Signing example
Sign a childcare enrolment agreement online
To sign a childcare enrolment agreement online, the parent has to supply the facts only a parent can give, the people allowed to collect the child and the consents for photos and sunscreen, before the centre accepts. This five page agreement for a three year old at a South Australian long day care centre has the parent type three pickup names, choose two consents as typed X marks and sign, and the director signs after.
The document, with its fields
The pages as a signer sees them, with the signature, name, title and date fields placed where each party has to complete them.
Childcare Enrolment Agreement
1. The parties and the child
| Service | Wattlebird Hollow Early Learning, an approved long day care service, Kent Town SA. Centre director: Lorraine Featherby |
|---|---|
| Parent | Tamsin Breckwold, 9 Rundle Terrace, Norwood SA 5067, the person who holds parental responsibility and enrols the child |
| Child | Ivo Breckwold, born 14 March 2023, aged three on the start date |
| Room | Banksia Room, children aged three to five, 1 educator to every 10 children, with a degree qualified early childhood teacher |
| Start date | Monday 2 November 2026, after two settling visits on Wednesday 21 and Thursday 22 October 2026 |
2. Days booked
Ivo is booked for three days each week. A booked day is charged whether or not the child attends, because the room is staffed to the booking. A change to the days needs two weeks' written notice and depends on a place being free in the room on the new day.
| Day | Session | Daily fee |
|---|---|---|
| Monday | 7.30 am to 5.30 pm, ten hours | $148.00 |
| Wednesday | 7.30 am to 5.30 pm, ten hours | $148.00 |
| Thursday | 7.30 am to 5.30 pm, ten hours | $148.00 |
| Full weekly fee, before Child Care Subsidy | $444.00 | |
The daily fee covers breakfast, morning tea, a cooked lunch, afternoon tea, nappies and wipes, sunscreen and all learning materials. Excursions inside the local area are included. The centre is open from 7.00 am to 6.00 pm, Monday to Friday, and is closed on South Australian public holidays and from Thursday 24 December 2026 to Friday 1 January 2027, when no fees are charged.
3. The one time enrolment fee
A non refundable enrolment fee of $50.00 is invoiced with the first week's fees. It covers setting up the child's records, the settling visits and the family's login to the centre's daily learning journal. No bond or deposit is held.
4. How this agreement is used
This agreement is the complying written arrangement for the enrolment. It records the days booked, the fee for each day and the start date. The centre enters the same details as an enrolment notice with Services Australia, and the parent confirms the enrolment in their own online account before any Child Care Subsidy can be paid to the centre for Ivo's care. Until the enrolment is confirmed, the full fee in clause 2 is payable.
5. Fees, the Child Care Subsidy and the gap
Fees are charged weekly in arrears and invoiced every Monday. The centre receives any Child Care Subsidy for Ivo's care directly from the Australian Government and passes it on as a reduction on the invoice. The amount the parent pays each week is the gap: the full weekly fee less the subsidy paid for that week. The subsidy rate and the hours of subsidised care are worked out by Services Australia from the family's circumstances, not by the centre, and can change during the year.
| Example week, three days attended | Amount |
|---|---|
| Full fee, 3 days at $148.00 | $444.00 |
| Child Care Subsidy, if Services Australia applies an hourly rate that pays 60 percent of the fee | $266.40 |
| Gap paid by the parent in that example | $177.60 |
The table is an illustration only. The parent's own statement from the centre each week shows the subsidy actually received. Gap fees are paid by direct debit on the Thursday after the invoice. A debit that fails is tried again seven days later, and the centre talks to the parent before any fee is more than two weeks overdue.
6. Absences
A booked day that Ivo does not attend is still charged. The subsidy may continue to be paid for absences up to the yearly limit that Services Australia sets, and for some longer absences with a medical certificate. The parent tells the centre by 9.00 am on any day Ivo will be away, so the room can plan its numbers and its lunch order.
7. Notice to end the enrolment
Either party may end this agreement with two weeks' written notice. The last two weeks are charged at the booked days whether or not Ivo attends. A child's last day should be a day they attend: the subsidy rules may not pay for absences at the very end of an enrolment, and the full fee would then be payable for those days.
8. The centre may end the enrolment
The centre may end this agreement with two weeks' written notice if fees are more than four weeks overdue and no payment plan has been agreed, or immediately if the centre cannot keep the child or the other children safe. Before either step the director meets with the parent, explains the concern in writing, and gives the parent a chance to respond.
9. Settling in
The first four weeks are a settling period. The child's primary educator in the Banksia Room, Hollis Ventry, writes to the parent at the end of the first and the fourth week, and the parent may ask for a meeting at any time.
10. Who may collect Ivo
Ivo is released at the end of the day only to the parent or to a person named in the table below, or to a person the parent names in writing on that day with their photo identification checked at the door. An educator will not release a child to a person who appears affected by alcohol or drugs, and will call the parent and, if needed, the police.
The parent types the names. Each authorised person is typed by the parent in their own signing session, in the form full name, relationship to the child. The centre cannot fill this table in. Each person named is also an emergency contact the centre may call if the parent cannot be reached.
| # | Authorised person, typed by the parent | May collect | Emergency contact |
|---|---|---|---|
| 1 | Yes | Yes | |
| 2 | Yes | Yes | |
| 3 | Yes | Yes |
A person not in the table is asked for photo identification and the centre calls the parent before releasing the child. A court order that limits who may see or collect the child is given to the director, kept on Ivo's file, and followed by every educator from the day it is received.
11. Arriving and leaving
- The adult who brings Ivo in signs him in on the room tablet with the time, and the adult who collects him signs him out. These records are kept by the centre as the law requires.
- Children must be collected by 6.00 pm. A late collection fee of $1.00 a minute applies after 6.00 pm, because two educators stay with any child still at the centre.
- If no one has arrived by 6.30 pm and nobody named above can be reached, the director contacts the child protection helpline for advice.
12. Keeping the list current
The parent tells the centre in writing when a person in the table should be removed, and a removal takes effect the moment the director receives it. A new name is added by a written note from the parent, signed and dated, and the person added shows photo identification at their first collection.
13. Medical information
| Doctor | Dr Pernille Ashgrove, Parade Family Clinic, Norwood, 08 8431 7720 |
|---|---|
| Medicare number | Held on the enrolment record, not printed here |
| Immunisation | An Immunisation History Statement from the Australian Immunisation Register, dated 28 September 2026, is on file and shows Ivo up to date for his age |
| Medical condition | Mild asthma. A reliever puffer with a spacer is kept in the Banksia Room in a labelled bag with his asthma action plan, signed by his doctor |
| Allergies | None known. No anaphylaxis |
| Dietary needs | None. The centre's menu is nut free for every child |
14. Medication and illness
Educators give medication only when the parent has completed a medication record that day, the medication is in its original container with a pharmacy label in the child's name, and it is within its expiry date. Asthma reliever medication may be given without a record in an emergency, following the action plan, and the parent is called straight away. A child with a temperature of 38 degrees or above, vomiting or diarrhoea is collected within one hour of the call and stays home until 24 hours after the last symptom.
15. Emergency treatment
If Ivo needs urgent medical help, the centre calls an ambulance first and the parent second, and the ambulance cost is the parent's. An educator goes with him to hospital if the parent cannot get there first. Every educator in the Banksia Room holds a current first aid, asthma and anaphylaxis qualification.
16. Two consents the parent may give or withhold
These two are optional and separate from the enrolment. To give a consent, the parent types an X in the box beside it in their own signing session. An empty box means no, and the centre follows that without asking again. Either consent can be withdrawn at any time by email to the director.
| X | Consent |
|---|---|
| Photos. Photos of Ivo may be taken for his learning journal and shared only with his own family through the centre's private journal. They are never posted on social media or the centre's website. | |
| Sunscreen. Educators may apply the centre's broad spectrum SPF 50 sunscreen before outdoor play from September to April and whenever the UV index is 3 or above. |
Without the sunscreen consent the parent supplies a labelled sunscreen of their own choosing, which educators apply instead, and Ivo plays in shaded areas until it arrives.
17. Policies
The parent has been given, or shown where to find, the centre's policies on enrolment and orientation, fees, delivery and collection of children, sun protection, medical conditions, incident and illness, child safe environments and complaints. The centre gives at least 14 days' notice of any change to a policy that affects the fees or the parent's ability to use the service.
18. Privacy
Personal and health information about Ivo and his family is collected to provide care and to meet the centre's legal obligations, including record keeping under the education and care services national law. It is kept securely, shared only with the people who need it to care for him, and disclosed to others only where the law requires or the parent agrees.
19. Complaints
A concern is raised first with the room leader or the director, who replies within five business days. A concern that is not resolved may be taken to the South Australian Education Standards Board, the regulatory authority for education and care services in the state.
20. Parent's declaration
I hold parental responsibility for Ivo Breckwold. I have read this agreement, I agree to the days booked and the fees in clauses 2 and 3, I have typed the authorised persons on page 3 and made my choices on page 4, and the medical information on page 4 is correct. I will tell the centre in writing when anything in it changes.
21. Centre's acceptance
The centre accepts the enrolment of Ivo Breckwold in the Banksia Room on the days in clause 2 from Monday 2 November 2026, and will lodge the enrolment notice with Services Australia once this agreement is signed.
Who signs what
- Tamsin Breckwold, parent
- Three text fields on page 3: authorised person, name and relationship · Two optional checkboxes on page 4: photos, sunscreen · Signature and stamped date on page 5 · Email link
- Lorraine Featherby, centre director, Wattlebird Hollow Early Learning
- Signature block on page 5: Name and a stamped Date · Email link, invited after the parent signs
The signing journey
Step 1
Ten fields, two people
Three pickup name fields, two consent boxes, a signature and a date for the parent, and one block for the director.
Step 2
The parent goes first
Sign in order is on, so only Tamsin is invited. Lorraine's link is not sent until Tamsin's signature has been stamped.
Step 3
Names typed, not printed
Tamsin types each collector as a name and a relationship. The centre could not have filled the table in, because the editor has no way for a sender to type a value.
Step 4
Two optional consents
Both boxes are switched to optional. Tamsin typed an X in each; an empty box would have finished just as well and meant no.
Step 5
The director accepts
Lorraine's block stamps her name and the date, and the certified copy goes to both of them.
Every field, and who fills it
Tamsin Breckwold types three entries into the authorised persons table on page 3, each a name and a relationship, and they print in the cells beside the printed Yes columns. On page 4 she types an X in the photo box and the sunscreen box. On page 5 she signs, and her date stamps itself. Lorraine Featherby's block on the same page prints FOR WATTLEBIRD HOLLOW EARLY LEARNING, her name and the date. The days, the $148.00 daily fee, the $50.00 enrolment fee and Ivo's asthma plan are printed, not typed.
How to adapt this envelope
A family with two parents who both want to sign adds the second parent before the director, with their own date field. A centre that wants every consent answered can switch the two boxes to required and print a yes or no column instead, so an empty answer is not possible. A centre enrolling a sibling sends a second envelope rather than adding the child to this one, because each enrolment is its own written arrangement.
What makes this valid in Australia
The Electronic Transactions Act 1999 lets a signature be given electronically where the method identifies the person and shows their intention, and is reliable for the purpose. The agreement itself is the complying written arrangement Services Australia relies on before Child Care Subsidy is paid, and the parent still confirms the enrolment in her own online account.
What makes this signing flow work
The pickup list comes from the parent
Clause 10 says a child is released only to a person in the table. Because the parent typed those three names in her own session, the signed PDF shows the list in her words, and the certificate ties them to her signing time.
Optional boxes for optional consents
Photos and sunscreen are choices, not conditions of enrolment, so both checkboxes were set as not required. A parent who leaves one empty can still finish, and the document already says an empty box means no.
The centre signs once the facts are in
With the order on, the director's invitation is sent only after the parent has signed, so the centre accepts an agreement that already carries the days, the collectors and the consents.
Questions people ask
Is a childcare enrolment agreement signed electronically valid in South Australia?
Yes. Commonwealth and South Australian electronic transactions laws accept an electronic signature that identifies the signer and shows their intention by a reliable method. The certificate of completion records the parent's email, signing time, IP address and consent to sign electronically, which is the evidence a centre would point to if the enrolment were ever questioned.
Can the parent and the director sign from different places?
Yes. Each receives their own link by email and signs in a browser on a phone or computer, with no account to create. Here the parent signs first and the director is invited automatically once the parent's signature is stamped, so neither has to be at the centre.
What if the parent has not signed by the start date?
The envelope stays open for 30 days from when it was created, a period the app does not let the sender change. If the start date is close, the centre can resend the invitation, which goes to the same email address with a fresh link, or talk to the parent in person.
Can the centre type the authorised persons for the parent?
No. The editor has no way for a sender to type a value into a field, so the three pickup entries can only come from the parent. That is the point here: the names on the signed copy are the ones the parent chose.
What happens if the parent declines to sign?
The envelope moves to declined and the centre is emailed with any reason the parent gave. The director is never invited, nothing more is stamped, and the centre can withdraw the envelope, talk to the family and send a corrected agreement.
Does signing this confirm the enrolment for Child Care Subsidy?
Not on its own. The agreement is the written arrangement the centre needs, but the parent must also confirm the enrolment in their own Services Australia online account before any subsidy is paid. Until then, clause 4 says the full daily fee applies.
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