Desktop helps you prepare for Assessment & Rating (A&R) by showing exactly what assessors will look for - and ensuring your service meets the requirements of the National Quality Framework.
Step 1: Run a Gap Analysis
Go to QIP > National Quality Standard and check for:
Quality Areas with insufficient coverage:
Quality Areas that have no goals
Standards within each Quality Area that aren't addressed
Goals that lack evidence
Laws and Regulations alignment:
Go to QIP > Laws & Regulations
Check which regulations have no linked goals
Identify regulatory requirements that aren't reflected in your practice
Focus especially on:
Regulations directly observed during A&R (e.g., educator-to-child ratios, supervision, hygiene)
Regulations tied to policies (e.g., incident management, child protection)
Any regulations flagged as high-priority for your service type
Step 2: Address Critical Gaps
Priority Quality Areas:
QA1 (Educational Program) – Essential
QA5 (Relationships with Children) – High priority
QA7 (Governance and Leadership) – Often overlooked
Priority Regulations:
Any regulation with no linked goal in Desktop
Regulations related to health, safety, and supervision
Regulations connected to policies assessors will review (e.g., complaints, incident reporting)
For each gap:
Create a goal
Add at least 2 action plans
Attach evidence
Assign to relevant staff
Link to the relevant Standard, Element, or Regulation in Desktop
Step 3: Review Evidence
Assessors want to see:
Photos of improvements
Meeting minutes
Training records
Policy updates
Family feedback
Documentation of compliance with regulations (e.g., attendance records, incident reports, supervision logs)
Check each goal has:
✅ At least one piece of evidence
✅ Evidence dated within the last 12 months
✅ Clear captions explaining what it shows
✅ Linked to the correct Quality Area, Standard, Element, or Regulation
Step 4: Ensure Goals Align with Practice and Compliance
Your QIP should reflect:
What you actually do (not aspirations)
How you meet regulatory requirements
For each goal, ask:
Is this implemented?
Can staff explain it?
Is there documentation?
Does it demonstrate compliance with the linked regulation?
If not, either:
Update the goal to match reality, OR
Implement the practice and gather evidence
Step 5: Generate Your Submission Report
Go to QIP > National Quality Standard or QIP > Laws & Regulations
Click "Generate Report"
Select:
All Quality Areas
Include Laws & Regulations section (if you want to show regulatory alignment)
Past 12 months
Include all evidence
Download as PDF
💡 Tip: Generate two versions if helpful—one focused on NQS, one showing regulatory compliance—and decide which best represents your service for the assessor.
Step 6: Proofread and Review
Before submitting:
Read through the entire report
Check for typos or unclear language
Ensure all sections are complete
Check that regulatory goals make sense to an external reader
Have a colleague review it
Step 7: Prepare Staff
Assessors will ask staff about the QIP. Make sure:
Staff know which goals they're responsible for
They can explain action plans
They know where to find evidence
They understand how their work meets regulatory requirements (especially for regulations linked to daily practice, like supervision or hygiene)
Hold a team meeting 1–2 weeks before A&R to refresh everyone's memory.
Common A&R QIP Mistakes to Avoid
❌ Vague goals (e.g., "Improve quality")
❌ No evidence
❌ Goals not aligned with actual practice
❌ Overdue action plans
❌ No goals for some Quality Areas
❌ Goals that are all aspirational (no "in progress" or "complete")
❌ Regulations with no linked goals or evidence of compliance
❌ Laws & Regulations section ignored or incomplete
Desktop's A&R Checklist
National Quality Standard:
[ ] All 7 Quality Areas have at least one goal
[ ] Each goal has action plans
[ ] Each goal has evidence
[ ] No overdue goals (or documented reasons for delays)
[ ] Goals reflect current practice
Laws & Regulations:
[ ] High-priority regulations have linked goals
[ ] Compliance is demonstrated through evidence (not just claimed)
[ ] No "orphan" regulations (unaddressed in the QIP)
Overall:
[ ] Report is proofread and professional
[ ] Staff are briefed on QIP content
[ ] Report generated and saved
When to Start Preparing
Ideally:
6 months before A&R – Ongoing QIP work, regular goal updates
3 months before – Address gaps in NQS and regulatory coverage
1 month before – Generate report, brief staff, final evidence check
1 week before – Final review and proofread
💡 Tip: Don't wait until you're notified of an assessment. Keep your QIP active year-round—including the Laws & Regulations section—so you're always ready.
Why the Laws & Regulations Section Matters for A&R
Assessors don't just evaluate your QIP goals—they observe whether your service complies with the National Law and Regulations. Desktop's Laws & Regulations section helps you:
Show alignment between your improvement goals and regulatory compliance
Demonstrate awareness of which regulations apply to your service
Provide evidence that compliance isn't accidental—it's intentional and documented
Including this section in your A&R preparation strengthens your submission and helps assessors see that your service takes a holistic, compliance-aware approach to quality improvement.