Canadian Childcare Licensing Checklist (2026)

Ontario: Child Care and Early Years Act, 2014 (CCEYA)

Staff-to-Child Ratios (Ontario, O. Reg. 137/15)

Staff Qualifications

• Program Supervisor: Must hold a 2-year ECE diploma (RECE), minimum 2 years of experience in licensed childcare, and have Ministry director approval
• All staff counted in ratios: Must be a Registered Early Childhood Educator (RECE) or have Ministry director approval as a qualified employee
• First Aid/CPR: All staff counted in ratios must have valid Standard First Aid certification including infant and child CPR (WSIB-recognized program). New staff have up to 3 months to obtain certification
• Criminal Reference Check: All staff, volunteers, and students must have a criminal reference check including vulnerable sector screening, renewed every 5 years
• Offence Declarations: Required every year that a vulnerable sector check is not required

Physical Space Requirements

• Minimum 2.8 m2 of unobstructed indoor play space per child
• Outdoor play area proportional to licensed capacity
• Separate play activity rooms required for infant, toddler, and preschool groups
• Separate spaces for food preparation and storage
• Age-appropriate equipment required in all areas

Licensing Checklist: Centre Application

• Apply to the Ministry of Education for a licence under the CCEYA
• Submit floor plan showing room dimensions and capacity calculations (2.8 m2/child)
• Fire safety certificate
• Public health inspection clearance
• Building permit (if applicable: renovations, new build)
• Criminal reference checks (including vulnerable sector screening) for all staff
• Proof of supervisor qualifications and Ministry director approval
• Policies and procedures manual (prohibited practices, illness, nutrition, etc.)
• Emergency and evacuation plan
• Parent handbook including CWELCC participation status
• Insurance documentation
• Program statement aligned with Minister's Policy Statement on Programming and Pedagogy

Ongoing Compliance Requirements

• Maintain required staff-to-child ratios at all times
• Post licensing certificate visibly in the centre
• Record for every child on file (section 72 of O. Reg. 137/15)
• Daily attendance records
• Staff training records and ongoing professional development policy
• Annual review of policies and procedures
• Renewal of vulnerable sector checks every 5 years per staff member
• Annual offence declarations where vulnerable sector check is not renewed
• Ministry inspection cooperation

If Enrolled in CWELCC (Ontario)

• Maintain fees at or below $22/day (as of January 1, 2025)
• CWELCC funding agreement on file and available to program advisor
• Parent handbook states CWELCC participation status
• 30-day fee change notice process documented
• RECE and supervisor wage enhancement compliance tracked
• Fee structure set per Ontario Regulation funding table

British Columbia: Community Care and Assisted Living Act (CCALA)

Staff-to-Child Ratios (BC)

Licensing Checklist: BC Centre Application

• Apply for a facility licence under the Community Care and Assisted Living Act
• Submit facility plan showing play space and ratio compliance
• Health authority inspection and approval
• Fire safety inspection and clearance
• Criminal record check for all staff and operators (MCFD Criminal Records Review)
• Qualified staff (ECE Certificate holders for funded programs)
• Policies: nutrition, illness, discipline, emergency procedures
• Post licence visibly at facility
• Apply for Child Care Operating Funding (CCOF) if seeking provincial funding
• Opt in to CCFRI (fee reduction) and/or ECE Wage Enhancement through CCOF application

Ongoing Compliance (BC)

• Maintain CCALA Facility Licence (required for CCOF base funding)
• Annual renewal of Child Care Operating Funding agreement (expires March 31)
• Report changes to enrollment, hours, or programs via Change Notification Form
• Maintain staff wage, benefit, and hours obligations if in fee reduction program
• Ensure 9.5-hour minimum operating day if charging optional extended-hours fees (April 2026 onward)

Alberta

Key Requirements:

• Director and lead staff: Level 3 Child Development Supervisor certificate or equivalent
• Staff ratios: 1:4 (infants/toddlers), 1:8 (preschool), 1:10 (school age)
• Criminal record and intervention checks for all staff
• Annual licence renewal

Manitoba

Key Requirements:

• Child Care Coordinator: ECE Level II or III
• Ratios: 1:4 (infants), 1:4 (toddlers), 1:8 (preschool), 1:15 (school age)
• Child Abuse Registry check and Criminal Record check for all staff
• Annual licensing

Quebec: CPE and Subsidized Daycare System

Why Quebec Is Different

Quebec is excluded from the federal CWELCC agreement because it already operates Canada's most established subsidized childcare system, one that predates CWELCC by decades. For operators in Quebec, compliance means understanding the Ministere de la Famille's framework, not CWELCC.

Types of Quebec Childcare

Parent Fees (Contribution Reduite, Indexed Annually)

CPE Governance

CPEs are non-profit corporations. Governance structure is legally required:

• Parent-majority board: The majority of board members must be parents with children currently enrolled at the CPE
• Community representative: At least one non-parent community member on the board
• General Manager: Must be qualified, Ministere-approved, and reports to the board
• Members elected at the general assembly

Staff Qualifications

• 2/3 of all direct-care staff must hold either a 3-year DEC (Diplome d'etudes collegiales) in early childhood education, or a 1-year AEC (Attestation d'etudes collegiales) plus 3 years of experience
• Remaining 1/3: No required educational credential currently mandated
• Background checks: Police background check required for all staff

Staff-to-Child Ratios (Quebec)

Licensing Checklist: Quebec CPE/Garderie

• Obtain operating permit from Ministere de la Famille
• Obtain municipal occupancy permit from city/borough
• Establish non-profit corporation with parent-majority board (CPEs only)
• Hire qualified General Manager (DEC-level or equivalent, Ministere approval)
• Ensure 2/3 of direct-care staff hold DEC or AEC plus 3 years experience
• Complete police background checks for all staff
• Meet physical space requirements: 4 m2/child (infants); age-group room separation
• Obtain umbrella insurance tailored for Quebec childcare operations
• Register facility on Ministere de la Famille childcare locator
• Execute annual funding agreement (regles budgetaires) with Ministere
• Set parent contribution at provincial reduced rate ($9.65/day for 2026)
• Issue Releve 24 receipts to parents
• Document inclusion supports and apply for inclusion funding where applicable

How Sprout and Vine Supports Compliance

Sprout and Vine comes pre-loaded with:

• Province-specific ratio tracking and real-time alerts when ratios are at risk
• Attendance records formatted for provincial inspection requirements
• CWELCC and CCFRI subsidy tracking built into billing
• Staff certification tracking with expiry date reminders
• Documentation storage for licensing records