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How to apply for provider approval in Queensland

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​​​The following information provides guidance to individuals and organisations who are seeking to apply for a provider approval in Queensland.

How do I apply for​ provider approval?

An individual or organisation wanting to apply for provider approval in Queensland must submit an application for provider approval online through the National Quality Agenda ITS System (NQA IT System).

The Australian Children’s Education and Care Quality Agency (ACECQA) is responsible for managing the NQA IT System and has developed user guides to assist applicants to apply for provider approval and service approval, including:

A printable PDF version of the application for provider approval (PA01 form) (PDF, 329KB)​ is available on ACECQA’s website, for applicants’ information only.

What information ​​must be submitted for provider approval?

The Education and Care Services National Law and the Education and Care Services National Regulations set out the information which must be provided by an applicant seeking provider approval.

Section 11 of the National Law outlines what is required of applicants for provider approval. The PA01 application for provider approval form (PDF, 329KB), available online via the NQA IT System, will guide the provision of this information, which includes a range of prescribed information and payment of the application fee among other requirements.

It is important to note that it is an offence to knowingly provide false or misleading information or documents to the Regulatory Authority.

The prescribed information will be different depending on whether the application for provider approval is made by an individual or a person other than an individual.

Provider approval by individual

This applies to a sole proprietor.

Carefully read regulation 14 which outlines the prescribed information that must be included in an application for provider approval by an individual in Queensland. This includes, among other things, identity details, working with children card or check, statements in relation to previous service history, criminal history and bankruptcy.

A completed declaration of fitness and propriety fo​rm (PDF, 327KB)​ (i.e. PA02 form) and associated evidentiary documents must be submitted.

Provider approv​al by a person other than an individual

​This applies to approval by corporate body, parents and citizens ​association, partnership and government body, for example.

Carefully read regulation 15 which outlines the prescribed information that must be included in an application for provider approval by a person other than an individual. This includes, for example, basic details about the applicant and any of their trading names, a contact person, documentary evidence of the legal status of the applicant and its constitution (e.g. a current extract report from ASIC for a company or the partnership agreement for a partnership), and financial declarations.

The application must also include the information set out in regulation 14 for each individual who will be a person with management or control of an education and care service to be operated by the applicant.

A declaration of fitness and propriety form (PDF, 327KB) (i.e. PA02 form) must be provided by:

  • each person who comprises the applicant (i.e. in the case of a company this is every director on the board)
  • each person with management or control of an education and care service to be operated by the applicant (this may include all or some of the board and potentially other key officers of the corporation).

For more information about the information required for provider approval and how the Regulatory Authority will consider fitness and propriety, see the provider approval section in ACECQA’s Guide to the National Quality Framework​.

What happens to an application for provider approval?

Once an application for provider approval (i.e. PA01 form) is lodged through the NQA IT System, it will be received by the Regulatory Authority in the jurisdiction in which the applicant ordinarily resides for validation and assessment.

For applicants that ordinarily reside in Queensland, the Regulatory Authority will receive the application and will check that it contains the prescribed information (regulation 14 for an individual, regulation 15 for a non-individual) required and that the application fee for provider approval has been paid.

The Regulatory Authority will assess the application against the requirements for provider approval specified under the National Law and National Regulations. As part of the assessment process, the Regulatory Authority may request further information be provided within a specified time period and may interview the applicant to seek additional information.

If the Regulatory Authority requests further information or an interview, applicants should respond to this request as soon as possible as the response time is not included in the 60 day legislated decision-making timeframe.

Once the assessment of the application is complete, the Regulatory Authority will advise the applicant in writing on the outcome of the decision to either grant, grant with conditions or refuse the application for provider approval.

If the application is granted, the Regulatory Authority will issue a certificate for a provider approval which must be displayed at the approved provider’s premises once service approval is granted.

Applicants may apply to have an internal review of a decision to refuse to grant a provider approval within 14 days of the day on which they were notified or became aware of the decision. Find out more and download the application for internal review of reviewable decision (PDF, 324KB) (AR01 form) on the ACECQA applications and notifications forms page​.

What happens to an incomplete application for provider approval?

If an application for provider approval is lodged through the NQA IT System and does not contain the prescribed information and the payment of prescribed application fee, the Regulatory Authority will consider the application to be incomplete.

The Regulatory Authority will:

  • advise the applicant in writing that the application is incomplete
  • specify the information that is outstanding
  • specify a time period for the receipt of this information.

If an application is deemed incomplete and the outstanding information is not provided within the requested time period, the applicant will be advised the application is closed and the fee (if paid) will be refunded. The applicant can submit a new application once all prescribed information is ready to be lodged.

Assessment of an application for provider approval does not commence until all prescribed information has been provided.

What is the timeframe for provider approval dec​​isions?

Under the National Law, the Regulatory Authority must decide applications for provider approval within 60 days after receiving an application for provider approval.

An application for provider approval must meet the requirements specified under section 11 of the National Law and include the prescribed information outlined in regulations 14 and 15.

The Regulatory Authority may seek further information for the purposes of assessing an application once it is deemed complete. The response time taken by the applicant to provide the information is not included in the legislated 60 day decision-making timeframe for determining provider approval applications.

If the requested information is received by the Regulatory Authority within the specified time period, the application will be assessed against the requirements of the National Law and National Regulations.

If the further information is not received by the Regulatory Authority within the specified time period, the application may be assessed against the requirements of the National Law and National Regulations, based on the information already received.

For more information about timeframes for assessing provider approval applications and how this is calculated, see the provider approval section in ACECQA’s Guide to the National Quality Framework​.

When can an application for provider approval be lodged?

The Regulatory Authority accepts applications for provider approval lodged online through the NQA IT System throughout the year.

It is important to note that the Regulatory Authority does experience a peak period for applications for service approval between October and January each year due to new services seeking to operate at the commencement of a new calendar year (i.e. in January of any given year).

Applicants are therefore strongly encouraged to consider submitting their provider approval applications prior to this peak period if they are planning to operate a new service commencing in January of any given year. This will ensure sufficient time is allowed for both the provider and service approval applications to be assessed by the Regulatory Authority, including time for any requests for further information, prior to the proposed opening day of the new service.

More information​

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Last updated 02 November 2022