Note : This information is provided as a summary only. Childcare Providers are directly responsible for understanding the legislation and regulatory requirements to operate as a childcare provider.
CCS regulations state.
Approved providers must keep the following records:
All records must be retained for a minimum of seven years (starting at the end of the financial year in which the care, to which the information or event relates, was provided).
The Family Assistance Law requires that these records be retained even if the service closes or is sold.
Accurate attendance records must be kept for each child. Session reports, including attendance information, must be submitted for each child, for each week, through the Child Care Subsidy System (through third party software or the Provider Entry Point). Session reports must be accurate and complete. If the Department of Human Services has concerns about the accuracy of session reports, it can stop processing payments until the information has been verified.
SmartCentral is an approved software provider for the Child Care Subsidy and has passed all relevant tests for Centre Based Care, Outside School Hours Care and Family Day Care.
SmartCentral is a ‘Cloud’ solution and in compliance with CCS requirements all data is stored onshore in a government approved data centre.
Data stored by the centre in SmartCentral is retained for 7 years while an active account is maintained. If you intend to deactivate your account you should either make arrangements to extract and separately retain archive information or contact us to switch to an archive access account.
It is the centre’s responsibility to have its own policies and procedures in place to ensure only appropriate and trained people are granted access to their account and to ensure the data is entered and maintained accurately.
SmartCentral provides a range of features to assist centres to meet their record keeping and subsidy allocation obligations however it is the centre’s responsibility to decide which SmartCentral features they use.
Centre’s may choose to use alternative methods to manage individual parts of the process but have overall responsibility to ensure the end to end process meets their obligations.
LAST UPDATED : 30th July 2019