Forms and Applications - Education and Care

Licensing Forms and Applications

Fitness and Propriety Forms

The following roles are defined as they relate to the Child Care Act 2001 and/or to the Licensing Standards. The meanings may therefore differ from those applied by services to similar terms, i.e. a service may have people considered to be ‘responsible’ who are not considered to be ‘responsible persons’ as defined under the Act.

You must submit both a Notification Form and a Declaration Form if:

A new person is entering the role of service operator/licensee, licensee representative, person in charge, or responsible person. Or
There are changes to the details of an existing person in one of these roles that will affect their fitness and propriety.

Who completes the forms?

The individual who is new to the role or whose details have changed must complete the Declaration Form.

A person authorised on behalf of the service (i.e., licensee/service operator, or licensee representative) must complete the Notification Form.

Also see: Information Sheet-Fitness and Propriety

Service Operators and Licensees

A service operator is the name of the organisation/management body that provides the service from the child care centre. It may be a community based management committee or incorporated body, a company, registered business, a partnership, a government agency or an individual who owns the service. The service operator may choose to hold the licence or may authorise an individual employee to hold the licence.

A licensee or licence holder is the individual or body to whom a licence to operate or provide a child care service has been issued.

Declaration Form – Service Operator and Licensee

Notification Form – Service Operator and Licensee

Licensee Representatives

A licensee representative is a person nominated by the service operator to represent them on licensing matters. This person is expected to have a higher level of understanding about the operation of the child care service and its adherence to the Licensing Standards.

Where the licensee is an organisation (e.g., company, government agency, partnership, business, or community group), it must nominate at least two licensee representatives for licensing purposes.

Declaration Form – Licensee Representative

Notification Form – Licensee Representative

Persons in Charge (PIC)

A person in charge of a child care service under a centre-based licence:

Is physically present at the centre.
Manages the day-to-day running and supervision of the service.

Licensing Standards require:

An appointed person in charge to ensure the service meets its duty of care.
A nominated person in charge when the appointed person is absent

There may be several people nominated to act as the person in charge when the appointed person is absent, ensuring someone is always responsible. Staff and parents should know who this person is. In under school age care settings, persons in charge must have an approved qualification.

Declaration Form – Person in Charge

Notification Form – Person in Charge

Responsible Persons

The responsible person role under the Child Care Act 2001 is:

An individual, other than the person in charge, assigned by the licensee to oversee and supervise the child care service.
Any other body or individual, other than the person in charge, with the authority to give directions and make management decisions for the service.

This role does not apply to those people who are licensees, persons in charge, those in a second in charge role or those acting in person in charge roles.

This role is also different to that defined under the Education and Care Services National Law (Tasmania).

Declaration Form – Responsible Person

Notification Form – Responsible Person