Governance and management policy

Early Learning Victoria has high standards of governance and management.

These standards ensure Early Learning Victoria centres are run effectively and in a transparent way. They also enable us to provide high-quality education and care.

1. Scope

This policy applies to children, families, staff, management and visitors of Early Learning Victoria centres. This includes volunteers, students on placement and contractors or labour-hire employees of Early Learning Victoria.

2. Policy statement

This policy provides an overview of Early Learning Victoria’s governance structure and responsibilities. It also sets out our performance and monitoring framework.

2.1 Requirements

Early Learning Victoria must follow the Education and Care Services National Law Act 2010 (the National Law) and Education and Care Services National Regulations 2011 (the Regulations). Under these, Early Learning Victoria must ensure it has policies and procedures for the governance and management of its centres.

Early Learning Victoria puts the safety, rights and best interests of children first. As such, we are also committed to meeting a range of quality-related standards. These include National Quality Standard quality area 7 (Governance and leadership) and Victorian Child Safe Standard 2 (Child safety and wellbeing is embedded in organisational leadership, governance and culture).

In line with the above, our procedures and practices mean we:

follow strong, effective governance and management policies and procedures
have clear structures, roles and responsibilities (guiding the activities of all staff)
uphold Early Learning Victoria’s commitment to child safety. This includes modelling a child safe culture at all levels and following the Child safety and wellbeing policy and the Child safety code of conduct
are accountable to our stakeholders
have effective systems for risk management, financial and internal control, and performance reporting
comply with all regulatory, legislative and funding requirements. These include requirements for space, equipment and facilities, child safety and wellbeing, confidentiality of records, and notifications and reporting
are financially solvent and comply with financial obligations
include stakeholders, including staff and families, in Early Learning Victoria centre activities and decision-making
foster a culture of improvement through ongoing cycles of self-assessment, planning and review.

Effective governance and leadership are important across all areas of the National Quality Framework. Note that several governance matters, such as privacy and information-sharing, risk management and policy review and evaluation are addressed in separate Early Learning Victoria policies (see Related policies).

2.2 Background and information

Governance structure

Early Learning Victoria is a Victorian Government organisation. The Victorian Department of Education is the approved provider of all Early Learning Victoria centres, acting through Early Learning Victoria. The department is also the employer of all Early Learning Victoria centre staff.

Early Learning Victoria is a division within the department, led by a chief executive officer (CEO). Early Learning Victoria is responsible for the establishment and operation of Early Learning Victoria centres. Each Early Learning Victoria centre is led by a centre director or nominated supervisor who reports to the Director, Early Learning, Early Learning Victoria.

Organisational structure

Secretary, Department of Education
Deputy Secretary, Early Childhood Education, Department of Education
Chief Executive Officer, Early Learning Victoria
Director, Quality and Compliance, Early Learning Victoria
Directory, Planning and Strategy, Early Learning Victoria
Director, Early Learning, Early Learning Victoria
Area Manager, Early Learning Victoria
Centre Director/Nominated Supervisor, Early Learning Victoria
Educational Leader, Early Learning Victoria
Room Leaders, Early Learning Victoria.

Early Learning Victoria leadership positions are described below. These staff members are responsible for guiding the direction of Early Learning Victoria centres. They must ensure that all goals and objectives follow the Early Learning Victoria philosophy, Early Learning Victoria policies and procedures, and all legal and regulatory requirements.

- Responsible for ensuring that Early Learning Victoria centres comply with the National Law and Regulations.
- Persons who participate in executive or financial decision-making or have authority or responsibility for, or significant influence over, the planning, direction or control of the activities or the delivery of the education and care service. PMCs must be satisfied at all times that Early Learning Victoria centres are properly following the National Law and Regulations.
- Responsible for the day-to-day management of Early Learning Victoria centres, and compliance with the National Law. These include child safety and supervision, implementation of approved policies and procedures, educational programs, leadership and staff management and family partnerships.
A responsible person must be present when the centre is delivering education and care. This person may be:
- a person with management or control
- the nominated supervisor of the service
- a person placed in day-to-day charge of the service.
- Leads the development and implementation of an effective educational program. Supports educators to build their knowledge, skills and professionalism.
- Responsible for establishing effective partnerships with families and local community as well as planning and implementing the educational program. Provides direction and general supervision for other educators in the room. Ensures compliance with the Early Learning Victoria philosophy, Early Learning Victoria policies and procedures, and all legal and regulatory requirements.

Performance and monitoring framework

Operational performance is overseen by the Kindergarten Reform Standing Committee.

The committee comprises executives from across the department who are responsible for overseeing significant reform activities. These include the Best Start, Best Life reforms, to which the Early Learning Victoria program belongs.

Core elements of Early Learning Victoria’s governance model

Centre philosophy

Early Learning Victoria has a clear philosophy. This aligns with our guiding principles and directs all aspects of our work.

Each centre’s leadership team collaborates with the Early Learning Victoria central office to develop its own statement of philosophy, suited to its local context.

This is done in consultation with children, families and their community.

Commitment to child safety

Early Learning Victoria is a child-safe organisation. We put the safety and wellbeing of children first in our leadership, culture and governance. We follow the Victorian Child Safe Standards, in particular Standard 2: Child safety and wellbeing is embedded in organisational leadership, governance and culture. This is implemented through the Child safety and wellbeing policy.

Code of conduct

Standards of behaviour are outlined in our Code of conduct. The standards are reinforced by our Child safety code of conduct and the Code of conduct for Victorian public sector employees.

Together, these codes set clear expectations for professional and ethical behaviour and demonstrate our commitment to child safety and wellbeing.

The codes guide all staff to make good personal and ethical decisions about confidentiality, child-safe recruitment practices, duty of care, record-keeping, professional relationships and appropriate use of resources in Early Learning Victoria centres.

All staff and visitors must accept and follow the Child safety code of conduct. The code sets out the expected behaviour of staff and volunteers in Early Learning Victoria centres, including how they are to interact with children.

Ethical decision-making

Early Learning Victoria centres make decisions consistent with Early Learning Victoria policies and procedures, the National Law and Regulations, the Victorian Child Safe Standards, the National Quality Framework (including approved learning frameworks) and Early Childhood Australia’s Code of Ethics.

Confidentiality and maintenance of records

Keeping personal records and information confidential is critical.

All Early Learning Victoria staff who access confidential information must not disclose this to anyone, unless required to by law.

We store all personal information in a way that ensures confidentiality and the privacy of children, families, educators and other employees. All records are maintained in line with National Regulations, supported by effective administrative systems.

We have rigorous processes to ensure the Regulatory Authority is told about any relevant changes to the operation of the service, about serious incidents and about any alleged breaches of legislation.

We ensure that all family grievances and complaints are addressed. This includes fair investigation and prompt documentation.

Service practices at Early Learning Victoria centres are based on clear policies and procedures, in line with the National Quality Standard. See the Privacy policy, Records management policy and Handling complaints and feedback policy for further information.

Managing conflicts of interest

Conflicts of interest must be declared by all Early Learning Victoria staff and other departmental employees involved in Early Learning Victoria operations. These conflicts may be actual, potential or perceived.

Conflict of interest is when an employee’s public duty is influenced by, or can be seen to be influenced by, a private interest.

All departmental employees must know and follow their obligations under the department’s Conflict of interest (COI) policy. This policy defines ‘conflict of interest’ and outlines the process for managing conflict-of-interest risks. It also sets out the responsibilities of employees and their managers.

Identified conflicts of interest must be formally declared. This is done in the department’s COI declaration system in eduPay. The declaration form has specific instructions for completing and submitting the COI declaration. This includes proposing a COI management plan to mitigate the identified COI risks. COI declaration forms and proposed management plans must be submitted to managers for approval before they are formally recorded in eduPay. (See the department’s COI policy for more information.)

Evaluation and continuous improvement

Ongoing checks and reviews help Early Learning Victoria centres to keep improving.

Each Early Learning Victoria centre has an effective self-assessment and quality improvement process, including a Quality Improvement Plan (QIP). The process is led by the Early Learning Victoria centre director, with all stakeholders contributing.

We have a strong system for managing and assessing the performance of educators and centre staff. This includes creating individual development plans for each staff member. These processes are supported by Early Learning Victoria patch and central teams.

3. Actions and procedures

3.1 Responsibilities of families

Communication between Early Learning Victoria and families should be positive, respectful and polite. Families play an important role in this.

Families are also responsible for telling their child’s educators if their regular routine or needs have changed. (See the Family handbook for more information.)

We encourage families to get to know the Handling complaints and feedback policy. (Note that relevant contact details are shown near the entrance of the Early Learning Victoria centre.)

3.2 Responsibilities of staff

The approved provider and persons with management control must:
Overarching governance
- make sure that obligations under the National Law and Regulations are met, as well as all other laws relevant to governance and management
- display all information required by section 17 of the National Law
- give the Regulatory Authority information about being a fit and proper person, if requested
- make sure Early Learning Victoria centres are insured (keeping evidence to confirm this)
- make sure the number of children at the Early Learning Victoria centre does not exceed the maximum approved
- make sure that guardians are allowed to enter the Early Learning Victoria centre when their child is attending, unless prohibited by a court order
- adopt quality governance and management processes, procedures and practices. These must align with the National Quality Standard, in particular quality area 7 (Governance and leadership)
- ensure that Early Learning Victoria’s commitment to child safety is upheld by implementing the Child Safe Standards (in particular Standard 2: Child safety and wellbeing is embedded in organisational leadership, governance and culture)
- set up systems for risk management, financial and internal control, and performance reporting
- monitor management and financial performance to ensure the solvency, financial strength and good performance of Early Learning Victoria centres
- develop, review and approve the Early Learning Victoria philosophy, centre philosophies, purpose, strategic direction and initiatives
- take reasonable steps to ensure that nominated supervisors, educators, staff and volunteers follow this policy and its procedures
- make sure that copies of this policy can be easily accessed by nominated supervisors, educators, staff, volunteers and families. The policy should always be available for inspection
- notify families at least 14 days before changing the policy or procedures if the changes will:
  - affect the fees charged or the way they are collected
  - significantly impact the Early Learning Victoria centre’s education and care of children
  - significantly impact the family’s ability to utilise the Early Learning Victoria centre.
Notifications and reporting
- make sure that all reporting requirements are met for the National Quality Framework, family assistance, taxation, child protection and other relevant laws
- notify the Regulatory Authority about the approved provider and operational changes, and changes relating to the nominated supervisor, as detailed in section 173 of the National Law
- notify the Regulatory Authority about changes to the ‘fit and proper’ status of the approved provider
- notify the Regulatory Authority about any serious incidents, or any complaints relating to a serious incident
- notify the Regulatory Authority if the National Law has been contravened
Health, safety and wellbeing
- ensure the health, safety and wellbeing of children in the service
- take every reasonable precaution to protect children from harm and hazard
Quality Improvement Plan (QIP)
- make sure there is an effective self-assessment and quality improvement process. This should include a Quality Improvement Plan (QIP) (see Definitions), kept onsite for families to inspect
- make sure that the QIP is reviewed at least twice a year
Space, equipment and facilities
- make sure that all requirements are met for the Early Learning Victoria centre’s physical environment, space, equipment and facilities
Educational needs and program
- make sure that the educational and developmental needs of children at Early Learning Victoria centres are met
Early childhood teachers, educators and staff
- make sure that staffing requirements are met, including those set out in the Staffing overview policy
- make sure the roles and responsibilities of Early Learning Victoria centre staff are clearly defined, understood and support effective decision-making and operations
- make sure that the performance of Early Learning Victoria centre staff is regularly reviewed. Also ensure each staff member has a personalised plan for learning and development
- make sure that no one with a prohibition notice is engaged at an Early Learning Victoria centre (this includes any nominated supervisor, educator, other staff member, volunteer or contractor)
- make sure the educational leader is supported to lead the development and implementation of the educational program and assessment and planning cycle
Nominated supervisors and responsible person
- make sure that the requirements of the nominated supervisor and responsible person are met. This includes putting in place the Staffing overview policy and its procedures
Records and confidentiality
- keep a record of the Early Learning Victoria centre’s compliance with the information listed in Regulation 167
- keep a record of enrolment and other documents listed in section 175 of the National Law at the Early Learning Victoria centre. This must be available for inspection by an authorised officer
- make sure that records are kept confidential and not divulged, except as permitted under Regulations 181 and 182
- make sure that records are stored safely and securely for the time set out in Regulation 183
- keep enrolment and attendance records and other documents as outlined in Regulations 160, 177 and 178. These must be accurate and available to families on request. If a service approval is transferred, the documents must be transferred to the receiving approved provider.
The nominated supervisor must:
- make sure regulatory obligations are met for governance and management
- adopt high-quality governance and management processes, procedures and practices, in line with the National Quality Standard, in particular quality area 7 (Governance and leadership)
- make sure Early Learning Victoria’s commitment to child safety is upheld through the implementation of the Child Safe Standards (in particular Standard 2: Child safety and wellbeing is embedded in organisational leadership, governance and culture)
- make sure Early Learning Victoria staff, contractors and visitors understand their obligations under the Child safety and wellbeing policy and the Child safety code of conduct
- put in place systems of risk management, financial and internal control and performance monitoring and reporting
- monitor management and financial performance to ensure the solvency, financial strength and good performance of the Early Learning Victoria centre
- implement the Early Learning Victoria philosophy and purpose, strategic direction and initiatives
- make sure that guardians are allowed to enter the Early Learning Victoria centre when their child is attending, unless prohibited by a court order
Notifications and reporting
- make sure that all notification and reporting requirements are met, in line with the National Quality Framework and other relevant laws
Health, safety and wellbeing
- ensure the health, safety and wellbeing of children in the Early Learning Victoria centre
- take every reasonable precaution to protect children from harm and hazard
Quality Improvement Plan (QIP)
- make sure an effective self-assessment and quality improvement process is in place. This includes regular reviews with all stakeholders
Educational needs and program
- make sure that the educational and developmental needs of children at Early Learning Victoria centres are met
Educators and staff
- make sure that the roles and responsibilities of Early Learning Victoria centre staff are clearly defined, understood and support the effective decision-making and operation of the Early Learning Victoria centre
- make sure that the performance of Early Learning Victoria centre staff is regularly reviewed. Also ensure that each staff member has a personalised plan for learning and development
- make sure that staffing requirements are met, including those set out in the Staffing overview policy
- make sure the educational leader is supported to lead the development and implementation of the educational program and assessment and planning cycle
Records and confidentiality
- make sure that records and confidentiality requirements are met.
Educators must:
- know and follow this policy and its procedures
- know and put in place their Early Learning Victoria centre’s policies and procedures, philosophy, QIP, Code of conduct, Child safety code of conduct, and the Code of conduct for Victorian public sector employees
- ensure the health, safety and wellbeing of children in the ELV centre
- take every reasonable precaution to protect children from harm and hazard
- make sure that the educational and developmental needs of children at Early Learning Victoria centres are met
- make sure that all requirements for records and confidentiality are met.

4. Resources

Legislation and standards

Relevant legislation and standards include:

Public Administration Act 2004
Education and Training Reform Act 2006
Education and Care Services National Law Act 2010
Education and Care Services National Regulations 2011
National Quality Standard quality area 7 (Governance and leadership).

Child safety code of conduct
Child safety and wellbeing policy
Staff code of conduct policy
Staffing overview policy
Privacy policy
Records management policy
Handling complaints and feedback policy
Statement of philosophy

Definitions

Continuous improvement: Continuous improvement means we keep finding ways to improve our education and care services.

The National Quality Framework supports this through the National Quality Standard and assessment and rating processes.

Quality rating engages the approved provider and their services teams in self-assessment and documenting their performance against the National Quality Standard. This guides planning for improvements.

Governance: How organisations are directed, controlled and held to account. Governance encompasses authority, accountability, stewardship, leadership, directions and control exercised in the organisation.

Quality Improvement Plan (QIP): A document created by an approved provider to help services assess their performance in delivering high-quality education and care, and to plan improvements. The Regulatory Authority considers the service’s QIP as part of its quality assessment and rating process.

The QIP does not have to be provided in any specific format. However, it must include:

an assessment of the quality of service practices against the National Quality Standard and the National Regulations
areas identified for improvement
a statement of the service’s philosophy.

Regulatory Authority: The Regulatory Authority is established by the National Law. It regulates providers of early childhood education and care services to ensure they protect children’s safety, health and wellbeing and comply with the Child Safe Standards.

From 1 January 2026, the Regulatory Authority for early childhood services in Victoria is the Victorian Early Childhood Regulatory Authority (VECRA) under regulatory schemes outlined on its website. VECRA is also the integrated sector regulator of the Child Safe Standards for all early childhood services in Victoria.

5. Authorisations and review

This policy is the responsibility of Early Learning Victoria. Contact: ELV@education.vic.gov.au

It was approved by the CEO, Early Learning Victoria on 1 May 2026.

Early Learning Victoria regularly reviews its policies and procedures. This policy is due for review on 1 May 2028 unless changes in legislation or Department of Education policy require it to be reviewed sooner.

Reviewed by Director, Strategy and Planning, Early Learning Victoria; Director, Quality, Early Learning Victoria; and Director, Early Years, Early Learning Victoria.

Education & training

Updated 1 June 2026