NSW Early Learning Commission encourages services to be 'visit ready' every day

The NSW Early Learning Commission is encouraging early childhood education and care (ECEC) services to be ‘visit ready’ every day, with the publication of a practical information sheet outlining what providers and educators can expect during an unannounced service visit.

While the resource has been developed for NSW services, its practical guidance may also support providers, service leaders and educators in other states and territories. Services outside NSW can reference and adapt the information to strengthen everyday compliance practices, while checking the specific requirements, policies and visit processes of their own regulatory authority.

As the independent regulator for early learning in New South Wales, the Commission undertakes unannounced visits as part of its proactive compliance monitoring program to assess whether services are meeting their obligations under the Education and Care Services National Law.

Visits may occur at any time during a service’s operational hours and are intended to provide a snapshot of everyday practice.

The new guidance aims to help approved providers, nominated supervisors and educators understand the visit process, prepare staff and demonstrate compliance with confidence.

The Commission’s unannounced visits form part of its ongoing approach to monitoring compliance and supporting quality across the early learning sector.

Authorised officers may attend a service to observe practice, review documentation, inspect the physical environment and speak with educators, nominated supervisors and approved providers about how legislative requirements are implemented in everyday operations.

The information sheet explains that visits provide an opportunity for services to demonstrate the systems, practices and culture that support the safety, health and wellbeing of children.

To assist services, the Commission has developed What to expect from an unannounced service visit, a practical resource outlining each stage of the visit.

The information sheet includes:

• practical tips to help services remain ‘visit ready’
• examples of the topics an authorised officer may discuss or observe
• guidance on how educators can confidently demonstrate everyday practice
• an overview of what happens after the visit
• suggestions for reflection and continuous improvement following the visit.

The resource encourages services to view an unannounced visit as an opportunity to showcase everyday practice rather than prepare specifically for an inspection.

During a visit, authorised officers may review a range of operational and compliance practices, including how the service implements its policies and procedures in day-to-day operations.

Discussions and observations may cover:

• child safety and wellbeing
• supervision practices
• staffing arrangements and educator responsibilities
• service documentation and records
• the physical environment
• educators’ understanding and implementation of policies.

Rather than assessing documentation in isolation, authorised officers may ask educators and leaders to explain how policies translate into everyday practice and decision-making.

The Commission encourages services to embed compliance into everyday operations rather than viewing it as something to prepare for immediately before a regulatory visit.

Practical ways services can maintain readiness include:

• ensuring required documentation is current and easily accessible
• supporting educators to understand their roles and responsibilities
• maintaining safe, well-organised learning environments
• regularly reviewing supervision and risk management practices
• conducting internal compliance checks and reflective discussions
• ensuring staff can confidently discuss their practice and responsibilities.

These principles may also provide a useful reflection framework for services outside NSW. Providers and leaders can adapt the suggested practices to their operational context while referring to guidance issued by their state or territory regulatory authority.

By embedding these practices into daily operations, services are better placed to demonstrate consistent compliance and quality at any time.

At the conclusion of a visit, authorised officers will explain the next steps. These may include providing verbal feedback, requesting additional information or outlining actions required to address identified issues.

Where opportunities for improvement are identified, services may be asked to review or strengthen aspects of their practice. The Commission also encourages providers to use the visit as an opportunity for professional reflection and ongoing quality improvement.

The information sheet reinforces that unannounced visits are not simply a compliance exercise. They also provide an opportunity for services to demonstrate the quality of their everyday practice and identify areas that could be strengthened.

For approved providers and service leaders, maintaining a ‘visit ready’ culture means embedding compliance across every aspect of service delivery, from governance and documentation to educator practice and child safety.

The What to expect from an unannounced service visit resource is available on the NSW Early Learning Commission website and forms part of a broader suite of tools designed to support services to meet their regulatory obligations while fostering a culture of continuous improvement.