Early Childhood Education and Care Flexible Initiatives Trial

The broad objective of the Early Childhood Education and Care (ECEC) Flexible Initiatives Trial (the program) is to increase families' economic, educational, and societal participation through improved access to ECEC services, by supporting services to trial new or adapted flexible operating models. The program also aims to ensure that the ECEC workforce is supported to deliver flexible models of ECEC.

The program is to be delivered from the Childcare and Economic Opportunity Fund. The program is designed as a 2-year test and trial program (2023-2025) with a total grant value of $20 million.

These guidelines are an integral part of any ECEC Flexible Initiatives Trial funding agreement with successful applicants i.e. contracted providers and may be amended or replaced. Contracted providers should comply with the version of the guidelines on this website applicable to the current round.

Policy context

The Childcare and Economic Opportunity Fund seeks to address the challenges related to access and affordability of early childhood education and care (ECEC) services for NSW families.

For some families, limited availability of flexible services options poses a barrier to accessing both ECEC and work/study. The ECEC Flexible Initiatives Trial aims to mitigate this barrier by providing support that enables ECEC providers to extend their services to reach more families.

Objectives

The objectives of the ECEC Flexible Initiatives Trial are centred on enhancing the accessibility and adaptability of ECEC services for families across New South Wales. The program seeks to address the challenges families face in accessing ECEC by promoting increased flexibility in how services are provided.

‘Flexibility’ in this program refers to any modification to core ECEC business operations that promotes accessibility for families. This could involve extending service operating hours, increasing available or licensed places, offering flexible attendance patterns, implementing casual care day booking systems, providing wraparound care, or other initiatives that increase the availability of early childhood education and care to meet local community need.

The key objectives of the program are to:

• increase accessibility of ECEC for families who need more flexible options, including an increase in the number of available places
• increase participation, particularly of women, in work and/or study, which is enabled by increased access to ECEC services
• increase service providers’ knowledge of local flexibility needs and their capacity to meet those needs
• provide appropriate support and working conditions for educators delivering flexible models
• develop an evidence base for successful flexible models to inform future program development.

Principles

The ECEC Flexible Initiatives Trial operates based on a set of principles that guide its approach to supporting ECEC services. These principles are fundamental in shaping the trial's strategies and activities, ensuring that children and families receive the support they need in a culturally safe, inclusive, and outcomes-focused environment.

The trial's operations are guided by the following principles:

• Child and family focus – activities are built around the child’s needs and circumstances of children and families.
• Cultural safety – activities are culturally appropriate and safe for Aboriginal and Torres Strait Islander children, families, and staff.
• Inclusivity – activities are accessible and meet the needs of all children and families.
• Responsiveness – activities are tailored to meet an identified local need for flexibility.
• Focus on outcomes – quality of education and care is maintained, and outcomes are measured.

To illustrate the relationship between program activities and intended outcomes, an ECEC Flexible Initiatives Trial logic has been developed.

Program description

The ECEC Flexible Initiatives Trial will support ECEC services to trial new or adapted flexible operating models that meet the local needs of children and families, thereby increasing accessibility to available ECEC places.

The program will be delivered by ECEC approved providers operating in NSW, contracted under the ECEC Flexible Initiatives Trial. Contracted providers will receive funding to deliver program activities in line with their individual funding agreement (which includes these program guidelines).

The program operates under 2 streams:

Stream 1: Flexible service delivery

• Stream 1A - trialling delivery of smaller-scale operating model changes within one provider and service type
• Stream 1B - establishing new family day care services in outer regional, remote and very remote areas (according to ARIA+ classification).

Stream 2: Blended service delivery

• Trialling delivery of larger-scale innovative operating models through collaboration between 2 service types.

Approved providers may apply for funds to deliver program activities in one or both streams. Successful applicants will deliver activities according to their local need and as specified in their individual funding agreement. As the ECEC Flexible Initiatives Trial is a test and trial program, successful applicants will be funded to deliver activities for a maximum 12-month period, or as otherwise specified in individual funding agreements.

Find out more on what can and cannot be funded.

Eligibility criteria

To be eligible for the ECEC Flexible Initiatives Trial, an applicant must meet all of the following criteria:

• The applicant must be an approved ECEC service provider under the Children (Education and Care Services) National Law (NSW) and Children (Education and Care Services) Supplementary Provisions Regulation 2012, operating in NSW (excluding NSW Department of Education preschools). That is, one of the following eligible service types:
  • community preschool (centre-based)
  • mobile preschool
  • long day care
  • family day care
  • occasional care
  • before and after school care.
• The proposed initiative must provide education and care to children within the 0-6 year old age group.
• The applicant must be registered, or be willing to register, with the Department of Education’s Early Childhood Contract Management System (ECCMS), and/or any other systems implemented by the department for contract management.
• The applicant must agree to comply with the funding agreement terms and conditions of the ECEC Flexible Initiatives Trial.
• The proposed initiative must be beyond the service’s normal, core, existing or ongoing activities.
• The applicant must hold a quality rating and compliance history of at least Meeting the National Standard for the relevant ECEC service.
  • In limited circumstances, applications from services who are rated Working Towards or are awaiting assessment and rating may be considered.
• Approved providers seeking to establish a new family day care service must hold a quality rating and compliance history of at least Meeting the National Standard for a service in NSW.

Application and assessment

The ECEC Flexible Initiatives Trial has a competitive assessment process. To be considered, applicants need to meet specific requirements and provide a comprehensive application that meets the assessment criteria. The assessment criteria will be used to evaluate and rank applications by the assessment panel for final funding approval by the Board.

The assessment panel consists of Department of Education employees, of Grade 7/8 Program or Project Officer level or above. Panel members are appointed based on their expertise and experience in the ECEC sector, program evaluation and project implementation. Members may include former ECEC directors and educators with experience in both metropolitan and regional services.

Assessment criteria

Eligible applications will be evaluated by the assessment panel against the following key criteria:

• Alignment with one or more objectives of the ECEC Flexible Initiatives Trial. Proposals that are aligned with more objectives will receive a higher score in the assessment process.
• Provision of quantitative and/or qualitative evidence of a local need for more flexible ECEC, and a clear explanation of how the proposed activities will meet this need.
• Demonstration that the initiative is innovative in testing and trialling a flexible model of delivering an ECEC service.
• Demonstration that the needs of the child, maintenance of quality care and staff wellbeing have been considered in delivery of proposed activities.
• Clear explanation as to how services intend to sustain or cease their program activities beyond the funded period, with consideration to participating children and families.
• The extent to which the application demonstrates that the proposed activities will be accessible to all children and families of the service’s local community.
• Demonstration that the proposed initiative represents value for money, including reasonable costs to families. Allowances will be made for the greater costs incurred by services located in rural and remote areas.
• Clear explanation of how services will evaluate or determine the success of their trial program.

These assessment criteria are listed in order of importance and reflective of the weighting applied by the assessment methodology.

The assessment panel, on behalf of the Childcare and Economic Opportunity Fund Board, reserves the right to adjust how these criteria are weighted between round 1 and 2.

Applicants will receive additional weighting towards their application in the assessment process for:

• Services located in a geographic area (Statistical Area Level 2) with SEIFA Decile of 1 and 2 (ranking within NSW) on the Index of Relative Socio-Economic Disadvantage 2021.
• Services operating in outer regional, remote, and very remote areas according to ARIA+ classification.
• Multifunctional Aboriginal Children’s Services, Aboriginal Controlled Children’s Services, and Aboriginal Child and Family Centres operating a service listed in the Eligibility criteria.
• Services submitting Stream 2 applications.
  

Key dates

Key dates for the ECEC Flexible Initiatives Trial round 2 are:

Assessment conditions

Applications must be submitted via the SmartyGrants website by an authorised officer from the applicant organisation, who confirms the accuracy of the application’s content.

Applications will be reviewed to ensure they are complete, meet the eligibility criteria and comply with the program guidelines.

Eligible and compliant applications will then proceed to assessment. Applications will be assessed on their comparative merits against the assessment criteria. The assessment panel will recommend suitable applications for funding to the Board. The Board is the final decision-maker, and, in all circumstances, the Board’s decision is final.

Information on applications that might require amendment or approval from the regulatory authority can be found in Fees payable to the regulatory authority or local council.

During the assessment process, additional information may be requested from applicants.

Applicants may be asked to consent to the assessment panel verifying whether there have been any previous denials of education and care funding from the NSW Department for Education in relation to the proposed initiative, or a similar or related initiative. Consideration may also be given to information gathered through regular operations, including publicly available regulatory performance and compliance history.

The Board, or its nominated delegate/s may, at their discretion, request information from other NSW Government agencies or other third parties, such as probity advisors, to assist in assessing applications.

It is important to note that submitting an application does not guarantee funding.

What can and cannot be funded

Ineligible elements – All streams

Activities that are ineligible for funding include:

• activities that do not align with the program objectives
• activities that do not meet the requirements outlined in the guidelines
• activities that do not meet the assessment criteria
• initiatives that have, at the time of assessment of the application, been started or completed (that is, retrospective funding)
• activities already funded through another source that is, where another grant is funding the same element/s (for example, Australian or NSW government grant programs)
• any activities in contravention of the funding agreement, which will be signed by successful services.

What can be funded – All streams

Activities that can be funded across all streams.

Staffing and recruitment costs:

• Staffing and recruitment costs for activities directly related to the proposed initiative (educator and/or administrative and program-related; new or existing staff).
• Staff learning and development costs directly related to the proposed initiative (for example, to train staff in the use of digital software to manage enrolments or rostering).

Operating expenses:

• Operating expenses directly related to the proposed initiative (for example, additional rent for opening longer hours or increased utility costs if required).
• Software costs required to support the proposed initiative (for example subscription or upgrade costs).

Resources and equipment:

• Resources or equipment required for the proposed initiative, where these items are not currently available at the service (for example purchasing additional educational materials, arts/crafts, furniture or fittings required).
• Purchase of tablets or computers to support the proposed initiative where these items are not currently available at the service.

Regulatory authority or local council fees:

• Fees payable to the regulatory authority or local council directly related to the proposed initiative.

Transportation costs:

• Transportation costs (driver, additional educator for supervision, as well as vehicle hire and fuel costs) related to the proposed initiative.

Please note:

• Applicants will need to provide a budget breakdown listing items, resources and/or activities to support their application.
• Applications must include quotes/evidence for all budget line items exceeding $10,000.

What cannot be funded – All streams

Activities that cannot be funded across all streams.

Staffing and recruitment costs:

• Recruitment and staffing costs not directly related to the proposed initiative (that is, costs relating to core service delivery).
• Staff learning and developments costs not related to the proposed initiative (for example, trauma awareness, stress management counselling).
• Costs related to allied health professionals.

Operating expenses:

• Routine day-to-day operating expenses, such as maintenance, insurances, utility bills and consumable supplies not directly related to the proposed initiative.
• Other one-off costs (for example, research proposals).

Resources and equipment:

• Resources, equipment not directly related to the proposed initiative.
• Resources, equipment that are currently available at the service will not be funded for an upgrade.

Regulatory authority or local council fees:

• Any regulatory and/or local council fees that have already been paid or are in process prior to the funding agreement being executed.

Transportation costs:

• Any costs associated with purchase of a vehicle for transportation.

Minor capital works elements

Funding for minor capital works may be considered where it is demonstrated that the primary purpose of the proposed initiative aligns with the objectives of the program and the minor capital works are essential to the implementation of the proposed initiative.

Please note:

• Applicants will need to provide a budget breakdown listing items, resources and/or activities to support their application.
• Any proposal for minor capital works must:
  • align with the overall objectives of the ECEC Flexible Initiatives Trial
  • provide relevant quotes and/or invoices
  • be carried out by a qualified builder/licensed repairer.
• Applicants that receive minor capital works must have a minimum remaining lease term of 5 years, where applicable.
• Minor capital works will only be funded where they can be reasonably expected to be completed and proposed activity commenced within the funding period.

What minor capital works can be funded – stream 1A and stream 2

Minor capital works elements that can be funded across Streams 1A and Stream 2:

• Minor capital works that are directly linked to the proposed initiative and that are limited to essential infrastructure and/or facility improvements aimed at
  • ensuring compliance with any changes required for regulatory and/or council approvals and/or
  • ensuring a safe and conducive learning environment for children accessing the proposed initiative.
• Minor capital works that are directly linked to the proposed initiative may be considered up to a maximum of $100,000 for all eligible service types, excluding an existing family day care service.
• Minor capital works that are directly linked to the proposed initiative may be considered up to a maximum of $20,000 for an existing family day care service.

What minor capital works cannot be funded – stream 1A and stream 2

Minor capital works elements that cannot be funded across Streams 1A and Stream 2:

• Project considered to be major capital works.
• Minor capital works that are not directly linked to the proposed initiative.
• Minor capital work costs over $100,000 for all eligible service types, excluding existing family day care services (see above).
• Minor capital work costs over $20,000 for existing family day care services.
• Minor capital works associated with major construction or extensive renovations that substantially change the structure.
• Minor capital works also associated with the following:
  • landscaping projects un-related to safety
  • non-essential decorative enhancements and aesthetic improvements
  • expenses related to the purchase of land or property
  • items with high risk, such as trampolines
  • works that cannot be reasonably expected to be completed within the funding period.

What minor capital works can be funded – stream 1B

Capital works elements that can be funded for Stream 1B for establishing a new family day care:

• Minor capital works when establishing a new family day care location, limited to essential infrastructure and facility improvements aimed at:

  • ensuring compliance with regulatory standards when establishing a new service and/or
  • the enhancement of quality of service provision ensuring a safe and conducive learning environment for children.

Essential repairs and maintenance:

• Funding may be allocated for essential repairs and maintenance to existing infrastructure including but not limited to:
  • minor structural repairs and fixing safety hazards to comply with regulatory standards
  • fixing plumbing and electrical issues to comply with regulatory standards
  • repairing or replacing unsafe playground equipment to comply with regulatory standards.

Safety enhancements:

• Minor capital works may encompass safety enhancements to the premises and facilities, such as:
  • installation or repair of security systems
  • installation or repair of shade sails
  • upgrading fire safety equipment and measures to comply with NSW fire safety standards
  • childproofing and safety improvements, including the provision of adequate and up to date first aid supplies and equipment.

Equipment:

• Funding can be provided for acquiring or upgrading essential equipment and resources required for the delivery of high-quality family day care, including:
  • acquiring or upgrading furniture and fixtures for children's comfort and safety
  • acquiring age-appropriate play equipment.

Accessibility improvements:

• Funding may be allocated to improve accessibility for children and families with additional requirements, such as:
  • repairing, upgrading, or installing ramps and handrails for accessibility
  • making necessary modifications to accommodate children with disabilities.

Please note:

• Applicants will need to provide a budget breakdown listing items, resources and/or activities to support their application.
• Any proposal for minor capital works must:
  • align with the overall objectives of the ECEC Flexible Initiatives Trial
  • provide relevant quotes and/or invoices
  • be carried out by a qualified builder/licenced repairer.

What minor capital works cannot be funded – stream 1B

Capital works elements that cannot be funded for Stream 1B for establishing a new family day care:

• Projects considered to be major capital works.
• Minor capital works associated with the following:
  • major construction, or extensive renovations, that substantially change the residential structure
  • landscaping projects unrelated to safety or accessibility improvements
  • non-essential decorative enhancements and aesthetic improvements to the premises or property
  • expenses related to the purchase of land or property, including rent for private properties
    • in limited circumstances, consideration may be given to the use of public properties, such as vacant halls, for family day care services in outer regional, remote or very remote areas
  • items with high risk, such as trampolines.

Fees payable to the regulatory authority and/or local council

All proposals must adhere to regulations, including relevant building codes and guidelines where applicable, and have relevant regulatory and/or council approvals, including any strata approvals.

For all grants provided under the ECEC Flexible Initiatives Trial, the appropriate regulatory approval will need to be obtained for any new service approvals or changes to existing service or provider approval.

Being successful in an application to the ECEC Flexible Initiatives Trial does not guarantee any outcome regarding an application to the regulatory authority and/or local council.

Applicants will be required to certify in their application:

• that they hold the necessary regulatory approvals and/or local council approvals to give effect to their proposed activity

or

• outline the specific approvals they will endeavour to obtain before commencing the funded activity and
• provide the reasons for any previous denials, including when and why, if applicants have been previously denied approvals.

Fees for regulatory and/or council approvals will only be funded for successful applicants where:

• the fees are included in the ECEC Flexible Initiatives Trial application
• in the case of application for establishment of a new family day care service, the applicant certifies:
  • they have not previously sought this approval at the nominated service location
  • they have not previously delivered the proposed activity at the nominated service location.

Note:

• Applicants who choose to apply to the regulatory authority and/or local council before being notified of the outcome of their application will not be reimbursed.
• If services are unable to obtain the necessary approvals, the Board may terminate their funding agreement and they will not be eligible to receive funding.

Local council approvals

Some activities proposed in the applications may require approved providers to obtain additional approvals from the service’s local council under the relevant Development Control Plan (DCP), in addition to making an application or notification to the NSW ECEC Regulatory Authority (which, under the Education and Care Services National Law Act and Regulations, is the NSW Department of Education).

In these cases, we recommend eligible applicants seek local council approval before applying to the Regulatory Authority.

Funding amounts and conditions

The amount of funding approved for applicants will be based on the assessment of amount requested and the information provided in the application.

All amounts listed on the application must exclude GST. This includes the grant amount being requested.

Applications must include quotes/evidence for:

• all budget line items exceeding $10,000
• minor capital works expenditure, if included.

Contracted providers are required to be familiar with and comply with both the terms and conditions of their funding agreement and these ECEC Flexible Initiatives Trial guidelines.

Funding requirements

Contracted providers that receive a grant of funding must:

• Agree to the requirements outlined in these guidelines. Failure to do so may result in funding being withheld or an offer of funding being withdrawn.
• Enter into a funding agreement. Funding agreements must be signed by an authorised officer of the applicant no later than 4 weeks after receipt of the agreement, or within a timeframe agreed with the department.
• Submit progress reports and required supporting evidence upon completion of agreed milestones and completion of the project, in accordance with the funding agreement terms and conditions.
• Acknowledge that no additional state or federal funding will be allocated to the proposed initiative. Funding must not be sought for elements funded by other state or federal grants.
• Return any unspent funds.
• Meet any cost or quote increases or any unforeseen expenditures through self-contribution.

Note:

• This program will not fund completed projects or projects that are commenced before the funding agreement has been executed. Applicants must not engage in a contract or commence any works proposed in an application until a funding agreement has been executed. Applicants who commence work prior to executing a funding agreement do so at their own risk.
• The funding agreement may be terminated if a service is closed, sold or transferred during the period of the funding agreement. The contracted provider may no longer be eligible to receive remaining payments for their Flexible Initiatives Trial funding. Contracted providers must contact the department as soon as a closure, sale or transfer is being considered via email to ecec.funding@det.nsw.edu.au.

Extensions or delays to funding period

Activities are proposed to run for 12 months. Additional time may be considered for necessary regulatory and/or local council approvals.

Any requests for extension to the project timeframes will be considered in accordance with the provisions in the funding agreement.

To request extensions, contracted providers must:

• contact the department immediately via email to ecec.funding@det.nsw.edu.au when they identify that they may not meet the timeframes for project delivery and
• provide detailed written evidence that explain the reason for the delay and
• provide evidence that demonstrates completion of the project within the additional time requested.

Significant timeframe extensions may not be approved. Excessive delays may ultimately result in the department recommending withdrawal of the funding commitment and terminating the funding agreement.

Notification of outcomes

All applicants, successful and unsuccessful, will be advised of the application outcome in writing via email. Refer to Key dates for the timeframes.

Successful applicants may be placed under a media embargo to keep the outcome of the application process confidential until the Government makes a public announcement.

Relevant information about the grants awarded will be made available on the NSW Government Grants and Funding Finder, no later than 45 calendar days after the grant funding agreement takes effect.

There is no appeal process for the program outcome. Applicants can request feedback on their application via email to ecec.funding@det.nsw.au.

Payments

Specific payment timings and milestones will be defined in an individual funding agreement. Payments will be subject to meeting all conditions outlined in these program guidelines and the individual funding agreement, including reporting requirements and evidence of completing milestones.

The grants will be paid to successful applicants through the Early Childhood Contract Management System (ECCMS) and/or any other systems implemented by the department. Grant payments will only be progressed for applicants that are registered in ECCMS.

Contracted providers will be required to provide a full account and acquittal for how awarded money has been spent.

Program governance

Program management

The overall program management function for the ECEC Flexible Initiatives Trial will be performed on behalf of the Childcare and Economic Opportunity Fund by the Commissioned Programs directorate in the department’s Early Childhood Outcomes division. Reporting will be provided any time as requested.

Program-level governance

The Childcare and Economic Opportunity Fund Act 2022 includes the creation of a statutory entity – the Childcare and Economic Opportunity Fund Board. The Board is the decision-maker for the ECEC Flexible Initiatives Trial, providing final approval of all grant payments.

All funded projects must be delivered according to legal and regulatory requirements as specified in individual funding agreements, including the terms and conditions and program guidelines.

Legislative context

The program aligns with the objectives of the Childcare and Economic Opportunity Fund Act 2022. The source agency and decision maker for the ECEC Flexible Initiatives Trial is the Childcare and Economic Opportunity Fund Board. The Board may delegate any of its functions in relation to the administration of the program to the staff of the Department of Education.

Conflicts of interest

Approved providers are required to disclose any actual, potential, or perceived conflicts of interest in their application which relate to their proposed initiative, if funded. A conflict of interest, if it arises, must also be disclosed by a contracted provider during the implementation of their initiative. Conflicts of interest may relate to partnerships, third party service provisions, contractors, staff employed as a direct result of the funded program or other aspects. Further detail about how to disclose a conflict of interest can be provided on request.

Privacy

Reporting and data collection provide information required to ensure ECEC Flexible Initiatives Trial funds are used to deliver the program’s activities, and measure if the program is achieving its intended outcomes.

Any personal information will be held and managed by the Board and the NSW Department of Education in accordance with the Privacy and Personal Information Protection Act 1988 (NSW). Services may be required to obtain consent from participating families to collect and use personal information.

Feedback and complaints

Applicants who have feedback, suggestions or complaints about the application and assessment process should contact the department at ecec.funding@det.nsw.edu.au.

Alternatively, you may:

• Complete the NSW Department of Education Complaint, compliment or suggestion form.
• Call 1800 619 113.

Reporting and data collection

ECEC Flexible Initiatives Trial contracted providers are required to comply with all financial and data collection, reporting and acquittal requirements as specified in individual funding agreements. Contracted providers must have systems in place to allow them to meet these obligations.

A formal acquittal process must be undertaken within one year of the end of the spending period. This will consist of a statement of expenditure and a performance report. Successful applicants may also be audited as part of the program’s assurance activities.

Data collection and reporting will occur throughout the program's implementation, following specific milestones, as outlined in individual funding agreements.

Evidence required will depend on funded activities but may include progress updates with quantitative data (for example, service utilisation rates, child and family demographics, any relevant approvals, before-and-after photos, itemised invoices) and/or qualitative data (for example, feedback from participating families, participating services and local communities). Contracted providers may also be required to provide a risk assessment regarding program delivery as outlined in individual funding agreements.

Evaluation

Contracted providers are required to participate in the evaluation of the ECEC Flexible Initiatives Trial by collecting and providing requested data and participating in evaluation activities. Findings from the evaluation may be used to inform future programs under the Childcare and Economic Opportunity Fund.

Contracted providers may be required to obtain consent from participating families to share relevant data with the Board, department and/or program evaluation team. If necessary, services will be provided with appropriate consent forms and disclosure information. Contracted providers must ensure consent forms are completed prior to collecting and recording personal information.

Further detail about the ECEC Flexible Initiatives Trial monitoring and evaluation activities, including requirements to obtain consent, will be included in individual funding agreements.

Links to other programs

The NSW Department of Education has a range of ECEC grants and funded programs to improve early childhood education outcomes. These include (but are not limited to) the Start Strong program for both community preschools and long day care. Start Strong supports preschool education for all children in NSW and is the program through which the Preschool Reform Agreement and preschool fee-relief is delivered.

The Australian Government’s Community Child Care Fund grants help services address barriers to childcare participation, particularly for disadvantaged, regional and remote communities, and Indigenous communities. This includes the recent Establishing Child Care in Limited Supply Areas grant for new centre-based day care and family day care services in disadvantaged regional and remote areas of Australia where these types of services are absent or in limited supply.

How to apply

Applications must be submitted online, through SmartyGrants to be considered for funding.

You will need to register to use the SmartyGrants application system. Registration is a free and straightforward process.

Steps to apply will guide you through the application process.

Late applications

Late applications will not be accepted.

For applications that are delayed due to extenuating circumstances, applicants must let the department know before the close of the round via email to ecec.funding@det.nsw.edu.au. These requests will be considered on a case-by-case basis.

Support, help or advice

A range of resources are available to  support applicants in preparing a grant application, which may include FAQs, examples, webinars and workshops.

Get help or advice when preparing your application if you are unsure.

For questions relating to the Flexible Initiative Trial program:

• Contact the Early Childhood Education Funding team at ecec.funding@det.nsw.edu.au.

For advice relating to regulatory and/or compliance and/or service ratings, contact the department:

• Early Childhood Education Information and Enquiries team on
  1800 619 113.

For assistance with SmartyGrants, the online application system, please review the SmartyGrants Help Guide and Applicant Frequently Asked Questions (FAQ's) or contact:

• Smarty Grants Support Desk
  03 3920 6888 between 9 am and 5 pm Monday to Friday
  service@smartygrants.com.au.

Steps to apply

Step 1

Step 1: Read these program guidelines in detail.

Step 2

Step 2: Review program criteria and funding conditions.

Check the Eligibility criteria and the Assessment criteria to review:

• Is the organisation eligible?
• Is the service type eligible?
• Is the proposed initiative suitable for this grant program and does it meet the eligibility criteria?
• Which stream are you applying for? Review what can or cannot be funded for each stream.
• Are you able to respond to each assessment criterion and provide the required evidence?
• Does the service hold regulatory and/or council approvals for the proposed activities, or will you require to obtain the approvals?
• If you need an endorsement from your board or committee to lodge a grant application, start organising the approval.
• Review the Funding conditions to ensure:
  • You are not seeking funding for completed activities (that is, retrospectively).
  • No other state or commonwealth funding has been allocated to the proposed activities.
  • Quotes and funding amounts requested exclude GST.
  • You have a plan for how you will provide progress reports and required supporting evidence for approval upon completion of the agreed milestones and on completion of the project as a whole.

Note:

• A separate application must be submitted for each individual stream.
• A separate application must be submitted for each individual service.
• If you intend to submit more than one application, you must contact the department via email to ecec.funding@det.nsw.edu.au prior to submitting the application/s. This will allow the department to guide and support you better.

Step 3

Step 3: Prepare your application.

• Prepare your application in advance. Plan to submit your application before the close of the round. Refer to the Key dates.

• Download the Application checklist (PDF 252 KB) which includes a preview of the questions you will be required to answer and guidance on the recommended word count for each question.

• Get help or advice, if unsure.

Step 4

Step 4: Complete and submit the application.

Applications must be submitted online, through SmartyGrants to be considered for funding.

You will need to register to use the SmartyGrants application system. Registration is a free and straightforward process.

To submit your application:

1. Read the instructions on the Application form.
2. Complete each question using the information you have prepared in your Application checklist (PDF 252 KB) and upload the evidence that you have collected.
3. Save the application form as you go. This will allow you to return to it later. Changes can be made to an application any time until it is submitted.
4. Check that all the sections are completed.
5. Check that all the required evidence is uploaded.
6. Submit the application.

Note:

• Incomplete forms will not be considered for funding assessment.
• Once you submit your application you will not be able to send further documentation (unless this is specifically requested).

Glossary

The following are definitions as they relate to the Flexible Initiatives Trial.

Accessible: Cover all aspects of accessibility and inclusiveness i.e. of First Nations people, culturally and linguistically diverse communities, and children with disability and additional needs.

Approved provider: An individual, company or partnership who holds a provider approval to operate an ECEC service under the Children (Education and Care Services) National Law (NSW) and Education and Care National Regulations 2011.

ARIA: Relative geographic remoteness is measured in an objective way using the Accessibility / Remoteness Index of Australia Plus (ARIA+). ARIA+ is derived by measuring road distance from various populated locations to five categories of service centre, using population as a proxy measure for service availability.

Assessment criteria: The criteria that the assessment panel will use to evaluate eligible applications. See Assessment criteria.

Assessment methodology: The internal assessment process document used by the assessment panel to ensure a consistent approach to assessing all applications.

Budget: An estimate of income and expenditure for a set period of time.

Children (Education and Care Services) National Law (NSW): Legislation in NSW that sets the standard for children’s education and care.

Children (Education and Care Services) Supplementary Provisions Regulation 2012: Aims to enhance the quality, safety, and accountability of education and care services for children in New South Wales.

Childcare and Economic Opportunity Fund Board: The Childcare and Economic Opportunity Fund (the Fund) is established under the Childcare and Economic Opportunity Fund Act 2022. The Fund Board is a statutory body with responsibility for developing strategic investment plans for the Fund, and for the administration of Fund programs, with the support of the NSW Department of Education, under a memorandum of understanding.

Contracted provider: Approved provider entering into a funding agreement to implement the successful proposed initiative for the ECEC Flexible Initiatives Trial.

ECCMS: The Department of Education’s Early Childhood Contract Management System.

ECEC: Early childhood education and care.

Evaluation: Ongoing monitoring, including through the use of surveys and performance indicators and metrics to inform decisions about whether to start, continue, expand or stop an initiative.

Flexible initiative: Any change to a service’s ordinary ECEC business delivery and operations to promote greater accessibility for families.

Funding agreement: The agreement between the Childcare and Economic Opportunity Fund Board and the successful Approved provider. The agreement outlines the terms and conditions of receiving the funding.

Funding period: A 12-month period from when the funding agreement is signed.

Major capital works: Major construction or extensive renovations that substantially change the structure of the premises.

Milestone: A milestone is a key event in your proposed initiative that must be met before you can receive the planned payment and move to the following stage of progress. Examples of milestones are DA or regulatory approval, major procurement amounts and/or recruitment of staff.

Minor capital works: Minor construction or renovations that do not substantially change the structure of the premises. This includes small-scale renovations, refurbishments or fit outs that support and are directly linked to the initiative being funded under this trial. The Flexible Initiatives Trial also has maximum caps in place for capital works funding.

Objectives: The aims of the ECEC Flexible Initiatives Trial. See Objectives.

Program governance: The systems and methods by which the program is defined, authorised, monitored, and supported. Governance includes the processes that guide a program and results in good management of a program through continuous oversight.

Regulatory Authority: The NSW Department of Education is the Early Childhood Education and Care Regulatory Authority is responsible for regulating ECEC services in NSW.

SEIFA Decile: Socio-Economic Indexes for Areas (SEIFA), Australia decile. An area-based measure that divides areas into 10 equally sized groups called deciles. Decile 1 contains the most disadvantaged areas and decile 10 contains the most advantaged areas.

Service: ECEC services cater to children from infancy to school age or 0-6 years old. Example of services include long day care childcare, occasional care, family day care, centre-based care and out of school hours care.

SmartyGrants: Grants administration system. Applicants will use this system to complete and submit their application.

Stream: There are 2 different grant streams. Stream 1 is made up of two parts – 1A flexible service delivery and 1B establishment of family day care service in outer regional, remote or very remote areas. Stream 2 is delivery of larger-scale innovative operating models through collaboration between 2 services.

The Childcare and Economic Opportunity Fund: A 10-year $5 billion fund established under the Childcare and Economic Opportunity Fund Act 2022 to improve supply of, and equitable access to, affordable quality ECEC services for NSW families and children, and support and grow the ECEC workforce, with the objective to support increased economic opportunity and workforce participation, particularly for women.