Resources for Child Care Providers

Not every child needs a care plan. A child with developmental delays or a diagnosis of a physical, emotional or intellectual impairment that requires extra support needs a care plan to detail how extra support is to be provided.

There are times when a child may not be diagnosed with a specific impairment but they still need extra help to function while in care. Information and resources from local child support services can be a great help when designing a child’s care plan and a staff’s responses to the plan.

A care plan describes a child’s needs and how care providers can best meet those needs. It may be as simple as a paragraph, or it may be more complex and several pages.

It’s developed by observing and working with the child and through discussions with:

• The child’s parents
• Other caregivers 
• Medical practitioner(s)
• Early childhood intervention services or other health care professionals
          ◦ Early childhood intervention services may include Infant Development             Programs, Aboriginal Infant Development Programs, Supported Child Development, Aboriginal Infant Development and Early Intervention Therapies

You should gather the following information:

• Challenges the child might face
• Possible solutions to challenges, including:
         ◦ Supports and services the child has or needs
         ◦ How staff will be assigned to support the child
         ◦ Special equipment and supplies that are needed
• Medical, safety and emergency considerations
• An outline of how a child will be accommodated each day while in care
• Short and long-term goals

Providing a copy of the plan to the child’s parents and others who are involved in the day-to-day care of the child will help you to evaluate your plan.

Regularly reviewing your care plan is the best way to see if it is working or needs to be changed. It’s a good idea to review the first care plan within three months of starting. Revisit the plan at least once a year, or earlier if the needs of the child change significantly. Discuss the child’s progress with the child’s parents and anyone else the parent’s request, which may include early childhood intervention services.
 
Ask questions such as:

• How has the child progressed?
• What is working?
• What is not working?
• How can it be changed?
• Is the child happy?
• What do staff need?

Parents are often the best source of information about their child. Work closely with staff and other agencies that provide specialized services and that can act as a resource when concerns or questions arise.

• Care Plan Fact Sheet
• Safe Play Space Standards of Practice

The Director of Licensing Standard of Practice – Active Play expects that active play be incorporated into children’s everyday routines and that screen time be limited. Legislation also requires caregivers to provide children with indoor and outdoor activities that encourage healthy growth and development.

Consult the following for more information and strategies:

• Active Play 
• Active Play – Standard of Practice
• Active Play – Games and Ideas
• Screen Time and Its Impact on Early Child Development
• Understanding Children’s Ages and Stages
• Promoting Healthy Growth and Development (Ages 2 to 5 Years)

Food

Following food safety techniques to prevent food-borne illness is important for your child care operation. Young children are more likely to get a food-borne illness than healthy adults. It is recommended that caregivers have training in safe food handling. 

Consult the following for more information and strategies around ensuring the safety of food in your facility:

• Food Service in Child Care Facilities
• Caring About Food Safety
• Fight Back! Food Safety Training
• Food Safety (BCCDC)
• Food Safety in Child Care Facilities (HealthLinkBC)
• FOODSAFE Course List (BCCDC) 
• Food Safety for Fresh Fruits and Vegetables (HealthLinkBC)
• Foods to Avoid for People at Risk of Food-Borne Illness (HealthLinkBC)
• Food Safety: Easy Ways to Make Food Safer (HealthLinkBC)

Drinking water

Persons with reduced immunity due to age (very young or elderly), congenital immune deficiencies or acquired diseases, and those taking certain medications, may be at greater risk of contracting waterborne diseases. Review and monitoring of water supplies is necessary to ensure safe water is available for all persons in your care.
The following resources are here to help learn about safe drinking water, determine if your drinking water is under an advisory and what to do if it is, and how to identify and prevent lead in drinking water:

• Drinking Water for Everyone
• Lead in Drinking Water 

Indoor air

Second to smoking, radon is the leading cause of lung cancer. Radon testing is mandatory for all child care providers in the Interior Health region. 

To learn more about radon, read our Radon Bulletin and visit our Radon Gas page.

Prevention of illness and injury

The following resources provide information on a range of topics relating to infectious illnesses and injury prevention:
    • COVID-19 B.C. Public Health Guidance for Child Care Programs
    • HealthLink BC
    • Quick Guide to Common Childhood Diseases 
    • Preventing Illness in Child Care Settings 
    • Diaper Changing
    • Handwashing Poster
    • Preventing Injury in Child Care Settings 
    • Fire and Life Safety for Licensed Home Based Child Care Settings in British Columbia
    • Safe Play Space – Standards of Practice
    • Water Safety

Healthy eating is fundamental to overall health. Child care providers are responsible for supporting healthy eating habits in their care facilities.
 
The following resources will support you in delivering healthy eating options and encouraging healthy habits for children in your care:

    • Appetite to Play 
    • Food & Nutrition (Provincial Health Services Authority)
    • Healthy Eating in the Child Care Setting
    • Fostering Healthy Eating Habits in Your Child Care Facility
    • Feeding Young Children
    • Canada’s Food Guide (Health Canada)
    • Dietitian Services  (HealthLinkBC)

Access our webpages listed below with natural emergency information for community care providers:

• Wildfires
• Floods/Landslides
• Power Loss
• Extreme Heat 
• Emergency Preparedness

A reportable incident is an event where a child has been injured, been harmfully affected or gone missing while under the care and supervision of the licensee. As a licensee, you must notify a medical health officer within 24 hours if a child is involved in, or may have been involved in, a reportable incident.

Examples of reportable incidents include, but are not limited to, the following:

• Aggressive or unusual behaviour: by a child towards other persons, including another child, which has not been appropriately assessed in the child’s care plan
• A choking incident: involving a person in care that requires first aid, emergency care by a medical practitioner or nurse practitioner, or transfer to a hospital
• Disease outbreak or occurrence: above the incident level that is normally expected
• A fall: experienced by a child of such seriousness as to require emergency care by a medical practitioner or nurse practitioner, or transfer to a hospital
• Motor vehicle injury: an injury to a child that occurs during transit by motor vehicle while the child is under the care or supervision of the licensee
• Service delivery problem: any condition or event that could reasonably be expected to impair the ability of the licensee or their employees to provide care, or that affects the health, safety or well-being of children

For a complete list of reportable incidents, please refer to Schedule H of the Child Care Licensing Regulation.

In your incident report, provide the following, in as much detail as possible:

• A description of the incident (who, what, when, where, how, why)
• The events that led to the incident and any factors that may have contributed to it
• The strategies that were implemented to minimize the situation
• The steps taken immediately after to respond to the incident
• The safety measures, corrective and preventative actions that were put into place
• Who was notified (besides Licensing)
• The current status of the child(ren) and any changes that were made to their care plan

You can use the Licensing Incident Report Checklist to assist you in completing your incident report.

The person(s) involved in or who witnessed the incident should complete the report so that the details are reported first hand. The facility manager can review the report and provide any additional details and follow-up actions before signing the report. If the manager completes the report, it is helpful to include staff notes regarding the incident to ensure all relevant details and contributing factors are included.

Submit incident reports to Licensing Direct using our direct reporting portal.

Tips for a successful submission:

• Use Google Chrome, Apple Safari or Mozilla Firefox.
• If the form does not send, all areas of the form with a red asterisk have not been completed. Even if there is data in the field, it may not have been entered in the correct format such as the date/time fields.
• Complete the form, working from top to bottom. Certain data elements at the end of the form rely on mandatory information entered at the top.
• Printing and saving reports will not work well directly from the editable form. If you need to print or save copies, we recommend that you use Chrome. Set the print setting to “print to PDF” rather than sending the form to a printer, which allows you to save or print a PDF copy of the submission.

Contact Licensing Direct if you have any questions. We are here to help.

Incidents are submitted to Interior Health in an incident report. When our Licensing program receives the incident report, a licensing officer will investigate to learn the factors that led to the incident, how the licensee responded and what corrective actions were taken. Their goal is to review the licensee’s actions and find out if there is a recurring pattern and how to prevent it from happening again in the future.

Ensuring the well-being of all individuals in care is legally required in operating a community care facility. As a care provider, knowing, understanding and following the legislation and standards that govern child care facilities and community care homes is an essential part of maintaining the health and safety of your facility.

To be a licensed child care provider, you must ensure that your facility conforms to all relevant laws, regulations and standards. By making sure you are fully informed about the following legislation and resources, you will have the knowledge you need to meet all of your legal obligations, operate a healthy and safe facility and programs, and keep your licence in good standing.

• Community Care and Assisted Living Act: The legislation that governs all aspects of licensing for community care facilities that offer care to vulnerable people in child care, and child and youth long-term and adult long-term settings
• Child Care Licensing Regulation(CCLR): Aligned with the Community Care and Assisted Living Act, this regulation includes all aspects of licensing; operations and facility requirements; staffing requirements; record keeping; and the minimum health and safety requirements for provision of care
• Guide to Community Care Licensing in BC: A description of the system of legislation and policy that governs licensed community care facilities, including child care facilities, and an overview of the community care facility licensing system
• Community Care Facility Branch (Ministry of Health): Rules, guidelines and standards of practice around childhood safety, illness and disease, as well as licensing, monitoring and inspection
• Fire & Safety for Licensed Child Care Settings in BC: Information around fire safety, safety equipment, emergency preparedness, and fire safety education for children
• Early Childhood Education Registry: Information for individuals considering applying for an early childhood educator or assistant certificate, and/or renewing and maintaining certification
• Early Learning Framework: A guide that supports care providers in child care settings by supporting dialogue around the development and learning of young children; promoting communication with families; guiding early learning programs and activities; and shaping professional development

The following resources outline standards of practice that identify key requirements for safe and healthy operation of child care facilities:

• Active Play: An outline of and resources for how licensees can incorporate required active play and physical movement in the child care environment
• Family Child Care: An outline of the requirements for the provision of care in a licensee’s personal place of residence, with the licensee personally providing care
• Safe Play Space: An outline of environmental considerations necessary to creating a safe and well-planned play space that balances safety with meeting children’s developmental needs
• Water Safety: A bulletin outlining safe practices relating to water at child care facilities

Licensing officers carry out the following types of inspections: 

• Initial inspection: an inspection after an application for licence along with all applicable documentation has been received
• Routine inspection: a comprehensive inspection, typically unannounced 
• Complaint inspection: an inspection in response to a complaint or concern about a facility
• Reportable incident inspection: an inspection in response to a reportable incident 
• Follow-up inspection: any inspection that follows up on a previous inspection to ensure the licensee/manager has resolved issues of non-compliance 
• Unlicensed inspection: an on-site inspection to determine if a facility is operating without a valid community care facility licence

When licensing officers conduct an inspection, they are assessing the site for compliance with all legislated requirements. If an area of non-compliance is identified, a recorded observation is made. Observations are discussed with the site operator and, depending on the level of risk associated with the issue, they will work together on an action plan to resolve the matter. 

During an inspection, licensing officers assess the following aspects of care:

• Care and supervision: children must be supervised at all times, and staff must take practical measures to protect children from injury and harm
• Hygiene and communicable disease control: acceptable levels of hygiene must be maintained, including handwashing and hygienic practices, which prevent the spread of communicable diseases
• Licensing: licensees must meet a number of administrative requirements around the operation of a facility
• Medication: licensees must store and administer medication safely
• Nutrition and food services: licensees must use appropriate feeding principles, promote good nutrition, prepare food safely, and provide parents with information about the food and drink that is offered to children
• Physical facility, equipment and furnishings: licensees must maintain the facility, equipment, furnishings and toys in clean and good repair
• Policies and procedures: licensees must have written policies and procedures to guide staff in all matters regarding the care and supervision of children 
• Program: licensees must provide children with a variety of age and developmentally appropriate indoor and outdoor activities that promote children’s intellectual, physical, social and emotional well-being
• Records and reporting: documentation and record keeping must be in compliance with expected legislative requirements 
• Staffing: licensees must have adequate numbers of staff with the necessary training and experience to provide for the care and supervision of children 

See the Self-Assessment Inspection Checklist (for licensees/managers).

How frequently your facility is inspected depends on the results of previous inspections and whether or not your facility is in compliance with legislated requirements. In each inspection of a facility, a licensing officer uses the Risk Assessment Tool to measure compliance and assign a level of risk to the facility. Based on this, the licensing officer determines when the next inspection will take place.

The Risk Assessment Tool is used for licensed facilities during routine inspections.

In general, a risk assessment will be completed at least once every 12 months; however, there may be situations where a new risk assessment is required sooner. 

• Facilities with a low risk rating will be inspected once per year, at a minimum. 
• Facilities with a moderate risk rating will be inspected twice per year, at a minimum.
• Facilities with a high risk rating will be inspected three times per year, at a minimum.

Most inspections are unannounced. It is important to assess most aspects of the operation at a time when a facility is in its usual routine. Despite this, it is sometimes appropriate to schedule inspections, such as when it is necessary to spend time with the manager to assess specific aspects of a facility’s operation. 
Learn more about the inspection and risk assessment process

A risk assessment is a careful examination of any issue of non-compliance to identify if it could cause someone harm. Determining risk takes into consideration many variables, including the unique features and physical characteristics and policies and procedures of a facility, preventative measures that may be in place, and the various care and supervision needs of children in care. 
A licensing officer will use the information observed during an inspection to determine a risk rating using the Risk Assessment Tool. This tool is based on two components: an “in the moment” review of compliance with the legislation and a review of past operation and compliance of the facility. 
Learn more about risk assessments 

Following an inspection, the licensing officer will discuss their observations with the care provider and forward them an inspection report. If a provider does not meet the requirements of the Community Care and Assisted Living Act or the Child Care Licensing Regulation, the licensing officer will identify the areas in non-compliance and request that corrections be made.

Inspection reports are posted on the Interior Health website for five years, and include
information about the following: 

• Routine and follow-up inspection reports
• Substantiated complaints about licensed care providers
• Providers found to be operating in contravention of legislation

Find inspection reports

A facility might be investigated for many reasons – the most common being a complaint or a reportable incident – but an investigation doesn’t mean that a licensee has done something wrong. Licensing officers are required to investigate all complaints to ensure the health and safety of persons in care. As such, it is important for facility staff to work cooperatively with the licensing officer in all investigations. 

An investigation under the Community Care and Assisted Living Act doesn’t require evidence and facts that prove beyond a reasonable doubt that an event occurred. Instead, the investigation determines the likelihood that an event has occurred.

We recognize that investigations are unsettling for everyone involved and can be especially difficult for children in care and staff. While, in most cases, licensing staff are unable to share the source of complaints with a facility, we are committed to being transparent and fair, and to concluding the investigation as quickly as possible.

Depending on the type of concern or the potential risk to the persons in care, the Licensing department of Interior Health will determine the next steps of the investigation process.

A licensing officer will:

• Discuss with the licensee or manager of the facility the content of the complaint or reportable incident and the need for a health and safety plan (see next section for more information)
• Gather and review evidence to determine any possible non-compliance with legislation and standards by: 
  • Conducting facility inspections
  • Reviewing facility policies, staff records and records of persons in care
  • Interviewing staff, children in care and their families
  • Investigating the facility’s operational history
• Request assistance from services such as local law authorities and the Ministry for Children and Family Development
• Advise the licensee/manager of the ongoing status of the investigation
• Present the investigation findings to the licensee and provide them with the opportunity to review and respond to the information
• Request a response, additional information, or a compliance plan, when necessary

As a licensee, you are expected to:

• Implement and maintain an approved health and safety plan
• Ensure the health and safety plan remains in effect until advised
• Work cooperatively with your licensing officer
• Address any findings of the investigation in a timely and appropriate manner

Health and safety plan: As a licensee, you must submit a health and safety plan because, when a complaint is received, licensing officers respond quickly to ensure the health and safety of the persons in care and may request a plan to address alleged non-compliance and potential risks to persons in care. You can submit a revised plan for review at any time during an investigation, and you will be advised as soon as the plan is no longer required.
 
 You’re also responsible for the performance of your staff and you may need to conduct your own investigation to satisfy your obligations as an employer. We encourage licensees to be active participants in an investigation to show due diligence, which includes discussing your role in an investigation with your licensing officer as soon as possible. However, while we are committed to working with licensees, in some cases a joint investigation may not be appropriate.

Investigation timelines vary depending on the following:

• The complexity of the investigation
• The number of concerns that need to be investigated
• The need to collaborate with other agencies

• Facility records must be organized and secure, and reviewed regularly to ensure the information is accurate and up to date
• Records must be available and accessible at all times, including when a computer issue, power outage or emergency situation arises 

If you have any questions or require clarification regarding the above information, please contact Licensing Direct for assistance.

Records and documentation are necessary for:

• The health and safety of children
• Being prepared for emergencies
• Supporting good hiring practices 
• Providing the necessary information on care for children to care providers and substitute care providers 
• Addressing health and safety risks
• Documenting an event in case a conflict or dispute arises  
• Capturing decisions regarding a child’s unique care needs and ongoing communications between parents and caregivers 
• Complying with the Child Care Licensing Regulation and Standards of Practice

A licensed community care facility is a premises, or part of a premises, where care is provided to three or more individuals, not related by blood or marriage to the caregiver.

The Community Care Licensing program protects and promotes the health, safety and well-being of vulnerable children, youth and adults in licensed care facilities. We do this through education, collaboration and regulation. The Licensing program is responsible for monitoring compliance of licensed facilities with the Community Care and Assisted Living Act, the Child Care Licensing Regulation and the Residential Care Regulation (which applies to community care homes). The Act and Regulations set forth a standard which all licensed facilities are required to meet.

Licensing officers monitor facilities through an inspection process and perform other duties outlined in the Community Care and Assisted Living Act, including investigating complaints of unlicensed facilities or unsafe, abusive, inappropriate care allegations; reviewing new applications; ensuring that licensees follow-up with corrective action; and considering exemption requests.

The licensee is responsible for ensuring that their facility complies with the Community Care and Assisted Living Act, and Residential Care Regulation (which applies to community care homes) or the Child Care Licensing Regulation. Licensees may delegate this responsibility to a manager who is responsible for the day-to-day operation of the facility.

Licensing staff prioritize work according to the level of risk in a facility. The level is assessed based on investigations, inspections, applications, exemptions, etc. Facilities with a history of non-compliance receive more frequent routine inspections.

Although funding is available, Licensing does not have a role in funding. Please refer to the Ministry of Children and Family Development website for child care information. For community care home funding, contact the agency or department that is responsible for the type of care you wish to provide in the area in which you plan to operate (e.g., Mental Health and Substance Use – Interior Health Mental Health and Addictions Services; Long Term Care – Interior Health Residential and Assisted Living Program, or Community Living BC).

Applicants who are actively pursuing a licence may only provide care to two or fewer individuals, not related by blood or marriage to the caregiver, until a community care facility licence has been issued. A licence is issued after all legislative requirements have been met.

You are not permitted to open or advertise as a licensed care facility until you have received a licence.

Yes. However, it is best to submit a completed application package to Licensing Direct. Incomplete packages may be delayed. If you are struggling with the application process, contact Licensing Direct to discuss the challenges and how you can move forward in the application process.

A number of steps must be completed after an application for a licence has been submitted. The time for completing these steps will vary for each applicant depending on the complexity of the application. The process could take several weeks to months.

No, a community care facility licence is issued for a specific premises (address) and licensee. When there is a change of licensee or facility address, a new application for licence is required.

Notify Licensing Direct immediately if there are changes to the information you provided.

Should a facility manager resign or expect to be absent for at least 30 consecutive days, you must notify your licensing officer.