Preparing for an Assessment: Childcare cleaning Standards and Documentation Checklist for Victoria

When a regulatory assessor arrives, the things they look for go beyond tidy rooms — they look for evidence. Demonstrable, up-to-date systems for infection control, consistently completed cleaning records, and staff understanding of obligations under the NQA and ACECQA framework are essential. This guide summarises current Victorian expectations (2025), clarifies documentation requirements, and provides a step-by-step checklist to ensure your centre is inspection-ready.

Why strong cleaning and documentation practices matter

A high standard of cleaning and clear records protect children and staff from infectious diseases, reduce outbreaks, and demonstrate compliance with the National Quality Framework. For Victorian services, local policies from the Department of Education and Health also influence expectations — such as the requirement to apply evidence-based hygiene and infection control procedures, and to follow exclusion guidance from the Victorian Department of Health.

Key regulatory references to have on hand

• National Quality Framework (NQF) and National Quality Standard (NQS) — especially Quality Area 2 (Children’s health and safety) and Quality Area 3 (Physical environment).
• ACECQA guidance on dealing with infectious diseases and hygiene best practice.
• Victorian Department of Education policies: hygiene and cleaning, infectious diseases, and policy/advice documents for early learning services.
• Victorian Department of Health exclusion periods and health advice for outbreaks.
• NHMRC “Staying Healthy in Childcare” principles (used widely as the underpinning guidance for infection control).

Definitions — what assessors expect you to know

Use these plain-English definitions in staff training and on your wall posters so all team members can explain them to an assessor.

• Cleaning: removing visible dirt and debris using detergent and water.
• Sanitising: reducing microorganisms on surfaces to a safe level using approved products.
• Disinfecting: using an agent to destroy or irreversibly inactivate most pathogens (used in high-risk or outbreak situations).
• High-touch surfaces: door handles, light switches, handrails, table tops, changetables, toy bins — surfaces to be cleaned multiple times daily.

Daily cleaning standards (what to show an assessor)

Inspectors look for consistent application of daily routines. Ensure your daily roster and cleaning records show:

1. Cleaning of all high-touch surfaces at least twice daily (start and end of session; more often during outbreaks).
2. Immediate cleaning and sanitising of bodily fluid spills (blood, vomit, faeces, urine) following a documented procedure.
3. Routine cleaning of kitchen and food preparation areas before and after meal times, with dishwashing and drying processes documented.
4. Sanitising of toys and soft furnishings on a schedule and after use by a sick child.
5. Clean and fitted nappy change areas, with gloves, paper towels, and a safe disposal system for nappies.
6. Daily toilet and handwashing area checks with supplies stocked (soap, paper towels, sanitiser where appropriate).

Weekly and periodic tasks

Documented schedules for less frequent but essential work help show proactive management:

1. Weekly deep-clean of floors, storage areas, and air vents.
2. Monthly sanitation of soft toys and fabric furnishings; quarterly steam-cleaning of carpets where used.
3. Quarterly review of cleaning products and Safety Data Sheets (SDS) on site.
4. Annual professional cleaning of kitchen exhausts and hygiene-critical equipment.

Outbreak and incident cleaning (what must be in your policy)

Your infection control policy must include clear steps for enhanced cleaning during outbreaks (gastroenteritis, influenza, COVID-19). It should specify:

• When to escalate from routine cleaning to disinfection.
• Approved disinfectants, dilution rates, and contact times.
• Records of enhanced cleaning — who performed it, when, and what was treated.
• Communication steps to families and local health authorities when required.

Documentation: the assessor’s prime evidence

Assessors expect not only that cleaning happens, but that it is recorded, reviewed, and understood. Below is a comprehensive documentation checklist designed for Victorian services preparing for assessment.

Essential documents to have readily available

1. Current written hygiene and infection control policy tailored to your service (aligned with ACECQA and Victorian Department guidance).
2. Daily cleaning checklist with times, initials and signatures for each shift.
3. Weekly/Monthly deep-clean schedules and confirmation records.
4. Incident cleaning logs (for spills, vomiting, blood exposures).
5. Product inventories and Safety Data Sheets (SDS) for all chemicals used on site.
6. Staff training records for cleaning protocols, PPE use, and infection control induction dates.
7. Maintenance log for equipment that affects hygiene (dishwashers, hot water systems, HVAC/filters).
8. Child exclusion and notification records (dates, condition, advice given) aligned to Victorian exclusion periods.
9. Risk assessments for cleaning tasks, including COSHH (control of substances hazardous to health) style risk controls adapted for local practice.
10. Audit records and corrective action plans from internal or external cleaning audits.

Sample daily cleaning checklist (use this as a template)

Place a printed checklist in each room and have staff complete it. Keep completed checklists for at least 12 months (or longer if required by your service policy).

1. Room name / area
2. Date
3. Shift (AM / PM)
4. Tasks:
   1. High-touch surfaces wiped and sanitised — initials
   2. Floors swept and spot mopped — initials
   3. Toilet/change area cleaned and supplies restocked — initials
   4. Toys checked/sanitised where required — initials
   5. Food prep surfaces cleaned per food safety checklist — initials
   6. Any incidents logged (describe) — initials
5. Completed by (name & signature)

Training and competence — proof to show assessors

Regular staff training is essential. Evidence should include:

• Induction checklist covering cleaning expectations and product safety.
• Records of practical demonstration (staff name, trainer name, date) showing correct dilution, contact times and PPE use.
• Refresher training dates and outcomes; notes of competence checks.
• Access to written procedures and visible posters summarising key steps (e.g., steps for vomit clean-up).

Choosing the right cleaning products and contractors

Pick products that are effective against common childhood pathogens, safe for use around children, and supported by SDS. Where services engage external cleaners, keep contracts and scope-of-work documents that clearly state responsibilities, frequency and reporting expectations.

childcare cleaning services

Audits: internal and external

Run monthly internal audits and an annual external audit where possible. Audit templates should check compliance against your policies, the NQS elements, and Victorian guidance. Each audit should lead to a corrective action register with assigned responsibilities and resolution dates.

Record retention and availability

Assessors will expect records to be organised and available on request. Best practice in Victoria in 2025 is:

• Daily cleaning checklists: retain for a minimum of 12 months (longer if your service policy specifies).
• Training records and incident logs: retain for employee tenure plus minimum additional years specified by your policy/legislation.
• Audit reports and corrective actions: retain for at least 3 years.

Preparing staff and the environment on assessment day

1. Hold a brief refresher with staff the morning of the visit explaining what documents are to hand and who will speak with the assessor.
2. Ensure completed daily checklists are filed and a recent weekly schedule is visible.
3. Display key posters (handwashing steps, exclusion guidance) in kitchens and staff rooms — assessors value visible commitment to hygiene education.
4. Have the person responsible for infection control or a senior educator available to answer policy questions and show records.

Common findings that lead to non-compliance — and how to avoid them

• Incomplete or unsigned daily cleaning checklists — ensure every task is initialled and filed.
• No SDS or out-of-date product data — maintain a current SDS folder and digital backup.
• Untrained casual staff performing cleaning tasks — include cleaning induction in every staff induction checklist.
• No evidence of enhanced cleaning during an outbreak — keep incident cleaning logs and photos when appropriate.
• Poorly maintained nappy change area — ensure barriers, liners and disposal systems are documented and operational.

How to integrate cleaning into your NQF continuous improvement

Use your cleaning and infection control records as evidence in your Quality Improvement Plan (QIP). Demonstrate how audits informed practice changes, staff training, and parent communication. Linking cleaning outcomes to child health indicators and reduction in absenteeism is persuasive evidence for assessors.

Resources and supporting documents to include in your folder

1. Copy of your hygiene and infection control policy and related procedures.
2. Copies of the relevant Victorian and national guidance references you relied on when producing the policy (e.g. ACECQA guidance, NHMRC Staying Healthy extracts).
3. Recent internal audit with corrective actions completed.
4. Contracts and scopes for external cleaners (including frequency and reporting clauses).
5. Sample completed daily checklists for the week prior to assessment (to demonstrate consistency).

Further reading and practical maintenance tips

Quick “Assessment-ready” checklist (printable)

1. All daily cleaning checklists for the last 7–14 days completed and filed.
2. Weekly/Monthly deep-clean records available and up to date.
3. SDS folder current for all products onsite.
4. Staff training records accessible (incl. induction for casuals).
5. Outbreak/incident cleaning log template available and tested.
6. Visible handwashing and exclusion posters in place.
7. Named infection control lead available to assessor.
8. Evidence of audits and corrective actions (last 12 months).

Final tips for Victorian services

Keep policies living: review your infection control policy at least annually and whenever Victorian Department guidance changes. Use plain language documents for staff and families and ensure that all cleaning tasks are measurable (times, initials, product used). Regularly review contracts with external cleaners to ensure the scope meets NQF expectations and your centre’s risk profile.

Getting assessment-ready for cleaning and documentation isn’t about perfection on the day — it’s about consistently applying safe practices, keeping clear records, and showing continuous improvement. If you need a starting template, adapt the sample daily checklist above to your service rooms, and run a 30-day internal audit to spot gaps before an assessor does.