DOCUMENT LIBRARY
Childcare Workplace Procedures
Required under WHS Law & aligned to National Law, Regs & the NQS
A complete, editable library of early work place procedures written for Long Day Care, reviewed & Updated whenever regulations change. Our procedures documents are Part of The Safe Systems Of Work required by every work place in Australia under WHS Law which also includes the, checklists and governance verification forms .
ā SAVE 100'S HOURS ā BUILT FOR ECECā EDITABLE FORMAT
Safe Systems of Work are the WHSārequired document required for proof of compliance. this pack gives you the the correct documents required
The Three WHS Documents Every Childcare Centre Must Have
Beyond your QIP and childcare policies, Safe Systems of Work (SSOW) are a legal WHS requirement. They show regulators that your cleaning and hygiene procedures arenāt just written theyāre hazard identified,riskāassessed, verified, and compliant with national safety law.
1. Hazard Register and Risk Assessment
Records the biological hazards, the transmission pathways, It must show:
What hazards were identified
Whether elimination was considered
Why elimination wasn't adopted
What controls you chose instead
How ratios and supervision are protected
the "what we need to do" document
2. Safe Systems of Work (SSOW)
turn risk assessments into a practical, stepābyāstep procedure They document the exact sequence of each task, including:
Products, dilution, and contact times
PPE requirements
Equipment isolation
Waste handling
Returnātoāratio steps
SSOWs put WHS controls into everyday practice
the āhow we do itā procudures"
Verification and corrective action records
show that the SSOWs are actually being followed in dayātoāday practice.
These records provide evidence that procedures were checked, issues were addressed, and improvements were made.
non conformance is expected because this demonstrates that your system is active, monitored, and functioning as intended
What happens when we "dont" do it
IMPORTANT NOTE
A decision made carefully but never documented can NOT be proven later.
A SSOW document show that risks were considered, controls were chosen in advance,
and the system operating on the day was the system management approved
WHS LAW
Pick the Level of Support That Works for Your Centre
OPTION 1
Buy the digital template packs download & customise yourself
INCLUDES:
14 Safe System Of Work (SSOW) Templates
Cleaning Management Workbook- All required verification logs, check lists linked to SSOW designed as a single source of truth for everything related to infection control & bio hazard management
Detailed set up and implementation Instructions
A fully editable infectionācontrol documentation suite built to meet ECEC compliance requirements.
Youāll receive 14 SSOW templates plus a unified Cleaning Management Workbook with every log, checklist and verification tool required under NQF, WHS and ACECQA guidance.
All documents are structured in line with ECEC regulatory expectations and designed for services confident in selfāimplementation.
DIY documentation only no setup assistance
OPTION 2
š¢ Get Ready for 2026 WHS Compliance
Get the documentation and the training required for the 2026 WHS standards all in one workshop.
Skip generic infectionācontrol theory. Your team gets certified by building the documents that govern their daily actions.
Includes everything in DIY +
š§© SSOW Building Workshop
š„ Onsite PracticeāBased Group Certified Training
š§ Infection Control & Biohazard Management
Outcome: Real compliance. Real understanding. Real time saved. Satisfies the WHS Team Consultation Directive.
COST
4 HOUR ONSITE WORKSHOP $900
SSOW & VERIFICATION DOCS $600
TOTAL PRICE $1500
Price per centre, max 20 staff
Who This Option Is For
This workshop is designed for centres that want full WHS compliance for 2026 without building the entire SSOW system alone.
Itās ideal for services that need:
Certified infectionācontrol & biohazard training
SSOW built with their team, not left for leaders to create
Evidence of WHS consultation and worker involvement
A practical, handsāon approach instead of generic theory
Documentation + training delivered together, onsite
Perfect for Approved Providers, Nominated Supervisors and leadership teams who want
real compliance, real capability, and real time saved.
OPTION 3
Onsite SSOW Build + Unlimited Online Training
For centres that want practical onsite SSOW development and unlimited certified online training for every new hire, every year. Ideal for services needing continuous WHS compliance, refresher training and ongoing support.
Includes:
Unlimited certified online training
Annual refreshers
Compliance portal
Manager access
Dedicated WHS support
Regular SSOW updates
HYBRID PAYMENT METHOD
One Time Payment
$500
Subscription from
$300 /month
$2800 /year
Who This Option Is Best For
This option is ideal for centres that want onsite SSOW development and unlimited certified online training for every new hire, casual, and annual refresher without ever worrying about enrolment limits.
Perfect for services with regular onboarding, multiple rooms, or higher staff movement who need a compliance system that stays current and supported all year.
It suits centres that prefer a hybrid model:
Oneātime $500 per centre SSOW Building Workshop
Monthly subscription tiered by payroll size (not enrolment limits):
$46/ week up to 30 staff
$80/week up to 60 staff
$92/week up to 100 staff
Online training enrolments are unlimited. Staff numbers only determine your subscription tier.
Includes:
Onsite SSOW Building Workshop
Unlimited certified online Infection Control & Biohazard Management training
Annual online refresher training
Compliance & training management portal
Selfāservice manager access for instant enrolments
Dedicated Account Manager for ongoing WHS support
SSOW updated regularly in line with legislative changes
Best for Approved Providers and Nominated Supervisors who want continuous WHS compliance, ongoing support, and a system that evolves with legislation.
š°āÆSave time and money everything needed for WHS compliance delivered in one integrated package.
š§ āÆConfidence in compliance staff are certified through practical, relevant training that builds real understanding.
āļø unlimited enrolment into the online training for new hires no added cost value $100 per new enrolment
šāÆAnnual online refresher training to keep staff current no added costs value $800 per 10 staff
šāÆFull visibility instantly see whoās certified and manage all training records in one portal.
āļøāÆSimplified management selfāservice access lets managers enrol new hires and track progress anytime.
šāÆAlways up to date SSOW and training content automatically refreshed with legislative changes.
š¤āÆOngoing support dedicated account manager ensures your centre stays compliant yearāround.
šāÆDefensible systems documentation and training aligned to WHS standards for 2026 and beyond.
Compliance Everyone Understands Because They Helped Create It
70%+
better knowledge retention compared to theory based training
35%+
higher compliance rates from team built policies
80-100 hrs
time saved from not building the documents from scratch
3in1
Infection ControlāÆ+āÆSSOWāÆ+āÆImplementation Training
100%
meets the WHS team consultation requirements
Our SSOW Document Suite
Routine cleaning
SSOW Toilet & Children's Bathroom Clean and Disinfect
SSOW High-Touch Surface Disinfection
SSOW Toy Cleaning & Sanitation
SSOW Sleep Surfaces (Cot, Mattress & Sleep-Mat Sanitation)
SSOW Kitchen & Food-Prep Surface Cleaning
SSOW Floor Cleaning & Mopping
Supporting hygiene
SSOW Cleaning Equipment Hygiene & Maintenance
SSOW Chemical Mixing, Decanting & Dilution
SSOW Linen & Laundry Management
Biohazard & outbreak response
SSOW Nappy Change Biohazard Response
SSOW Vomit Spill Response
SSOW Blood Spill Response
SSOW Urine & Faeces Spill Response (Outside Nappy Change)
SSOW Outbreak / Enhanced Disinfection Clean
Biohazard Incident Response SSOW (ECEC)
Cleaning Management Workbook
This is where conformance and nonāconformance live.
Every verification log, checklist and report sits inside your Cleaning Management Workbook your centreās single source of truth for infection control and biohazard management.
With one workbook per room, you get clear oversight and WHSāready evidence, plus the data leaders need to make real, evidenceābased decisions.
Implementation Training and Support
Onsite SSOW Building Workshop
ECEC educators need infectionācontrol training. Services need SSOW. Generic training ticks the box but leaves you to write everything yourself.
Our Onsite SSOW Building Workshop delivers the training and builds your SSOW with you.
Our Document System
We currently have over 30 pre built SSOW and verification Templates ready to customise to your centre. with new ones being added all the time. All of our templates fit into one of the 3 steps listed below.
THE WHAT TO DO
STEP 1
Hazard Identification And Risk Assessment
CLICK IMAGE TO SEE FULL DOCUMENT
This first SSOW template defines the structure and WHS information required before any SSOW is issued.
Completing it shows your SSOWs are riskāassessed, correctly controlled and customised to your centre.
It proves to regulators your SSOWs are deliberately built and PCBUāapproved ā not generic copies.
THE HOW TO DO IT
STEP 2
Safe Systems Of Work
CLICK IMAGE TO SEE FULL DOCUMENT
SSOW are WHSārequired safeāwork procedures for every task in your centre.
They turn risk assessments into clear, stepābyāstep instructions your team follows the same way, every time.
Inspectors rely on SSOW to verify hazards, controls, documented procedures, worker consultation and PCBU/Nominated Supervisor approval.
THE PROOF THAT IT WAS DONE
STEP 3
Conformance Verification Logs
Conformance Logs show your SSOW are being followed.
Each recorded task cleaning, nappy change, spill response, biohazard cleanup, chemical mixing becomes WHS evidence.
Verification Logs = SSOW compliance They confirm correct products, PPE, sequence and controls were used.
PART A- VERIFICATION
click image to see full document
AND WHAT TO DO IF IT WASN'T DONE
STEP 3
NonāConformance & Corrective Actions = What happens when the SSOW wasnāt followed
Any gap in a verification log becomes a nonāconformance, and the corrective action is recorded.
This forms your WHS compliance cycle:
Task completed
Task verified
Gap found
Action taken
Evidence stored
Exactly what inspectors expect: a system that monitors itself and resolves issues.
PART B- PROOF OF A FUNCTIONING SYSTEM
click image to see full document
Recording nonāconformances wonāt get you in trouble it proves youāre managing risk. A blank document will.
Template Examples
click on image below to see the full templates. these are just a sample of some of the templates
Nappy Changing SSOW
Floor Cleaning SSOW
Chemical Mixing & Decanting
Linen
Cleaning Management Workbook
š«
3 Options to meet your 2026 Compliance Obligation
Safe Systems of Work are a legal obligation under national Work Health and Safety legislation.
While your QIP and childcare policies meet the requirements of the Education and Care Services National Law, SSOWs demonstrate that risks are being actively managed.
If you cant produce a SSOW under WHS the risk is considered not managed
WHS Compliance Made Simple
90% has been built for you. While we can't do the last 10% for you We can help if needed'
Written & designed specifically for the Early Childhood Education and Care (ECEC) sector by Lindsay Smith, author of the Childcare Cleaning Standard with 5 published papers on this topic written after working as an ECEC cleaning contractor with over eight years of handsāon industry knowledge. This system was designed by someone whoās worked where you work.... so compliance finally makes sense.
Built with systeme.io
š Office: Sydney, NSW
š Hours: MonāFri, 9amā5pm AEST
š¬ Need help? Our team is here to support you with onboarding, compliance questions, and SSOW guidance.