Spot Check Ready

You've Got This 💪

Spot checks are new, and it's completely normal to feel nervous about them. But here's the truth: if you're running your service well day-to-day, you're already most of the way there. This module will help you and your team understand exactly what happens, what they're looking for, and how to feel confident when they arrive.

🔍 What Is a Spot Check?

A spot check is an unannounced visit by authorised officers from the Commonwealth Department of Education (not your state regulator). They're checking that the Child Care Subsidy is being administered correctly under Family Assistance Law.

📜 Why Are They Happening?

New legislation passed in July 2025 gave the federal government powers to enter ECEC services without prior notice. This is part of a broader child safety and subsidy integrity agenda following sector-wide reforms.

📊 How Many & How Often?

The government is conducting approximately 1,600 spot checks per year nationally, across both regional and urban areas. Any service can be visited at any time — there's no schedule or warning.

🚫 What They're NOT Doing

This is NOT an Assessment & Rating visit

They are NOT checking your NQS quality areas

They are NOT replacing state regulator visits

They are NOT there to shut you down

💚 The Reassuring Bit

The department has been clear: this program is about building capability and improving accountability, not about catching people out. The pilot found examples of great practice that they want to share sector-wide. Officers will also help clarify expectations around the 2025-26 reforms.

Think of it less like an inspection, and more like someone checking your paperwork is in order — and offering to help if it's not.

⚠️ Important Context for Your Service

Your CCS administration runs through your management software (e.g. your CCS software, QikKids, Xplor, Harmony). When officers ask to see records, your software is where you'll go. Make sure at least two staff members know how to log in and navigate to key reports.

Walk through each phase of a typical spot check visit. Click each step to see what happens, what you should do, and key things to remember. A full visit typically takes 1-2 hours.

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Quick Reference for All Staff

Plain-language answers to the questions you're most likely to have. Print this out or keep it bookmarked on your phone. There are no trick questions here — knowing the basics is enough.

🚨 When They Arrive — Your First 3 Steps

1

Ask to see their authorised person identity cards

Every officer must carry one. If they can't produce ID, do not grant access.

2

Read the consent to enter form

You have the right to understand what they're checking before signing.

3

Call your Nominated Supervisor / Approved Provider immediately

Even if they're not on-site — they need to know.

Walk through realistic spot check scenarios and practice your responses. This is a safe space to get things wrong — better here than on the day! Run through this with your whole team.