How Educators Can Use AI To Support Continuous Quality Improvement, and Preparing for A & R Visits.

"Assessment and Ratings Visit."

These words often bring a mix of emotions for us as early childhood professionals, don't they?

And it doesn't matter whether you're an experienced director preparing an entire team or an individual educator being asked to gather documentation ‘evidence’, the process of demonstrating quality practice can feel like balancing on a tightrope while juggling multiple balls.

After three decades in early childhood education, I've certainly experienced my share of stressful moments when trying to show a clear cycle of evidence that highlights meaningful documentation, quality improvement planning, and most importantly - genuine connections with children.

Take a moment to reflect on how you, as an early childhood professional, prepare for the assessment and rating process? (And I don’t mean just when the next visit is due in 2 days!)

Perhaps it feels like the process is pushing you to write even more than you already do, to find something you're doing wrong or to identify what you have to do better ...and frankly, this isn’t very motivating is it?

The challenge isn't just about meeting standards and gathering evidence though; it's about showcasing the incredible learning journeys and expertise occurring in your service every day while managing your valuable time effectively.

Shifting our thinking a bit about the assessment process from something that is stressful and must be approached with fear to an opportunity is really going to make a difference to how you prepare and approach for your assessment or review.

Commit to taking small steps that will help you shift that mindset instead toward...

How could I see this as an opportunity to show off what I do rather than to identify everything I do wrong?

When our thoughts are conditioned to only identify what we are doing wrong and must change, resentment begins to roll in and it is hard to stay motivated. So, we tend to dismiss opportunities for self-improvement as a great thing not only for us, but for the children and families as well.

"I believe we can all become empowered educators with the simple acknowledgement that it's okay not to know everything, as long as you're willing to learn and grow. And I think we should all be doing that no matter what our role is." - Jodie Clarke

Consider what it would feel like if you actually looked forward to assessment visits (gasp!!) as an opportunity to be recognised and appreciated for all of that work you do everyday and how this effort contributes to the growth of your service and provides quality outcomes for children and their families.??

Can you imagine for a second what it would feel like if you knew HOW to confidently prepare for an assessment visit and where to focus your time and energy instead of just worrying about collecting bits and pieces of paperwork ?

You CAN get to that place Empowered Ed…..??

….because I’m not only going to help you understand that documentation is only one part of the puzzle to achieving that ongoing exceeding standard - I’m also going to show you how asking AI tools like ChatGPT, Claude & Gemini the right questions can make the evidence you do need collect or highlight an easier and faster process.?

And that means you're no longer going to be focused only on paperwork.?

It might surprise you that documentation is only one small part of the puzzle to achieving an ongoing exceeding standard - of course we still need to organise paperwork and complete documentation, but you don't have to make that your whole practice or let the planning cycle define your worth and expertise as an educator.?

Sometimes we can't see the path forward because of the obstacles we've put in our own way.??

What if you instead stepped back and stopped spending the majority of your preparation time setting up big folders and huge portfolios for every standard and worrying about trying to stuff them with every bit of evidence you can find to reach the magical exceeding or pass your accreditation assessment??

You could instead consider the bigger picture, what you are already doing in your everyday practices. What someone else will see and what you could confidently tell them about it.??

This is why I encourage educators to consistently find ways that they can embed everyday actions and practices throughout the program, the routines, service operations and environments...OR if you're a leader, to help educators do this effectively and understand WHY they're being asked to do it.

I understand that’s not always easy though. Not everyone feels confident speaking to an assessor or parent and explaining how the work that they are doing daily is coming together to inform and support each child’s early learning journey..

In reality, it can sometimes be just as scary talking about what you do well compared to collating folders full of paperwork ‘evidence’.?

However, I want to reassure you that both of those tasks have now become a whole lot easier as different pathways are opening up to us now with the introduction of new technology …and you can take advantage of that right now - no matter whether you’ve been working as a toddler room assistant for less than a year, a family daycare educator for 20 years or as an early learning centre director for 5 years.

And that’s what we’re focusing on in this week’s newsletter - exploring how AI can become your ‘strategic partner’ in quality improvement and assessment preparation.?

Not as yet another task on your endless to-do list, but as a practical tool that:

? Can support you to simplify and organise your documentation cycle

? Works with your knowledge of the children to help identify patterns in children's individual play and progress

? Reveals and strengthens connections between day to day routines, spontaneous experiences, planning, environments? and learning outcomes that you might have missed (meaning less evidence collecting for you!)

? Creates the space and time you need to engage in more meaningful interactions with children

? Supports your own professional growth and skill development in areas you need it the most

What You'll Find Helpful In this Edition

?? Practical strategies you can start using right away ‘

?? Realistic examples using these approaches in different settings

?? Step-by-step guides to help you stop worrying about whether to use AI or not and just get started instead

?? Time-saving prompt templates you can copy, personalise and paste into your preferred AI tool so you don’t need to worry about what you need to ask to get a helpful response.

?? Professional development that aligns with QA1: Educational Program & Practise, QA4: Staffing Arrangements and QA7: Governance & Leadership

I’m looking forward to sharing these solutions with you so let’s get started!

Let's start by breaking the AI possibilities down into practical, manageable steps that will help you reimagine and reassess your quality improvement prep and outcome

Think of AI as your super-organised ECE assistant who's actually really good at spotting patterns and making connections - kind of like having an extra set of eyes on your documentation. You always remain the expert who knows your children and service best in this partnership - you’re just going to be using AI to make your job a bit easier, less stressful.

Step 1: Setting Up Your AI Support System?

Before starting, it’s going to be more helpful? and time efficient in the long run to get as organised as you can first.

So I want you to choose ONE area to focus on first - trying to do everything at once is a recipe for overwhelm (trust me, I've been there! ??).

Choose Your Focus Area:

• Quality Area 1: Educational Program and Practice
• Quality Area 6: Collaborative Partnerships
• Quality Area 7: Governance and Leadership
• Or any other area you're working on!

Gather Your Documentation:

1. Last month's learning stories and observations
2. Weekly reflections
3. Program evaluations
4. Family feedback
5. Photos of learning experiences (remember to blur faces if using with AI!)

?? Empowered Ed Tip: Create a digital folder on your computer named "QIP Evidence" with subfolders for each quality area. This makes it super easy to find and share relevant information with your AI assistant.

Step 2: Having Meaningful Conversations with AI ??

Now comes the fun part - chatting with your AI assistant! It’s important to be specific and give as much context as you can to help the AI understand what you need, just like you would when explaining something to a new educator or trainee.

Try These Conversation Starters:

To help with analysing information you have collected or recorded:

"I'd like to analyze our learning stories from the past month to ensure we're covering all EYLF outcomes. Here are 5 recent stories: [paste stories]. Can you:

1. Identify which EYLF outcomes are being demonstrated

2. Suggest areas we might be missing

3. Recommend ways to extend on the learning shown"

To help review family engagement actions and processes:

"We're a community-based preschool trying to improve family engagement. Here's our current communication strategy: [describe methods]. Can you:

1. Analyse the effectiveness of our current approach

2. Suggest innovative engagement ideas

3. Help align these with NQS Quality Area 6"

Example: Jenny, an educational leader, used AI to analyse three months of her programming. The AI spotted that while they had lots of activities supporting outcomes 1 and 4, they were light on outcome 2 (children are connected with and contribute to their world). This information helped her focus on planning more community-focused experiences.

Step 3: Turning AI Suggestions into Quality Practice ??

This is where we can turn those AI perspectives and ideas into more meaningful improvements relevant to our service type and children’s needs :

Documentation Analysis Example:

1. Share a week's worth of observations with AI
2. Ask it to identify themes and learning patterns
3. Use these insights to plan future experiences that extend on this learning identified as taking place.

For Example:

AI Insight: "Children showing strong interest in cause and effect through water play"

Action Taken: Created a month-long STEM project incorporating water exploration

Result: Stronger evidence for QA1, Element 1.1.2 (child-centered programming)

QIP Goal Setting Process:

1. Share your current QIP goals with the AI Assistant
2. Ask for feedback on clarity and measurability
3. Request specific suggestions for improvement relevant to your role and service

Example:?

Original QIP Goal: "Improve our outdoor learning environment"?

After AI Feedback: "Create three new natural learning spaces in the outdoor environment by Term 4, incorporating sustainable materials and cultural elements, as evidenced by before/after documentation and child/family feedback"

Step 4: Taking Action & Reviewing ??

Keep in mind that this is an ongoing cycle of improvement! Here's one way leaders might set up a collaborative AI process that will help to keep the momentum going:

Weekly Actions:

• Spend 15 mins reviewing AI insights
• Share one new idea with your team
• Document one improvement made

Monthly Review:

• Analyze trends in your documentation
• Update QIP with progress
• Celebrate small wins!

?? Empowered Ed Tip: Create a simple tracking sheet to document how AI is helping. This becomes great evidence for your next assessment visit!

Example: Maria, a family day care educator, was struggling with writing learning stories that clearly showed the links to EYLF outcomes.?

She started using AI to analyse her draft stories and get suggestions for making these connections more visible. Now her documentation is stronger, and she's spending less time second-guessing herself!

Reality Reminder...?

You don't need to be a tech expert to make this work! Start small, experiment, and build your confidence gradually. Think of it like learning any new skill - we all started somewhere!

How could you use AI to support one area of your documentation or self improvement this week? Share your thoughts in the comments…

Connect, learn, and discover new tools and strategies from an expert in both early childhood education and the use of AI in early education to save time and support better outcomes for early learning.

You can join in for FREE here ???

Important Reminders When Using ANY AI:

These suggestions are important for you to keep in mind no matter the AI chat tool you might be using:

? AI is your assistant, not your replacement - always trust your professional judgment

? Keep children's privacy in mind - use first names only

? Double-check AI suggestions against your knowledge of the child and educational theory

? Use AI suggestions as a starting point for discussion with families and other professionals

?? AI can make mistakes - always validate its suggestions against your own expertise and judgement

I think it’s worth emphasising here that we're not using AI because we don't know what we're doing - we're using it because we're smart educators who want to work more efficiently while maintaining quality practice. It's like having an extra set of hands to help us sort through all that valuable information we collect every day!

Ok, enough talking about what you could do …let’s take action on some of these suggestions I’ve been sharing with you.

If you're feeling a bit nervous about trying some of those AI strategies, you're in good company - we’re all on our own learning journey with this new technology but if a 50 something educator who first worked in a centre in 1989 can learn this so can you ???

So here’s three super simple ways to help you dip your toes in the water. I promise these are totally doable, even if you're completely new to AI. Each one takes less than 20 minutes, and you can try them using free tools like ChatGPT or Claude - if you have access to my AI Empowered Educators membership or Academy for Empowered Educators membership you already have access to a whole team of trained by me AI Assistants who already understand the needs and challenges for ECE professionals so go ahead and login here to make the most of them .

Not a member but want access to unlimited chats with the Empowered Ed AI Assistants 24/7? Simply click on the image below or HERE to find out more.

Quick Win #1: Learning Story Magic

Time needed: 15-20 minutes

Why try this?

Turn one basic observation into a well written learning story that clearly shows children's learning journey!

Ready to give this a try? Here's what to do:

1. Open your AI tool (like ChatGPT or AI Lacey Leadership)
2. Copy ONE recent observation (just the facts of what happened - no child last names for confidentiality)
3. Try this simple prompt:

Here's my observation of a recent play moment for Sally who is 3 years, 2 months: [paste your observation notes]

Please help me by completing the following tasks:

1. Identify the learning occurring

2. Link it to EYLF outcomes

3. Suggest 5 ways? I could extend on this learning next week

Example:?

Basic observation: "Three children spent 20 minutes in the sandpit creating a network of channels for water play"

After AI help: You'll get insights about:

• Problem-solving skills demonstrated
• Mathematical concepts explored
• Collaboration and communication
• Clear EYLF outcome links
• Ideas for extending the learning

?? Quick Tip: Start with just ONE observation. It's tempting to do loads, but let's build confidence first!

Quick Win #2: QIP Goal Makeover

Time needed: 20-25 minutes

Why try this?

Transform vague, waffly goals into clear, achievable action steps that everyone understands and can help with

Ready to give this a try? Here's what to do:

1. Choose ONE goal from your QIP
2. Copy it into your AI chat conversation
3. Use this beginner-friendly prompt:

Here's one of our QIP goals: [paste goal]

Can you help me:

1. Make this goal more specific and measurable

2. Break it down into 3 small action steps

3. Suggest how we could document our progress

Example:?

Original goal: "Improve outdoor play spaces"

After AI help, you'll most likely get:

• Specific timeframes
• Measurable outcomes
• Clear action steps
• Documentation ideas
• Success indicators to help you understand when the goal has been reached

Quick Win #3: Family Communication Boost

Time needed: 10 minutes

Why try this?

Get new ideas for connecting and collaborating with families in more meaningful and effective ways

Ready to give this a try? Here's what to do:

1. Think about ONE way you currently communicate with families
2. Share it with your AI assistant
3. Try this prompt:

We currently communicate with families through [your method].

Please suggest:

1. Three practical ways to make this more engaging

2. Some conversation starters for shy parents

3. Ideas for celebrating children's learning together

? Quick Tip: Save all the AI suggestions you like in a special folder or app. They'll come in handy for your next assessment visit as evidence of professional development. I like using Airtables to collect documentation.

Your Turn Now:

?? Start with just ONE of these wins

?? It's okay to experiment and learn

?? Remember that AI is your assistant, not your replacement

?? Trust your educator instincts - you know your children best

?? Celebrate small wins (yes, even the tiny ones!)

The best part? Each of these quick wins builds your confidence AND gives you practical improvements you can implement right away. Plus, they're great examples of professional development to add to your evidence for Quality Area 7 ??

?? Let’s Reflect:?

Which quick win feels most doable to you right now? Pop your answer in the comments - I'd love to hear which one you're going to try first…

?? Feeling Stuck? No worries! Share your questions in the comments? - we're all learning together, and no question is too silly (well, almost…no the AI assistants can’t change the pooey nappies or take the bags of rubbish out for you…YET)?

Ready to make an AI Assistant your quality improvement consultant with some more detailed prompting? (I promise it's not as scary as it might sound - prompts are just the questions you ask an AI when you begin a conversation)

If you’re new to using AI tools like ChatGPT you might find yourself staring at the blank screen thinking "What do I even type?" Well, I've got you covered! After spending many hours experimenting with different ways to talk to AI (and yes, getting back my fair share of unhelpful or incorrect responses ??), I've become confident in using different prompting techniques to get the information I want from an AI the first time rather than the 10th time!

I want to help you to get there too, so in every newsletter I give you some ‘fill-in-the-blank’ style prompts you can copy and edit to help you confidently try out some of the strategies I’m discussing throughout the newsletter - in this case, using AI to help support your quality improvement and assessment and rating prep tasks.?

Think of these prompts like your quality improvement recipe cards - just fill in your specific details where you see the [brackets], and you're ready to start your AI conversation…

Assessment Preparation Guide Prompt

Excellent for: Rating & Assessment readiness

We have an upcoming assessment visit in [timeframe].

Our current focus areas are:

[List 2-3 quality areas]

Can you help me:

1. Create a preparation timeline

2. Draft reflection questions for each quality area

3. Suggest documentation sampling strategies

4. Plan team preparation activities

Team Engagement Support Prompt

Excellent for: Improving staff participation in quality improvement processes

We are aiming to increase staff involvement in our quality improvement initiatives, particularly in?

[mention specific areas or quality elements].

Can you assist us in:

1. Designing a staff engagement survey to identify areas of interest
2. Creating a communication plan to keep staff informed and involved
3. Developing team-building activities that align with our QIP goals
4. Suggesting methods for recognising and rewarding staff contributions

AI Documentation Review Prompt

Brilliant for: Supporting consistent documentation quality with educators using ai tools

I'm reviewing documentation across our [number] rooms and notice:

[List 2-3 patterns or trends]

Current AI usage includes:

[List current practices]

Can you help me:

1. Create guidelines for maintaining educator voice

2. Suggest quality indicators to monitor

3. Draft feedback prompts for supporting improvement

4. Identify potential ethical considerations

Quality Improvement Goal Setting Prompt?

Perfect for: Setting achievable goals

We're working on improving:

[Specific quality area or element]

Our current strengths are:

[List 2-3 strengths]

Our challenges include:

[List 1-2 challenges]

Can you help me:

1. Draft SMART goals for our QIP

2. Suggest realistic action steps

3. Identify success indicators

QIP Writing Support Prompt

I need to document our approach to [quality area].?

Our current practice includes:?

[List key practices]?

Our philosophy emphasises:?

[Key points]?

Can you help me:?

1. Write this in clear, professional language?

2. Link to relevant NQS elements?

3. Include critical reflection points?

4. Suggest evidence examples we could include

Empowered Ed Tips for Using These Prompts:

Start Small: Choose one quality area to focus on first

Be Specific: The more detail you provide with real examples from your service and children, the better AI's suggestions will be

Trust Your Expertise: Use AI's suggestions as a starting point and inspiration - not rules

Keep Privacy in Mind: Use first names only

Follow Up: Don't be afraid to ask AI to clarify or expand on its responses

Keep Learning: Save helpful responses to build your own prompt library

Document Growth: Keep track of what works and what needs tweaking

Troubleshooting Guide:

(Because we all need a bit of help sometimes!)

If AI gives you a vague response:

"Could you provide more specific examples of how I could implement these suggestions in my [type of service]?"

If you need more practical ideas:

"Can you break that down into smaller, actionable steps we could try?"

If you want to align with frameworks:?

"How do these suggestions specifically support the EYLF/NQS requirements?"

If educators are resistant:?

"Can you suggest ways to introduce AI through small, successful experiences that build confidence?"

The important thing to remember as you practise with these prompts is that they are just your starting point! The more you practice, the better you'll get at having meaningful AI conversations about quality improvement and making your prep for assessment and ratings visits easier.

I know reflection is often seen as just one more task you need to complete and it can be easy to wonder why it’s even necessary…but realistically, it's how we grow, improve, and ensure we're providing the best possible outcomes for children (and our own professional development needs!).

Taking time to reflect becomes even more valuable when it comes to learning how to use this new technology and incorporating AI into our work ethically and meaningfully.

So try to consider the following reflection prompts as your professional growth partner... a bit like having a mentor sitting beside you, asking those questions that make you go "Hmm, I hadn't thought about it that way before!

How to Make the Most of These Prompts:

For Individual Reflection:

• Set aside 15 quiet minutes
• Write down your initial thoughts
• Return to them after trying AI tools
• Track how your confidence grows
• Use responses to guide your continuous learning journey

For Team Meetings:

• Choose 2-3 questions per session
• Use as conversation starters
• Document important suggestions, perspectives and insights
• Create shared goals
• Celebrate progress together

For Your QIP:

• Use responses to identify priorities
• Link reflections to quality areas
• Document your growth journey
• Show evidence of critical reflection
• Plan next steps based on this information you gather

Reflection isn't about getting things perfect - it's about continually improving and learning as an early education professional. Sometimes the hardest part of reflection is knowing what questions to ask and answer so here’s a few to get you started…

Let’s Reflect…

1. How might AI support help reduce documentation stress in your service?
2. What areas of your current QIP could benefit from AI-assisted analysis?
3. How could you use AI to better prepare for your next assessment visit?
4. What barriers might stop you from trying AI tools, and how could you overcome them?
5. How could AI help you better demonstrate the link between your documentation and the EYLF outcomes?

Smart AI Strategies to Support Quality Improvement & Assessment

Interested in finding out more about using AI to help you feel more confident and prepared before your next A&R visit rolls around again?

Listen to the episode ‘Smart AI Strategies to Support Quality Improvement & Assessment’ from my podcast ‘Early Education in the Age of AI’ - no need to go anywhere or find your podcast app, simply click on the podcast player below to listen right here!

Press play below...Happy listening! ??

Download a FREE Podcast Reflection Guide For This Episode HERE

We Explore The Following Topics In Detail:

?? Aligning AI with the EYLF and NQS: Discover practical strategies for using AI in a way that aligns with the principles, practices, and outcomes of the Early Years Learning Framework and the National Quality Standard.

?? AI for Curriculum & Program Planning: Learn how to use AI to generate ideas for engaging, inclusive, and responsive learning experiences that cater to the diverse needs and interests of children in your care.

?? Simplifying Documentation and Assessment with AI: Explore how AI can assist in creating meaningful observations, learning stories, and summative assessments, while saving time and effort on administrative tasks.

?? Making The Most Of AI for Quality Improvement: Understand how AI can support your service's quality improvement journey by analysing data, identifying strengths and areas for improvement, and generating actionable strategies.

?? The Role of Educational Leaders in AI Implementation: Gain insights into how educational leaders can guide and support their teams in the ethical, intentional, and effective use of AI in early childhood settings.

?? Reflective Practice and Professional Development with AI: Discover the importance of ongoing reflection and professional learning in relation to AI, and explore strategies for incorporating AI into your practice in a way that aligns with your values and goals.

?? Quick Tip: Listen with a notebook handy - you're going to want to jot down some of these ideas! (Or use your phone's voice notes if you're multi-tasking!)

You can listen to other episodes from the podcast on this page or by searching ‘Early Education in the Age of AI’ in your favourite podcast player.

You’ll find more in depth ideas, strategies and visual inspiration over on The Empowered Educator blog. I’ve collected a few posts that I know you’ll find helpful on this week's newsletter topic

Simply click on a title below to read more:

I'm sitting here wrapping up this newsletter (definitely on my second cuppa by now! ?), and I can't help but feel excited about the possibilities that lie ahead for our sector.?

You know what really energises me? Knowing that somewhere out there, an educational leader is reading this thinking "Wait... I could actually use AI to make our quality improvement journey less overwhelming!" And you absolutely can! (If this very tech-hesitant educator can learn to confidently use AI tools after 30+ years in the sector, you've definitely got this! ??)

Your Next Steps

(because we all know simple steps are the ones that actually happen!)

1. Choose ONE prompt to try tomorrow (yes, just one - quality improvement is meant to be an ongoing journey, not a race!)
2. Save these prompts I gave you somewhere handy (they'll be extra helpful when you're preparing for your next A&R visit)
3. Share these strategies with your team or fellow educators
4. Come back and let us know how you went

I'd Love to Hear From You... (Drop a comment - I'll be jumping in to chat!)?

?? What's your biggest challenge right now with quality improvement planning??

?? How do you think AI could support your role as an educational leader??

?? Even if you're not ready to use AI yet - what one thing could you do next week to better support your team's quality practice?

This is just the beginning of our AI learning journey together - I can't wait to share more practical strategies and time-saving ideas in upcoming editions.

Thanks for reading…

Jodie?

P.S. Got an educator friend who's feeling stressed about how to complete their QIP document or prepare for an assessment visit? Share this newsletter with them ??

#EmpoweredEducator #ECE #EarlyChildhood #TeacherLife #EYLF #EducationalLeadership #TeacherTechnology #EarlyLearning #ECEtech #ProfessionalDevelopment #AIforEducators #QualityImprovement