Creating compliant email addresses - instructions for community-based service providers
On this page
- Step 1: Identifying your non-compliant email addresses
- Step 2: Creating compliant email addresses
- Step 3: Updating KIMS with new compliant email addresses
The department is strengthening access requirements to meet best practice standards in information security.
Service providers are required to ensure all active KIMS users have a compliant email address by the beginning of November 2024. This will ensure changes are made prior to the annual KIMS end of year shutdown period.
KIMS and Arrival users will require:
The steps below have been developed to support community-based service providers to:
- Identify all your non-compliant email addresses in KIMS
- Register for a private domain name (if required)
- Change non-compliant usernames so they are compliant
- Update non-compliant email addresses with new email addresses in KIMS.
Step 1 and Step 3 below can only be completed by your KIMS Service Provider Admin/s.
Where the steps refer to ‘users’ this means all KIMS users, including KIMS Service Provider Admins.
Step 1: Identifying your non-compliant email addresses
Open all
- What is a compliant email address?
An email address is made up of a username and a domain name and both must be compliant.
Examples of compliant and non-compliant usernames:
| Compliant usernames | Non-compliant usernames |
|---|---|
| Tilly.smith@ | mykinder@ |
| t.smith@ | info@ |
| tsmith1999@ | president@ |
| tilly.smith1@ | director@ |
| tillysmith27@ | admin@ |
| ts@ | |
| tilly.nameofkinder@ |
Examples of compliant and non-compliant domain names:
| Complaint domain names | Non-compliant domain names |
|---|---|
| @kindergarten.vic.gov.au | @hotmail.com |
| @nameofyourkinder.com.au | @gmail.com |
| @nameofyourserviceprovider.com | @outlook.com |
| @nameofyourcouncil.vic.gov.au | @bigpond.com |
| @nameofschool.vic.edu.au | |
| If all users have compliant email addresses (for both username and domain name) no further action is required. |
- Identifying your non-compliant email addresses in KIMS
-
Log into KIMS (Service Provider Admin access) If you have a large number of users, we have created a report of all their email addresses to make it easier to identify the non-compliant ones. To find and export this report:
-
Click on ‘More’.
- Click on ‘Reports’.
- Click on the toggle filter.
- Type in the word ‘user’.
- Click on ‘User Management - Users’.
- Click on ‘Export’.
- Click on ‘Export’.
-
Export the report and identify the email addresses for active users that are not compliant. If any inactive KIMS users will need access to Arrival, you will also need to check and update their email addresses (if required). If you only have a small number of users, you can see all their email addresses on the ‘User Management’ page. To access this page:
-
Click on ‘Service Provider/Services’.
- Click on ‘User Management’.
- From your list of active users, identify the email addresses that are not compliant. If any inactive KIMS users will need access to Arrival, you will also need to check and update their email addresses (if required).
Step 2: Creating compliant email addresses
Open all
- If none of your users have a compliant domain name
- Community-based service providers can register for up to 20 free @kindergarten.vic.gov.au email addresses for staff via the Kindergarten IT Program. The program is operated by State Library Victoria on behalf of the department.
- To register for @kindergarten.vic.gov.au email addresses, complete and submit an application form on the program’s website to become a member of the Kindergarten IT Program. If you have any further questions, you can reach out to the Kindergarten IT Program at info@kindergarten.vic.gov.au or on 03 8664 7001 between 9 am and 5 pm Monday to Friday.
- Alternatively, if providers would like their own private domain name, edu.au domain licences are available to recognised Australian education and training providers, projects and programs, including childcare centres and preschools, and government and non-government schools. Contact the Domain Register for more information.
- If users have a private domain name (e.g. the name of your service/service provider) but their usernames are not compliant
- Check if the user has an existing compliant email address that can be used instead, for example their email address in KIMS is manager@ or admin@ but they also have a work email address with a compliant username.
- If they don’t have an existing compliant email address, contact your email or web host to update the user’s email address with a compliant username.
- If your users have an @kindergarten.vic.gov.au domain name but their usernames are not compliant
- Contact the Kindergarten IT Program to create additional @kindergarten.vic.gov.au email addresses.
- The program can be contacted at info@kindergarten.vic.gov.au or on 03 8664 7001 between 9 am and 5 pm Monday to Friday.
- You will be sent your @kindergarten.vic.gov.au email address and instructions on how to setup and use the email address.
- If only some of your users have a non-compliant domain name
- Service providers that have a private domain name - contact your email or web host to support you to create new email addresses for these users.
- Service providers that use the @kindergarten.vic.gov.au domain name - contact the Kindergarten IT Program at info@kindergarten.vic.gov.au or on 03 8664 7001 between 9 am and 5 pm Monday to Friday.
Step 3: Updating KIMS with new compliant email addresses
- Updating KIMS with new compliant email addresses
- Log into KIMS.
- Click on ‘Service Provider/Services’.
- Click on ‘User Management’.
- On the ‘User Management’ page, find the user whose email address you need to update.
- Click on the ‘Edit’ tab on the right-hand side of the page.
- Delete the non-compliant email address, add in the new email address and click ‘Save’.
- Click ‘Ok’.
- The email address is now updated.
- Remember to let staff know that their email addresses have been updated in KIMS. New email addresses can also be used for other work purposes if you wish. If you have any problems with this step, please contact the Health and Early Learning Practitioners Helpdesk on 1800 614 810 or via the helpdesk portal.
Early childhood education and care
Updated 27 March 2026
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