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Policies and procedures – BC
Procedure for recognizing home childcare providers
Recognition renewal procedures
Suspension or revocation procedures
Monitoring and supervision measures
Procedure for distributing spaces
Ethical rules
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Management of the waiting list

Politiques et procédures

It is implicit that all the previously mentioned policies and procedures within the broader framework of the CPE apply to home childcare services (providers), namely :

:: bylaws
:: ethical rules
:: procedures for managing, storing and archiving of files
:: policy on harassement
:: human resource management
:: procedures for healthy fiscal management and rendering of accounts

However, in order to adequately carry out its mandate, the Coordinating Office has the right to apply a certain number of other policies and procedures relevant to home childcare service providers and the Act which relates to the childcare services in question.

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Procedure for recognizing home childcare providers

Preliminary stages

A person who wishes to apply to open a home childcare service, and who resides in the district linked to our territory, is initially referred to register with Coopérative Enfance Famille, whether or not she has forwarded her CV to the Coordinating Office. Twice a year, in March and in October, the BC writes to invite all of those who are registered on the Coopérative’s waiting list to an information meeting about home childcare services, the recognition process, available spaces and the recognition procedure. In order to attend, those invited must confirm their presence beforehand by returning their reply coupon to the Coordinating Office. It must be understood that the applicant must attend the meeting in order to proceed with the process of recognition. If he is still interested, the candidate must then return a registration form which documents various information required to study his request, accompanied by the documents required at this stage. The files are received and classified by, A: postal codes; B: submission dates. The BC writes to confirm reception of the file or advises the applicant of any missing document.

Complementary stages

The Coordinating Office regularly identifies and analyzes parents’ daycare needs in the different sectors of its territory, based on data provided by the centralized Enfance Famille service. As a result of this needs analysis, the BC also regularly revises its list of would be candidates and considers their offer of service. They are contacted and invited to forward an official request for recognition, according to the date of submission of their request, and whether they meet the following conditions :

:: reside in the territory
:: attended the information meeting
:: submitted a complete application
:: offer daycare services that meet parents’ needs as previously identified by the Coordinating Office.
:: meet all other conditions required for obtaining a recognition as stipulated under article 51 of the Educational Childcare Regulation (updated to September 12th, 2006) (for more information, click here.)

Would be candidates are then informed of which documents are required in order to complete their recognition request. Those documents must be forwarded within one month following the date the BC received their initial recognition request. Following which the BC continues its step of recognition: asking for references, checking on the absence of impediments, examining the medical certificate and conducting interviews (using questionnaires designed for that purpose). If the interviews are conclusive, an appointment is made to evaluate the private residence where childcare services will be provided. Interview and evaluation reports are written and submitted to the Board of Directors in order to determine whether to grant or refuse the recognition.

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Recognition renewal procedures

Whether due to triennial revaluations, or to revaluations following changes affecting the recognition, home daycare service recognition renewals for all of our assigned territory must take place, following given procedures. The control agent and the pedagogic support advisors are responsible for all tasks related to triennial revaluations. Only the control agent is mandated in cases of revaluations following changes affecting the recognition. In both cases however, visits are made, interviews are conducted, and prescribed material is used to conduct the revaluation. (For more information, click here.)

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Suspension or revocation procedures

When the Board intends to suspend or to revoke a provider’s recognition, it must advise the provider concerned of the reasons which motivate its intent. The reasons which give rise to a suspension or revocation are outlined in article 75 of the « Educational Childcare Regulation ». The provider is then granted a 15 day deadline to appear before the members of the Board to present her observations, following which the Board will make a decision in regard to maintaining, suspending or revoking the recognition. If the Board’s decision to suspend or revoke the provider’s recognition is due to sexual abuse, a report is made to DYP and the suspension is immediate. A particular procedure follows this situation, taking into account the interest of the parents and the children involved with the home daycare. The BC must always do all within its capacity to ensure the continuity of services, and the health and the safety of the children. A provider who feels injured by a Board decision resulting in her license being suspended, revoked or not renewed, has recourse within a 60 day period following the ministry or CPE’s decision, to address her appeal to the Administrative Tribunal Court of Quebec. (For more information, click here.)

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Monitoring and supervision measures

Control visits are essential to maintaining quality daycare services. Within the program’s framework, the conformity agent carries out a certain number of visits to the residence where each provider gives home childcare service that are always unannounced. Each visit is subject to a verification related to the Educational Childcare Act and Educational Childcare Regulation, and can relate to one or more aspects of quality dependent on elements identified by the BC. The materials used by the conformity agent during the visits are the same as those used during the process of recognition. They notably include :

:: a home childcare control visit form
:: an evaluation of the physical environment form
:: a questionnaire concerning the evacuation procedures
:: questionnaire concerning the educational program
:: a questionnaire concerning the menu
:: the control visit report
:: the infraction report.

Sometimes, a Certificate of Compliance is given to the provider to display for parents to see, if no infraction is noted. Other times, the conformity agent mentions to the provider that she must correct a given situation. This can be done immediately, or a time frame may be granted. In all cases, the provider must follow the indications conveyed by the conformity agent as soon as possible, in order to ensure the safety, health and well-being of the children whom she receives. A follow-up inspection may prove necessary, and a report is written in all cases. A provider may benefit from required support at any time, from the Coordinating Office. If the necessary corrections are not made however, even after a 2nd follow-up visit, the Board is informed of the situation. Also, in cases where the children’s safety was seriously compromised, the Coordinating Office, while respecting confidentiality, would immediately inform the parents, and the Board could take measures as far as suspending or revoking the provider’s recognition. (For more information, click here.)

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Procedure for distributing spaces

Under the terms of article 93 of the Act, the ministry annually determines the number of subsidized daycare spaces. It distributes these spaces among those requesting spaces, licensed permit holders, and Coordinating Offices according to its determined priorities and needs. Article 94 specifies that the BC can nevertheless reallocate a provider’s distributed spaces if they are unoccupied or if the provider’s offer of service no longer respects the subsidy agreement. Thanks to the efficient computer program (Gestionnaire), which compiles time sheets, the BC can rigorously follow the home childcare occupancy rate and consequently react.

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Ethical rules

Although CPE Jardin de Fruits has ethical rules intended for all of its players, which the providers are invited to refer to, situations specific to home childcare (working in isolation in a private residence) underline the need for an approach specific to providers referring to ethical rules. Consequently, the Code of Ethics of the Association of Quebec Home Childcare Educators supplements the CPE’s current framework of references. (For more information, click here.)

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Management of the waiting list

Let us recall that following the example of the CPE’s of the south-western and north-central territories, CPE Jardin de Fruits entered into a service agreement with Coopérative Enfance Famille for centralized management of its relevant waiting lists, namely of: a list for children waiting for spaces in the daycare centre, another for those waiting for spaces in home childcares, and a final one for those wishing to become providers.
In relation to the BC, two of these three lists are involved: the waiting list for spaces in home childcares, and that of potential providers. Consequently, if a parent wishes his child to benefit from a space in a home childcare service, and contacts his territory’s Coordinating Office for that purpose, he will be invited to call Coopérative Enfance Famille to register. A provider who needs to refer to the waiting list to fill an empty space will contact her Coordinating Office to request help in this regard. The BC will then consult the waiting list on the Coopérative’s site and give the provider names capable of meeting the needs of both parties. Those eager to become providers must be registered on the Coopérative’s list and wait for the BC’s conformity agent to write to invite them to a predetermined information meeting before proceeding to the next step which is the request for recognition.

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