An Essential Record Book for Mixed Age Ratio Checks, Combined Groups & Educator Movement
New! Mixed Age Ratio Tracking & Monitoring Folder
 
Designed for Australian Early Childhood Education and Care services, this practical record book helps services document mixed age ratio checks in one clear, organised and easy-to-use place. It provides a structured way to record children by ratio age band, total children, educators required for ratio, educators working directly with the group, head counts, educator movement, child transitions, actions taken and Responsible Person / Lead Educator sign-off.
 
More than a simple attendance or notes page, this folder supports services to monitor and document ratio arrangements during the busy times of the day when children may be grouped together across rooms, age groups or shared spaces. It is especially useful for opening, closing, outdoor groups, junior yard groupings, room combining, low-number periods, break cover, staff changes and transitions between rooms or yards.
 
Mixed age grouping can happen throughout the day, particularly when children are combined in one room, yard, verandah or shared space. This record book gives educators and service leaders a consistent system to record who was present, how ratios were checked, which educators were working directly with children, when educators joined or left the group, and whether follow-up was required.
 
The daily record page allows services to capture the full picture of a mixed age grouping period — including the time of each check, children counted by ratio age band, educators required, educators present and working directly with the group, head count confirmation, educator initials, movement/action notes and daily review. It is ideal for Directors, Nominated Supervisors, Responsible Persons, Lead Educators and service teams wanting clear evidence of ratio monitoring and child safe staffing practices. 
 
Includes
Completed Sample Page Included – shows educators how the record can be completed during a realistic mixed age grouping scenario, including outdoor grouping, educator movement, ratio checks, head counts and closing transitions.
 
Mixed Age Ratio Monitoring Record Page – record time checks, children by ratio age band, total children, educators required for ratio and educators working directly with the group
 
Service Check Frequency Section – document whether checks are completed every 15 minutes, 30 minutes, when numbers change, or according to another service procedure
 
Session Type Section – identify whether the record relates to opening, closing, outdoor group, low numbers, break cover or another mixed age grouping scenario
 
Area / Shared Space Section – record where the mixed age group is operating, such as Junior Yard, shared outdoor space, verandah, combined room or closing area
 
Rooms / Groups Included Section – document which rooms or groups have been combined during the ratio check period
 
Ratio Age Band Recording – supports educators to record children by age band rather than total number only
 
Educators Required for Ratio Row – helps services document the number of educators required according to the service’s current ratio requirements
 
Educators Working Directly With Group Row – records the number of educators physically present and directly engaged in providing education and care
 
Head Count Completed Row – supports regular confirmation that children are accounted for during mixed age grouping and transitions
 
Educator Movement / Action Log – record educator breaks, lunch, toilet breaks, shift changes, 
educators joining or leaving the group, child movements, room changes, transitions or action taken
 
Additional Notes / Follow-Up Section – space to record extra staffing notes, child transitions, concerns, communication or follow-up actions
 
Daily Review & Sign-Off Section – supports Responsible Person or Lead Educator review, accountability and follow-up
 
Completed Sample Page Included – shows how the record can be used during a realistic mixed age grouping scenario
 
QR Code to ACECQA Ratio Guidance – allows services to check current educator-to-child ratio information and state/territory variations
 
Quick Reference Page Included – provides key ratio monitoring practices, legislative links, reflective prompts and trusted resources
 
✨ Save 50%! This resource is included in our Governance & Leadership Essentials Bundle — 10 essential tools for leadership, safety and continuous improvement.View this offer here..
 
This folder is designed to support services during real daily grouping situations, including times when babies and toddlers are together, toddlers and preschool-age children are together, or all rooms combine into one shared space for opening or closing. Services can use one page for a morning grouping, room grouping, outdoor grouping, closing group or any mixed age scenario where children from different ratio age bands are being educated and cared for together.
 
⚖️ Aligned WithNational Law:s165 Supervision | s167 Protection from harm and hazards | s169 Staffing arrangements National Regulations:Regs 13, 122, 123, 150, 151, 168, 170 & 171NQS:QA2 Children’s Health and Safety | QA4 Staffing Arrangements | QA7 Governance and Leadership Child Safe Principles:Principles 1, 5 & 10
 
✨ A practical staffing and governance tool for services wanting clearer mixed age ratio records, stronger educator movement tracking and more organised evidence of child safe staffing practices.
✨ Save 50%! This resource is included in our Governance & Leadership Essentials Bundle — 11 essential tools for leadership, safety and continuous improvement. View this offer here..