Bexley Jack and Jill Preschool
*Acceptance and Refusal of Authorisation Policy

                                 QUALITY AREA 7: LEADERSHIP AND SERVICE MANAGEMENT                                     


POLICY: The preschool will act in accordance with correct authorisations as described in the Education and Care Services National Regulations 2011

BACKGROUND: Our preschool requires authorisations for actions such as administration of medications, collection of children, excursions and providing access to personal records. This policy outlines what constitutes a correct authorisation and what does not, and may therefore result in a refusal.


  •  Education and Care Services National Law Act 2010: Section 167
  •  Education and Care Services National Regulations 2011: 99, 102, 160,161, 168(2)
  • Family Law Act 1975
  •  Children and Young Persons (Care and Protection) Act 1998


  • QA2: Children’s Health and Safety
  •  7.3 Administrative systems enable the effective management of a quality service

  • Australian Children’s Education and Care quality Authority (ACECQA) www.acecqa.gov.au
  • Acceptance and Refusal of Authorisations Sample Policy developed by Community Child Care Co-operative


On receipt of a written authorisation from a parent/guardian that does not meet the requirements outlined in the related service policy, the Approved Provider or delegated authority will:

  • Immediately explain to the parent/guardian that their written authorisation does not meet legislative and policy guidelines.
  • Provide the parent/guardian with a copy of the relevant service policy and ensure that they understand the reasons for the refusal of the authorisation.
  • Request that an appropriate alternative written authorisation is provided by the parent/guardian.
  • In instances where the parent/guardian cannot be immediately contacted to provide an alternative written authorisation, follow related policy procedures pertaining to the authorisation type.
  • Follow up with the parent/guardian, where required, to ensure that an appropriate written authorisation is obtained.


The Approved Provider will:

  • Ensure the service operates in line with the Education and Care Services National Law and National Regulations 2011.

 The Nominated Supervisor will:

  • Provide supervision, guidance and advice to ensure adherence to the policy at all times.
  • Ensure all authorisations will be retained within the Enrolment Record, original copy and will include:
    • the name of the child enrolled in the service
    • the date
    • the signature of the child’s parent/guardian or nominated contact person who is on the enrolment form
    • the original form/letter/register provided by the service.
  • Ensure that all parents/guardians have completed the authorised nominee section of their child’s enrolment form and that the form is signed and dated before the child is enrolled at the service.
  • Ensure children are adequately supervised, are not subject to inappropriate discipline, and are protected from harms and hazards.

The Early Childhood Educators/Certified Supervisors will:

  • Apply these authorisations to the collection of children, administration of medication, excursion and access to records.
  • Exercise the right of refusal if written or verbal authorisations do not comply.
  • Waive compliance where a child requires emergency medical treatment for conditions such as anaphylaxis or asthma. The service can administer medication without authorisation in these cases, provided it is noted on medical plans and that parents/guardians are contacted as soon as practicable after the medication has been administered.

 Families will:

  • Ensure that you complete and sign the authorised nominee section of your child’s enrolment form before your child attends the service.
  • Keep child enrolment details forms current stating who the authorised nominees are.
  • Inform service of current contact numbers to ensure you are contactable at all times.
  • Communicate to Responsible Person and staff any individual requests regarding authorisations.
  • Ensure that where children require medication to be administered by educators or other staff, you authorise this in writing, sign and date it for inclusion in your child’s medical record.


Correct authorisation is obtained, referred to and applied appropriately ensuring reduction in possible risk.

 Policy reviewed October 2015