1. Overview of grant/grants program

1.1 Purpose and objectives

• ​​These program guidelines (guidelines) provide an overview of the 2027 Specialised Equipment funding program. This program provides funding to enable children with inclusion support needs in not-for-profit preschools (operating as community preschools) and mobile preschools (preschools) to participate meaningfully in the preschool educational program.
• ​This is a demand-driven program that provides funding as a contribution to the possible expenses associated with implementing adjustments to enable individual children to meaningfully participate in the preschool educational program.
• ​Funding is available for specialised equipment and/or furniture that will enable children with inclusion support needs to participate meaningfully in the preschool educational program.
• This document forms part of the 2027 Funding Agreement with Approved Funded Providers (providers) that is entered into with the NSW Department of Education (department). These guidelines may be amended or replaced by the department from time to time. Providers must comply with the current version of the guidelines.
• ​The source agency for the funding is the department.
• This program aims to:
  • ​support equitable education outcomes for children with inclusion support needs during their attendance at preschool and as they transition to school.
  • ​target funding and support based on the adjustments required to enable the child’s participation in the preschool educational program.
  • ​increase the early learning sector’s capability to uphold every child’s right to access, participate and be meaningfully included in early learning, regardless of background, abilities and preferences.
• ​align with the National Disability Insurance Scheme (NDIS) and the Thriving Kids program, whereby the NDIS and Thriving Kids provide disability supports, and this program provides educational supports.
• ​It is the department's expectation that services will comply with their obligations under the Children (Education and Care Services) National Law (NSW) and Education and Care Services National Regulations (NSW). If there is a conflict between the interests of the service and the rights and best interests of a child or children to whom the service provides education and care, the department expects that the service will ensure the rights and best interests of the child or children prevail.

1.2 Grant value

​The total grant value is approximately $400,000 to $410,000 (ex GST). ​

2 Funding

2.1 Funding amount

​Specialised Equipment funding is available to preschools to support individual children currently attending their service.

​Services may be eligible for up to $7,500 (ex GST) per child approved for Tier 2 or Tier 3 funding under the Inclusion Funding Program per year (or per application, if the application is for more than one child) for specialised equipment/furniture.

​Funding will not be provided more than once for the same equipment/furniture. Funding requests for multiple items of equipment/furniture of the same type can be considered for other children in other applications.

​Information provided as part of funding applications may be used by the department for Specialised Equipment Funding or similar funding in future years, for example where a preschool has already received funding for an item or related activity or identifies future opportunities to support inclusion.

​The department will use the assessment criteria (see Section 6.2 Assessment criteria) to determine how funding will be provided and distributed for eligible Specialised Equipment Funding applications.

2.2 Exceptional circumstances

​Funding above $7,500 (ex GST) for highly specialised, individualised and essential equipment for an enrolled child with significant and complex needs may be considered under exceptional circumstances.

​All exceptional circumstances requests will be considered by the department on a case-by-case basis. Requests for funding above $7,500 (ex GST) to a maximum amount of $20,000 (ex GST) for highly specialised, individualised and essential equipment/furniture will only be approved under very limited and exceptional circumstances.

​Requests should be made in writing and emailed to ecec.funding@det.nsw.edu.au. Once a request related to the exceptional circumstances has been provided, contact will be made within 5 business days with the outcome of the request to be considered for funding above $7,500 (ex GST) and up to a maximum of $20,000 (ex GST). Please refer to Section 5 Application opening, closing and outcome dates for dates, related to notification of overall funding eligibility.

​Please note that depending on the time of year and the type and/or volume of enquiries or requests received, response times may extend to up to 10 business days.

​Exceptional circumstances are like or related to the following which impacts the preschool’s ability to fund the full cost of the equipment/furniture: the equipment/furniture is demonstrated to be highly specialised and individualised and is essential for the child’s access and participation in the educational program, and the preschool is experiencing demonstrated financial hardship and is unable to fund the cost of the equipment/furniture.

​All other eligibility criteria must be fulfilled (see Section 3).​​

3 Eligibility criteria

The eligibility criteria for funding may be categorised into two components: service eligibility criteria, and child eligibility criteria. Both must be satisfied in all cases, to be eligible for funding.​

3.1 Service eligibility criteria

​​All Specialised Equipment funding is available for operational preschools who have been approved for funding under the Universal Preschool Funding program or the Mobile Preschool Funding program.

​The department will not provide Specialised Equipment funding for places/hours in a service that are Child Care Subsidy approved. Inclusion funding and support for children in places/hours that are Child Care Subsidy approved, may be available from the Australian Government’s Inclusion Support Program.

​The department reserves the right to pause or cease funding under this program to any preschool if the eligibility criteria is no longer met. This includes if/when a preschool’s Universal Preschool Funding program or Mobile Preschool Funding program has been paused or ceased.

3.2 ​Child eligibility criteria

​It is a requirement that the child/children has an approved Tier 2 or Tier 3 Inclusion Funding Program application to be eligible for Specialised Equipment funding. Refer to the 2027 Inclusion Funding Program Guidelines for more information.

​To be eligible for Specialised Equipment funding, the child/children must be approved for Tier 2 or 3 funding under the Inclusion Funding Program. That is, the child must:

• ​be at least 3 years old on or before 31 July in that preschool year; or
• ​Under limited and exceptional circumstances, turn 3 years old after 31 July in that preschool year. Exceptional circumstances are like or related to the following circumstances for the child younger than 3 enrolled in the preschool: trauma, child protection concerns, cultural considerations, as well as cultural safety, and individual or family needs and circumstances; and 
• ​require an Individual Learning Plan (ILP) that identifies individual goals and the specific teaching strategies and adjustments; and
• ​require support and guidance beyond those that would be provided under the Universal Preschool Funding program (Tier 1 universal inclusion supports) and support all children receive. That is, substantial and constant individual support sustained across most or all functional domains, and adjustments that are planned, monitored and reviewed through an ILP that informed by specialist input where appropriate.

​The department does not take citizenship and residency status of the child/children into consideration to determine eligibility for funding under the Specialised Equipment funding program.

4 Application process

4.1 How to apply

Applications for Specialised Equipment funding are made in the Early Childhood Contract Management System (ECCMS). Applications can only be made by appropriate staff members of the preschool or the service provider.

​Where applications are submitted that exceed $7,500 (ex GST), applicants are required to confirm that they can fund the difference.

​If circumstances change, and a preschool cannot fund the difference, they must notify the department. In such circumstances, the grant must be returned to the department in full, unless expenditure is otherwise agreed by both parties and approved by the department in writing. Decisions will be made on a case-by-case basis, applying the assessment criteria (see Section 6.2 Assessment criteria).

​The department encourages preschools to regularly review the details of their primary and alternate contacts listed in ECCMS.

​If a preschool knowingly provides false or misleading information, funding under this program and other preschool programs may also be at risk. See Section 9.5 for more information.

4.2 ​Application requirements

Applications for funding to support the child/children currently attending the service require:

• ​an Inclusion Funding Program application/s.
• ​a description of the child/children’s inclusion support needs.
• ​a description of the essential specialised equipment/furniture that is required to enable the child/children to access, and participate in, the preschool educational program.
• ​supporting evidence from specialised professionals recommending the specialised equipment/furniture.
• ​a description of how the specialised equipment/furniture is linked to/will deliver outcomes specified in a child/children’s Individual Learning Plan (ILP).
• ​an itemised quote/s clearly indicating the breakdown of costs excluding GST, and freight components where applicable. Where GST is not clearly indicated, the department will assume that GST is included in the cost and will subtract this amount from the total amount.

4.3 Consent forms

​Providers are required to collect completed consent forms from each staff member at the commencement of employment, and for each child upon commencement of enrolment.

​A child and staff consent form completed for the Universal Preschool Funding program and/or the Mobile Preschool Funding program covers all grants under the Inclusion Funding Program - no extra forms are needed.

​Providers must arrange for parents and carers and staff to complete the consent form each year, as consent forms may be updated on a yearly basis. Providers should also have families complete a new form if any of the details in the original consent form require an update or adjustment.

​Each form consents to the use and disclosure of personal information and health information by the department to allow funding and other support to be provided for delivering an early childhood education program, and for the exercise of the department’s governmental functions. Those functions include monitoring funding programs and reporting purposes.

​Consent forms are available for download:

• ​Consent Form – Child (PDF 281 KB)
• Consent Form – Personnel (PDF 275 KB)

4.4 ​Correction and previously ineligible applications

​A provider wishing to make corrections or add information to their applications should make a request to the department. The department will review all requests and may return the submitted application to ‘draft’ for re-editing and re-submission.

​Any requests to correct submitted applications after the relevant closing date will only be considered for errors related to support documentation that is not accessible to the department, or the Inclusion Funding Program application. That is, the child’s personal details (for example, child’s name), enrolment information (for example, weeks of enrolment), or supporting documentation under the Inclusion Funding Program provided is not accessible to the department. Corrections will not be permitted for the purpose of providing new or updated information after the closing date.

​Requests to correct submitted applications for the purposes of providing new or updated information before the relevant application closing date will be considered.

All requests and decisions are documented and retained by the department.

​Applications that have previously been assessed as ineligible cannot be edited and resubmitted in ECCMS. A new application should be submitted when new or updated information becomes available. ​

4.5 Support available to applicants

Preschools are encouraged to contact their Sector Capacity Building (SCB) provider for support before 31 December 2026. SCB providers can assist preschools with (but not limited to):

• ​understanding the eligibility criteria and funding tiers
• ​support to submit applications
• ​developing ILPs
• understanding how funding may be best utilised to support a child across their enrolment

​The contact details for SCB providers can also be found in the Sector Capacity Building program page. 

​Preschools can also contact the department for assistance with the application process, including questions about the guidelines, application requirements, closing dates and use of ECCMS. Services can contact the department by:

• ​calling 1800 619 113; or
• ​emailing ecec.funding@det.nsw.edu.au

The department may engage with preschools regarding applications and hours of support requested where there may be a need to clarify aspects of the application.​​

5 Application opening, closing and outcome dates

This program operates on a calendar year, from 1 January 2027 to 31 December 2027.

Applications for the 2027 program are expected to open on 2 November 2026. Key dates, including application outcomes and payment periods are outlined below.

The following other key dates also apply.

There are specific exceptional circumstances where the closing dates may be different, set out below. 

These dates may be subject to change. The department will notify providers or preschools via email of any changes to these dates.

* Funding for eligible applications will be paid in December 2027 and must be spent within the calendar year.

Exceptional circumstances for an extended closing date

The department may consider requests related to the extension of time for submission of Specialised Equipment funding applications. Requests should be made in writing and emailed to ecec.funding@det.nsw.edu.au.

All extension requests will be considered by the department on a case-by-case basis and will only be approved under limited and exceptional circumstances. Once a request related to the extension of time for submission of applications has been provided, a member of the program team will contact you within 5 business days with the outcome of the request. Please note that depending on the time of year and the type and/or volume of enquiries or requests received, response times may extend to up to 10 business days.

Exceptional circumstances are circumstances beyond the control of the preschool that impact its ability to submit an application by the relevant closing date. Exceptional circumstances may include circumstances like or related to an environmental disaster, long-term illness of staff, or an inability to access ECCMS due to a known (to the department) or system-wide issue.

Note Specialised Equipment funding may not be applied retrospectively. See Section 7 Spending rules for more information.

6 Assessment process

6.1 Assessment of grant applications

​​The department will individually assess all Specialised Equipment applications against the eligibility criteria and assessment requirements as outlined in the guidelines.

​The assessment panel consists of Department of Education employees from the Early Childhood Outcomes division, particuarly the Quality, Participation and Connections Directorate. Panel members are Grade 7/8 Program or Project Officer level or above. Panel members are appointed based on their expertise and experience in the early learning sector and/or inclusive education.

Recommendations are made by Program or Project Officers, Senior Policy/Programs Officers, Manager, Disability and Inclusion or Director, Equity & Inclusion, to the relevant delegate for approval in accordance with the department's financial delegations. See Section 6.3 for information about decision makers.

​Preschools may be contacted for additional information, if there is any missing information or errors in the application forms.

6.2 Assessment criteria

​​ Specialised Equipment funding applications are assessed according to all the following criteria:

• ​the child/children identified in the application are approved for Tier 2 or 3 funding under the Inclusion Funding Program
• ​the applicant’s proposed specialised equipment will support or improve the access and participation, as well as learning and developmental outcomes of the child/children identified in the application
• ​the proposed specialised equipment is the most economical and effective way to meet the educational needs of the child/children identified in the application
• ​the submitted descriptions, evidence (including from specialised professionals, if relevant), itemised quote/s and declaration confirming sufficient space demonstrate the eligibility criteria (see Sections 2, 4 and 5) are all met

​This program provides educational supports within the preschool environment, and is not a replacement for disability supports delivered through the Thriving Kids program, NDIS, or similar programs. ​​

6.3 Notification of application outcome

​​Once assessed, the recommendations are made in writing for approval by the relevant delegates of authority as the decision maker. Funding is approved in line with financial delegations under the Government Sector Finance Act 2018 and within the department’s Early Childhood Outcomes division.

​This means, depending on the grant value, funding will be approved by a Senior Policy/Programs Officer, Manager of Disability & Inclusion, the Director, Equity & Inclusion, Executive Director, Quality, Participation and Connections or Deputy Secretary, Early Childhood Outcomes.

​Providers will be notified of assessment outcomes for each application, and their funding allocation via email in line with the key dates set out in Section 5: Application opening, closing and outcome dates. When an application has been assessed as ineligible, the information provided to each provider at the time of notification will indicate the relevant section of the guidelines for reference as the reason for ineligibility.​

6.3.1 Feedback on applications

​​Feedback on the outcome of a funding application can be sought from the assessment team by emailing ecec.funding@det.nsw.edu.au and providing the following information:

• ​Specialised Equipment application ID
• ​the preschool’s name
• ​contact person at the preschool and contact phone number
• ​the question/s you have about the application

​Once you have provided this information, a member of the assessment or program team will contact you to discuss your application within 5 business days. Please note that depending on the time of year and the type and/or volume of enquiries or feedback requests received, response times may extend to up to 10 business days.

​Note:  Please ensure all sensitive information (including diagnostic reports, developmental assessments, approved NDIS plans and observations is uploaded in ECCMS, and is not sent via email. Providers and preschools should ensure they are aware of their record-keeping and reporting requirements involving personal information. ​

6.4 Publication of grants information

The Grants Administration Guide (Guide) requires that certain information is published in relation to grants awarded no later than 45 calendar days after the grant agreement takes effect. This information is also open access information under the Government Information (Public Access) Act 2009 (NSW) (GIPA Act), which must be made publicly available unless there is an overriding public interest against disclosure of the information.

The department will publish grant funding information, including program details, provider information and funds awarded to the provider, on the NSW Government Grants and Funding Finder in line with the Grants Administration Guide. 

The publication of information will comply with any legal requirements under the Privacy and Personal Information Protection Act 1998 (NSW) (PPIP Act), the Health Records and Information Privacy Act 2002 (NSW) (HRIP Act, State Records Act 1998 (NSW); and other statutory requirements.

7 Spending rules

​​Specialised Equipment funding allocations are to be expended in 2027. Funding is not to be applied retrospectively or carried over to the following calendar year.

​As per Regulation 103 of the Education and Care Services National Regulations preschools must ensure all specialised equipment and furniture successfully funded under this program will be optimally maintained.

​Up to $7,500 (ex GST) per child per year can be used for the provision of specialised equipment or furniture. That is, specialised equipment or furniture that supports the child’s access and meaningful participation in a preschool educational program only.

​Examples of specialised equipment or furniture that may be considered include:

• ​standing frames and seating equipment
• ​grab rails and toilet rail surrounds
• ​hydraulic change tables

​Funds are not available for:

• ​retrospective assistance. In this instance, an application is considered to be retrospective if the organisation enters into a commitment (for example, signs a contract) prior to applying. The preschool is able to commit to purchase of equipment or furniture after submitting a Specialised Equipment funding application and prior to notification of eligibility, however, if the application is assessed as ineligible and funding is not approved, any costs incurred for the purchase of this equipment or furniture will be the preschool’s responsibility only.
• ​minor construction projects
• ​general refurbishment
• ​projects where the purpose is satisfying government/legal requirements for children’s services, e.g. fencing requirements and modifications to fencing, modifications to allow for the supervision of children
• ​modification to create segregated spaces, including bathrooms, playrooms or therapy rooms
• ​generic early childhood equipment, non-specialised gross motor equipment, and therapy and sensory equipment
• ​teachers’ resources
• ​the establishment or upgrade of an equipment loaning service
• ​digital cameras, video cameras, computers and IT equipment
• ​photocopiers, fax machines and office equipment

​To align with the 7 Quality Areas of National Quality Standards (NQS), all Specialised Equipment funding program spending should directly support the delivery of high-quality early learning, ensuring that every expenditure contributes to ongoing service improvement and positive outcomes for children.  ​

8 Financial accountabilities and funding compliance

8.1 Grant agreement (Terms and Conditions)

​​This document forms part of the 2027 Funding Agreement with Approved Funded Providers (providers) that is entered into with the NSW Department of Education (department).

​The source agency for the funding is the department. The Specialised Equipment funding program is one of the related department grants under the Inclusion Funding Program. 

​Funding is provided under and released in accordance with the Funding Agreement entered into between the provider and the department.

​These guidelines may be amended or replaced from time to time. Preschool providers must comply with the current version of the guidelines. 

8.2 ​Financial accountabilities

​In accordance with the Terms and Conditions, providers must submit a financial accountability statement for each funded service. Financial accountability statements provide assurance that public funds have been used for their intended purpose and in accordance with the program guidelines.

​Financial accountability statements are completed through ECCMS. Before each statement is released, the department will advise providers of the applicable reporting period, submission requirements and due date. Further information is available in the Funding Compliance and Obligations.

​The financial accountability process for the 2027 funding allocation will be undertaken in 2028, and providers will be notified when this is due.

​Providers complete their financial accountability statements on a calendar year basis.

​Providers are responsible for ensuring that all required financial accountability statements are accurate, complete and submitted by the due date. Providers must complete any outstanding financial accountability requirements before entering into a new Funding Agreement.

​The department reserves the right to pause or cease funding where a provider has more than one year of financial accountability statements outstanding.

8.3 ​Performance accountabilities

​Providers will also be required to complete annual performance accountabilities to measure the success of the supports provided in promoting inclusion in preschool services. Data and descriptions of how the inclusion funding and capability supports have assisted in maintaining and improving the inclusion capabilities of the preschool and in providing an inclusive preschool educational program will be required of service providers at the completion of each funding year. The department will contact providers when this is due.

​Information required may include details of how funding was expended against items permissible under the spending rules and whether or not funding was able to address inclusion barriers at the service level. This information will then be used by the department to help determine areas for program improvement in subsequent years.​

8.4 Unspent funds

​​Providers are required to spend all Specialised Equipment funding in accordance with the spending rules during the relevant program period (see Section 7 Spending rules).

​The department recognises that providers may have unspent funds at the end of the applicable reporting period. Providers must declare all unspent funds in their financial accountability statement.

​Providers may be required to return unspent funds to the department. Where repayment is required, the department will advise the provider of the amount to be returned and provide repayment instructions. Unless otherwise approved by the department, the provider must return the funds within 20 business days of receiving the repayment instructions.

​Providers experiencing difficulty meeting the repayment deadline may request a repayment plan. Repayment plans are subject to departmental assessment and approval. ​

8.5 Record keeping

The department periodically conducts reviews of preschools and funding distributed to providers. For this purpose, the department may request that providers supply supporting documentation to the department and its representatives, which must be supplied.

Preschools may be reviewed to confirm the accuracy of data provided in their performance and financial accountability statements, to ensure that the funding provided has been used to support the objectives of the Specialised Equipment funding program.

All relevant records must be retained by providers for the purpose of the department undertaking funding compliance reviews.

Examples of relevant records include:

• attendance records of children with eligible funding applications
• financial recordings showing evidence of expenditure in accordance with the spending rules
• parent/legal guardian declaration forms
• enrolment and completed consent forms
• documentary evidence of the child’s inclusion support needs.
• ILPs for children with inclusion support needs
• other documentation related to funding received under this program

8.6 Monitoring, review and evaluation

​​The 2027 Specialised Equipment funding program guidelines may be updated or amended at any time. This will be in response to continuous program improvement or where further clarity is required. Changes to the guidelines may be made in consultation with the sector but remain at the discretion of the department. Any changes will be communicated to the sector via email.

​The department may undertake an evaluation to understand the effectiveness of the 2027 Specialised Equipment funding program. Providers may be required to participate through the provision of data and participation in other evaluation activities.

8.7 ​Service changes

​Providers must immediately notify the department in writing to ecec.funding@det.nsw.edu.au of any service changes, for example, relocation, temporary or permanent closure, or transfer of ownership/operations in line with the Terms and Conditions. Service changes may impact funding for the Specialised Equipment funding program and failure to advise the department may result in withdrawal of funding or termination of the Funding Agreement.​

9 Additional information and resources

9.1 Contact details, feedback and complaint handling

For questions, feedback or concerns about the Specialised Equipment funding program, or other early learning programs, please contact the department by: 

• calling 1800 619 113 
• emailing ecec.funding@det.nsw.edu.au. 

An officer within Early Childhood Outcomes will review and respond to your enquiry.

Alternatively, you may:

• Complete the NSW Department of Education Complaint, compliment or suggestion form
• Call 1800 619 113

9.2 ​Conflict of interest management

​The department is required to consider and manage any conflicts of interest that may arise throughout all stages of the funding process. This includes any actual, perceived or potential conflicts that are identified.

​All providers are required to disclose to the department any actual, potential, or perceived conflicts of interest in their application which relate to their application. A conflict of interest must also be disclosed during the implementation of a program if it arises. Conflicts of interest may relate to partnerships, third party service provisions, contractors, relationships of staff employed as a direct result of the funded program or other aspects. Further detail about how to disclose a conflict of interest can be provided on request.

​The assessment panel members are required to disclose any actual, potential, or perceived conflicts of interest that may arise during the assessment process which relate to applications received. If a conflict of interest arises it will be managed in accordance with the applicable Codes of Ethics and Conduct, including for NSW Government Sector Employees.

9.3 ​Disability Discrimination Act (1992) and Disability Standards for Education (2005)

​All early learning services have legislative obligations under the Disability Discrimination Act 1992 (the Act) and the Disability Standards for Education 2005 (DSE) to ensure that children with disability can access, enrol, and participate on the same basis as children without disability. The DSE are subordinate legislation made under the Act and clarifies how services must meet their obligations under the Act. ​

Discrimination can occur directly or indirectly and does not have to be intentional to be unlawful. Direct and indirect discrimination may result in complaints and legal proceedings.

Examples of discrimination include gatekeeping practices such as refusing, discouraging or limiting a child’s enrolment due to disability or additional needs.

Further information on the Act is available from the ACECQA website. The department also encourages preschools to seek support from their SCB provider to explore how barriers to inclusion may be removed or adjusted without additional funding. See Section 4.5 Support available to applicants, for further information on SCB providers.

9.4 Access to information

The Government Information Public Access (GIPA) Act 2009 provides for the proactive release of government information by agencies and gives members of the public an enforceable right to access government information held by an agency (which includes Ministerial offices). Access to government information is only to be restricted if there is an overriding public interest against disclosure.

9.5 Ethical conduct

​​Applications must not provide false or misleading information. Applications, or information related to funding applications that contain false or misleading information may be subject to further review or be assessed as ineligible. The department reserves the right to pause funding, cease funding or require the return of funds from any service if it has been determined that false or misleading information has been provided.

​The department ensures appropriate accountabilities are in place for resolving ethical issues arising from the assessment process. All assessment panel members will be advised that ethical behaviour is required, and that any breach may constitute corrupt conduct under the Independent Commission Against Corruption Act 1988 and could lead to disciplinary action.​​

9.6 Glossary of terms

• Functional domains: looks at how a child interacts with, learns in, and navigates their preschool educational program, prioritising their practical participation over a formal diagnosis.
• Individual Learning Plan: a written document that details information about the child and the reasonable adjustments being made to support the child to enable their safe and meaningful participation in the preschool educational program children. The characteristics of an ILP are at the discretion of each preschool.
• Unspent Funds: any amount of any funds which have been paid to the provider, but which have not spent or legally committed by the end date under these program guidelines and funding agreement between a provider and the department. Any unspent funds are documented through the financial accountability statements. Further information about unspent funds can be found in the Terms and Conditions.