programs and Strategic Inclusion Plan

Woodlands Early Learning Centres is committed to providing an inclusive program for all children. We implement a Strategic Inclusion Plan (SIP), which is a living document developed in consultation with our educators, families, and inclusion professionals. This plan outlines our ongoing commitment and strategies for embedding inclusive practices into our service delivery.

To further support children with additional needs, families enrolled at Woodlands may have access to specialised, government-funded support programs, including:

• Kindergarten Inclusion Support (KIS): This program can provide additional resources, support, and specialist training to our educators to assist children with high-support needs to participate fully in the kindergarten program.

• Preschool Field Officer (PSFO) Program: The PSFO program offers outreach support, providing consultation and guidance to our educators to help them build their capacity to support children with diverse needs and abilities.

These programs are integral to our ability to deliver a high-quality, inclusive kindergarten experience for every child.

---

6. Removing Barriers to Access

Removing Financial and Administrative Barriers

• Financial Commitment: We are committed to eliminating financial barriers that may prevent a child from accessing kindergarten. Families are supported to enrol regardless of their capacity to pay fees. This includes offering the Free Kinder initiative, providing clear information about subsidies, and working with families experiencing financial hardship to establish flexible and supportive arrangements.

• Alternate Forms of Identification: 

  Woodlands Early Learning Centres is committed to removing barriers to kindergarten participation, particularly for children and families experiencing vulnerability. We recognise that some children may not have access to a birth certificate at the time of enrolment.

  In these cases, enrolment will not be delayed or denied. Families and carers will be supported to provide alternate forms of identification, including:

  • Australian Immunisation Register (AIR) statement

  • Medicare card

  • Letter from a doctor or midwife who attended the birth

  • Doctor’s note attesting to the child’s age

  • Passport

  • Citizenship or visa documents, including Immicard

  • Foster care court orders or letters from Child Protection (where applicable)

  Woodlands staff will actively assist parents, carers, or guardians to obtain a suitable form of ID or official documentation, including providing referrals to support services where necessary. This aligns with the Department of Education’s guidance and our commitment to inclusive access for all children.

---

7. Legislative Framework

Legislative Compliance

Woodlands Early Learning Centres operates in full accordance with all relevant Victorian and national legislation. Our policies, procedures, and practices are guided by our commitment to fairness, equity, and the rights of every child and family. This includes, but is not limited to:

• The Education and Care Services National Law and Regulations

• The Child Wellbeing and Safety Act 2005 (Vic) and the Child Safe Standards

• The Disability Discrimination Act 1992 (Cth)

• The Equal Opportunity Act 2010 (Vic)

• The Charter of Human Rights and Responsibilities Act 2006 (Vic)

• The Privacy and Data Protection Act 2014 (Vic) and the Health Records Act 2001 (Vic)+

✅ Victorian Early Years Learning and Development Framework (VEYLDF)

Educational Framework
Our kindergarten programs are guided by the Victorian Early Years Learning and Development Framework (VEYLDF). This framework supports educators to advance all children’s learning and development across five learning outcomes and promotes inclusive, respectful, and culturally responsive practice.

Privacy and Confidentiality

All personal and health information collected during the enrolment process is managed securely and confidentially, in accordance with the Privacy and Data Protection Act 2014 (Vic) and the Health Records Act 2001 (Vic). Records are stored securely and are only accessed by authorised personnel for the purpose of educating and caring for your child and meeting regulatory obligations.