Articles on: Kindergarten

QLD Kindy for all - Managing changes to a Kindy Program

QLD Kindy for all - Managing changes to a Kindy Program


This article will assist you with managing changes to your QLD Kindy Program for the 2025 requirements.


Note: It is recommended that changes to your QLD Kindy program are made for the beginning of the quarter not during the quarter. If the days/times of your program change during the quarter, please contact the Xap Customer Support Team with all the details to allow us to work with QGrants and your Service to manage this change. Xap Customer Support 1300 543 792 or via email support@xap.com.au



Overview


From 1 January 2024 the QLD Government are commencing the Kindy for all program, which will take the place of QLD Kindergarten payment in 2023.

Kindy is for 15 hours per week, 40 weeks per year and is free.


You may need to make changes to your Kindy program, for example:


  • Days the Kindy program runs
  • Times the Kindy program runs
  • Rooms the Kindy program is connected to
  • Sessions the Kindy program is connected to
  • Changes to your Teacher/s


Scenario 1 - The Days or Times of the program are changing


If your Service is changing your Kindy Program from 5 Days to 4 Days in Q4, 2025, or the Times of the program are changing eg. 8:30am - 2:30pm* to 8:30am - 3:30pm, you will need to:

This can be actioned before the Acquittal process is done, and you will be able to do your Forecast for the next quarter.


Edit the Kindy program that is changing:


  1. Put an end date for the end of Q3
  2. Update or delete the Term Dates after the new end date for the program
  3. Select Save



Create a new Kindy program from the Q4 Start date with the dates for Q4 with the new Days/Time the program is now running for.


Note: Ensure the Program name is different to the Program you have now ended.


  1. Add the start date for the eg. Q4 start date
  2. Add in the eg. Q4 Term dates
  3. Select the new Days/Program operating times
  4. Select Save



If any changes come up mid quarter, we highly recommend that you try and avoid having to make any changes to the program until the next quarter where you can follow the steps that we spoke about above. However, if this isn't an option what you will need to do is contact QGrants and advise them of the changes that will need to be made and then you will contact Xap support and advise of these exact changes also. We will then communicate this through to our team who will work with QGrants to implement these changes.

Scenario 2 - The Times the Kindy program is connected to is changing


If your Service is changing your Kindy Program Times from eg. 8:30am - 2:30pm to 8:30am - 3:30pm, you will need to:


Follow the same process as per Scenario 1


Scenario 3 - The Room the Kindy program is connected to is changing


If your Service is changing your Kindy Program Room details from Kindy Room to Preschool Room, you will need to:


Follow the same process as per Scenario 1


Scenario 4 - Current ECT linked to the program leaves


Note: New or changes to a Teacher including changes to their Qualifications, will need to be managed prior to the Forecast and Acquittals for the change being created. If there is a Quarter where there are 2 ECT's for the same Quarter they will BOTH need to be on the Forecast/Acquittal for that period.


If an ECT leaves your Service, you will need to Edit the Kindy program:

  1. Add in the end date for the ECT
  2. Select Save
Note: If no new ECT starts we recommend you contact QGrants before pausing your program to check on all of your options.



Scenario 5 - Current ECT linked to the program leaves and new Teacher commences


Note: New or changes to a Teacher including changes to their Qualifications, will need to be managed prior to the Forecast and Acquittals for the change being created. If there is a Quarter where there are 2 ECT's for the same Quarter they will BOTH need to be on the Forecast/Acquittal for that period.


If an ECT leaves your Service and a new ECT commences, you will need to Edit the Kindy program:


  1. Add in the end date for the ECT as per scenario 4
  2. Select + Add Teacher



  1. Add in the new ECT start date, name and qualifications
  2. Tick Is Primary Teacher
  3. Select Save



Scenario 6 - Current ECT's Qualifications change


Note: You may be able to get approval from QGrants to be eligible for QLD Free Kindy if your ECT is not Fully Qualified see: Early Childhood Teacher Exceptional Circumstances


If an ECT has a change to their Qualification status, this will need to be updated within the Kindy program, edit the Kindy program:


  1. Update the Qualification status for the Teacher
  2. Select Save


Updated on: 17/11/2025

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