NSW reinforces recruitment record-keeping expectations for ECEC providers

The NSW Department of Education has published updated guidance on recruitment record keeping for early childhood education and care (ECEC) services, reminding approved providers that comprehensive recruitment documentation plays a critical role in protecting children and demonstrating compliance with regulatory obligations. 

The guidance forms part of the state's broader child safety reforms and outlines the records services should maintain to demonstrate that appropriate screening, verification and suitability checks have been completed before educators and other staff commence working with children. 

The department says robust recruitment records are an important safeguard that support child-safe employment practices and provide evidence that services have taken reasonable steps to assess a person's suitability to work with children.

Clear and up-to-date documentation also assists services during regulatory visits and compliance activities by demonstrating that recruitment processes have been implemented consistently and in accordance with legislative requirements. 

The guidance encourages providers to maintain comprehensive records relating to recruitment and onboarding, including evidence of:

• Working With Children Check (WWCC) verification
• qualification and identity verification
• referee and employment history checks
• suitability assessments undertaken during recruitment
• induction and other documentation supporting child-safe employment practices. 

The department notes that records should clearly demonstrate when checks were undertaken and the outcomes of those checks, providing an auditable record of recruitment decisions. 

The reminder complements existing record-keeping requirements under the National Quality Framework, which require approved providers to maintain accurate, current and accessible records relating to educators, staff and volunteers.

Under the Education and Care Services National Regulations, services must securely store prescribed records, retain them for the required period and make them available to authorised officers when requested. Strong record-keeping practices also support governance, continuous improvement and transparency across services. 

The updated guidance provides an opportunity for approved providers and service leaders to review recruitment procedures, documentation and onboarding processes to ensure they align with current child-safe recruitment expectations.

With child safety reforms continuing to be implemented across NSW, maintaining complete recruitment records is becoming an increasingly important part of demonstrating effective governance and a strong child-safe culture within ECEC services. 

More information is available in the NSW Department of Education's guidance on recruitment record-keeping requirements.