An ACECQA Assessment and Rating (A&R) visit is an important milestone for early childhood education and care (ECEC) services across Australia. It’s your chance to showcase your service’s dedication to high-quality care, strong leadership, and child-focused practice. But for many teams, the lead-up to the visit can feel daunting.
Here’s how to prepare your team so that everyone feels confident, supported, and ready to shine when the assessors walk through the door.
1. Build Awareness and Understanding
Start by ensuring your entire team understands what the A&R process is, why it’s important, and what to expect. Hold a staff meeting to:
- Explain the National Quality Framework (NQF) and National Quality Standards (NQS)
- Share the timeline and process for your upcoming visit
- Highlight key focus areas from past assessments, if applicable
Tip: Use real examples from your service to bring the standards to life—this helps educators see how their day-to-day work contributes to meeting (and exceeding) the NQS.
2. Reconnect with Your Quality Improvement Plan (QIP)
Your QIP is the cornerstone of your service’s continuous improvement journey. Review it as a team and:
- Reflect on recent progress and updates
- Discuss how individual contributions support the goals outlined
- Encourage staff to talk about how the QIP guides their daily practice
Bonus: Make the QIP visible—post summaries on the staff noticeboard or incorporate elements into team huddles.
3. Practice Confident Conversations
Educators often know more than they think—they just need a little practice expressing it. Role-play common questions assessors might ask, such as:
- “How do you support children’s learning through play?”
- “How do you build partnerships with families?”
- “Can you share an example of your reflective practice?”
These mock conversations help staff feel confident sharing their knowledge and professional decision-making.
4. Ensure Documentation Reflects Practice
Documentation should be accurate, meaningful, and consistent with what’s happening in the room. In preparation:
- Review learning journals, observations, and planning cycles
- Ensure documentation clearly links to the EYLF and NQS
- Encourage educators to reflect in real time using photos, stories, or quick voice memos
Remember, quality is in the story, not the volume of paperwork.
5. Focus on Team Culture
Assessment visits are about more than policies—they’re about people. A supportive, positive team culture can leave a lasting impression. Help your team:
- Celebrate successes and acknowledge growth
- Encourage open communication and support
- Identify team strengths and how they can be shared during the visit
Pro tip: Small gestures, like thank-you notes or shout-outs in meetings, boost morale and teamwork.
6. Prepare the Environment
First impressions count. Walk through your service with fresh eyes:
- Is it clean, welcoming, and reflective of your philosophy?
- Are displays current, inclusive, and meaningful?
- Do children’s voices and learning journeys shine through?
Invite educators to showcase the environments they’ve created and explain how these support learning outcomes.
7. Stay Calm and Be Yourself
Above all, remind your team that the A&R process isn’t about being perfect—it’s about being authentic. Assessors want to see genuine relationships, thoughtful interactions, and quality learning in action.
Trust in your team’s skills, preparation, and commitment to children. Be proud of the work you do every day.
A successful assessment visit starts with shared understanding, open communication, and strong leadership. When everyone on your team feels valued, prepared, and confident, your service is well on its way to achieving (or maintaining!) a high-quality rating.
If you’d like a checklist or team resource pack to help prepare for your next A&R visit, we are proudly partnered with Rise Early Childhood Consultancy, reach out to us and we can connect you with Natalie who will support you with all things A&R.