Recruitment, selection and employment policy.

Recruitment, Selection and Employment Policy and Procedure

Policy Statement

Our Service is committed to ensuring that the best educators are chosen to work at our service based on required qualifications, experience, knowledge, ability and fit for the organisation. This document outlines clear guidelines for the recruitment and selection of new team members and the importance of strong induction processes. All stakeholders are required to ensure that the safety, rights and best interests of the children is the paramount consideration in all decisions and actions.

Key Principles

• The safety, rights, and best interests of the children must be the paramount consideration in all recruitment decisions.

• Child Safety must be embedded in all stages of recruitment, with position descriptions and interview questions reflecting child safe principles and professional conduct, including ongoing employment practices that support, monitor and manage staff suitability to work with children.

• Recruitment practices should clearly demonstrate the service’s commitment to child safety to applicants, families and the broader community and contribute to a visible child-safe culture.

• The Approved Provider and service leaders should ensure that staff involved in recruitment have the skills , knowledge and capability to undertake child-safe recruitment and understand their safeguarding responsibilities and obligations.

• Recruitment decisions must comply with the NQF, including robust fitness and propriety check, responsible person requirements, adherence to educator-to-child ratios, and verification of all qualification requirements relevant to the role.

• The Approved Provider and service must ensure compliance with the Fair Work Act 2009.

• Employers and employees should take all reasonable steps to protect children from harm, abuse, and neglect.

Child Safe Recruitment Practice

Our service is a child safe organisation and integrates the National Principles for Child Safe Organisations in all recruitment and employment practices. It is essential that the right person is selected for each position within the organisation to match service expectations. Succession planning and meeting individuals’ growth are also an important consideration for staff retention and service delivery. An effective recruitment, selection and induction process ensures that the best possible professionals are attracted to and retained by the service. This improves quality outcomes for all stakeholders and supports continuing improvement.

1. Advertising

• Job advertisements will include our Services’ clear commitment to being a Child Safe Organisation and that rigorous screening checks will be conducted as part of the recruitment process e.g. We prioritise the safety, wellbeing, and rights of all children and maintain a strong culture of child safety across our services. As part of our commitment, we have a rigorous recruitment and screening process in place, including comprehensive reference checks, Police checks and child-safe employment checks.

• Each advertisement will specify relevant position details including title, hours, qualifications, and application procedures. These may include, but are not limited to:

• Holding a current WWCC

• Holding a current National Police Check (where required for identified positions such as management, administrative or leadership roles)

• Completion of Child Protection Training and demonstrated knowledge of mandatory reporting obligations

• Understanding and commitment to the Child safe Standards and National Principles for Child safe Organisations

• Demonstrated ability to identify and respond to concerns about child safety, wellbeing, and abuse

• Willingness to adhere to services policies and procedures, Code of Conduct, and Child Safe Policy

• Requirement to provide at least two professional references.

2. Interviews

• Review each candidate’s application for the role and their previous work history

• Check WWCC and qualifications

• Use interview questions and processes that explore a candidate’s values, attitudes, knowledge and understanding of professional boundaries and approach to safeguarding children.

• Ask questions which focus on the skills and abilities relevant to the position. (refer to sample questions to ask during an interview)

• Seek clarification from candidates or referees whenever gaps, inconsistencies, or concerns arise, and document how these are explored and resolved.

3. Reference and Probity Checks

Recruitment decision making must be robust, taking steps to verify prospective employees are fit and proper, have the required WWCC, have verified qualifications and, where applicable, Teacher Registration, and are checked against the NQA IT System register of prohibited persons and suspended educators.

We will complete the following:

• Minimum 2 verbal reference checks

• Verification of WWCC

• Completion of probity checks, including prohibition and compliance history declarations.

• Qualification checks to verify credentials

Checking for fraudulent qualifications

When recruiting, it's important to check that applicants hold valid qualifications.

When staff provide their qualifications, check them carefully to see if they appear legitimate.

Pay close attention to the details on each qualification might give you clues that they aren't legitimate.

The Early Childhood Regulatory Authority (Regulatory Authority) has seen copies of qualifications from approved providers that appear to be fake because words were spelt incorrectly, there were formatting inconsistencies, the issuer was not a registered training organisation (RTO), the QR code gives a different person's details, and variations in the 'look' of certificates issued by the same RTO.

While these are likely red flags to make you suspect that the qualification is fake, you need to take steps to ensure that all qualifications are valid, irrespective of how it first looks.

• Ask the person to provide a copy of both the award and the transcript, not just the award, and check for consistency

• Ask the person to log into the student portal using their Unique Student Identifier (USI) to access a copy of their transcript and award. They can also choose to add you as their employer so you can view this information yourself

• Check the National Training Register for details about the RTO including whether they were operating (i.e. registered) on the date that the qualification was issued

• Check that Australian Skills Quality Authority (ASQA) has not taken regulatory action against the RTO, including cancelling their qualification because it was issued between specific dates

• Ask the person to give their permission for the RTO to disclosure information directly to you about their qualification

• If included, scan the QR code to check that the student’s name matches the name on the certificate

Mandatory Child Safety Training

From 27 February 2026, the following people involved in ECEC must complete mandatory national child safety training:

• persons with management and control

• nominated supervisors

• persons in day-to-day charge

• staff

• volunteers

• students.

Approved Child Protection Training Requirements

Approved providers must ensure the relevant people involved in early childhood education and care (ECEC) complete the prescribed child protection and child safety training. In NSW, the following people must complete a child protection course required by Government protocol in accordance with Section 162A of the Children (Education and Care Services) National Law:

• Nominated supervisors

• Persons in day-to-day charge

Approved courses

The following are the approved Child Protection training courses required by Government protocol (in-house training is not sufficient):

• CHCPRT002 - Support the rights and safety of children and young people

• CHCPRT025 - Identify and report children and young people at risk

• CHCPRT026 - Support the rights and safety of children and young people

Offer of Employment

Successful candidates will receive a written Letter of Offer and Employment Contract specifying:

• Position title and classification

• Commencement date and hours of work

• Probationary period

• Pay level and employment conditions in accordance with the Fair Work Act 2009 and relevant industrial award

• Duty statements and reporting structure

• Any other employment records or conditions relevant to the role

Prior to commencement, all successful candidates must complete and sign a Declaration of Fitness for Duty, which confirms:

• They are physically and mentally fit to perform the inherent requirements of the position.

• They have not been subject to any prohibition notices, compliance actions, or formal investigations that would prevent them from working with children.

• They will disclose any current or past matters that may affect their suitability to work in a child-related role.

Each new employee will also be required to complete a Child Safety and Protection Declaration, confirming that they:

• Have read and understood the Service’s Child Protection Policy, Child Safe Environment Policy, and Code of Conduct.

• Understand and agree to comply with all obligations under the Child Safe Standards, National Principles for Child Safe Organisations, and mandatory reporting requirements relevant to their state or territory.

• Commit to upholding the Service’s zero-tolerance approach to child abuse and neglect, and to immediately report any concerns regarding a child’s safety or wellbeing in accordance with service procedures.

Each new employee will be provided with the following documentation:

• Fair Work Information Statement

• Casual Employee Information Statement (CEIS) (where applicable)

• Service Handbook and Code of Conduct

• Child Protection and Child Safe Standards information package (where applicable)

Enter the employee in the National Early Childhood Worker Register in NQAITS from 27 February 2026 within 14 days of being employed, engaged or appointed and within 14 days of becoming aware of any change of information.
Unsuccessful applicants will be notified respectfully and confidentially.

Induction and Orientation

Our Service provides a comprehensive and structured induction and orientation program for all new employees, students, and volunteers.
This program ensures that the employee feels well-informed, welcomed and equipped to undertake the role as well as ensuring that every individual working within our Service understands their legal, ethical and professional responsibilities to provide a child safe environment in accordance with the Education and Care Services National Law, Education and Care Services National Regulations (including Regulation 168), the National Quality Framework (NQF) and the Child Safe Standards.

The induction and orientation process supports new staff to:

• Understand the Service’s commitment to being a Child Safe Organisation.

• Recognise their obligations under child protection legislation, including mandatory reporting, reportable conduct, and information sharing schemes.

• Gain familiarity with all required policies and procedures under Regulation 168, and the Service’s operational expectations.

• Develop the knowledge and confidence to identify, respond to, and report child safety concerns in line with legislative requirements and service policy.

The Induction and Orientation Program Includes

1. Service Introduction

• Overview of the Service’s philosophy, values, vision, and organisational structure.

• Introduction to key leadership roles including the Approved Provider, Nominated Supervisor, and Educational Leader.

• Outline of decision-making, communication and reporting structures.

2. Legislative and Regulatory Responsibilities

• Overview of the Education and Care Services National Law and Regulations, including Regulation 168 required policies (such as Child Protection, Health, Safety, and Staffing policies).

• Review of the National Quality Framework, National Quality Standard (NQS), and relevant learning frameworks (Belonging, Being and Becoming – The Early Years Learning Framework).

• Review of key legislation including the Children and Young Persons (Care and Protection) Act, Work Health and Safety Act, and Fair Work Act.

• Introduction to the National Principles for Child Safe Organisations and Child Safe Standards as legislated within each state and territory.

3. Child Safety and Child Protection Training

• Detailed training on the Service’s Child Protection Policy, Child Safe Environment Policy, and Code of Conduct.

• Understanding of mandatory reporting obligations, including identifying indicators of abuse and neglect and how to make a report to the relevant statutory authority.

• Explanation of the Reportable Conduct Scheme, where applicable, and staff obligations to disclose misconduct, allegations or investigations.

• Overview of the Child Information Sharing Scheme (CISS) and Family Violence Information Sharing Scheme (FVISS) (as relevant to the state/territory).

• Commitment to a zero-tolerance approach to child abuse and to actively embedding child safety principles in daily practice.

4. Policies and Procedures Review
All new staff, students and volunteers will review and acknowledge understanding of:

• All policies and procedures required under Regulation 168, including but not limited to:

  • Child Protection and Child Safe Environment

  • Health, Hygiene and Safe Environment

  • Injury, Illness, and Medical Conditions

  • Emergency and Evacuation

  • Interactions with Children

  • Governance and Leadership

  • Enrolment and Orientation

  • Staffing Arrangements

  • Dealing with Complaints

  • Delivery and Collection of Children

  • Nutrition, Food and Beverages

  • Excursions and Safe Transportation (if applicable)

• Review of additional key policies: Code of Conduct, Work Health and Safety, Behaviour Guidance, Privacy and Confidentiality, Incident and Hazard Reporting, and Educational Program Policy.

5. Workplace Health and Safety

• Training in workplace safety obligations, hazard identification, risk management, and use of Personal Protective Equipment (PPE).

• Location and use of safety data sheets (SDS), fire and emergency equipment, first aid kits, and evacuation procedures (including lockdown).

• Understanding of incident and injury reporting processes.

6. Employment Obligations and Fair Work

• Information on pay and employment conditions under the Fair Work Act 2009, including the Right to Disconnect, working hours, and rostering expectations.

• Distribution of required Fair Work Information Statements (including CEIS, where applicable).

7. Commitment to Professional Conduct and Continuous Improvement

• Understanding of the Early Childhood Australia Code of Ethics.

• Professional boundaries and respectful communication expectations.

• Encouragement to engage in ongoing professional learning, reflective practice, and collaboration to enhance child safety and quality outcomes.

An Induction Checklist will be completed and signed by both the new employee and the supervisor to confirm that all topics have been covered.
The completed checklist, along with signed declarations of understanding of child protection, child safe standards, and mandatory reporting obligations, will be stored in the employee’s personnel file.

All new staff will undergo a follow-up orientation meeting during the probationary period to reflect on their understanding of child protection responsibilities and discuss any further support or training needs.

PROBATIONARY PERIOD

All new employees are subject to a six (6) month probationary period to ensure mutual suitability for the role and to confirm their competence, conduct, and commitment to providing a child safe environment in accordance with the Education and Care Services National Law and Regulations, Child Safe Standards, and service policies.

The probationary period provides an opportunity for both the Service and the employee to assess ongoing suitability for employment in a child-related role. It also allows the Service to evaluate the employee’s understanding and application of child protection responsibilities, ethical practice, and compliance with organisational policies and procedures.

During the Probationary Period

• The employee will participate in supervision and feedback meetings with the nominated supervisor or approved provider
  These meetings will provide structured opportunities to discuss performance, expectations, and professional development goals.

• Performance assessments will focus not only on job skills and work quality, but also on:

  • Demonstrated commitment to upholding the Child Safe Standards and National Principles for Child Safe Organisations.

  • Awareness and understanding of child protection legislation and the Service’s Child Protection and Child Safe Environment Policies.

  • Adherence to the Code of Conduct and ability to maintain professional boundaries with children, families, and colleagues.

  • Willingness to identify, report, and respond appropriately to any concerns, suspicions or disclosures of harm or abuse.

  • Implementation of strategies that actively promote children’s safety, participation, and empowerment in everyday practice.

• Child Safety Review:
  Each probationary review meeting will include a specific reflection on the employee’s engagement with child safety practices.
  Supervisors will assess:

  • How the employee applies the child safe values and expectations in their daily role.

  • The employee’s understanding of mandatory reporting obligations and reportable conduct requirements.

  • Whether the employee has demonstrated vigilance in identifying and responding to potential risks to children’s safety or wellbeing.

  • Any feedback from peers, families, or leaders regarding the employee’s child safety behaviour or professional conduct.

• Documentation:
  Probationary review meetings will be documented using the Probation Review Form, which records discussion outcomes, areas of strength, areas for development, and action items. Any concerns relating to performance, conduct, or child safety will be clearly documented and addressed promptly with appropriate support, mentoring, or corrective action.

• Extension or Termination:
  Where a staff member fails to demonstrate the required child safe behaviours, knowledge, or ethical standards, employment may be terminated during the probationary period in line with the Fair Work Act 2009 and the employment contract.

Completion of Probation

At the end of the probationary period, a formal review meeting will be conducted. The approved provider or nominated supervisor will determine whether the employee has:

• Met the expectations of their role and performed duties in accordance with the Education and Care Services National Law and Regulations.

• Consistently demonstrated understanding, application, and commitment to child protection and child safe practices.

• Displayed the Service’s values, professionalism, and respect in all interactions.

If successful, the employee will receive a Confirmation of Employment Letter acknowledging their ongoing employment. If not successful, the employee will receive written notice of termination or non-continuation of employment as outlined in their employment contract.

Either party may terminate employment during the probationary period by providing written notice, or payment in lieu of notice, as per contractual terms and the relevant industrial award.

• ACECQA (2024). Guide to the National Quality Framework

• ACECQA (2024). Taking Images or Videos of Children – Guidelines for the National Model Code

• Australian Human Rights Commission. Child Safe Organisations

• Fair Work Ombudsman (2024). Hiring Employees

• Australian Government Department of Education (2024). Child Care Provider Handbook

• Office of the Children’s Guardian (NSW). Child Safe Standards Guide

• Business Victoria (2020). Staff Recruitment and Induction Resources

• Relevant State/Territory Working with Children Check Authorities

• Education and Care Services National Law Act 2010 (Amended 2023)

• Education and Care Services National Regulations (Amended 2023)

• Fair Work Act 2009 (inc. Right to Disconnect and Casual Employee Information Statement)

• NSW Anti-Discrimination Act 1977 and equivalent legislation in other states/territories

• Children and Young Persons (Care and Protection) Act 1998

• Federal and State Equal Opportunity and Occupational Safety Legislation

• Child Safe Standards and relevant state/territory legislation

• Family Law Act 1975

• A New Tax System (Family Assistance) Act 1999

• Child Care Subsidy Minister’s and Secretary’s Rules 2017

• Age, Disability, Racial and Sex Discrimination Acts

This policy relates to:
Quality Area 2: Children’s Health and Safety

• 2.2. –Each child is protected.

• 2.2.1-At all times, reasonable precautions and adequate supervision ensure children are protected from harm and hazard.

• 2.2.3- Management, educators and staff are aware of their roles and responsibilities regarding child safety, including the need to identify and respond to every child at risk of abuse or neglect

Quality Area 4: Staffing Arrangements

• 4.1 Staffing arrangements enhance children’s learning and development.

• 4.1.1 Organisation of educators supports children’s learning and development.

• 4.1.2 Continuity of staff promotes secure relationships for children.

• 4.2 Management, educators and staff are collaborative, respectful and ethical.

• 4.2.1 Professional collaboration guides interactions and relationships.

• 4.2.2 Professional standards guide practice.

Quality Area 5: Relationships with Children

• 5.1.1 Positive educator-to-child interactions build trusting relationships that support children’s sense of security, confidence and inclusion.

Quality Area 7: Governance and Leadership

• 7.1.2 Systems are in place to manage risk and enable the effective management and operation of a quality service that is child safe.

• 7.1.3 Roles and responsibilities are clearly defined and understood.

• 7.2.3 Development of professionals is supported through regular evaluation, mentoring and learning opportunities.

Policy Review

• The Service will review this policy and guidelines every 12 months.

• Families are encouraged to collaborate with the service to review policies and procedures.

• Educators/Carers are essential stakeholders in the policy review process and are encouraged to be actively involved.