How to Apply for Provider Approval
Step by Step Guide
Before you can legally operate a childcare service in Australia, you must obtain Provider Approval from your state or territory Regulatory Authority. This guide walks you through the process step by step.
Step 1- Set Up Your PRODA Account
PRODA is the Australian Government's online identity verification system. You must have a PRODA account and a linked RA number before you can access NQAITS and submit your application.
| Step | Action | What to Do |
|---|---|---|
| 1 | Create your account | Go to proda.humanservices.gov.au and create an individual account using your personal details. |
| 2 | Verify your identity | Verify your identity online. You will need your Medicare card, passport, or driver's licence. |
| 3 | Receive your RA number | Once verified, you will receive a Registration Authority (RA) number. This is a unique 10 digit number. |
| 4 | Log in to NQAITS | Use your PRODA credentials to log in to the NQAITS portal at portal.nqaits.gov.au. |
Note: PRODA is personal and linked to your individual identity. Even if applying on behalf of a company, each director and each Person with Management or Control (PMC) needs their own individual PRODA account.
Step 2- Prepare Your Documents
Missing documents will delay your application. Gather all documents before you begin your application. Having everything ready will save significant time and prevent delays. The Regulatory Authority cannot process your application until it is complete and valid.
| # | Document | Details |
|---|---|---|
| 1 | PRODA RA Number | Required to log in to NQAITS and submit your application. Set up at proda.humanservices.gov.au first. |
| 2 | National Police Check | For the fit and proper person assessment. Must state 'Working with Children' as the purpose. Apply at checked.com.au |
| 3 | Working with Children Check or Blue Card | Confirms you are cleared to work with children. VIC workingwithchildren.vic.gov.au, NSW service.nsw.gov.au, QLD my.bluecard.qld.gov.au |
| 4 | Qualifications and Transcripts | Include all relevant certificates and official transcripts. |
| 5 | Photo ID | Passport or driver's licence. A clear current copy is sufficient. |
| 6 | Detailed Resume or CV | Include all roles relevant to childcare, management, or leadership. |
| 7 | Statement Letter | A written statement on your suitability and your understanding of your responsibilities under the National Law. |
| 8 | PA02 Declaration | Statutory declaration of fitness and propriety. From acecqa.gov.au. Each applicant and PMC completes a separate one. |
| 9 | ACECQA eLearning Certificate | Complete 4 of 5 modules at the ACECQA LMS. Access via acecqa.gov.au |
| 10 | 2 Written Reference Letters | Required in NSW only. Ideally from people with education or care sector experience. |
Additional Documents for Company Applicants Only
| # | Document | Details |
|---|---|---|
| 1 | Certificate of Company Registration | Confirms the company is legally registered in Australia. From ASIC via connectonline.asic.gov.au |
| 2 | ASIC Company Extract | Shows the company directors, registered office, and history. Current extract approx $9, current and historical approx $18. Fees change each July, check asic.gov.au |
| 3 | PA02 for each director or PMC | Every Person with Management or Control completes their own PA02 Declaration of Fitness and Propriety. |
Warning: ASIC fees change annually on 1 July. Always check asic.gov.au for the most current pricing before purchasing your extract.
Required for All Applicants
Step 2- Prepare Your Documents
Missing documents will delay your application. Gather all documents before you begin your application. Having everything ready will save significant time and prevent delays. The Regulatory Authority cannot process your application until it is complete and valid.
| # | Document | Details |
|---|---|---|
| 1 | PRODA RA Number | Required to log in to NQAITS and submit your application. Set up at proda.humanservices.gov.au first. |
| 2 | National Police Check | For the fit and proper person assessment. Must state 'Working with Children' as the purpose. Apply at checked.com.au |
| 3 | Working with Children Check or Blue Card | Confirms you are cleared to work with children. VIC workingwithchildren.vic.gov.au, NSW service.nsw.gov.au, QLD my.bluecard.qld.gov.au |
| 4 | Qualifications and Transcripts | Include all relevant certificates and official transcripts. |
| 5 | Photo ID | Passport or driver's licence. A clear current copy is sufficient. |
| 6 | Detailed Resume or CV | Include all roles relevant to childcare, management, or leadership. |
| 7 | Statement Letter | A written statement on your suitability and your understanding of your responsibilities under the National Law. |
| 8 | PA02 Declaration | Statutory declaration of fitness and propriety. From acecqa.gov.au. Each applicant and PMC completes a separate one. |
| 9 | ACECQA eLearning Certificate | Complete 4 of 5 modules at the ACECQA LMS. Access via acecqa.gov.au |
| 10 | 2 Written Reference Letters | Required in NSW only. Ideally from people with education or care sector experience. |
Additional Documents for Company Applicants Only
| # | Document | Details |
|---|---|---|
| 1 | Certificate of Company Registration | Confirms the company is legally registered in Australia. From ASIC via connectonline.asic.gov.au |
| 2 | ASIC Company Extract | Shows the company directors, registered office, and history. Current extract approx $9, current and historical approx $18. Fees change each July, check asic.gov.au |
| 3 | PA02 for each director or PMC | Every Person with Management or Control completes their own PA02 Declaration of Fitness and Propriety. |
Warning: ASIC fees change annually on 1 July. Always check asic.gov.au for the most current pricing before purchasing your extract.
State and Territory Notes
Requirements vary by state, check your Regulatory Authority. While the National Quality Framework applies across all of Australia, each state and territory has its own Regulatory Authority. Some specific requirements vary.
| State | Regulatory Authority | Key Notes |
|---|---|---|
| VIC | Victorian Early Childhood Regulatory Authority (VECRA) | Online knowledge assessment required for all applicants and PMCs as part of fitness and propriety assessment. |
| NSW | NSW Early Learning Commission | Online knowledge assessment or interview may be required. 2 written reference letters required. Risk based approach applied. |
| QLD | Department of Education QLD | Blue Card required instead of Working with Children Check. Online knowledge assessment may be required. |
| SA | Education Standards Board (ESB) | Contact ESB for state specific requirements. |
| WA | Education and Care Regulatory Unit (ECRU) | Some NQF changes may be implemented on a delayed timeline. Confirm with ECRU directly. |
| TAS / NT / ACT | Relevant state or territory authority | Follow standard NQF requirements. Contact your Regulatory Authority directly. |
Useful Links
Requirements vary by state, check your Regulatory Authority. While the National Quality Framework applies across all of Australia, each state and territory has its own Regulatory Authority. Some specific requirements vary.
Disclaimer: This guide is produced by Childcare Ready for educational purposes. Requirements may change, so always verify current requirements with your state or territory Regulatory Authority and ACECQA before submitting your application.
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