Safe use of technology changes - Policies and Procedures

For further information see: NQF Child Safety Changes from 1st September 2025, and 1st January 2026

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:

Managing changes within Xap

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.

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

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

Customising Enrolment form questions

Adding Custom Guardian Consents

Within the Settings screen and Customise Enrolment form:

Select the Child Information section.
Select Guardian Consent subheading
Select the + add icon
Select the Add Yes/No option

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

Adding Custom Declarations

Scroll down within the Enrolment form:

Select Declaration
Select the + add icon
Select Edit

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

Updated on: 05/09/2025

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