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Bhalisa Inkulisa Information for Centres Applying for
Partial Care Registration
a INFORMATION FOR CENTRES APPLYING FOR PARTIAL CARE REGISTRATION

Bhalisa Inkulisa
Information for Centres Applying
for Partial Care Registration
Contact:
Ilifa Labantwana, DG Murray House
1 Wodin Road (corner of Protea Road),
Claremont, Cape Town, 7700
+27 (21) 670 9847
[email protected]
www.ilifalabantwana.co.za
Using this Information Pack
This pack was made to assist ECD centres who are applying for partial
care registration. The first part of the pack will guide you through the
documents you need to fill in. These documents are contained in Appendix
1. The second part of the pack will guide you through preparing
your ECD centre for the inspection by the social worker
and the environmental health practitioner. At the very
end of the pack is Appendix 2, which contains some
additional documents that can help you in the day- Important icons
to-day running of your ECD centre. You don’t need Questions and answers
to submit these with your partial care application.
Reference
Acronyms
DSD Department of Social Development
ECD Early childhood development
EHP Environmental Health Practitioner
NPO Non-profit organisation
NQF National Qualifications Framework
PTO Permission to Occupy
ii INFORMATION FOR CENTRES APPLYING FOR PARTIAL CARE REGISTRATION

Contents
1 The Children’s Act . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
2 How to apply for partial care registration. . . . . . . . . . . . . . . . . . . . . . . . . . 3
When do I have to register my centre as a partial care facility?. . . . . . . . . . 3
When do I have to re-register my centre? . . . . . . . . . . . . . . . . . . . . . . . . . . 3
How does the registration process work? . . . . . . . . . . . . . . . . . . . . . . . . . . 3
What supporting documents do I need to submit? . . . . . . . . . . . . . . . . . . . 4
A business plan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Clearance certificates in terms of Part B of the National Child
Protection Register. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Police clearance certificates and affidavits. . . . . . . . . . . . . . . . . . . . . . . . 6
Attendance register. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Daily care plan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Permission to Occupy document, lease agreement or title deed . . . . . . 7
Non-profit organisation registration and constitution. . . . . . . . . . . . . . . . 7
Emergency plans. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
A discipline policy. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Management structure. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Approved building plans. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Zoning approval . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Daily menu. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
3 How to prepare for inspection. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

Safety. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
General hygiene. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Space and ventilation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Drinking water . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Toilets. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Safe storage of harmful items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Refuse disposal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Food preparation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Separation of age groups. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Care for sick children. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Health care policies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Disabilities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
iii INFORMATION FOR CENTRES APPLYING FOR PARTIAL CARE REGISTRATION

Emergency plans. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Transport. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Records and registers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Appendix 1: Application documents. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

1.1 Application checklist. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
1.2 Form 11 – Application form for partial care registration. . . . . . . . . . . . . . 21
1.3 Business plan for partial care registration . . . . . . . . . . . . . . . . . . . . . . . . 24
1.4 Application form for clearance from Part B of the
National Child Protection Register – Forms 29 and 30. . . . . . . . . . . . . . . 30
1.5 Montly attendance register template. . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
1.6 Daily care plan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
1.7 Lease agreement template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
1.8 Emergency plan. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
1.9 Discipline policy. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
1.10 Management structure. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
1.11 Menu guidelines and sample menu. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
Appendix 2: Policies and registers – not for application . . . . . . . . . . . . . . . 50

2.1 Accident and incident register template . . . . . . . . . . . . . . . . . . . . . . . . . 51
2.2 Personal and medical history form template. . . . . . . . . . . . . . . . . . . . . . 52
2.3 Health, illness and hygiene policy example. . . . . . . . . . . . . . . . . . . . . . . 56
2.4 Medicine administration template. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
2.5 Transport policy example. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
2.6 Child admission form template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62
iv INFORMATION FOR CENTRES APPLYING FOR PARTIAL CARE REGISTRATION

1
The
Children’s Act
In 2005, the South African parliament signed in the Children’s Act to clarify and
change the law on matters related to children. It deals with all sorts of issues
that affect children and includes rules on how places that care for children must
operate.
As part of this Act, any centre that provides care for children aged zero to six
must apply for registration as a “partial care facility” with the provincial head of
the Department of Social Development (DSD) in the province where the centre is
located.
For partial care facility registration to be successful, the building and staff
members of each centre need to comply with a set of norms and standards.
There will be inspections to ensure that these are being met and that the centres
are suitable and equipped to take care of children.
The Act also notes that centres need to register as “early childhood development
programmes”. For this application, the staff, the centre’s daily programme, as
well as procedures and policies will be assessed against the norms and standards
of the Act to make sure that they are suitable for developing and caring for pre-
school children.
The Children’s Act also says that the provincial governments may provide funding
for partial care centres and early childhood development (ECD) programmes.
Priority is given to communities where families don’t have the funds to pay for
these services for their children.
Registering your ECD centre is extremely

important, as law requires it. Not registering a
centre may put it at risk of being closed down.
1 INFORMATION FOR CENTRES APPLYING FOR PARTIAL CARE REGISTRATION

Being registered means you are known to the DSD, which means you can access
any services and support they have and apply for funding when it is available. It
also gives parents confidence that the care you provide for their children meets
the legal norms and standards and that they will be safe. A registered centre
should be the first choice for parents in their community.

2
How to apply for partial
care registration
W
hen do I have to register my centre as a partial care
facility?
Any centre or home that cares for more than six children (aged zero to six)
on behalf of their parents or caregivers for an agreed part of the day (not
permanently) needs to register the building as a place of care.
When do I have to re-register my centre?

• If you are already registered and your registration has expired.
• If you have registered but have added on to your building to make space for
more children.
• If your centre has moved from one building to another.
How does the registration process work?

• You need to fill out Form 11 (see Document 1.2 in Appendix 1) and take
it together with all the supporting documents (see Document 1.1 in
Appendix 1) to your local DSD service office. Take down the name and phone
number of the social worker who receives your application, so that you can
follow up on its progress.
• A social worker and a health inspector will visit your centre to check whether it
is suitable for caring for young children. They may ask for further information.
• Following the site visit, your centre will be registered with “full registration”
status. You will get a certificate showing how many children you’re allowed to
care for at your centre. But if the social worker or health inspector feels you
need to change some things before the centre can be fully registered, your
centre will be given “conditional registration” status, and you will have some
time to make these changes.

W
hat supporting documents do I need to submit?
With your application form, you will also need to submit:

• A business plan.
• Evidence of your and your staff members’ qualifications or education levels.
• Clearance certificates showing that neither you nor any of your staff members
appear on the National Child Protection Register, which is a government list
of people who aren’t suitable to work with children. If you’re still awaiting the
certificates, you need to provide proof of application for the certificates.
• Police clearance certificates for you and all staff members.
• Affidavits confirming no previous sexual offences for you and all staff members.
• Certified copies of your ID as well as those of your staff members.
• A copy of your latest attendance register for the current month.
• A daily care plan/daily routine.
• A title deed, lease agreement or a Permission to Occupy (PTO) document.
• The constitution of your centre.
• A copy of the plans of the building (approved or submitted for approval).
• Your emergency plan.
• Your discipline policy.
• Correct zoning for the property (where applicable).
The following documents are not mandatory for your application, but they will
make it stronger, so include them if you can:
• If your centre is registered as a non-profit organisation (NPO), the NPO
certificate.
• A health certificate.
• Your centre’s management structure.
• A daily menu.
See Document 1.1 for an application checklist.
A business plan
A business plan is a document that describes why your ECD centre was started
and what need in the community it is serving. It should also describe how many
children of different ages are served and how the centre is run. It will include
information on the fees that are payable, what hours the centre is open, who the
staff members are and how each day is run for the children.
See Document 1.3 for a business plan template.

Clearance certificates in terms of Part B of the National Child
Protection Register
The Children’s Act requires staff members working with children to be “fit and
proper”. One of the ways you can show that you and your staff are fit and proper
is to provide evidence that your names don’t appear on a register kept by the DSD
of people who have been declared unfit to work with children.
Every member of staff, whether permanent or volunteer, must have a clearance
certificate, even those who don’t work directly with the children, such as
gardeners or security guards.
If your centre has a management committee, you also need to submit clearance
certificates for its members.
The chairperson of the management committee or owner of the ECD centre must
complete two forms. Form 29 (See Document 1.4) should be completed
and submitted for each staff member working at the centre and each committee
member if applicable. This form requests that an inquiry be made to find out if your
staff and committee members’ names appear on the National Child Protection
Register. Here’s some help with the form and the supporting documentation:
• In the top section, “I” is the name of the chairperson of the management
committee/owner of the ECD centre.
• In Section 1 (“Employee’s details”), enter the details of the employee or
other committee member for whom you’re requesting clearance. A separate
form should be completed and submitted for every staff and committee
member.
• In Section 2 (“Details of employer”), fill in the name of the owner of the
centre or that of the NPO and supply the relevant contact details.
• With each form you submit, you need to attach a certified copy of your
identification document (owner of the centre or chairperson of the committee),
as well as for each staff member for whom you’re applying. Identity documents,
passports or birth certificates are all acceptable documents.
You should also complete and submit Form 30 (See Document 1.4) for
yourself (as owner or chairperson), on your own behalf.
• In the top section of the form, “I” is your name.
• All the other details are also yours.
• Attach a certified copy of your identity document or passport.
Completed forms must be sent to:

The Director-General
Department of Social Development
Private Bag X901
PRETORIA
0001

NB: You don’t need to wait for the clearance certificates to arrive before you
apply to register your centre as a partial care facility. Just include proof that
you have applied for these certificates, which means:
• Copies of all the completed forms.
• Copies of all ID documents.
• Postage receipts.
Police clearance certificates and affidavits
Until the National Register for Sex Offenders becomes operational, you need to
submit a police clearance certificate and affidavit for yourself and each one of your
employees and management committee members. The affidavit is a declaration
that you (or your staff or the committee members) have never been convicted of
a sexual offence against a child or a mentally disabled person. You can get both of
these forms from your local police station.
The police clearance certificates and affidavits are a temporary requirement. Once
the National Register for Sex Offenders becomes operational, you will have to
complete and submit Form 8 (Regulation 17(1)) for yourself and each staff and
management committee member to request certificates proving that your names
do not appear on this register.
Attendance register
This is a monthly record of all the children enrolled at the centre who attend
daily. You can go through the list each day and record who is present and who is
absent. This record is useful to understand why children have or haven’t made
progress and for highlighting potential issues. It is also required for funding
applications.
See Document 1.5 for a template of an attendance register.
Daily care plan
The daily care plan shows how the day is broken up into activities that are
necessary for the proper care and development of young children.
Children of different ages need different amounts of rest, free play and
stimulation led by caregivers – and these should be shown on plans specific to
each age group.
A good daily care plan takes into account the different amount of time children
can concentrate on one task and provides variety in the day, which builds different
skills appropriate to each age:
• Gross motor skills are developed when children play and move outdoors with
activities including jumping, climbing, hopping, running, skipping and crawling.

• Fine or small motor skills are learnt through handwork activities such as
threading, cutting, sticking, eating and construction – these should also be part
of each day.
• Communication, movement, music and listening skills are learnt during
rings or set sessions with the practitioners.
• Cognitive development happens when the children are asked to solve
problems, make decisions, play educational games and with educational toys
and puzzles.
• Social skills and independence are learnt through typical daily routines such
as toilet and washing-up, snack and lunch, and tidy-up times.
• Language and listening skills are developed during storytime.
• Creative skills are taught in activities including painting, drawing and playing
with dough.
• Every day should also include free play, with different activities that are not led
by a caregiver, and time to rest.
See Document 1.6 for an example of a daily care plan as well as a template.
Permission to Occupy document, lease agreement or title deed
If you are running your ECD centre in a building that is owned by yourself or the
NPO, you should have the title deed or a Permission to Occupy (PTO) document
from the tribal authority that owns the property.
But if the property belongs to someone else, and they have allowed you to use
it, you will need a lease agreement. This is a legal document written to establish
the conditions of one party leasing or renting premises from another. The
lease agreement proves that your centre has the permission to use the space
it operates from for a period of time if it is not owned. The agreement should
contain the names and physical addresses of two parties, the lessee (you as the
centre owner/management committee chairperson) and the lessor (the landlord/
owner of the property), as well as terms such as:
• Length of the lease period.
• Rental amount per month.
• What the leased building can be used for.
• How and when the lease can be cancelled.
• Who is responsible for maintenance and payments of rates and other utilities.
Document 1.7 contains a sample lease agreement.
Non-profit organisation registration and constitution
You don’t need to be an NPO to register your ECD centre as a partial care facility.
But, it might be a good idea, especially if you would like to apply for funding from
the DSD because you are serving financially needy families. To find out more

about the benefits of being an NPO and how to go about the registration process,
ask to meet with a community development practitioner from the DSD.
Emergency plans
These are the policies and procedures for dealing with emergencies and
disasters.
• Write them up and visibly display them in your centre.
• Include evacuation procedures in your emergency procedures. These
explain when and how to leave the building in case of a fire or other emergency.
• All staff members should read and understand them and thus know what to
do in an emergency.
• They must be up to date and tested and reviewed regularly through practice
drills with both the children and staff members.
See Document 1.8 for a template and sample emergency plan.
A discipline policy
The norms and standards specify that discipline should be enforced with care and
respect for the child and aim to build character.
Be aware that there is a difference between discipline and punishment, and that
punishment should not be used in an ECD centre. Instead positive discipline
should be encouraged. Positive discipline teaches children how to behave well
without hurting them or making them feel small. Positive discipline also builds
children’s self-confidence by praising good behaviour and showing children how
to do things right.
See Document 1.9 for an example of and template for a discipline policy.
Management structure
This document could strengthen the business plan you’re submitting and
provides information about the team managing the centre (this could mean the
management committee), including who they are (their names) and what they do
for the centre.
See Document 1.10 for a template for an NPO management structure,
which can be applied to centres that are not NPOs.

Approved building plans
A building plan shows a smaller-scale picture of your ECD site on a sheet of

paper. An architect or surveyor can draw up building plans. To determine what the
requirements are for your area, please speak to your local social worker who will
be able to refer you to the relevant municipal department.
Here’s an example of a simple site plan.
Zoning approval
Any piece of land that’s part of a formal municipal integrated development plan will
be zoned, with this zoning indicating what the site may be used for. To use your
site for an ECD centre, special consent is usually required from the municipality. To
determine whether this is required for your area, please speak to your local social
worker who will be able to refer you to the relevant municipal department.
Daily menu
In order to grow and develop, children need the right nutrition. An ECD centre can
play a large role here by ensuring that children are offered a balanced and varied
diet.
See Document 1.11 for a meal plan with recommended portions
for various age groups (from the Western Cape’s Integrated Nutrition
Programme) and a weekly menu plan template.

3
How to prepare for
inspection
The norms and standards are a set of guidelines that social workers from the DSD
use to check whether your site is suitable for caring for children, and how many
children it is suitable for. Environmental health inspectors will also measure the
site against the standards of your local municipality’s by-laws.
Some of the things they will look at are listed below. You can prepare for the
inspection by doing the best you can to meet these requirements.
Safety
The site will be checked for safety. Make sure:

• There is some form of fencing around the whole property to keep the
children in and strangers out. There should be a gate that children can’t open
themselves and that can be locked once the children have arrived.
• The buildings are stable and in a good state of repair.
• The space and all the equipment are safe, clean and well looked after.
• The children are protected from the risk of fire, accidents and other hazards.
Look out for any open water sources, ditches, electrical wires, heat or fire
sources or dangerous objects, and make sure children can’t get near them. If
you use gas for cooking, gas bottles should be kept outside in a cage.
• There is always an adult supervising the children.
General hygiene
Good hygiene is important for protecting children from diseases and illness.
Make sure:
• The premises are clean and tidy inside and outside. Waste should be taken
out of playrooms every day, and waste water disposed of quickly and safely.
The outside area should be free from long grass, debris, litter, stagnant water
and other waste.
• No animals are kept on site, and efforts should be made to remove and

prevent the breeding of pests, such as rats, and parasites.
• The floors have a smooth surface that’s easy to clean.
• Toys for children under two are cleaned and sanitised daily by scrubbing in
warm and soapy water using a brush, rinsing with clean water, submerging in a
sanitising solution for at least two minutes and air dried.
• Bed linen for sleeping is washed at least weekly, and each child has their
own face cloth that’s hanged on its own peg and labelled with the child’s name.
• Sandpits use the appropriate sand, are covered at night, raked once a week
and disinfected when dirty. To disinfect, pour a mild detergent or household
disinfectant over the sand or rake salt through the sand. If contaminated
extensively, the sand must be replaced completely.
Space and ventilation
The amount of space required per child may differ between municipalities, but a
sample guideline is:
• Each child needs 1.5 square metres of inside playing space. You can measure
the space by taking big steps from one wall to the other. Then multiply the
width by the length. Divide by 1.5, and you will know how many children should
be in the room.
5 x 4 = 20 square metres
20 / 1.5 = 13.33
This room is suitable for 13 children

4 big steps
5 big steps
• Each child also ideally needs 2 square metres of outdoor space.

• Make sure there’s enough light and fresh air coming in to the indoor play space
through windows and doors – ideally these should be on opposite sides of the
room to allow the air to flow.
• Allocate different spaces for different activities (reading, dressing up, creative

area, music, etc.) that are easy for the children to see and understand. Create
these spaces using furniture to divide the room and put labels up for the
different areas on the walls.
Drinking water
Children must have access to clean, safe water. If you do not have a pipe with
a tap, water can be treated using approved national health guidelines by adding
one teaspoon of bleach to 25 litres of water. According to DSD regulations, clean
water must be available on every partial care site; EHP guidelines, on the other
hand, specify 10–25 litres per person per day must be made available and stored
hygienically on the premises.
All water containers should be covered at all times.
Toilets
Partial care facilities catering for toddlers must have potties, toilets and
washbasins.
For children up to the age of three years, here are some toilet regulations:
• Where there are no sewerage or ablution facilities, make potties available with
one potty for every five children under three years old.
• Dispose of waste from potties hygienically.
• Clean potties after use and disinfect them in a separate area.
• Have a clearly demarcated nappy-changing area with a surface that can be
easily cleaned. This area must be situated away from the food-preparation area.

For children between the ages of three and six years:
• Where sewerage systems are available, supply one toilet and one hand-
washing basin for every 20 children.
• Where no sewerage facilities are available, put in place an appropriate
alternate toilet system immediately adjacent to the partial care facility;
• Where no washbasins are available, free up one suitable container for every
20 children. Clean and change these containers regularly.
• Make sure all toilets are hygienic and safe, with lid sizes reduced to prevent
children falling in.
• Make sure children are able to use pit latrines, which might mean the pot
size and height must be made smaller. You should be able to open doors from
the outside.
• Make sure children over the age of three are able to reach toilets and hand-
washing facilities, which might mean that you have to use safe steps and seat
converters or junior toilets and hand-wash basins.
• Make adequate toilet paper, soap and towels available at all times.
• Have an adult supervising at all times when children use the toilet.
• Adhere to the local authority regulations, by-laws and health requirements.
Safe storage of harmful items
Any item or liquid that could harm children should be stored out of their reach or
locked away.
Make sure that you:
• Keep medicine, cleaning and any dangerous substances out of reach of
children. These substances include paraffin and gas. Mark them clearly and
keep them in separate, locked or childproof cupboards.
• Keep dangerous objects, materials, sharp instruments and utensils out of
reach of children. Dangerous objects include electric appliances.
• Cover electric plugs.
Refuse disposal
Keeping children away from refuse is important, as it prevents the spread of

disease and pollution, and ensures that the environment remains safe.
• Where possible, ensure that the municipality disposes of refuse. If not, have
a refuse pit that should not be accessible to children; fence it off to ensure
they can’t get in.
• Cover dustbins and other waste areas.
• Disinfect dustbin areas regularly.

Food preparation
If any meals are prepared on site, it is important that this area is safe and clean –
and especially that children are kept out of it.
To meet the norms and standards, make sure that:
• There’s a separate – and clean – area for preparation of food and cleaning
up.
• There’s an area for serving food to children.
• There’s a fridge or other cooling options available if you have perishable food
– otherwise perishable food should be bought on the day it is to be used.
• The food area is out of reach of children.
• There’s clean water and cleaning agents for washing up. Hot water is ideal
for proper cleaning.
• Food is stored in sealed containers before serving or served immediately after
preparation.
If there are children under two years of age, make sure that:
• There’s a special area for the preparation and cleaning of bottles.
• Proper facilities are available for storing milk and other foods. Milk should be
stored at temperatures not exceeding 5 degrees and monitored daily, or bottles
should only be prepared as needed.
• Used bottles are sterilised using approved methods or sent home for
sterilisation, and enough extra bottles are provided to prevent re-using bottles
without sterilisation.
Separation of age groups
For children to get the right care and attention, it’s important that they are divided
into smaller groups. Children should be separated into different age groups:
• 0–18 months
• 18 months–3 years
• 3–4 years
• 4–6 years
If there are children who come for aftercare from school, they need to be kept
separate from the 0–5 year olds.
Separate outdoor areas for different ages are ideal. If this is not possible, different
groups of children should rotate the use of the outdoor areas using a daily
programme.

Care for sick children
You and your staff members must know how to identify children who are ill and
be able to refer them to the right health services. Ideally, you and your team
should attend an accredited health and first aid training course or be trained by
the local clinic.
When a child is ill, adhere to the following procedure:
• Identify the ill child and report the illness or problem to the parents, caregivers
or family as soon as possible.
• Take the ill child to the sick bay or any safe place or room where they can be
attended to.
• Immediately isolate any child assessed to have an infectious disease
(measles, chickenpox, etc.) from other children and refer them to the nearest
hospital or clinic for further assessment and treatment.
• If a child is on prescribed medication, give them medication as instructed by
the parents.
• Take a child to the nearest hospital or clinic for treatment and appropriate
referral when there is an emergency.
Keep copies of the following records in each child’s file and update them
regularly:
• Immunisation programme/schedule and Vitamin A record (copy of Road to
Health Booklet).
• Personal and medical history.
Also keep a register of health incidents and accidents occurring at the centre.
See Document 2.1 for an accident/incident register template.
See Document 2.2 for a medical history template.
Health care policies
Put in place policies and procedures relating to the health care of children while
they are at your partial care facility. These policies and procedures should cover
the following:
• How to recognise sick children.
• How medication will be kept safe.
• Procedures for dealing with children who are ill.
• Guidelines for preventing the spread of diseases.
See Document 2.3 for an example of a health, illness and hygiene policy.
See Document 2.4 for a template to record medicine given to children.

Disabilities
If there are any children living with disabilities attending your site, you must
ensure that:
• It is accessible to them – for example, there must be wheelchair ramps for
children with wheelchairs or toilets that are suitable for people with disabilities.
• Available equipment and the daily programme are suitable to their needs.
• Your staff members have been trained to take care of the special needs of
these children.
Emergency plans
It is important to plan for emergencies and make sure that staff members and
children are aware of how to behave in the event of an emergency.
• Put in place an emergency plan, including evacuation procedures, and keep it
up to date. Regularly test and review it.
• Visibly display emergency procedures with relevant contact details, including
the fire brigade, police, ambulance, clinic, hospital, doctor and outbreak
response, etc.
• Train your staff members to deal with emergencies.
• Make the children aware of emergency procedures.
Transport
If your ECD centre arranges transport for the children, you have to have a
transport policy in place. This policy aims to ensure safe transport. Visibly display
your centre’s transport policy to make parents aware of the guidelines for safe
transport.
See Document 2.5 for an example of a transport policy.
Records and registers
Certain records and registers are required to show good management of the
facility.
Register of children’s details
Capture basic information about each child when they apply to attend the centre,
including:
• Full name, gender, date of birth and ID number.
• Names, addresses and contact numbers of parents, caregivers and family
members.

• Date of admission and discharge.
• Any disability, chronic medical condition or dietary requirement and any other
information critical for the care and development of the child.
• Any period of absence from the partial care facility.
See Document 2.6 for a template form to capture these basic details.
Children’s files
In addition to the register of children’s details, keep a separate file for each child,
including:
• Any relevant documents received at admission.
• Any document or correspondence relating to the child.
• Reports or notes on any developmental delay or disability with reference to any
possible deviation from normal age-related development.
• Reports or notes on any irregular behaviour pattern that must be reported to
the parent or caregiver.
• Reports and notes on any injury observed during daily care, including any
observations that may relate to possible abuse of the child.
Disciplinary register
Record and keep a register of disciplinary actions taken that includes the name of
the child, the nature of behaviour in respect to which discipline was imposed, and
the nature of the disciplinary measure.
Quarterly progress reports
Compile and give parents/caregivers quarterly reports describing progress and any
developmental issues. Keep copies of these reports.
Staff files and attendance record
Keep a file for every staff member. It should contain their basic details, evidence
of their qualifications and clearance certificates as well as a record of their daily
attendance.

Appendix 1: Application
documents
1.1 Application checklist

Use this list to make sure you have included everything required for the
application. The last two documents (1.10 and 1.11) on this list are not required
but could make your application stronger if you include them.
1.2 Form 11 – Application form for partial care registration

Complete carefully and fill out all details.
1.3 Business plan

Complete all sections of this template carefully.
1.4
Application form for clearance from Part B of the National Child
Protection Register – Forms 29 and 30
Complete Form 29 for every staff member and volunteer at the site. Complete
Form 30 for yourself (committee chairperson or owner of the site). Include
certified copies of ID documents.
1.5 Attendance register template

Keep a blank copy of this template on file and make copies for use in your centre
as you need them. One copy would be required for each class for every month. A
copy of the past month’s attendance should be included with your application.
1.6 Daily care plan

Use the sample daily care plan, and adapt it to suit different age groups using the
daily routine template. Keep a blank copy of the template on file and make copies
as and when needed.

1.7 Lease agreement
An example of a lease agreement – only required if you are renting the space,
otherwise include title deeds or a PTO document.
1.8 Emergency plan

Use this template, fill in the local contact numbers for emergency services and
choose your own assembly points.
1.9 Discipline policy

Use this discipline policy template and change it to suit the needs of your centre.
1.10 Management structure

Use this management structure template and change it to reflect that of your
facility.
1.11 Daily menu

Guidelines on balanced meals, portion sizes for different age groups, and an
example of a two-week menu plan. Keep a blank copy of the menu plan template
on file, so that you can update it as your menu changes.

1.1 Application checklist
Check
Form 11
Business plan including:
Fee structure
Operating hours
Staff composition
A description of the contents of the programmes and services to be offered, including the
aims and objectives.
Certificates of qualifications or education level – applicant/supervisor and staff members
Clearance certificates in terms of Part B of the Child Protection Register (or evidence of
application)
Police clearance certificates* (all staff members and applicant)
Affidavits confirming no sexual offences* (all staff members and applicant)
Certified ID copies or work permit (all staff members and applicant)
Attendance register – current month
Daily care plan
Permission to Occupy/lease agreement/title deeds for property
Constitution containing:
Name of partial care facility
Type or types of services to be provided
Composition, powers and duties of management
Powers, obligations and undertaking of management to delegate authority to the head of
the partial care facility
Procedure for amending constitution
Commitment to ensure compliance with the norms and standards
Please also include the following if available:
Non-profit organisation certificate
Health certificate
Emergency plan
Discipline policy
Management structure
Copy of approved building plans or a copy of the plans submitted for approval if still under
consideration
Correct zoning approval where applicable
Menu
* Until such time as the Sex Offenders Register operated by the Department of Justice and Correctional
Affairs is operational, at which point a clearance certificate from this register will be required.

1.2 Form 11 - Application form for partial care registration (see overleaf)

FORM 11
APPLICATION FOR THE REGISTRATION / CONDITIONAL REGISTRATION /
RENEWAL OF REGISTRATION / REINSTATEMENT OF A PARTIAL CARE FACILITY
(* DELETE WHICH IS NOT APPLICABLE)
(Regulation 14)
[SECTION 81 OTHE CHILDREN’S ACT 38 OF 2005]
(A) NATURE OF APPLICATION
This is an application in respect of:
A crèche, providing partial care for children from birth to an age of 3 years
An educare centre, providing partial care for children from 3 years until school going age
An after school centre, providing partial care for children attending a primary or secondary school
A private hostel, providing partial care for children attending a primary or secondary school
A temporary respite care facility, providing temporary full-time partial care during the temporary
absence of their parents or a parent or care-giver of a child
A place of care providing partial care for children with disabilities who require a high level of support
(Indicate the partial care facility or facilities in respect of which application is made)
(B) PARTICULARS OF APPLICATION
Name of partial care facility: _____________________________________________________
Physical address:______________________________________________________________
____________________________________________________________________________
Postal address: _______________________________________________________________
___________________________________________________ Postal code: ______________
Name of person or body who manages the partial care facility or who wishes to establish it:
_____________________________________________________________________________
Physical address of person or body: _______________________________________________
_____________________________________________________________________________
Telephone : _________________________ Cell phone: _______________________________
Fax number: _________________________ E-mail: ___________________________________
The number of children that will be accommodated in each category of partial care in respect of which application
is made: ________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
(C) SUPPORTING DOCUMENTS
The following supporting documents must accompany the application:
 An exposition of the prescribed or other skills with supporting documents of the applicant or manager of
the partial care facility including a copy of any qualification which would enhance partial care of children;
 A report by a social service professional on the viability of the application as prescribed by section
81(1)(c) of the Act;
 a business plan containing the information prescribed by regulation 14(4)(a);
 the constitution containing the information prescribed by regulation 14(4)(b);
 an original copy of the approved plans or a copy of the plans that has been submitted for approval if the
application for the approval of the plans is still under consideration
 the emergency plan; and
 clearance certificates that the name of the applicant and the names of all staff members do not appear
in the National Register for Sex Offenders established by Chapter 6 of the Criminal Law (Sexual
Offences and Related Matters) Amendment Act 32 of 2007 and in Part B of the National Child Protection
Register established by Part 2 of Chapter 7 of the Act;
(D) GENERAL REMARKS
Any additional remarks by the applicant in support of the application: ________________________
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________
I certify that the above-mentioned particulars are, to the best of my knowledge, true and correct.
____________________________ _________________________ _______________

SIGNATURE OF APPLICANT CAPACITY DATE
1.3 Business plan for partial care registration
ECD centre name:
Service profile
Name of partial care facility:
District municipality Local municipality Ward
Physical/street address Postal address
Telephone number Fax number
E-mail address:
Who is providing the service? Non-profit Community-based Private owner Other
organisation organisation
The nearest primary school is:
The nearest clinic is:
1. Purpose of the programme
Describe what the service wants to achieve in broad terms, including the vision and mission.

2. Origins and development:
Describe the history of the service, giving the background, how you determined that there is a need for
a service of this nature and when it was identified.
3. Target beneficiaries
• Who are the target beneficiaries of your service and which areas do they come from?

• Children enrolled
Children Gender Population group

Disability
Age group at 1 January Male Female African White Indian Coloured
0–18 months
19 months–35 months
3–4 years
4–5 years
5–6 years (Grade R)
After-school care
Minimum age
Maximum age
Comments on any children

with special needs who have
been admitted:
4. Business hours of the partial care facility
The centre is open during the following hours:

Opening time:
Closing time:
It is open on the following days of the week: Mon Tues Wed Thurs Fri Sat Sun
During school holidays, the centre is: Open Closed
5. Financials
• The fee structure

Parents or guardians are charged fees according to the following structure:
Full day Half day Aftercare Other

• Other sources of income
Category Amount per month (R)
• Expected monthly expenses
Category Amount per month (R)
• Sustainability plan
How will this centre continue to run? Are there any plans to source or generate other income?

28
6. Staff composition
1 2 3 4 5 6
Staff member name
ID number
Contact number
Race
Gender
Main position (i.e. supervisor, teacher

(3–5 yrs), carer (0–2 yrs), assistant,
cook, cleaner)
Highest level of school education
Formal ECD qualification – (NQF Level

1,4,5,6/Degree) Enrolled Complete Enrolled Complete Enrolled Complete Enrolled Complete Enrolled Complete Enrolled Complete
At which training institute was formal
ECD qualification obtained?
Number of days of ECD programme
skills training attended?
At which training institute was
INFORMATION FOR CENTRES APPLYING FOR PARTIAL CARE REGISTRATION

programme skills training completed?
Remuneration (R/month)
Years of experience in ECD
Start date at organisation
Fulltime/part-time
Willing to be trained
CPR clearance certificate available?

7. Management committee structure
Does your partial care facility have a management committee?
YES NO UNDER ESTABLISHMENT
Does your partial care facility have a constitution? YES NO
Role/ position in
Contact number
(management)
Name of the
committee
ID number
attended
member
Training
Gender
Race
8. Nutrition
Is there a weekly menu? YES NO
Indicate which meals are provided and by whom?
Meals ECD centre Parent/caregiver of Other (specify)

child
Breakfast
Morning snack
Lunch
Afternoon snack
Compiled by: Signature
Capacity:
Second signatory’s name: Signature:
Capacity: Date:

1.4 Application form for clearance from Part B of the National Child
Protection Register (Form 29 & 30) (see overleaf)

34
Monthly class attendance ECD centre:
Teacher: Month: Class: Year:
Enter: U = Unexcused absent, E = Excused absent, or P = Present TOTALS

Child’s Name
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 U E P
1
10
11
12
13
14
1.5 Monthly attendance register template
15
16
17
INFORMATION FOR CENTRES APPLYING FOR PARTIAL CARE REGISTRATION

18
19
20
21
22
23
24
25
26
27
28
29
30
1.6 Daily care plan
Example of a daily programme for a full day
7:30–8:00 Children arrive and start activities in their classrooms
8:00–8:15 Greeting time
8:15–9:30 Free play time
9:30–9:45 Tidy-up time and toilet routine
9:45–10:00 Snack time
10:00–10:20 Whole class – alternate with language/storytime
10:20–11:45 Free play time: indoors and outdoors
11:45–12:00 Tidy-up time, toilet routine
12:00–12:45 Lunch time
12:45–14:00 Sleep/rest time – quiet, supervised activities such as reading, puzzles
14:00–15:00 Free play time, toilet routine
15:00–15:15 Snack time
15:15–15:30 Games, singing, exercises, finger plays, rhymes or stories
15:30–16:30 Free play time: indoors and outdoors, supervised activities
16:30–17:00 Pack away belongings, read books or draw until parents arrive
The above example courtesy of TREE: www.tree-ecd.co.za

Daily routine
ECD centre name:

Age group:
Time Activity
Note: Think about how long children can concentrate for each age group to identify how long each activity
should last.
Activities might include: Breakfast, morning ring, free play, outside play, snack time, story-time, movement
ring, creative time, toilet and wash-up, lunch, inside play, sleep/rest and tidy-up time.

1.7 Lease agreement template
CONTRACT OF LEASE
BETWEEN
(LESSOR)
AND
(LESSEE)
I.D. NO.
IN RESPECT OF THE PROPERTY:

1. The Lessor hereby lets and the Lessee hires certain Premises and, if applicable, furniture as per attached
inventory being:
2. The tenancy shall be for a period of months, commencing on the day of

20 and terminating at 12 noon on the day of 20 .
The rent shall be the sum of R payable monthly in advance WITHOUT DEDUCTION, on the
FIRST day of each and every month at the office of Lessor or at another agreed upon location, failing
which the lessor shall have the right to cancel this contract forthwith at his discretion and enter into
possession of the property hereby let.
Notwithstanding the above, any increase of rent or rent granted in terms of the Rents Act shall be payable
by the Lessee from the date on which such determination is applicable, whether or not the Lessor has
claimed the correct rental timeously. Likewise, any lifting of Rent Control applicable to this property shall
entitle the Lessor to increase the rental upon giving the Lessee two months notice of such increase.
3. TERMINATION OF LEASE. Should either party to this agreement wish to terminate it at the expiration
of this Lease, s/he shall give two clear calendar months notice to do so, otherwise the tenancy shall be
continued on a monthly basis on the same terms and conditions. Such notice shall be served by the
Lessee by registered post or by hand not later than 12 noon on the last day of the second last month
prior to that during which the property is to be vacated. The Lessee shall vacate the premises before
12 noon on the last day of the notice period. Any notice not given by registered post or by hand shall
at the discretion of the Lessor be invalid. Any notice required by the Lessor in terms of this lease shall
be deemed to have been served if forwarded to the leased Premises by prepaid post or by hand. The
Lessee chooses as his/her domicilium citandi et executandi the leased Premises for all purposes in
connection with this Lease.
4. PAYMENT. Cheques presented in respect of payment of rental shall clearly state the period of which
such rent is being paid and the address of the premises in respect of which such amount is tendered.
Any cash remitted by mail, registered cover or otherwise, will be at the Lessee’s risk and neither the
Lessor nor his Agents will be responsible for any loss resulting from any cause whatsoever in respect of
monies transmitted. Should the Lessee deposit the rental into the Lessor’s banking account, then a
copy of the deposit slip must be kept on file.
The Lessor’s bank details are as follows:

Bank:
Branch Code:
Account Number:
5. MAINTENANCE. The Lessee shall inspect the premises and within seven days of the commencement
of this Lease, make a written report to the Lessor of the nature of any defects, failing which s/he shall
be deemed to have acknowledged that the Premises and its contents are in good repair and condition.
The Lessee shall maintain and keep in good repair and condition the inside of the Premises, which shall
include all electrical installations, wall plugs, light points, light shades, windows, window catches, water
taps, pipes, door handles, door locks, floor or fitted carpets and sanitary appliances, etc. S/he shall keep
the drain free of obstruction. At the expiration of his tenancy, the Lessee shall re-deliver the Premises,
and its contents to the Lessor in a good clean order and condition and shall at his/her own cost and
charge replace any of the aforementioned articles which may be missing, damaged or broken. If, during
the currency of the tenancy any repairs or re-painting have to be effected to any portion of the inside
of the said premises or to anything contained therein or any replacements have to be made, it shall be
obligatory for the Lessee to bear the cost thereof. The Lessor reserves the right to effect such repairs or
re-painting at the expense of the Lessee and to reclaim the cost thereof. The Lessee shall be liable for
all damage caused by neglect or omission of him or herself, the staff, children and visitors. No alterations

to colour scheme, or additions or improvements to the leased Premises whether structural or otherwise
shall be effected by the Lessee without consent in writing of the Lessor. No carpets shall be fitted.
Under no circumstances shall the Lessor be liable to compensate the Lessee for any alterations, repairs,
improvements or additions to the leased Premises. The Lessor shall keep the outside of the property in
good repair. The Lessee shall be responsible for the care and maintenance of the garden and grounds of
the property hereby let and shall be obliged to keep all lawns properly cut, hedges trimmed, and bushes
and shrubs duly pruned and sprayed at the appropriate season. Should the Lessee fail to comply with this
condition the Lessor shall have the right from time to time to employ a gardening or pool contractor to give
effect to have these provisions at the expense of the Lessee.
6. ACCESS TO PREMISES. The Lessor, his/her Agents, intending purchasers or prospective tenants shall
have the right of inspection at all times and the Lessor shall have the right without compensation to the
Lessee to suspend the operation of any services upon which repairs are being effected, and the Lessor’s
workers the right of access during working hours for the purpose of effecting repairs. The Lessee shall at
all times during the last three months of his/her tenancy allow prospective tenants to view the premises
and shall also permit “To let” or “ For sale” notices to be affixed and to remain affixed thereto.
7. DESTRUCTION OF PREMISES. If the Premises or any building of which they form part are destroyed
by fire, or the elements, or by any means whatsoever, with the result that the Premises or such building
is rendered unfit for occupation, then the tenancy shall terminate upon the happening of that event, and
rent shall be payable up to the date. Neither party shall have any claim against the other in respect of such
premature termination of the tenancy unless such destruction is due to some act of negligence on the
part of the Lessee or any person under his/her authority, in which case the Lessor shall, notwithstanding
anything to the contrary aforesaid, be entitled to all his/her rights under this Lease and at common law.
If the destruction is not sufficiently serious to prevent beneficial occupation of the premises, or any
building of which they may form a part, the necessary repairs shall be expeditiously effected and the
Lessee shall not have claim against the Lessor for any loss or inconvenience suffered by the Lessee in
consequence thereof. The Lessor shall not be responsible for any loss or damage caused to any goods
used or stored in the premises hereby let howsoever any such damage or loss shall have been caused.
The Lessor shall not be liable for injury to the Lessee or his/her employees, clients or visitors whilst on
the premises irrespective of the cause of such injury.
8. INSURANCE. The Lessee of uncontrolled premises shall be required to insure his/her furniture and
other movables contained in the premises hereby let through his/her own insurance.
9. RESTRICTIONS ON USE OF PREMISES. No external TV, radio or other aerials may be fixed to the
building without the owner’s written permission. The Lessee shall not use or permit the premises hereby
leased to be used for any illegal or improper purposes, nor shall the Lessee or his/her employees do or
permit any act or anything which may be or become any annoyance or cause damage or disturbance
to the Lessor or the occupiers of adjoining premises, nor shall the Lessee do any act or anything that
may endanger or damage the building of the Lessor or any part thereof, or prejudice the fire insurance
thereof. The Lessee shall duly observe al Municipal and Government laws, rules and regulations and
all third party rights in respect of the Premises. The Lessee shall not permit anything to be done to the
building nor bring, or keep anything therein which will increase the rate of or affect fire insurance on the
building or property kept therein. No sign, advertisement or notice shall be painted, affixed or hung upon
any part of the premises without the written approval of the Lessor. No auction sales shall be held on
the premises without the written consent of the Lessor or his/her Agents. No musical instruments, TV
or radio shall be played after 11 p.m. except at the discretion of the Lessor. The Premises shall be used
as an ECD centre only and no other activity may be conducted therein without written consent of
the Lessor. No dogs or cats shall be allowed on the premises.
10. SERVICES. The Lessee agrees to pay for all water, refuse removal, sewerage and service charges where

applicable as reckoned by the authorities, and to pay all electricity and telephone accounts, including
rental charges, during the period of his/her tenancy. The Lessee shall supply and maintain in good order
at all times at his/her own expense a refuse bin as approved by the City Council/local municipality.
11. BREACH OF CONTRACT. The Lessor shall not be responsible to the Lessee for the non-observance
of the provisions of this Lease by any other tenant. Any breach by the Lessee of any of the terms
or conditions of this Lease shall entitle the Lessor to terminate the Lease forthwith at his/her
discretion. In the event of such termination, the Lessee shall give up possession immediately as and
when required without prejudice to any claim the Lessor may have against the Lessee for rent, damage
or otherwise. No concession or any other indulgence that may be granted by the Lessor to the Lessee
whether in respect of time for payment of rental or otherwise in regard to the terms and conditions of
this Lease, shall be deemed to be a waiver or estoppel of or effect, prejudice or derogate from the rights
of the Lessor under this Lease. In the event of the Lessor deeming it necessary to cancel the Lease in
terms of this clause the Lessee shall be responsible for the rent of the premises hereby let until such
premises shall have been relet to another tenant approved by the Lessor.
12. SUBLETTING. Without the consent in writing of the Lessor first had and obtained, the Lessee shall not
cede or assign this Lease nor sublet the whole or part of the leased premises nor may any person reside
or occupy the whole or part of the leased premises other than the Lessee.
13. RATES & TAXES. The Lessor shall pay all rates and taxes which may become due and payable on the
said property during the term of this lease, with the exception of any rates specially levied upon tenants.
14. DEPOSIT. A deposit in the sum of R ________________ shall be paid at the signing of this Lease in
respect of damage of the premises, loss of keys and outstanding rental and accounts. Such deposit at
the discretion of the Lessor becomes forfeit in the case of breach of contract by the Lessee. The deposit
shall be returned at the end of the occupancy of the premises subject to all outstanding accounts related
to the premises let, having been paid, and after inspection of the premises by the Lessor, his/her Agent
or the new Lessee. In the event of damage, destruction or loss to the said property, such monies as are
deemed necessary to restore the property to a condition acceptable to the Lessor may be withheld. The
Lessee is not permitted to deduct the deposit from the rental due for the final, or any other month.
The Lessor reserves the right to call for an additional deposit to bring the total deposit into line with the
monthly rental at any time.
15. LEGAL COSTS. In the event of the Lessor instituting action against the Lessee due to the Lessee’s
default in any of his obligations in terms of this Lease, the Lessee shall be responsible for all legal costs
on an attorney/client basis including, but not limited to, the cost of issuing summons, taking judgement,
collection commission, correspondence and attendance. The cost of preparing this lease and the stamps
thereon shall be paid for by the Lessee.
16. Should the leased premises not be ready for occupation by the Lessee upon commencement date by
reason of:
a. building operations not having been completed; or

b. the failure of the previous tenant to vacate; or
c. any other clause whatsoever; then the Lessee shall have no claim for cancellation of this Lease
or damages or other right of action against the landlord and will take occupation of the Leased
premises upon the date upon which it is ready (and which date shall in the event of a dispute be
determined by the landlord’s architects whose determination in regard thereto shall be final and
binding), subject to a pro rata reduction in rent for the period from the commencement date to the
date upon which the premises are ready for occupation. Should the Lessee take occupation of
the leased Premises before the commencement date the Lessee shall pay the Landlord a pro rata
rental for such period.

THIS WRITTEN LEASE CONSTITUTES THE ONLY CONTRACT BETWEEN LESSOR AND LESSEE IN RESPECT
OF THE TENANCY OF THE ABOVE PREMISES. NO VARIATION MAY BE MADE UNLESS REDUCED TO
WRITING AND SIGNED BY BOTH PARTIES. THE LESSOR SHALL NOT BE BOUND TO THIS LEASE UNTIL
AND UNLESS IT SHALL HAVE BEEN SIGNED BY HIM OR HIS AGENTS.
Dated at this day of 20
Witnesses:
1.
Lessee
2.
Lessor/Authorised agent
Business address Tel
Present home address Tel
Insurance Co
Type/s of policy
ADDITIONAL CLAUSES/INVENTORY

1.8 Emergency plan
Accident and emergency policy
Accidents and injuries
Any accident, injury, bites, knocks to head or incident where treatment is applied while the child is at the
centre must be recorded on the day it happened. The family of the child/children must be informed.
In a medical emergency or an accident that results in an injury the following procedure should be followed:
• The child must be stabilised and comforted as much as possible.

• The staff remaining at the school must contact the child’s parent/guardian immediately.
Ambulance services must be called if needed on this number:________________________ or use the

National Cell Phone Emergency number: 112
• An adult must remain with the class if the affected child is transported to a hospital and if the parents have
not arrived an adult should accompany the child.
Fire
• No candles or open flames should be burned.

• Heaters must be used only whilst an adult is in the room and should always be checked to ensure that
there is nothing nearby that might catch fire.
• The stove should never be left on and unattended.
Should there be a fire:
• The fire extinguisher should be used to put out any manageable flames by an adult whilst another adult
is alerted.
• The alerted adult should sound an alarm and lead the children out of the building.
• The exits used will be:
• Confine the fire by closing doors as you exit.
• The assembly point will be:
The fire department should be called if necessary on this number or use the
National Cell Phone Emergency number: 112
Bomb threats
• Stay calm and get as much information as possible from the threatening caller
Call the police on: or National Cell Phone Emergency number: 112
• Follow instructions from the police.

Suspicious behaviour or active shooters
• Do not confront the person

• If possible, keep children inside a locked classroom away from windows
Call the police on: or National Cell Phone Emergency number: 112
• Do not unlock the door to see what is happening
• Only leave the room when police have arrived and told you what to do.
Flooding
• Move all children and staff away from the building to a safe area, this area will usually be
.
• If the flooding is caused by a burst municipal pipe, call the municipal water services on:
• If the flooding is caused by internal pipes, call a local plumber on: __________________________
• If the flooding is due to a large storm, and is widespread, you may need to call disaster management on:
.
Gas leaks or spills of hazardous material
If a strong smell of leaking gas is noticed or a spill of a potentially harmful material, the following steps
should be taken:
• Do not touch light switches or any other electrical equipment.

• Do not use cellphones in the area of the spill.
• Evacuate everyone from the area of the leak or spill and try to contain it by closing doors where possible.
• If the leak or spill is severe you may need to call the National Cell Phone Emergency number: 112
Attendance calls and communication
The attendance register and list of emergency contacts for each child should be kept in a file that is easily
accessible and can be moved.
If any evacuation needs to take place, each staff member should take their attendance file with them.
• Once at the emergency assembly point, an attendance call should be taken to ensure that all children and
staff are accounted for.
• If you are unable to re-enter the building, the children’s emergency contacts must be notified to collect
them immediately. Children should remain under staff supevision until they have been collected by a
guardian.
Practice drills and training
All staff should be aware of the emergency policies and training must be given to them when they begin
employment.
A practice evacuation drill should be practised each term and the children taught to stay calm and follow
instructions from an adult.

1.9 Discipline policy
ECD centre name:
Discipline policy
Our centre aims to create an environment where:
To do this we encourage the staff to:
The form of discipline we encourage is:
The following methods of discipline will never be used in our centre:
Our policy on biting and other aggressive behaviour is:

ABC Educare and Pre-School
Example of discipline policy
Our centre aims to create an environment where we have a culture of mutual respect and love among
our staff and children.
To do this we encourage the staff to commit to keeping a high level of discipline. Children will be treated
firmly, but always with kindness and respect. These are values we want the children to learn and we
encourage parents to reinforce these values at home. If a teacher is concerned about any aspect of a
child’s development, including the child’s home and family life, the parents will be quietly and privately
approached.
The form of discipline we encourage is:
• Use positive guidance to help children.

• Every effort should be made to see potential problems before they happen and prevent them from taking
place. There are times when problems emerge. For example, if there are too few toys, staff should be
aware of this and deal with them by distracting the children or providing alternative activities.
• Set reasonable limits for children’s behaviour and ensure that reasons are given for these, so that children
understand why they should not do certain things.
• Children learn to respect themselves and one another if they see adults behaving respectfully towards
everyone. Staff members are, therefore, expected to model this behaviour to children.
The following methods of discipline will never be used in our centre:
• Children will never be punished physically by hitting, smacking, slapping, kicking or pinching.
• No one will threaten to physically punish a child.
Our policy on biting and aggressive behaviour is:
Biting and other aggressive behaviour such as hitting, kicking, pinching and pushing is quite common in
young children. In order for children at our centre to remain safe and enjoy their school environment it is
essential that this kind of behaviour is dealt with seriously and straight away.
Parents and staff are all encouraged to:
• Set out rules which let children know that biting and aggressive behaviour are not acceptable. Make sure
all children understand these rules and ensure consistency in maintaining them.
• Teach the children to find other ways of communicating their frustration. Encourage them to speak to the
teacher rather than acting out in anger.
• Model appropriate behaviour in the school and home environment. If there is aggression from adult role
models, it will be very difficult for the children not to imitate this.

1.10 Management structure
ECD centre name:
This centre is operated under a non-profit voluntary association as set out in the attached constitution.
The powers of management have been given to a management committee/board, which looks like this:
CHAIRPERSON
Name:
ID:
Tel:
Address:
SECRETARY
Name:
ID:
Tel:
Address:
TREASURER
Name:
ID:
Tel:
Address:
VICE-CHAIRPERSON
Name:
ID:
Tel:
Address:
Name:
ID:
Tel:
Address:
Name:
ID:
Tel:
Address:

1.11 Menu guidelines and sample menu
Meal Plan with recommended serving portions
Food Item 6–8 Months 9–11 Months 1–3 Years 4–6 Years
Daily milk allowance 800ml 500–600ml 500ml 500ml
Breakfast
Soft porridge 2–4 tablespoons ¼ teacup ½–¾ teacup 1 teacup
Milk 1–2 tablespoons 2–4 tablespoons /3 teacup
1
/3 teacup
1
Sugar None None 2 teaspoons 2 teaspoons

Mid-morning snack
Brown bread Brown bread ½ slice with ½ slice with 1 slice with
filling filling filling
Margarine 1 teaspoon ½ teaspoon 1 teaspoon
Rooibos tea/Milk ½ teacup ½ teacup 2/3 teacup
Sugar
Lunch
Finely minced meat, 1–2 1–2 tablespoons 1–3 tablespoons 4–6 tablespoons
chicken, liver, fish or tablespoons
mashed legumes
Starch 1–2 2–4 teaspoonfuls ½ teacup ½ teacup
tablespoons
Well-cooked mashed 1–2 2–4 teaspoons 1–3 tablespoons ½ teacup
vegetables tablespoons
A little egg An egg can be An egg can be An egg can be
yolk can be substituted for substituted for substituted for
mixed into the meat, chicken meat, chicken meat, chicken
vegetables liver or fish (1x/ liver or fish liver or fish
(1-2x/week) week) (1x/week) (1x/week)
Afternoon snack
Fruit juice ¼ teacup ¼–½ teacup ½ teacup 1 teacup
undiluted fruit undiluted fruit undiluted fruit undiluted fruit
juice OR soft, juice OR ¼ soft juice OR ½ small juice OR 1 small
mashed fruit fruit or ¼ large soft or ½ large soft
fruit fruit
Brown bread ½ slice with ½ slice with 1 slice with
filling filling filling
Margarine 1 teaspoon 1 teaspoon 1 teaspoon
Rooibos tea/Milk ½ teacup ½ teacup ½ teacup

Example of a cycle menu
Meal Monday Tuesday Wednesday Thursday Friday

Week 1
Breakfast Maize-meal Oats porridge Matabela Maize–meal Oats porridge
porridge porridge porridge
Milk Milk Milk Milk Milk

Sugar Sugar Sugar Sugar Sugar
Mid-morning Brown bread Brown bread Brown bread Brown bread Brown bread with
snack with marmite with egg with cheese with fish paste peanut butter
Margarine Margarine Margarine Margarine Margarine
Milk/Rooibos tea Milk/Rooibos tea Milk/Rooibos tea Milk/Rooibos tea Milk/Rooibos tea
Midday meal Beef stew Savoury mince Chicken liver Tasty fish dish Samp and beans
Maize rice Stiff maize-meal Samp Maize rice Stewed cabbage
porridge
Pumpkin and Cabbage and Mixed Pumpkin Tomato wedges
peas carrot salad vegetables
Afternoon Banana Apple Orange Banana Apple
snack Brown bread Brown bread Brown bread Brown bread Brown bread
Jam Peanut Butter Jam Peanut Butter Jam
Week 2
Breakfast Maize-meal Oats porridge Matabela Maize–meal Oats porridge
porridge porridge porridge
Milk Milk Milk Milk Milk

Sugar Sugar Sugar Sugar Sugar
Mid-morning Brown bread Brown bread Brown bread Brown bread Brown bread with
snack with marmite with egg with cheese with fish paste peanut butter
Margarine Margarine Margarine Margarine Margarine
Milk/Rooibos tea Milk/Rooibos tea Milk/Rooibos tea Milk/Rooibos tea Milk/Rooibos tea
Midday meal Stiff maize-meal Savoury fish Mince Chicken liver Dry bean and
porridge/Rice stew vegetable stew
Samp/Rice Mash Stiff maize-meal Samp
porridge
Tomato and Beetroot Stewed carrots Pumpkin Fruit in season
onion smoor
Fruit afternoon Banana Apple Orange Banana Apple
snack Brown bread Brown bread Brown bread Brown bread Brown bread
Jam Peanut butter Jam Peanut butter Jam

Weekly menu plan
ECD centre name:

Term:
Week:
Meal Monday Tuesday Wednesday Thursday Friday
Breakfast
Mid-morning
snack
Lunch
Afternoon
snack
NOTE: We try to ensure children are eating a balanced diet which includes protein, starch, fruit, green
and yellow vegetables and calcium.
Protein: Fish, chicken, egg, red meat, soya, lentils, peanut butter
Green vegetables: Spinach, baby marrows, cabbage, beans
Fruit: Apples, oranges, bananas, melons
Starch: Maize, potatoes, pasta, bread, rice, porridge
Yellow vegetables: Carrots, butternut, pumpkin
Calcium: Milk, cheese, yoghurt, maas
If parents provide snacks, we encourage you not to send chips, sweets and biscuits as snacks but rather to
choose healthy options from the list above.

Appendix 2: Policies
and registers – not for
application
This section contains documents that do not need to be submitted with your
application. They are templates for policies and registers that should be kept on
file at your ECD site to show good management practices.
2.1 Accident and incident register template

Use this form as a template for creating an incident file. Keep a blank copy on file
and copy it when necessary.
2.2 Personal and medical history form template

Use this form when children apply to come to your centre. Keep a blank copy on
file and copy it when necessary.
2.3 Health, illness and hygiene policy example

Use this sample policy to create your own. Keep it on file.
2.4 Medicine administration template

Use this form to record medication (amounts, times given, etc.) given to a child
on the parents’ request. Keep a blank copy on file and copy it when necessary.
2.5 Transport policy example

You are only required to submit your own transport policy if your facility arranges
transport for children. Use this sample, and adapt it to reflect your rules and
regulations regarding transport. Even if your centre does not arrange transport,
visibly display the policy to remind parents of what they need to be looking for
when they choose transport providers.
2.6 Child admission form template

Use this form when children apply to come to your centre. Keep a blank copy on
file and copy it when necessary.

2.1 Accident and incident register template
ECD centre name:

Incident report form
Please complete and make two copies.

The original form should be filed in an incident file; one copy to parents; one copy in
the child’s file
Name of the child: Date of the incident:
Description of the accident/injury/incident:
When did it happen?
Where did it happen?
Who witnessed the accident/injury/incident?
Was any blood present? How much blood?
Where was the blood?
What was done for the child? (first aid

treatment)
Is any further medical attention needed?
When was the parent notified?
When did the parent collect the child?
What advice was given to the parent?
Who was in charge when the incident

occurred?
What can be done to prevent such an

incident in future?
Signature and date – Staff member
Signature and date – Parent

2.2 Personal and medical history form template
ECD centre name:
Personal and medical history
Child’s name:
Medical information
Doctor’s name:
Telephone no.:
Address:
Emergency information
Person(s) to contact if parents are unavailable:
Name Name
Telephone number Telephone number
Cellphone number Cellphone number
Relationship to Relationship to
child child
Health
Does your child have:
Frequent colds (Explain)
Tonsillitis (Explain)
Earaches (Explain)
Stomach aches (Explain)
Nosebleeds (Explain)
Vomitting often (Explain)
Has your child had any serious accidents (Explain)

Please tick if your child has had any of the following diseases or conditions:
Measles Heart Disease
German Measles Rheumatic Fever
Scarlet Fever Kidney Disease
Whooping Cough Diabetes
Mumps Hepatitis
Pneumonia Convulsions
Chicken Pox Epilepsy
Other
Allergies
Does your child suffer from any allergies?
What type of allergy?
Do you know the cause of the allergy?
Treatment required:
General health
Has your child ever been to the dentist? YES NO
Has your child had his/her vision tested: YES NO
Has your child had his/her hearing tested: YES NO
Does your child wear corrective shoes? YES NO
Does your child have any speech problems? YES NO
How would you evaluate your child’s overall health?
Pregnancy
Please state type of birth (Caesar, Natural, Forceps, Epidural…)
Did you experience any problems during pregnancy or birth?
Was your baby born prematurely?

At how many weeks?
For how long did you breastfeed your child?
Discipline
When do you find it necessary to discipline your child?
How do you discipline your child?
Mobility
At what age did your child:
Sit unassisted
Crawl on hands and knees
Walk without help
Name simple objects
Repeat short sentences
Does your child prefer to:
Be on the go all the time
Sometimes active, sometimes quiet
Mostly quiet and inactive
Family
Names of other children in the family Birthdate Sex

1.
2.
3.
4.
5.

Position of this child in the family:
What religion do you as a family follow?
Helpful information
How would you describe your child’s personality?
Are there any special family circumstances which may be a factor in your child’s present behaviour (divorce,
new baby, death, recent move, hospitalisation, etc.)?
In what ways would you like to see your child develop during this time?
Is there any further important information that you feel we should know about your child?
Thank you very much for your help and hard work in filling in this form.

2.3 Health, illness and hygiene policy example
ECD centre name:

Health, illness and hygiene policy
HIV policy and universal precautions
No child should be stigmatised or treated unfairly because of any illness or disability they may have. This
centre does not require staff or children to disclose their HIV status and any such disclosure will be treated
as confidential. Voluntary disclosure is, however, welcomed and could allow a child or staff member to
benefit from additional support or nutritional and medical input.
Universal precautions
Childcare providers are responsible for ensuring a safe environment for the normal healthy development of
children in their care. To protect children, universal precautions need to be taken to ensure the wellbeing of
the children.
The Human Immunodeficiency Virus (HIV) is a serious infection but can be prevented. In the childcare
setting, blood is the most likely cause of the spread of HIV. Remember we cannot tell who is infected by a
virus and who is not. Protective measures must therefore focus on preventing exposure to blood.
Hepatitis B Virus (HBV) is also a serious infection but can be prevented by washing hands and keeping
toilets clean.
The HBV- or HIV-infected child or staff member will not pose a risk of infection to others in the childcare
setting when universal precautions are followed. Universal precautions are the careful measures that help
prevent the spread of all diseases if all blood, as well as other body fluids, are treated as if infected.
Management practices and protective measures
• Always practise universal precautions. Treat all blood or body fluids containing blood as infected with HIV
or HBV.
• Thorough hand washing with soap and water is the simplest most effective precaution and should be
done by caregivers and children.
• Intact healthy skin is the best defence against infection. Open sores, skin lesions and broken skin must
be covered with waterproof dressings until healed.
• Caregivers must use latex gloves or plastic packets to cover hands when contact with blood is a
possibility, e.g. dealing with bleeding injuries, open sores, skin lesions, broken skin, cleaning up blood
spills or handling of blood soiled items.
• Gloves must be kept in the first aid box so that they are easily accessible when required, but out of reach
of children.
• Children from a very young age must be taught never to touch other people’s blood or body fluids.

• Children should be trained to manage their own bleeding, like nosebleeds and minor cuts and grazes.
• Attendance registers and incident books must be accurately maintained.
Bleeding
• Bleeding needs immediate attention.

• Apply pressure to the wound, avoiding direct contact with blood. (When possible, the injured child should
apply pressure to his/her own wound).
• Caregivers must use gloves or plastic packets as a barrier against blood.
• Do not move the injured person until the bleeding is controlled. (This is to keep the blood spill in one area).
• In cases of grazes and small cuts, hold briefly under running water: clean with cotton wool and disinfectant,
dry and cover with waterproof dressing.
• Hands must be washed immediately after any contact with blood.
• Hands must always be washed after gloves are removed. GLOVES DO NOT SERVE AS A SUBSTITUTE
FOR HAND WASHING.
• If blood splashes onto mucous membranes (eyes, nose, mouth), flush immediately with running water
for at least three minutes.
Blood spill
• Children must be separated from the person bleeding and from blood spills.
• Gloves or plastic packets must be worn when cleaning up the blood spills to prevent skin/blood contact.
• Spilt blood must be soaked up with absorbent material, for example e.g. paper, dry soil or sawdust.
• Used paper, dry soil or sawdust and used gloves must be carefully placed in double plastic bags, tied
securely and thrown away into the rubbish bin. Wash hands immediately afterwards.
• The blood stained area must be sprayed with a disinfectant solution (household bleach one part to nine
parts) and followed with normal cleaning.
Bloodstained items
• Gloves or plastic packets must be worn when handling bloodstained items such as clothing, linen, carpets,
etc.
• Remove as much of the blood as possible using absorbent paper or tissues.
• Rinse or mop with cold water to remove the bloodstain. Clean the mop using the disinfectant solution
and dry in the sun.
• Place clothing or linen into a plastic bag and return to child’s home for washing.
• Carpets can be sponged with hot soapy water, rinsed and allowed to dry in the sun if possible.
• All disposable cleaning material (paper, tissue) and gloves to be placed in double plastic bags, tied securely
and thrown into the bin. Wash hands immediately afterwards.
• Used sanitary towels must be placed in double plastic bags, tied securely and disposed into a lidded
refuse bin for collection.

Medication policy
• A proper record of any medicine that is given to a child must be kept. No medicine should be given to a
child without permission of a parent or responsible family member.
• Any medicine brought to the centre for children by the family must be clearly labelled and stored out of
reach of the children.
• All medication should be kept safely locked away from the reach of children.
Administering medicines
• Make sure you have the correct bottle for the correct child before giving medicine. Do not give medicines
in the dark. Using the wrong bottle could have tragic results.
• Measure the dose carefully with a medicine spoon and give only the quantity prescribed for a child.
Record the details of what was given and when on the Medicine History Form.
• Never talk a child into taking tablets by telling her that they are “sweets” or “lollies”. This makes them
dangerously attractive at other times.
• Do not allow a child to take medicine on her/his own.
• Avoid taking medicines or tablets in a child’s presence. Children love imitating adults, especially their
parents. Remember, always to put containers away after use.
Dispose of unused medicines in this way:
• Never throw bottles of medicine in the rubbish bin.

• Dispose of unwanted, leftover medicines and pills by flushing them down the toilet, or washing them
down the drain.
• Wash out the empty bottle before putting it in the rubbish bin.
Illness policy
• The medical history of each child should be recorded on admission and kept up to date and confidential.
• The following will be included on a Medical History Form:
ww Information about the child’s general state of health;
ww A copy of the Road to Health Card for each child;
ww Any communicable illnesses that the child has had and the dates when he/she had these illnesses;
ww Details of the child’s immunisation against polio, diphtheria, tetanus, whooping cough, measles,
Hepatitis B, Tuberculosis and HIB (Haemophilus Influenzae Type B).
• A record of each child’s immunisation programme and Vitamin A schedule must be kept at the centre (i.e.
a copy of the Road to Health Card).
• Staff should watch out for possible illnesses and diseases in the children.
• Any illness or problem should be reported to the parent or family immediately.
• Staff must allow an ill child to rest away from the other children and inform the parent or family.

• Any child assessed to have an infectious disease (measles, chickenpox, etc.) must be immediately isolated
from other children and referred to the nearest hospital or clinic for further assessment and treatment.
• In urgent cases, the child should be taken to the nearest clinic for referral or treatment, unless otherwise
indicated on their enrolment form.
• Staff must work closely with parents or families of children who are receiving chronic medication to help
them see that the particular health needs are taken care of, for example, children who are asthmatic, or
children who are HIV positive and who are receiving anti-retroviral treatment.
• The names of children who are allergic to certain substances or products should be placed in a prominent
place in the place of care and all staff informed.
• The Medical Officer of Health (Communicable Disease Control Officer) must be notified in cases of
communicable diseases or diseases that must be reported. The provisions of the Health Act, 1977,
regarding the barring of children from schools owing to contagious diseases are applicable to all places
of care.
• If head or body lice and/or scabies are observed, the parents or family have to be informed immediately
and the child or children concerned may not be allowed back before the condition has cleared up.
Hygiene policy
• The centre should be cleaned at least once a day; and toilets and potties must be cleaned after use and
disinfected at least once a day.
• There should be towels and enough soap available for children and staff.
• Staff should wash their hands with soap and water after helping children use the toilet or dealing with
any accidents.
• Staff should wash their hands with soap and water before preparing or serving food.
• Staff should take care of their own health and undergo regular health tests, particularly for tuberculosis.
• Sheets and towels must be washed weekly.
• Sheets and mattresses must be washed immediately if they are wet or soiled by a child.
• Mattresses must be wiped daily.

2.4 Medicine administration template
ECD centre name:
Medicine administration form

Name of the child:
Name of medicine:
Instruction of parent/guardian (how often, how much):
Signature of parent or guardian: Date:
Record of administration
Date: Time: Amount: Signature:

2.5 Transport policy example
ECD centre name:
T
his site DOES NOT arrange transport on behalf of the parents/guardians.
We do, however, recommend that parents and guardians carefully consider the following when choosing a
transport service for your children:
• Does the driver have all the required licences and permits to transport children?
• Is the vehicle roadworthy and does it have safety equipment, speedometer and window and door-
opening instructions?
• Is the driver trustworthy and a safe driver? Consider checking if the driver’s name does not appear on
the Child Protection Register.
• Is the vehicle carrying the correct number of children, seated in individual seats with safety belts?
• Are there clear and safe agreements for where and when your children are collected and dropped off?
This site arranges transport on behalf of the parents/guardians.
To ensure the safety of children we undertake to:
• Check that transport operators transporting children are registered, suitably trained, screened for inclusion
in Part B of the Child Protection Register and possess the necessary licences and permits as prescribed
by the National Land Transport Transition Act, 2000 (Act No. 22 of 2000), and other relevant national
transport policies and regulations determined by the Department of Transport;
• Ensure transport is appropriate to the ages of children transported and that it is accessible and suitable to
children with disabilities and other special needs;
• Check that transport providers comply with safety measures regulated by the Department of Transport,
including adherence to speed limits, and that all passengers are seated regardless of the transport mode
used;
• Only use vehicles that are safe and have the necessary safety characteristics, such as window- and door-
opening instructions, safety equipment and appropriate speed devices;
• Ensure children are not transported in open vehicles;
• Provide an adult supervisor in a vehicle transporting children under the age of nine years;
• Ensure there is no overloading of children in vehicles.

2.6 Child admission form template
ECD centre name:
Application form
Child’s full name and surname:

Date of birth:
ID number:
Home language:
Gender:
Mother’s name:
Mother’s ID:
Telephone number:
Place of work:
Home address:
Income per month:
Father’s name:
Father’s ID:
Telephone number:
Home address:
Place of work:
Income per month:
Number of dependants under
18 years:
Emergency number:
Name and phone number of child’s
regular doctor or clinic:
Medical issues:
Allergies:
This form must be returned with the:
• Child’s clinic card/health card.

• copy of child’s birth certificate.
• copy of mother/guardian’s ID.
• a pay card or salary slip or copy of child support grant for parents or guardian
I agree to pay the school fees of per month and to follow the rules and regulations of
the centre.
Signed: Date:

FOR OFFICE USE ONLY:
Date received:
All forms received:
Date & time of interview:
Date accepted:
Date of discharge/leaving:

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Bhalisa Inkulisa Information for Centres Applying for

Partial Care Registration

a INFORMATION FOR CENTRES APPLYING FOR PARTIAL CARE REGISTRATION

ii INFORMATION FOR CENTRES APPLYING FOR PARTIAL CARE REGISTRATION

3 How to prepare for inspection. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

iii INFORMATION FOR CENTRES APPLYING FOR PARTIAL CARE REGISTRATION

Appendix 1: Application documents. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

Appendix 2: Policies and registers – not for application . . . . . . . . . . . . . . . 50

iv INFORMATION FOR CENTRES APPLYING FOR PARTIAL CARE REGISTRATION

Registering your ECD centre is extremely

1 INFORMATION FOR CENTRES APPLYING FOR PARTIAL CARE REGISTRATION

2 INFORMATION FOR CENTRES APPLYING FOR PARTIAL CARE REGISTRATION

When do I have to re-register my centre?

How does the registration process work?

3 INFORMATION FOR CENTRES APPLYING FOR PARTIAL CARE REGISTRATION

With your application form, you will also need to submit:

4 INFORMATION FOR CENTRES APPLYING FOR PARTIAL CARE REGISTRATION

Completed forms must be sent to:

5 INFORMATION FOR CENTRES APPLYING FOR PARTIAL CARE REGISTRATION

Police clearance certificates and affidavits

Daily care plan

6 INFORMATION FOR CENTRES APPLYING FOR PARTIAL CARE REGISTRATION

Permission to Occupy document, lease agreement or title deed

Non-profit organisation registration and constitution

7 INFORMATION FOR CENTRES APPLYING FOR PARTIAL CARE REGISTRATION

8 INFORMATION FOR CENTRES APPLYING FOR PARTIAL CARE REGISTRATION

A building plan shows a smaller-scale picture of your ECD site on a sheet of

9 INFORMATION FOR CENTRES APPLYING FOR PARTIAL CARE REGISTRATION

The site will be checked for safety. Make sure:

10 INFORMATION FOR CENTRES APPLYING FOR PARTIAL CARE REGISTRATION

Space and ventilation

This room is suitable for 13 children

• Each child also ideally needs 2 square metres of outdoor space.

11 INFORMATION FOR CENTRES APPLYING FOR PARTIAL CARE REGISTRATION

12 INFORMATION FOR CENTRES APPLYING FOR PARTIAL CARE REGISTRATION

Safe storage of harmful items

Keeping children away from refuse is important, as it prevents the spread of

13 INFORMATION FOR CENTRES APPLYING FOR PARTIAL CARE REGISTRATION

Separation of age groups

14 INFORMATION FOR CENTRES APPLYING FOR PARTIAL CARE REGISTRATION

Health care policies

15 INFORMATION FOR CENTRES APPLYING FOR PARTIAL CARE REGISTRATION

Records and registers

Register of children’s details

16 INFORMATION FOR CENTRES APPLYING FOR PARTIAL CARE REGISTRATION

Quarterly progress reports

Staff files and attendance record

17 INFORMATION FOR CENTRES APPLYING FOR PARTIAL CARE REGISTRATION

1.1 Application checklist

1.2 Form 11 – Application form for partial care registration

1.3 Business plan

1.5 Attendance register template

1.6 Daily care plan

18 INFORMATION FOR CENTRES APPLYING FOR PARTIAL CARE REGISTRATION

1.8 Emergency plan

1.9 Discipline policy

1.10 Management structure

1.11 Daily menu

19 INFORMATION FOR CENTRES APPLYING FOR PARTIAL CARE REGISTRATION

When do I have to re-register my centre?

_____________________________________ Postal code:

Telephone : _ Cell phone: _______

Fax number: _ E-mail: ___________

________________ _ ___