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Active supervision shift check

A quick check for room leaders and educators, one shift at a time: zones, positioning, transitions, handovers and a headcount log.

From Yaga Smart, led by Olga, Early Childhood Teacher, WHS-Qualified, Trainer and Assessor. Last updated 31 October 2026.

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How to use it

Use it at the start of a shift, or when you’re working with casuals or new staff.
Walk through it together. It works best as a conversation.
Note anything that doesn’t work, and bring it to your next team meeting.

Before children arrive

Everyone knows today’s ratios and who is on the floor
Zones are agreed for inside and outside
Blind spots are known and covered
Casuals and new staff have been shown the plan
Children’s medical and access needs have been checked

While children are playing

Each educator can see their zone and most of the room
Educators stand or sit facing out, not with their backs to children
Higher-risk play has an educator close by
If you leave a zone, you tell someone and they cover it
Phones and paperwork don’t pull attention away from children

Transitions

An educator is at the front and at the back of the group
Headcount before moving, and again on arrival
Bathrooms, cots and corners are checked before leaving a space
The count is said out loud to another educator

Handovers and breaks

The handover is spoken, not assumed
Numbers, zones and any concerns are passed on
The person taking over says it back
Breaks are planned, so ratios and zones still hold

Headcount log

Time	Where	Count	Expected	Initials

Supports Element 2.2.1, Supervision, in the National Quality Standard, published by ACECQA. Read the source. Checked 31 October 2026.

Important: please read

This tool is general information only, provided free and as is. It is not legal, WHS or other professional advice. It is not an official tool of ACECQA, a regulatory authority or a WHS regulator, and using it doesn't make Yaga Smart your adviser.

You stay responsible for your service's compliance and for the decisions you make. Requirements vary by state and territory and they change, so confirm your obligations with your regulator or a qualified adviser before relying on anything here.

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Want the whole team using one method?

We run active supervision training for early childhood and OSHC teams.

See the training

Common questions

What is active supervision in childcare?

Educators deliberately position themselves, scan, count and talk to each other, so they know where children are and what they're doing throughout the day. It goes beyond being in the same room.

Which part of the National Quality Standard covers supervision?

Element 2.2.1, in Quality Area 2. Separately, section 165 of the Education and Care Services National Law makes it an offence to inadequately supervise children.

What does an assessor look for with supervision?

Among other things, whether children are supervised in every area of the service, whether they can reach unsupervised or unsafe areas, and whether educators adjust supervision at times like bathroom visits and transitions.

Are ratios enough to show good supervision?

Not on their own. Ratios tell you how many educators you need. Supervision is about where they are, what they can see and hear, and what happens at transitions, handovers and breaks.

When should we use this shift check?

At the start of a shift, and whenever casuals or new staff are on the floor. It's quick enough to run as a conversation.

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