Programming Cycle

Daily Diary:

  • Observe children playing, take photos & record on the daily diary. Record the major activities that happened during the day. Remember to include the “Children’s voice” in your observations. What were they saying? Did you ask any questions? What was their response etc?
  • Analyse Children’s learning. Using the EYLF outcomes, record under each observation what learning took place. Remember to put a full explanation, don’t just write 3.2, write 3.2: Children effectively engage in activities requiring physical skills. Parents do not know what just 3.2 means.
  • Plan Provide an idea of a follow up activity that could extend the children’s learning.
  • Email & Print Remember to email & print your daily diary each day to communicate with parents the children’s learning. (Please always BCC the emails for confidentiality)

What should the Daily Dairy look like? … You can set it up how you like. We type ours up in a one page word document & insert photos. Each day it might be set out a bit differently.It also depends on the Educator that is typing it up & their own personal preference. We also highlight the children’s names to make them stick out to the reader.

Program sheet:

  • Plan Each week during programming time begin to plan your following week’s program, from your follow up ideas. Provide activities in each of the boxes. Plan for Intentional Teaching moments, Children’s ideas/interests, Individual children’s development & Group time (some of these activities may overlap).
  • As the week goes on add onto your program for next week.
  • Act/do Set up follow up activities and observe children at play.
  • On your current week program add on any spontaneous activities that occurred & any family comments or input that you may have received. Remember to point out the program to the parents, discuss what has been planned for their child, and ask if they have any comments or ideas to add?
  • Reflect/Evaluate At the end of the current week (or during programing time the following week) fill in the back of the program sheet. Reflect on what happened, did your activities work? Why or why not? What could have been done differently? Are there any ideas that you have to further extend the children’s learning in the following week? Write these in the ‘Ideas for next week’ box.

Individual Child Tracking Sheet: (Tracking Children’s learning)

  • Each child will have their own record sheet. Record on the sheet when the child has an observation recorded on the Daily Diary, write the date of the observation. Tick which Outcomes have been met. Record the follow up activity & the date it was implemented.
  • From the sheet you can see if a child has been recorded on the daily diary. Each child should have at least one entry per week in the daily diary. More if they come three (3) or more days a week. Meaning they should essentially have at least four (4) observations per month.
  • You can also see if a child is lacking in a certain outcome (developmental) area. Then you can plan individually for that child’s development in those areas.

Developmental Checklists (6mthly)

  • Each child will have a Developmental summary completed on them every 6mths. This is a way of tracking children’s development and sharing this with families.

Learning stories

  • Group Learning stories are to be made and displayed along with art work or to document “Projects” or Special days that are done with the children. These are to be linked to the EYLF & to discuss WHY that activity or project took place. Where did the idea come from? Was it a child’s idea? Was it a special week on the calendar?
  • These Learning stories are then to be saved in individual children’s files.


  • The photos of the children are to be saved into individual children’s files, so that at the end of the year we can send home a disk of photos (& Group Learning stories) to the parents.
  • Don’t be a Paparazzi & take too many photos each day, take meaningful photos… this will make sorting them into the children’s file take a lot less time & they will be more meaningful to the family.

What do I do on my Programing time?

  • Plan your program
  • Reflect/Evaluate last week’s program
  • Record children’s learning on Record sheets
  • Make Group Learning Stories
  • Research ideas on the net
  • Make resources
  • Sort children’s photos

Most importantly make the time worthwhile so that you do not need to take work home!!!

EYLF Planning Cycle 

Program plan 

Variation of Program from

Individual child tracking sheet

Developmental Checklist 0-4mths

Developmental Checklist 4-8mths

Developmental Checklist 8-12mths

Developmental Checklist 1-2yrs

Developmental Checklist 2-3yrs

Developmental Checklist 3-6yrs


13 thoughts on “Documentation

  1. This is the best summary of EYLF “how to” Ive ever read. I’m a family day care educator of 10 years and have my diploma. If only I had this a few years ago when the changes came in, it would have saved me hours and hours of fruitless research and indecisiveness. Thanks for putting it all down in plain English. Well done.

    Liked by 1 person

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