4-4 Record keeping requirements

20 Hours ECE record keeping requirements

Services must keep records of fees, donations and optional charges received from parents.  Records must show the type of payment received – fee, donation or optional charge.

Services must also continue to meet the requirements for recording enrolment, attendance and absence in Chapter 6, and the record keeping requirements in Chapter 11.

Enrolment Agreement Form

The sections marked with this symbol t, in the Ministry of Education’s sample Enrolment Agreement Form must be included in the service’s Enrolment Agreement Form.  Wording cannot be changed, except to add relevant details for your service.

For more information on enrolment records see 6-1 Enrolment Records in Chapter 6 of this Handbook.

Recording parent contributions

Services must keep the following records of fees, donations and optional charges received from parents:

• records of optional charge agreements must be part of the Enrolment Agreement Form
• records of fees and donations may be kept on Enrolment Agreement Form or invoices
• records should show the type of payment received - fee, donation or optional charge.

Home-based ECE services

When the parent directly pays the home-based educator, services must keep a record of all payments made for 20 Hours ECE that occur between any of the following parties: parent, educator and service provider.