Central Registration and Enrolment Scheme - Policy and Procedure

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Key details

Policy numberCS PFC 001
Review dateAugust 2025
Version number001
Policy ownerDirector assets and community

1. Purpose

This policy outlines the criteria for the placement of children into funded early childhood education and care programs. This criteria is set by the Victorian State Government who stipulate the criteria councils and private providers must adhere to in providing the service.

The policy relates to both kindergarten and centre-based care places and defines the responsibilities of those involved with operation of the central enrolment system, including staff, educators, and families.

2. Introduction

In developing this policy, council sought community and stakeholder feedback in the form of online surveys and face to face sessions with families and the wider community. This feedback was then assessed where possible incorporated into the policy.

The objectives of the policy are to:

Ensure all eligible children have access to two years of free kindergarten before commencing school.
Provide and maintain a central registration and enrolment system which provides access for families to register for and secure a place for their children in kindergarten.
Provide centre-based care services and approved childcare services which abides by the Family Assistance Legislation Amendment Act 2017.
Follow the state and federal guidelines on priority of access to support the most vulnerable families in our communities with the services they most need.
Undertake community consultation and involvement to inform council policy on kindergarten and centre based care.

Legislation and standards

Relevant legislation and standards include but are not limited to:

A New Tax System (Family Assistance) Act 1999 (Cth)
Charter of Human Rights and Responsibilities Act 2006 (Vic)
Children, Youth and Families Act 2005 (Vic)
Child Wellbeing and Safety Act 2005 (Vic)
Disability Discrimination Act 1992 (Cth)
Education and Care Services National Law Act 2010 (Vic)
Education and Care Services National Regulations 2011: Regulations 160, 161, 162, 168, 177, 183
Equal Opportunity Act 2010 (Vic)
Family Assistance Legislation Amendment (Child Care Rebate) Act 2011 (Cth)
National Quality Standard, Quality Area 6: Collaborative partnerships with families and communities
Public Health and Wellbeing Act 2008 (Vic)
Public Health and Wellbeing Amendment (No Jab, No Play) Regulations 2015 (Vic)
Sex Discrimination Act 1984 (Cth)

The most current amendments to listed legislation can be found at
Victorian legislation (opens in new window)
Federal legislation – Federal Register of Legislation (opens in new window)

3. Scope

This policy applies to the approved provider, persons with management and control, nominated supervisor, person in day-to-day charge, educators, staff, students on placement, volunteers, volunteer parent committees, parents/guardians, children, and others attending the programs and activities of Moyne Shire Council early childhood education and care services.

5. Definitions

Australian Immunisation Register (AIR) Immunisation History Statement

AIR is a national register administered by Medicare that records all vaccinations given in Australia, including to children.

Approved childcare providers

Providers that operate services that have Australian Government approval to receive child care subsidy (refer to definitions) on behalf of eligible parents/ guardians.

Child Care Safety Net

Targeted assistance to vulnerable and at-risk children and their families, as well as supporting childcare services in disadvantaged communities to address barriers in accessing childcare.

The Child Care Safety Net has three components:

Additional Child Care Subsidy
Community Child Care Fund
Inclusion Support Program

Child Care Subsidy (CCS)

An Australian Government means tested subsidy to assist eligible families with the cost of childcare. Payments are paid directly to approved childcare providers (refer to definitions). Further information can be found at Child Care Subsidy - Services Australia (opens in new window)

Children with additional needs

Children whose development or physical condition requires specialist support or children who may need additional support due to language, cultural or economic circumstances (refer to Inclusion and Equity Policy).

Complying Written Arrangement

A written arrangement between a childcare provider and an individual to provide childcare in return for fees. The arrangement includes certain required information.

Central Registration and Enrolment Scheme (CRES)

CRES provides a single point for families to apply for multiple kindergarten services within a local government area, helping them secure a place that meets their needs and enabling funded kindergartens to work collaboratively with other services to engage vulnerable and disadvantaged families.

Central Registration System (CRS)

Provides an equitable and transparent application and allocation process, enabling families to access local kindergarten services within a local government area.

Early Start Kindergarten (ESK)

Early Start Kindergarten provides eligible children with 15 hours of free or low-cost kindergarten each week led by a qualified Victorian Institute of Teaching (VIT) registered teacher. ESK is available to children who are at least three years old by 30 April in the year they are enrolled to attend the program and are:

from a refugee or asylum seeker background, or
Aboriginal and/or Torres Strait Islander, or
the family have had contact with child protection.

These children can also access free or low-cost year-before-school kindergarten through the ESK Extension Grant regardless of whether they have accessed ESK in the previous year.

Three-Year-Old Kindergarten

Is a universal early childhood program funded by the State Government for children in the year prior to commencing Four-Year-Old Kindergarten. To enrol, children must turn three prior to 30 April in the year they commence and cannot commence attendance until they turn three.

Four-Year-Old Kindergarten

(Formerly known as preschool) is a universal early childhood program, funded by the State Government for children in the year prior to commencing primary school.

Second year of funded Four-Year-Old Kindergarten

Second year eligibility may be considered when a child shows delays in key outcomes of learning and development.

Enrolment application

A process to apply for a place at the service

Enrolment form

A form, which collects details regarding individual children. This form is to be completed prior to a child being offered a place and can be accessed via the Moyne Shire Council web site. This collection of documents which contains information on each child as required under the National Regulations (Regulations 160, 161, 162), and then becomes the Enrolment Records.

Enrolment records

Post acceptance of a place, and are stored securely on site.

Fee

A charge for a place within a program at the service

Unfunded (full fee paying) kindergarten place

A place accessed by a child in a kindergarten program, where that child is ineligible to receive kindergarten funding e.g. the child has already accessed two years of funding before school and does not meet the criteria for a second year of funded Four-Year-Old Kindergarten

Priority of access

In instances where more eligible children apply for a place at a service than there are places available, the service must allocate places using the criteria outlined in the funding guides

Vacancy

A place in a program becomes vacant because of a child leaving the centre or is available because all places are not filled.

5. Training requirements

(Identify training required to ensure compliance with this policy)

6. Quality records

List the documentation and records to be completed to ensure compliance with this policy
Record	Retention / disposal responsibility	Location
Enrolment form	As per Public Records Office disposal schedule	Moyne Shire Council early education and care services
Health and wellbeing record - child	As per Public Records Office disposal schedule
Medical records	As per Public Records Office disposal schedule

7. Procedure objectives

The procedures are divided into those specific to the kindergarten environment and those that apply to centre based xare. The objectives of both areas however remain consistent with the values of Moyne Shire Council.

Through these procedures Moyne Shire Council aims to:

Engage respectfully with parents and guardians to learn about their family’s culture, values and beliefs and priorities for their child’s learning and wellbeing.
be flexible and cater for unique family circumstances and needs where possible.
support parents/guardians to meet the requirements for enrolment through the provision of clear concise information and communication.
be transparent in the application of these processes.
clarify allocation of places through consistent communication and information sharing
maintain confidentiality in relation to all information gathered for enrolment.

8. Procedure

The authorised person / persons with overall management responsibility are responsible for the overall service and to approve any changes to this policy after appropriate consultation.

The early years education and care leadership team (education and care coordinator, team leaders, and nominated supervisors) are responsible for: enacting the policy and responding to any queries that arise in relation to any aspect of the policy and ensuring the central enrolment system complies with relevant legislation, policy, and procedure.

Early years staff are responsible for: distributing application forms to prospective parents / guardians and referring families to the central enrolments officer as required and adhering to agreed protocols as per the policy. Assisting families in completing the application process when needed. Communicating with the central enrolments officer in a timely manner regarding any changes / concerns including specific needs of families and children.

Enrolment staff are responsible for: the day-to-day implementation of this policy, all administration of the central enrolment system, reporting to services, assisting families in completing the application process when needed and updating management regarding the status of enrolments. Providing secure storage of documentation, as per Victorian Privacy Legislation.

Parent / guardians are responsible for: Completing the application process and providing all required document i.e. child’s proof of age, AIR immunisation history record or catch-up schedule, current concession / Veterans Affairs card, or visa. Ensuring all information provided is true and accurate at the time of submission, that enrolment staff are notified of any changes to status, preferences, contact details or other information as soon as possible. A new application is submitted for each child for each year of attendance e.g. Three and Four-Year-Old Kindergarten, ESK, and second year of Four-Year-Old Kindergarten, if applicable as well as centre-based care. (An application needs to be completed to ensure all details are correct).

9. Attachments

Attachment 1. Central enrolment procedures – kindergarten

Attachment 2. General enrolment procedures – centre based care

Attachment 3. Letter for parents / guardians without acceptable immunisation documentation

Related policies

Acceptance and Refusal of Authorisations
Child Safe Environment and Wellbeing
Code of Conduct
Complaints and Grievances
Dealing with Infectious Disease
Dealing with Medical Conditions
Delivery and Collection of Children
Fees
Incident, Injury, Trauma, and Illness
Inclusion and Equity

External references

Christmas and New Year service changes