Closing a service in an emergency

You must first ensure that it is safe to return to the service.

Ensure that all hazards have been cleared, basic needs can be met and the site is declared safe by emergency services if applicable.

For helpful tips on returning to a disaster affected building, visit:

• returning to affected buildings after a storm, flood or cyclone
• returning home safely after a fire
• working safely when cleaning after storms and floods.

Make a detailed assessment of whether the premises, appliances, furniture and equipment are safe, clean and in good repair. For example, check for any mould, water damage, exposed glass, sewerage, ashes/dust, chemical leakage, asbestos, or other hazard.

Ensure gas, electricity, water and sewerage have been checked by the relevant authority prior to using the facility. Do not use gas or electrical appliances which have been in flood water until checked by an authorised, competent person. Ensure telecommunications are connected and in working order.

Check for contamination, damage, and access to outdoor areas. Ensure fencing is not compromised or unstable. Check sandpits, shade sails and play equipment. If outdoor areas have taken on floodwater, you must allow grounds to dry out prior to use to prevent floodwater contamination.

Your service should refer to its policies, procedures, checklists and/or other documentation to support a risk assessment of the premises, furniture and equipment.

For further information on what may need to be assessed, refer to the Guide to the National Quality Framework (NQF) Section 4: Operational Requirements, in particular, Quality Areas 2 and 3.

If you are concerned about the structural safety of the service building, arrange for it to be inspected by an appropriately qualified building practitioner who can undertake repairs if necessary and provide written confirmation that the building is safe to be occupied.

The evidence should include confirmation that the building practitioner is appropriately qualified to inspect and carry out structural work on a childcare building. The Queensland Building and Construction Commission (QBCC) is the regulator for maintaining building standards and provides information, advice and licensee searches for building work. For more information and contact details, refer to the QBCC website.

If your service has any electrical, plumbing, gas or sewerage issues, ensure these have been checked by qualified tradespeople prior to using the premises.

Have a licensed electrician check all water-damaged hard-wired electrical appliances, such as air-conditioning units or stoves, that are intended for re-use. This safety check may be required before the power supply can be reconnected. For more information about electrical and power safety, visit the Electrical Safety Queensland website.

Do not use gas or electrical appliances which have been in flood water or water-damaged until they have been checked by a relevant qualified tradesperson. Using water-damaged equipment can cause electric shocks and fires.

If you decide to re-open your service while some areas are closed for cleaning or repairs, please refer to the temporary waiver section of the FAQ.

Yes, you must notify the Regulatory Authority if your service is required to temporarily close. You can notify your service's closure and re-opening via the National Quality Agenda IT System (NQAITS).

Family day care (FDC) services are not required to notify if the closures are only for a number of FDC residences or venues rather than the whole service.

Closure information flows through to the Starting Blocks website, External link which many families rely on to find out where care is available when services close due to disasters or emergencies. For step-by-step guidance on how to lodge a notification about a service closure or re-opening via the NQAITS, access the NQAITS quick reference guide (PDF, 1.4MB).

Yes, you must notify the Regulatory Authority of any proposed change to the education and care services premises (other than a family day care residence).

You must also notify the Regulatory Authority if your service is required to temporarily reduce the number of children attending as a result of part of the service being closed for repair.

In special circumstances, including during, or because of, unexpected events, the Regulatory Authority may grant a waiver if an approved provider cannot meet all the requirements of the National Quality Framework (NQF).

For example, the closure of part of your service for repair may reduce the amount of unencumbered space available and mean your service is unable to meet the indoor and/or outdoor space requirements under the National Regulations.

To determine if you require a temporary waiver for Regulation 107 (Indoor Space) you should consider:

• the amount of unencumbered indoor space that will be inaccessible during the repairs
• the available unencumbered indoor space
• the projected number of children who will attend the service during this time.

If you will not have sufficient space for the number of children who will attend to meet requirements under Regulation 107 or Regulation 108 (outdoor space), then you must apply for a temporary waiver via the National Quality Agenda IT System.

For the full list of requirements that can be temporarily waived by the Early Childhood Regulatory Authority under the National Regulations, visit the Guide to the National Quality Framework.

The evidence for waiver applications information sheet (PDF, 143KB) explains what documentation to submit with the application according to which type of waiver is sought.

Read more about the waiver process and in the guide to the NQF. If you are uncertain whether you need a temporary waiver, please contact your regional office before applying.

During certain times of disaster and/or emergency, the Regulatory Authority may waive temporary waiver application fees. If you are uncertain whether you need to pay a temporary waiver fee, please contact your regional office.

It is the decision of the service's approved provider to close or re-open an early childhood education and care service in response to or following a disaster.

It is also the legal responsibility of the approved provider to ensure the service can meet all requirements under the National Law and National Regulations (or have a temporary waiver in place) before re-opening a service.

The Regulatory Authority will work closely with services directly impacted by a disaster to provide information, advice and support to help them re-open safely.

If your service is required to close long term, consider the following steps:

• Identify services within your own umbrella of services, or the availability of services in the local area, for children to be relocated to temporarily, ensuring these alternative locations have capacity for more children. In this case, children should be enrolled in the education and care service that they will be attending.
• Where other alternatives are not available, a request to relocate the service to an alternate space will require a new service approval based on exceptional circumstances (under regulation 25A). In this instance, please contact your local regional office.
• Liaise with the Commonwealth, and the department regarding Queensland kindergarten funding by emailing kindyfunding@qed.qld.gov.au, to discuss ongoing funding and viability of the service.
• Consider applying for a voluntary suspension of your service approval. An approved provider may apply for a voluntary suspension of a service approval while closed and put the service approval 'on hold' for up to 12 months.

No. Under the National Regulations an excursion means an outing organised by an education and care service or family day care educator. Relocating children temporarily to another approved education and care service premises does not meet this definition.

Where a child is being provided with education and care at another education and care service premises, the service must have capacity for more children, and the children must be enrolled in that service.

If educators or staff are unavailable, you will need to consider whether your service can operate at reduced capacity and/or whether you need to apply for a temporary waiver.

In times of disaster or emergency, the Regulatory Authority may fast track and/or grant a temporary waiver if an approved provider cannot meet certain requirements, including qualification requirements. For further information about staffing requirements, visit the staffing page.

If your service is operating while an application for temporary waiver is being assessed, you must continue to comply with staffing and qualification requirements until your waiver application has been assessed and you have received an outcome from the Regulatory Authority.