How to roster childcare staff
A complete guide to rostering childcare and early learning staff in Australia, including educator-to-child ratios, NQS compliance, and strategies for effective shift planning.
Written by
Georgia Morgan
General information only – not legal advice
This guide provides general information about childcare rostering for Australian businesses. It does not constitute legal, HR, or professional advice and should not be relied on as a substitute for advice specific to your business, workforce, or circumstances.
Educator-to-child ratios
Minimum ratios that must be maintained at all times children are present.
| Age Group | Ratio | Notes |
|---|---|---|
| Birth to 24 months | 1:4 | National requirement - all states |
| Over 24 to under 36 months | 1:5 | National requirement - all states |
| 36 months to preschool (NSW) | 1:10 | NSW requirement |
| 36 months to preschool (VIC, QLD, SA, WA, TAS, ACT) | 1:11 | Varies by state |
| Family Day Care (all ages) | 1:7 | Max 4 children preschool age or under |
Important: Ratios must be maintained at ALL times children are present - during activities, meals, rest times, transitions, and excursions. Educators on break cannot be counted.
6 steps to childcare staff rostering
Follow these steps to create compliant and effective childcare rosters.
Map your educator-to-child ratio requirements
Understand the mandatory ratios for each age group in your service.
Key considerations:
- Birth to 24 months: 1:4 ratio
- Over 24 to under 36 months: 1:5 ratio
- 36 months and over (not preschool age): 1:10 or 1:11 (varies by state)
- Ratios must be maintained at ALL times children are present
Plan for qualification requirements
Ensure you meet the NQF qualification mix on every shift.
Key considerations:
- 50% of educators must have or be working towards a Diploma
- Remaining educators need Certificate III minimum
- Responsible Person must be present at all operating times
- Educational Leader required (can be part-time role)
Design shifts around peak attendance
Align staffing levels with typical attendance patterns throughout the day.
Key considerations:
- Morning peak: 7:30-9:00am (drop-off period)
- Afternoon peak: 3:30-6:00pm (pick-up period)
- Quieter periods: Mid-morning to early afternoon
- Stagger educator breaks to maintain ratios
Build in non-contact time
Schedule programming time for educators to plan and document.
Key considerations:
- Educational Leader needs dedicated programming time
- Room Leaders require time for documentation
- Consider 2 hours per week non-contact time per educator
- Schedule during lower attendance periods
Apply the Children's Services Award correctly
Ensure pay rates and conditions align with the award.
Key considerations:
- Children's Services Award 2010 covers most centres
- Check classifications: Support Worker, Educator, Director
- Minimum 2-hour shift engagement
- Apply correct penalty rates for weekends/public holidays
Create contingency plans
Prepare for staff absences while maintaining compliance.
Key considerations:
- Maintain a casual pool of qualified educators
- Have backup Responsible Person arrangements
- Know your state's ratio waiver processes
- Document any temporary ratio breaches
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Qualification requirements
Minimum qualifications required under the National Quality Framework.
Centre Director/Nominated Supervisor
Early Childhood Teaching Degree or Diploma + 3 years experience
Educational Leader
Diploma minimum (Degree preferred)
50% of Educators
Diploma level (or actively working towards)
Other Educators
Certificate III (or actively working towards)
Responsible Person
Over 18, fit and proper
Sample daily staffing pattern
A typical staffing pattern for a long day care centre.
6:30am-7:00am
Early opening, low attendance
7:00am-9:00am
Drop-off period, breakfast
9:00am-11:30am
Morning program, learning activities
11:30am-12:30pm
Lunch service, sleep transition
12:30pm-2:30pm
Sleep supervision, programming time
2:30pm-4:00pm
Afternoon program, afternoon tea
4:00pm-6:00pm
Pick-up period, late activities
6:00pm-6:30pm
Late closing, low attendance
Adjust staffing levels based on your actual enrollment and attendance patterns. Track attendance data to improve your roster.
Childcare rostering tips
Strategies for effective and compliant childcare rostering.
Track ratios live
Use rostering software that shows real-time ratio compliance as you build the roster.
Stagger shifts
Use staggered start and finish times to match staffing to attendance patterns.
Cross-train educators
Train educators to work across age groups for flexibility.
Build casual relationships
Maintain a pool of qualified casuals familiar with your centre.
Document everything
Keep records of who was rostered, qualifications, and ratio compliance.
Plan for leave
Build rosters with known leave factored in to avoid last-minute gaps.
Common childcare rostering mistakes
Avoid these costly errors in childcare staff rostering.
Counting educators on break in ratios
Consequence: Ratio breach - educators must be working directly with children to count
Solution: Schedule breaks during low attendance or bring in additional staff for coverage
No Responsible Person present
Consequence: Serious compliance breach - RP must be present whenever service operates
Solution: Ensure backup Responsible Persons are appointed and rostered appropriately
Insufficient qualified staff
Consequence: Failure to meet 50% Diploma requirement
Solution: Track qualifications in your rostering system and check before publishing
Not maintaining ratios during transitions
Consequence: Ratios apply at all times including outdoor play, excursions, and transitions
Solution: Plan transitions carefully and maintain supervision at all locations
Ignoring non-contact time
Consequence: Educator burnout, poor documentation quality
Solution: Schedule dedicated programming time and cover with additional staff
Frequently asked questions
- National ratios are: birth to 24 months = 1:4, over 24 to under 36 months = 1:5, and 36 months to preschool age = 1:10 or 1:11 (varies by state). These ratios must be maintained at all times children are present, including during outdoor play, meals, rest times, and excursions.
- Ratios must be maintained at all times when the service is operating and children are present. This includes drop-off and pick-up times, meal times, sleep times, outdoor play, transitions between activities, and during excursions. Educators on break cannot be counted in ratios.
- Yes, educators under 18 can be counted in ratios, but they cannot work alone and must be adequately supervised at all times by an educator over 18. They still need to hold or be working towards appropriate qualifications.
- Ratio breaches must be documented and reported. Some states have waiver processes for temporary breaches. Persistent or serious breaches can result in compliance notices, additional monitoring, or sanctions from your state regulatory authority. Always contact your authority if you anticipate a breach.
Regulatory sources
This guide is aligned with official Australian childcare regulations.
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