Approved centre based services are eligible to apply for the IDF Subsidy for an Additional Educator. All services apply for funding for an Additional Educator on the online IS Portal.  Approved centre based services include:

  • Long Day Care services
  • Outside School Hours Care services, including vacation care
  • Occasional Care services
  • Mobile services


Overview of Application Requirements

The IDF Manager will assess the application for the IDF against the eligibility requirements set out in the ISP Guidelines and notify the service of the outcome of the application. The IDF Manager will consider the following in their assessment:

  • The details of the barriers to inclusion presented in the care environment, identified through the SIP
  • The ongoing high support needs of the child (or children)
  • The degree to which an Additional Educator is the most appropriate solution to the identified inclusion barrier/s
  • The child is included in a care environment with typically developing same age peers
  • The educator to child ratio in the care environment for which the service is seeking an Additional Educator - and how it relates to the ratios recommended under the National Quality Framework for that age group. The ISP requirements are that to receive IDF support a service must meet the educator to child ratios as outlined in the National Regulations within the particular care environment where IDF support is requested, before the funding of an additional educator will be considered.
  • How the increased educator to child ratio will assist educators to implement strategies to address inclusion barriers and facilitate inclusion of all children.
  • The request for IDF Subsidy is in line with the purposes of this funding stream and does not include any non-approved purposes.
  • Whether the application has been endorsed by the IA.
  • Any other inclusion support provided to the service for the same care environment.
To apply for the Additional Educator subsidy, all children will be required to have documentary evidence that confirms a diagnosed disability, or a current and ongoing assessment for disability. Documentary evidence may include (but is not limited to):
  • The child’s health care card stating the disability code (CD)
  • Documentation to show the child is a current National Disability Insurance Scheme (NDIS) participant
  • A qualified medical practitioner’s confirmation of a diagnosis
  • Diagnosis by a registered psychologist
Documentation that supports permanent disability as assessed by the IDF Manager will not be required to be submitted with future applications by the same service. For further information regarding documentation requirements refer to the FAQ: Documentary Evidence.

Application process for the IDF Subsidy for an Additional Educator

Establishing the need

Prior to applying for the subsidy for an Additional Educator, a service must develop a Strategic Inclusion Plan (SIP) in collaboration with the IA. If the development of a SIP identifies inclusion barriers for which an Additional Educator is required to address the inclusion barrier, the service may make an application for the subsidy for an Additional Educator.

An application for the Additional Educator subsidy will not be able to be submitted by a service unless they have identified in the SIP, the inclusion strategy of IDF funding in the Barriers and Strategies.

Completing an application

Step 1: Create an Inclusion Support case (IS Case) on the portal

Step 2: Complete the Children and Enrolments page

Select which child/children from the SIP should be linked to the Case. To apply for the subsidy for an Additional Educator, all children will be required to have:
  • A signed ‘Permission to Share Personal Information’ form (Family Consent Form), and
  • Documentary evidence that confirms a diagnosed disability, or a current and ongoing assessment for disability.
These documents must have been attached to the SIP. The IS Case cannot be submitted without this information.

Step 3: Complete the Care Environment page

Complete the Care Environment and the Daily Profile to provide information about the specific care environment.

Step 4: Complete the Care Week Profile page

The Care Week profile provides information about the sessions of care for all eligible children in the IS Case. The service must add a session of care for the days the eligible child is enrolled, which indicates:
  • The normal in and out time
  • Whether the child’s attendance varies each week
    • No – the child attends this session each week
    • Other – the child has an irregular pattern of attendance
    • Rostered care – the child’s attendance depends on parents roster
    • Week On/Week Off – the child attends this session each fortnight
  • Whether the child attends the kindergarten/preschool programme (if the service has indicated in the Inclusion Profile that the care environment delivers a programme)
  • How many hours of support is requested from the IDF Subsidy for this session

Step 5: Complete the Day Summary page

The Day Summary provides an overview of the support requested each day, which provides the sum of the total requested hours each week, for each payment type.
Where more than one child with a disability, with ongoing high support needs, is in attendance in the same care environment, the service must explore the use of a Shared Care arrangement. A Shared Care arrangement occurs where one additional educator is employed to support the inclusion of all the children in the care environment when there is more than one child with ongoing high support needs attending on the same day.

Step 6: Authorised Personnel

The authorised personnel is the person who can be contacted at the service regarding the IS Case. More than one authorised personnel can be added to the case.

Step 7: Notes

The notes page allows general notes to be added about the IS Case by the service, IA and IDF Manager. Notes are not mandatory, however they can assist communication between the service, IA and IDF Manager.

Step 8: Endorsement and submission of application

The IA must endorse or not endorse the IS Case before submitting it to the IDF Manager for assessment. Before endorsing the IS Case, the IA must review the content of the IS Case. The endorsement and notes from the IA will be considered as part of the IDF Manager’s assessment of the IS Case.


The IDF Manager will assess the information in the IS Case and SIP, including the relevant Inclusion Profile and Barriers and Strategies associated with the care environment to determine the funding support required by the service. The service will be advised of the outcome, by the IDF Manager, within 15 business days.

If funding is approved

The service will receive an email with an Approval Letter attached, providing the details of their approved IS Case. This will be sent to the Service Provider email address listed on the SIP.

If funding is not approved

The service will receive an email with an Application Declined letter attached. This will be sent to the Service Provider email address listed on the SIP.