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4240.0.55.001 - National Early Childhood Education and Care Collection Manual, 2010  
Previous ISSUE Released at 11:30 AM (CANBERRA TIME) 05/04/2011  First Issue
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Contents >> Data Element Collection Instructions >> Service Provider Level Data Elements - URL

SERVICE PROVIDER LEVEL DATA ELEMENTS - URL

The following descriptions outline the ECEC NMDS URL service provider level data element summaries.


Address line

Technical name: Service provider organisation (address) - address line, text [X(180)]

METeOR identifier: No corresponding METeOR identifier. This was an additional 2010 data element.

Related aggregate data element: Service provider organisation (address) - address line

Definition: A composite of one or more standard address components, as represented by text.

Components: Report the address line which identifies the geographical location of the service provider.

Rationale: To identify and record the complete street address of the service provider. This information, when combined with the 'suburb/town/locality', 'postcode' and 'Australian state/territory identifier' service provider level data elements, can be used to identify the 'geographical location of organisation (CD)' code of the service provider.

Inclusions: Address line information, which may include:

  • Apartment/Flat/Unit number (if any)
  • Street/property number
  • Street name

Exclusions: The post office box or other non-geographic address of the service provider.

Representational class: Text

Data type: String

Format: [X(180)], for example: 25 Todd Street

Maximum character length: 180

Supplementary responses:
  • 'Not stated/inadequately described'
  • 'Unknown' - where the address of the service provider is unknown

Counting rules:
  • Collect comprehensive details which identify the geographical location of the service provider.
  • The address line indicated must correspond to all other address related information, which may include:
      • Suburb, town or locality
      • Postcode
      • Australian state/territory identifier
  • Do not collect the address line for a post office box or other non-residential address of the service provider.
  • One complete identification/description of an address can comprise of one or more than one instance of an address line.
  • Instances of address lines are commonly identified in electronic information systems as Address-line 1, Address-line 2, etc. The format of data collection is less important than consistent use of conventions in recording of address data. Hence, address may be collected in an unstructured manner but should ideally be stored in a structured format.
  • Where address is collected as a stand-alone item, the address line details should be separated into sub-components.

Additional information:
  • When populating the data set, jurisdictions should ensure that this data element is reported against each child enrolled in a preschool program.
  • All children attending the same service should have the same response to this data element.

If a jurisdiction is able to accurately code address to CD and provide detailed information on coding process and validations made, there is no requirement to provide this data element.

Where the address is unknown, identify the reason for the unknown response and document any follow-up processes undertaken.



Australian state/territory identifier

Technical name: Service provider organisation - Australian state/territory identifier, code N

METeOR identifier: No corresponding METeOR identifier. This was an additional 2010 data element.

Related aggregate data element: Service provider organisation - Australian state/territory identifier

Definition: An identifier of the Australian state or territory where an organisation or agency can be located, as represented by a code.

Components: The Australian state or territory where the service provider can be located.

Rationale: The state and territory identifier provides a further ability to identifying the geographical location of a service provider. This information, when combined with the 'suburb/town/locality', 'postcode' and 'address line' service provider level data elements, can be used to identify the 'geographical location of organisation (CD)' code of the service provider.

Inclusions: All Australian states and territories including Cocos (Keeling) Islands, Christmas Island and Jervis Bay Territory.

Exclusions: No Australian state or territory will be excluded.

Representational class: Code

Data type: Number

Format: N, for example: 2

Maximum character length: 1

Permissible values:
      1 - New South Wales
      2 - Victoria
      3 - Queensland
      4 - South Australia
      5 - Western Australia
      6 - Tasmania
      7 - Northern Territory
      8 - Australian Capital Territory
      9 - Other territories (Cocos (Keeling) Islands, Christmas Island and Jervis Bay Territory)

Counting rules:
  • Record the Australian state or territory where the service provider is located by collecting comprehensive details which allow identification of the geographical location of the service provider.
  • The Australian state/territory identifier indicated must correspond to all other address related information of the service provider, which may include:
      • Address line:
          • Apartment/Flat/Unit number (if any)
          • Street/property number
          • Street name
      • Suburb, town or locality
      • Postcode

Additional information:
  • When populating the data set, jurisdictions should ensure that this data element is reported against each child enrolled in a preschool program.
  • All children attending the same service should have the same response to this data element.

Confirm that 'Address line', 'Suburb/town/locality' name and 'Postcode' data elements correspond with an address located within the jurisdiction specified by this data element.



Geographic location of organisation (CD)

Technical name: Service provider organisation - geographic location CD, code (ASGC 2009) NNNNNNN

METeOR identifier: 397266

METeOR link: <http://meteor.aihw.gov.au/content/index.phtml/itemId/397266>

Related aggregate data element: Service provider organisation - geographic location of organisation (CD)

Definition: The geographical location of an agency using a seven digit numerical code which indicates the Collection District (CD) within the state or territory of Australia.

Components: The seven-digit ASGC code which identifies the geographical location of the service provider, comprising a single-digit code to indicate state or territory, and a six-digit code for the CD within the state/territory.

Rationale: The CD code is used to determine the socio-economic status for the area in which the service provider is located. This information assists in derivation of disadvantage status and the disaggregation of Indigenous students by geographic location.

Inclusions: The ASGC 2009 CD code indicating the geographical location of the organisation.

Exclusions: CD codes pertaining to a post office box location or other non-residential address of the service provider.

Classification scheme: Australian Standard Geographical Classification 2009

Representational class: Code

Data type: Number

Format: NNNNNNN, for example: 397266

Maximum character length: 7

Supplementary value: 'Unknown' responses reported as '9999899'

Counting rules:
  • Code the geographical location of the service provider to CD using the service provider's address line, postcode, suburb/town/locality name and Australian state/territory identifier.

Additional information:
  • When populating the data set, jurisdictions should ensure that this data element is reported against each child enrolled in a preschool program.
  • All children attending the same service should have the same response to this data element.
  • Where the address is unknown, identify the reason for the unknown response and document any follow-up processes undertaken.

MapInfo Professional is the Geographic Information System (GIS) software that is most widely used within the ABS for coding addresses to CD. Jurisdictions wishing to undertake their own coding should contact the ABS for further information about this product.



Management type

Technical name: Service provider organisation - management type, early childhood education and care code N

METeOR identifier: 395206

METeOR link: <http://meteor.aihw.gov.au/content/index.phtml/itemId/395206>

Related aggregate data element: Service provider organisation - management type

Definition: The type of legal or social entity responsible for managing a service, as represented by a code.

Components: Report information on the legal or social entity responsible for managing the service.

Rationale: To identify and record the type of entity responsible for managing the preschool program. This data element is used, in conjunction with other data elements about service provision, to obtain a more detailed appraisal of service availability and how services are provided.

Inclusions: Include the management type of the service provider as one of the following:
  • Community managed: not-for-profit services provided, or services managed by parents, churches or co-operatives;
  • Government managed: Australian, state and local government managed services;
  • Private for-profit: for-profit services provided or managed by a company or private individual;
  • Independent school: a non-government school that is governed, managed and accountable at the level of the individual school;
  • Other (e.g. employer sponsored services);

Exclusions: Exclude any legal or social entity associated with the service that does not have management responsibilities with that service.

Representational class: Code

Data type: Number

Format: N, for example: 3

Maximum character length: 1

Permissible values:
      1 - Community managed: not-for-profit services provided or services managed by parents, churches or co-operatives
      2 - Government managed: Australian, state/territory and local government managed services
      3 - Private-for profit: for-profit service provided or managed by a company or private individual
      4 - Independent school: a non-government school that is governed, managed and accountable at the level of the individual school
      5 - Other: (e.g. employer sponsored services)

Supplementary values:
      9 - Not stated/inadequately described

Counting rules:
  • Record the type of entity responsible for managing the preschool program.

Additional information:
  • When populating the data set, jurisdictions should ensure that this data element is reported against each child enrolled in a preschool program.
  • All children attending the same service should have the same response to this data element.

Where the name of the management type is unknown, identify the reason for the unknown response and document any follow-up processes undertaken.



Organisation identifier

Technical name: Service provider organisation - organisation identifier, X(15)

METeOR identifier: 397155

METeOR link: <http://meteor.aihw.gov.au/content/index.phtml/itemId/397155>

Related aggregate data element: Service provider organisation - organisation identifier

Definition: A unique identifier assigned to each service which delivers child care or preschool services to children.

Components: Assign a unique identifier to each service provider.

Rationale: The organisation identifier is used to enable accurate identification of the service provider. Ideally, it should include components that identify state/territory, the main service type and an individual number for each service. The number may be used to identify particular records that require some follow-up contact with services to resolve any queries on the data reported. Each service included in the ECEC Collection should have a unique identifier at the national level.

Inclusions: Include a unique identifier for each service provider.

Exclusions: Exclude identifiers belonging to a registered business owner or funded organisation operating the service, where different from the identifier assigned to the individual service provider.

Representational class: Identifier

Data type: String

Format: X(15), for example: SAG0502691

Maximum character length: 15

Additional information:
  • When populating the data set, jurisdictions should ensure that this data element is reported against each child enrolled in a preschool program.
  • All children attending the same service should have the same response to this data element.

Further information on the collection of this data element will be provided for the 2011 collection.



Organisation name

Technical name: Service provider organisation - Organisation name

METeOR identifier: No corresponding METeOR identifier. This is an additional 2010 data element.

Related aggregate data element: Service provider organisation - Organisation name

Definition: The operating or trading name of the service which delivers a preschool program to children.

Components: Report the operating or trading name of the service which delivers a preschool program to children.

Rationale: The name by which a service provider is known or called, to allow accurate identification of each individual service provider.

Inclusions: The service provider's full operating or trading name.

Exclusions: The registered business name, where materially different from the name of the children's services institution(s) that it manages or owns.

Representational class: Text

Data type: String

Format: [X(180)], for example: Gum Tree Kindergarten - Gawler Centre

Maximum character length: 180

Supplementary values:
  • 'Not stated/inadequately described'
  • 'Unknown'

Counting rules:
  • The centre may operate under multiple names or registered business names, however record only the operating or trading name of the service provider.
  • Do not use the registered business name, as it often reflects the organisational owner(s) which may be the parent company of multiple preschool facilities.
  • The name of the institution may or may not include a Pty Ltd business name.
  • Campus name should also be supplied where multiple campuses have the same name of services. If a single service provider operates a number of preschool programs at different centres, record an individual name for each individual centre. For example, Gum Tree Kindergarten may operate two different preschool programs at centres located in different geographical areas. Each centre must have an individual name recorded, such as Gum Tree Kindergarten - City Centre and Gum Tree Kindergarten - Gawler Centre.

Additional information:
  • When populating the data set, jurisdictions should ensure that this data element is reported against each child enrolled in a preschool program.
  • All children attending the same service should have the same response to this data element.

Where the name of the service provider is unknown, identify the reason for the unknown response and document any follow-up processes undertaken.


Postcode - Australian (service provider organisation)

Technical name: Service provider organisation (address) - Australian postcode, code (Postcode datafile) {NNNN}

METeOR identifier: 290064

METeOR link: <http://meteor.aihw.gov.au/content/index.phtml/itemId/290064>

Related aggregate data element: Service provider organisation (address) - postcode - Australian

Definition: The numeric descriptor for a postal delivery area, aligned with locality, suburb or place for the address of an organisation, as represented by a code.

Components: Report the postcode which identifies the geographical location of the service provider. Postcode data involves a conversion from postcodes to the Australian Bureau of Statistics postal areas.

Rationale: To identify and record the postcode that identifies the geographical location of the services provider. This information, when combined with the 'address line', 'suburb/town/locality' and 'Australian state/territory identifier' service provider level data elements, can be used to identify the 'geographic location of organisation (CD)' code.

Inclusions: Include the postcode which identifies the geographical location of the service provider.

Exclusions: The postcode of a post office box or other non-geographic address of the service provider.

Classification scheme: Postcode datafile

Representational class: Code

Data type: Number

Format: {NNNN}, for example: 5118

Maximum character length: 4

Supplementary responses:
  • 'Not stated/inadequately described'
  • 'Unknown' - where the postcode of the service provider is unknown

Counting rules:
  • Collect comprehensive details which identify the geographical location of the service provider.
  • The postcode indicated must correspond to all other address related information for the service provider, which may include:
      • Address line:
          • Apartment/Flat/Unit number (if any)
          • Street/property number
          • Street name
      • Suburb, town or locality
      • Australian state/territory identifier
  • Do not collect the post office box or other non-residential address of the service provider.

Additional information:
  • When populating the data set, jurisdictions should ensure that this data element is reported against each child enrolled in a preschool program.
  • All children attending the same service should have the same response to this data element.

If a jurisdiction is able to accurately code address to CD and provide detailed information on coding process and validations made, there is no requirement to provide this data element. Where the postcode is unknown, identify the reason for the unknown response and document any follow-up processes undertaken.



Service activity type

Technical name: Service provider organisation - service activity type, children's service code N

METeOR identifier: 354632

METeOR link: <http://meteor.aihw.gov.au/content/index.phtml/itemId/354632>

Related aggregate data element: Service provider organisation - service activity type

Definition: The type of service available or provided by a children's service agency, as represented by a code.

Components: Report information on the main type of service available or provided by the service provider.

Rationale: To identify and record the main service activity type of the service provider. The range of activity types in which a preschool program may be delivered are quite diverse across jurisdictions. This data element is used, in conjunction with other data elements about service provision, to obtain a more detailed appraisal of service availability and provision.

Inclusions: Include the main service activity type of the service provider from the following:
  • Centre-based long day care
  • Preschool
  • Occasional care
  • Outside school hours care
  • Vacation care
  • Family day care
  • In-home care

Exclusions: Exclude other activity types offered by the service provider which are not the service provider's main activity type.

Representational class: Code

Data type: Number

Format: N, for example: 7

Maximum character length: 1

Permissible values:
      1 - Centre-based long day care: comprises services aimed primarily at 0-5 year olds that are provided in a centre usually by a mix of qualified and other staff. Educational, care and recreational programs are provided based on the developmental needs, interests and experience of each child. In some jurisdictions, primary school children may also receive care before and after school and during school vacations.
      2 - Occasional care: comprises services usually provided at a centre on an hourly or sessional basis for short periods or at irregular intervals for example parents who need time to attend appointments, take care of personal matters, undertake casual and part time employment, study or have temporary respite from full time parenting. These services provide developmental activities for children and are aimed primarily at 0-5 year olds. Centres providing these services usually employ a mix of qualified and other staff.
      3 - Outside school hours care: comprises services provided for school aged children (5-12 year olds) outside school hours during term. Care may be provided on student free days and when school finishes early. For the purposes of this collection vacation care is recorded separately.
      4 - Vacation care: comprises services provided for school aged children (5-12 year olds) during vacation periods.
      5 - Family day care: comprises services provided in the carer’s own home. The care is largely aimed at 0-5 year olds, but primary school children may also receive care before and after school, and during school vacations. Central co-ordination units in all states and territories organise and support a network of carers, often with the help of local governments.
      6 - In-home care: comprises services where an approved carer provides care in the child’s home. Families eligible for in-home care include families where the parent/s or child have an illness or disability; families in rural or remote areas; parents working shift work or non-standard hours; families with more than two children from a multiple birth and/or more than two children under school age; and families where a breast-feeding mother is working from home.
      7 - Preschool: comprises a structured educational programme usually provided by a qualified teacher on a sessional basis in dedicated preschools. Similar educational programs or curricula may be provided in long day care and other settings. These are primarily aimed at children in the year or two before they commence full-time schooling.

Supplementary values: 9 - Not stated/inadequately described

Counting rules:
  • Each service provider should indicate the main activity type provided at their service.
  • Multiple responses to this data element are not encouraged.
  • For a preschool program delivered in a long day care centre, record a code of 7 = Preschool.

Additional information:
  • When populating the data set, jurisdictions should ensure that this data element is reported against each child enrolled in a preschool program.
  • All children attending the same service should have the same response to this data element.
  • Certain 'In-home care' activity types may be relevant where a child with an illness or disability receives a sessional preschool program. Similarly, children in rural or remote areas receiving a sessional preschool program (e.g. school of the air) as part of broader in-home care services will be eligible for inclusion.

Where the activity type is unknown, identify the reason for the unknown response and document any follow-up processes undertaken.



Service delivery setting (children's service)

Technical name: Service provider organisation - service delivery setting, children's services code N

METeOR identifier: 315173

METeOR link: <http://meteor.aihw.gov.au/content/index.phtml/itemId/315173>

Related aggregate data element: Service provider organisation - service delivery setting (children's service).

Definition: The type of setting in which children's service activities are provided or could be provided by a service provider, as represented by a code.

Components: Report information on the type of setting in which the children's service activities are provided by the service provider.

Rationale: To identify and record the type of setting in which children's service activities are provided. The range of service settings in which a preschool program may be delivered are quite diverse across jurisdictions. This data element is used, in conjunction with other data elements about service provision, to obtain a more detailed appraisal of service availability and how services are provided.

Inclusions: Include the service delivery setting of the service provider from the following:
  • Centre-based - school
  • Centre-based - other
  • Home-based - child's home
  • Home-based - other
  • General community setting

Exclusions: Exclude services not providing a preschool program.

Representational class: Code

Data type: Number

Format: N, for example: 5

Maximum character length: 1

Permissible values:
      1 - Centre-based - school: refers to child care or preschool programs delivered on school grounds, using school facilities e.g. a building owned by the school.
      2 - Centre-based - other: refers to a purpose built building or buildings where a child care or preschool program is delivered and the primary function of the building is non-residential, e.g. a child care centre, dedicated preschool etc.
      3 - Home-based - child's home: refers to a private residential dwelling where the child lives.
      4 - Home-based - other: refers to a private residential dwelling where a child care or preschool program is delivered by someone other than the child’s parents, carers or guardians, e.g. a family day care caregiver’s house.
      5 - General community setting: refers to child care or preschool programs delivered at a general community infrastructure facility (e.g. a park, neighbourhood house, community hall, library etc.)

Supplementary values:
      9 - Not stated/inadequately described

Counting rules:
  • The service provider should include only one response to this data element.

Additional information:
  • When populating the data set, jurisdictions should ensure that this data element is reported against each child enrolled in a preschool program.
  • All children attending the same service should have the same response to this data element.

Where the service delivery setting is unknown, identify the reason for the unknown response and document any follow-up processes undertaken.



Service operation weeks

Technical name: Service provider organisation - number of service operation weeks (calendar year), total NN

METeOR identifier: 270377

METeOR link: <http://meteor.aihw.gov.au/content/index.phtml/itemId/270377>

Related aggregate data element: Service provider organisation - service operation weeks

Definition: The actual number of weeks per year that the agency is open for the provision of service.

Components: Collect the number of weeks per year that the service provider is open for provision of the preschool program.

Rationale: To identify and record the number weeks per year that a service is open for provision of a preschool program.

Inclusions: Include the total number of weeks that the service provider is open per year and providing a preschool program.

Exclusions: Exclude weeks during the year in which the service provider is not offering a preschool program or is not operational.

Representational class: Total

Data type: Number

Format: NN, for example: 40

Maximum character length: 2

Supplementary values:
    90 - No regular pattern of operation through a year

    99 - Not stated/inadequately described

Unit of measure: Week

Counting rules:
  • Count the weeks during which the preschool component of the service is provided.
  • Do not include weeks when the preschool program is not being delivered. For example, if the preschool program is operated in a school setting, do not count weeks during school holiday periods when the centre is only open for administrative purposes. This would not be relevant for an LDC if the preschool program continued to operate during the school holidays.
  • A week is measured from 12.00 AM (midnight) Monday morning to 11.59 PM the following Sunday. If a service operates within this period then it is counted as having operated during that week. Therefore if an agency operates for only a short time for one of the days within a week, it is counted as operating during that week.

Additional information:
  • Record responses to this data element in numeral values of 01 to 52.
  • Ensure that the number of operational weeks per service provider does not exceed 52.
  • Services operating for nil or a very low numbers of weeks should be investigated and resolved at the jurisdiction level prior to submission.
  • When populating the data set, jurisdictions should ensure that this data element is reported against each child enrolled in a preschool program.
  • All children attending the same service should have the same response to this data element.

Where the operation weeks are unknown, identify the reason for the unknown response and document any follow-up processes undertaken.



Suburb/town/locality name (service provider organisation)

Technical name: Service provider organisation (address) - suburb/town/locality name, text [A(50)]

METeOR identifier: 290059

METeOR link: <http://meteor.aihw.gov.au/content/index.phtml/itemId/290059>

Related aggregate data element: Service provider organisation (address) - suburb/town/locality name

Definition: The full name of the general locality containing the specific address of an organisation, as represented by text.

Components: Report the suburb/town/locality name which identifies the general locality of the service provider.

Rationale: To identify and record the general locality of the service provider. This information, when combined with the 'address line', 'postcode' and 'Australian state/territory identifier' service provider level data elements, can be used to identify the 'geographic location of organisation (CD)' of the service provider.

Inclusions: Include the suburb/town/locality name which identifies the general locality of the service provider organisation.

Exclusions: Exclude the suburb relating to a post office box or other non-geographic address of the service provider.

Representational class: Text

Data type: String

Format: [A(50)], for example: Gawler

Maximum character length: 50
  • Supplementary responses:
  • 'Not stated/inadequately described'
  • 'Unknown' - where the address of the service provider is unknown

Counting rules:
  • Collect comprehensive details which identify the geographical location of the service provider.
  • The suburb indicated must correspond to all other address related information, which may include:
      • Address line:
          • Apartment/Flat/Unit number (if any)
          • Street/property number
          • Street name
      • Postcode
      • Australian state/territory identifier

The locality name may be a town, city, suburb or commonly used location name such as a large agricultural property or Aboriginal community.

Additional information:
  • When populating the data set, jurisdictions should ensure that this data element is reported against each child enrolled in a preschool program.
  • All children attending the same service should have the same response to this data element.

Where the suburb is unknown, identify the reason for the unknown response and document any follow-up processes undertaken.





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