> ## Knowledge Base Index
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> Use this file to discover available pages before exploring further.
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# Safe use of technology changes - Policies and Procedures

# Safe use of technology changes - Policies and Procedures


|| For further information see: [NQF Child Safety Changes from 1st September 2025, and 1st January 2026](https://www.acecqa.gov.au/sites/default/files/2025-06/InformationSheet_CS4.pdf)

As part of their response to the Review, Education Ministers have now agreed to several changes to the Education and Care Services National Regulations and the National Quality Standard (NQS). 
These will commence from 1st September 2025 and 1st January 2026.

### What the changes relate to:

• Policies and procedures for the safe use of digital technologies and online environments.
• Notification timeframes for physical and sexual abuse.
• Prohibiting the use of vaping substances and devices.
• Refinements to NQS Quality Areas 2 and 7

| To assist you further you can also view this process via the video here:  
${vimeo}[Safe use of technology changes - Policies and Procedures](1116036690)

### Managing changes within Xap

1. Enrolment Form
If you would like to add this into Xap as a part of your Enrolment form, this can be added as a **Custom Question**.
The 2 recommended sections would be:
*  under **Guardian Consents**.
* And/or a **new** Declaration in, as this will send an automatic notification to existing families that they are required to re-sign.
2. Customise email templates
*  This can be a part of the enrolment form changes or
*  Manually sent bulk emails

|| Note: It is recommended that you manage the changes to the email templates **prior** to making changes to the enrolment form.

###### Customise Email Templates

For existing Families, if you add in new Declarations or request them to complete the enrolment form, you can customise the email template that will be sent when changes are made.

Customising email templates can be managed via your **Settings screen > Email Templates > System Email Templates > To Guardians** see [Customising Email templates](https://help.xap.rocks/en/article/how-to-manage-email-templates-qzhvr8/?bust=1756950543073)

###### Email template headings:
**New/Edited Declarations**
* Redeclaration Required Notification to Guardian
* Pending Declaration Notification to Guardian

**Complete Enrolment form**
* Request Guardian to complete Child details

|| To request Existing Families to complete the enrolment form see: [Prompt families to complete enrolment form](https://help.xap.rocks/en/article/how-can-i-prompt-an-active-family-to-complete-the-enrolment-form-1u1wdas/)

### Customising Enrolment form questions

#### Adding Custom Guardian Consents

Within the Settings screen and Customise Enrolment form:

1. Select the **Child Information** section.
2. Select **Guardian Consent** subheading
3. Select the **+ add** icon
4. Select the **Add Yes/No** option

|| Remember to select **Save** to save any new questions or changes to the enrolment form.

![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_1sg26tu.png)

#### Adding Custom Declarations

Scroll down within the Enrolment form:
1. Select **Declaration**
2. Select the **+** add icon
3. Select **Edit** 

|| Remember to select **Save** to save any new questions or changes to the enrolment form.
![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_rmy5sh.png)