Standards for Canadian organizations

2020 Edition

Early Childhood Education (CA-ECE) 3: Enrollment

The organization responds to requests for care promptly and responsively.
2020 Edition

Currently viewing: EARLY CHILDHOOD EDUCATION (CA-ECE)

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Purpose

Early Childhood Education facilitates appropriate child development and ensures the health and safety of children in care.
1
All elements or requirements outlined in the standard are evident in practice, as indicated by full implementation of the practices outlined in the Practice Standards.
2
Practices are basically sound but there is room for improvement, as noted in the ratings for the Practice Standards; e.g.,
  • Minor inconsistencies and not yet fully developed practices are noted; however, these do not significantly impact service quality; or
  • Procedures need strengthening; or
  • With few exceptions, procedures are understood by staff and are being used; or
  • For the most part, established timeframes are met; or
  • Proper documentation is the norm and any issues with individual staff members are being addressed through performance evaluations and training; or
  • Active client participation occurs to a considerable extent.
3
Practice requires significant improvement, as noted in the ratings for the Practice Standards. Service quality or program functioning may be compromised; e.g.,
  • Procedures and/or case record documentation need significant strengthening; or
  • Procedures are not well-understood or used appropriately; or
  • Timeframes are often missed; or
  • Several client records are missing important information; or
  • Client participation is inconsistent. 
4
Implementation of the standard is minimal or there is no evidence of implementation at all, as noted in the ratings for the Practice Standards; e.g.,
  • No written procedures, or procedures are clearly inadequate or not being used; or 
  • Documentation is routinely incomplete and/or missing.      
Self-Study EvidenceOn-Site EvidenceOn-Site Activities
  • Enrollment procedures
  • Child file access policy
  • Child file access procedures
  • Parent handbook and other informational materials provided upon enrollment
  • List of community-based providers and/or resource and referral networks
  • Interviews may include:
    1. Program director
    2. Relevant personnel
    3. Parents
  • Review child files
  • Observe how files are stored

CA-ECE 3.01

Prior to enrollment, parents are offered a tour of the facility and receive information regarding:
  1. the organization’s approach to education, child development, and behaviour management;
  2. policies and procedures;
  3. classroom rules and expectations;
  4. opportunities and expectations for parental participation;
  5. applicable child protection reporting mandates;
  6. established mechanisms for parents to report safety concerns or suspected child abuse and neglect; and
  7. whether or not there is space currently available.

CA-ECE 3.02

Prompt, responsive enrollment practices:
  1. support timely initiation of care; and
  2. provide placement on a waiting list, if desired, or referral to the local child care resource and referral network or a similar resource when families cannot be served or cannot be served promptly.

Fundamental Practice

CA-ECE 3.03

The organization maintains a file for each child that is:
  1. specific, factual, and legible;
  2. updated at least annually;
  3. signed and dated by parents/guardians and authorized personnel, where appropriate; and
  4. maintained and disposed of in a manner that protects privacy and confidentiality.
Examples: Files and signatures can be paper, electronic, or a combination of paper and electronic.
Note: Please see the Facility Observation Checklist for additional guidance on this standard.

Fundamental Practice

CA-ECE 3.04

Files contain information necessary to provide care, including:
  1. identifying information, including name and date of birth;
  2. address;
  3. emergency contact information;
  4. written parental authorization for emergency care including names of the hospital to be used;
  5. authorizations for pick-up;
  6. verification of up-to-date preventative screenings and immunizations;
  7. relevant health information and needs, including physician name, allergy information, and medication permission forms;
  8. information and consent/authorization forms related to special needs, if applicable; and
  9. additional forms or documentation, as needed.
Examples: Additional forms or documentation can include accident report forms, payment receipts, permission or consent forms, attendance sheets, and evidence of ongoing communication with family members.

Fundamental Practice

CA-ECE 3.05

Access to confidential child files is limited to:
  1. the child’s parents or legal guardians or designated legal representatives;
  2. personnel authorized to access specific information on a “need-to-know” basis; and
  3. auditors, contractors, and licensing or accrediting personnel, consistent with the organization’s confidentiality policy.