Child Care Licensing System

Reference Guide for Applicants / Licensees

Version: July 2019

Document Update Summary

Change Section
  The following changes are effective July 1, 2019:
  • Accepted payment methods are now e-transfer and credit card.

Credit Card or Interac Online as applicable

  The following changes are effective October 1, 2018:
  1. Profile windows have been revised to include Police Record Check information
    and uploading of police record check documents.

Individual
First Nation
Corporation

  1. The supporting documents list now includes Licensee Police Record Check documentation and Police Record Check Tracking Tools.

Supporting Documents


Table of Contents

Introduction
Overview
Using this Guide
Getting Help
Tools and Resources
Questions and Technical Support
Performing the Basics
Introduction
Logging In to CCLS
What to do if you forget / lose your CCLS PIN
Logging Out
Working with your Home Page
Expanding / Collapsing a Section
Sorting Entries
Moving to the Next / Previous Window
Entering Data
Supporting Documents
Introduction
Uploading a Document
Uploading / Adding an Additional Document / Updated Inspection Report
Revising a Supporting Document
Revising an Entry
Responding to a Comment
Uploading Required Compliance Documents
Introduction
Non-Compliance Statuses
Uploading Process
Viewing the Licensee Orientation Video
Introduction
Viewing the Licensee Orientation
Updating Your Licensee Profile
Introduction
Updating your Profile
Licensee type: Corporation
Licensee type: First Nation
Licensee type: Individual
New Licence Applications
Applying for a Child Care Centre Licence
Introduction
Step 1: Enter Application Information
Step 2: Complete the Licensing History
Step 3: Review the Applicant Type Info
Step 4: Review the Applicant Information
Step 5: Enter the Child Care Centre Information
Step 6: Enter Operational Information
Step 7: Review and Submit your Application
Step 8: Remit Deposit Payment
Step 9: Submit Supporting Documents
Step 10: Review Staffing Information
Adding a Staff member to your staff list
Requesting a Staff Director Approval if Required
Editing staff members if required
Step 11: Review Space Information
Step 12: Print Floor/ Site Plan Letter
Step 13: Remit Fee Balance Payment (if applicable)
Next Steps
Applying for a Home Child Care Agency Licence
Introduction
Step 1: Enter Application Information
Step 2: Complete the Licensing History
Step 3: Review the Applicant Type Information
Step 4: Review the Applicant Information
Step 5: Enter the Agency Information
Step 6: Enter Operational Information
Step 7: Review and Submit your Application
Step 8: Remit Deposit Payment
Step 9: Submit Supporting Documents
Step 10: Review the Home Child Care Premises
Step 11: Review Home Visitor/ Staffing Information
Adding a Staff Member to your staff list
Requesting a Director Approval (if required)
Editing a Staff Member if required
Step 12: Remit the Fee Balance Payment (if applicable)
Next Steps
Working with a Draft or Submitted Application
Viewing an Application Status
Opening an Application
Printing your Application
Updating a Submitted Application
Requesting an Update to an Application under Review
Withdrawing an Application
Withdrawing a Draft Application
Withdrawing an Application that is "Submitted" or "Under Review"
Licences
Viewing Your Licences and Licence Information
Understanding Your Licence Windows
Introduction
Licence Header
Licence Details
Tiered Licensing Information
Summary of Non-Compliances
Supporting Documents
Space Information
Printing and Posting Your Licensing Documents
Viewing your Licensing History
Updating your Licence Information
Uploading Updated Inspection Reports
Renewals
Viewing / Opening a Licence to be Renewed
Opening a Licence Renewal that you Previously Started
Renewing a Child Care Centre Licence
Introduction
Step 1: Make sure your profile is up-to-date
Step 2: If you have not started the renewal
Step 3: If you have already started the renewal
Step 4: Enter your Licensing History
Step 5: Review and Revise the Information
Step 6: Submit Your Renewal Application
Step 7: Remit Payment
Step 8: Print and Complete the Renewal Documents
Step 9: Review the Staffing Information
Step 10: Review the Tiered Licensing Information
Renewing a Home Child Care Agency Licence
Introduction
Step 1: Make sure your profile is up-to-date
Step 2: If you have not started the renewal
Step 3: If you have already started the renewal
Step 4: Complete the Licensing History Information
Step 5: Review and Revise the Information
Step 6: Submit Your Renewal Application
Step 7: Remit Payment
Step 8: Print and Complete the Renewal Documents
Step 9: Review the Home Child Care Premises
Step 10: Review the Staffing Information
Reinstating an Expired Licence
Introduction
Process
Revising a Child Care Centre Licence
Before you Begin
Step 1: Start the Revision and Select the Type
Step 2: Indicate the Changes Required
Changing the licensed capacity and/or licensed space (if required)
Changing the program option/duration (if required)
Changing the Child Care Centre Name (if required)
Step 3: Submit the Revision Request
Step 4: Remit Payment
Step 5: Submit Supporting Documents (if required)
Step 6: Pay the Fee Balance (if required)
Opening an Active Licence Revision Request
Updating a Revision Request
Withdrawing a Submitted Revision Request
Withdrawing a Draft Revision Request
Serious Occurrences
Introduction
Reporting a Serious Occurrence
Revising a Serious Occurrence Report
Updating a Serious Occurrence Report
Searching for a Serious Occurrence Report
Staff Director Approvals
Introduction
Adding a Staff Member to your Staff List
Requesting a Staff Director Approval
Printing a Staff Director Approval Letter
Searching for a Staff Director Approval
Amending an Existing Staff Director Approval
CCLS Administration
Updating Your Personal Account Information
Managing Staff Information
Adding a Staff Member to your Staff List
Viewing the Existing Staff List
Viewing a Staff Member Record
Editing a Staff Member's Location / Position / Percentage in Program
Deactivating a Staff Member from a Certain Site
Deactivating a Staff Member from All Sites
Putting a Staff Member on Temporary Leave
Reactivating a Staff Member
Managing Users
Introduction
Adding / Enrolling a User
Unenrolling a User
Resetting a CCLS PIN
Deactivating a User
Reactivating a User
Removing a Site from a Site Designate / Agency Designate (Supervisors and Home Visitors)
Managing Home Child Care Premises
Viewing Home Child Care Premises Details
Adding a Home
Changing the Home Provider Information
Making a Home Temporarily Inactive / Re-activating
Permanently Deactivating a Home
Taking the CCEYA Licensing Standards Test
Completing the Test
Generating Your Certificate
Completing the Licensed Child Care Survey
Introduction
Completing the Survey
Opening a Draft Survey
Appendix – Terms and Acronyms


Introduction

Overview

Applicants can perform several functions in the Child Care Licensing System (CCLS). They can:

  • view the orientation video;
  • create a profile; and
  • apply for licences.

Once an application is submitted, applicants can also:

  • check the status of an application;
  • request staff Director approval;
  • send updates and supporting documents; and
  • withdraw an application.

Once a licence has been issued, applicants, now called licensees use the system to:

  • renew licences;
  • report serious occurrences;
  • request staff Director approval;
  • ask for a licence revision, if required;
  • and more!

This document provides step-by-step instructions for applicants and licensees to use CCLS. Portions of the document can be used by Site Designates – Supervisors, Agency Designates – Home visitors and CMSM/DSSAB service managers.

Before using this guide, you should have already registered for CCLS, watched the Orientation Video and created your profile.

Using this Guide

  • This guide includes instructions for individuals, corporations and First Nations. When required, different processes are noted by group. When there is a note to "see the section entitled x", you can click on it and it will jump automatically to that section.
  • See Appendix – Terms and Acronyms for terminology used in this document.
  • Tips and shortcuts appear with a hand symbol: Caution symbol
  • Warnings appear with a caution symbol: Caution symbol
  • Important notes appear with an information symbol: Caution symbol
  • Window samples are used to provide a general point of reference and may not show all the fields in of a window. In addition, your window may not be exactly as shown in the example. Any data appearing in window samples is fictitious.

Getting Help

Tools and Resources

You can view and download resources such as reference guides, the child care licensing manual, etc. directly in CCLS. You will be notified by email when a resource has been added or updated. Any new or modified guides are indicated by a "New" symbol.

  1. Click Tools and resources button. The Tools and Resources window appears.

    Tools and resources window

  2. To view and/or save a document:
    • Click Download>. A message appears.
    • Click Open button. The document appears.
    • To save a document, use the save option in the document, usually File -> Save.

Questions and Technical Support

Toll-Free: 1-855-457-5478
Local: 416-314-6230
Email symbol Email: childcare.helpdesk@ontario.ca

Performing the Basics

Introduction

This section contains information about how to perform basic tasks in CCLS such as logging in.

In addition, common tasks that can be performed in several modules are documented in this section for reference.

Logging In to CCLS

CCLS is an Internet-based application that is accessed when you enter your ONe-key login and password. You must use your ONe-key ID and password (that were created during the registration process) as well as your registration PIN to securely log into the System.

Caution symbol

Warning: If you do not have a ONe-key ID, Password and a PIN, do not continue. See the Registration Guide for Applicants or the Registration Guide for Licensed Child Care Programs available on the Early Years Portal at: http://www.earlyyears.edu.gov.on.ca/EYPortal/en/ChildCareLicensing/ChildCareLicensingResources/index.htm

image

  1. Open your browser (such as Internet Explorer).
  2. In the address area type: https://www.earlyyears.edu.gov.on.ca/ChildCareWeb/public/login.xhtml
  3. Click Go button or press the [Enter] key. The Child Care Licensing System window appears. CCLS login window
  4. Click Login register button. The ONe-key Sign In window appears. One key sign in window sample
  5. Enter your One-key ID and Password.
  6. Click Sign in button. Your My Services window appears. My services window
  7. Click Child Care Licensing System. The Confirm your Identity window appears. Sample login window showing one key PIN
  8. Enter your PIN (from Email #3).
  9. Click Submit button. Your home page appears.
    Home page
    (Your window may look different and show more options)

What to do if you forget / lose your CCLS PIN

Ask the help desk to reset your PIN.
Toll-Free: 1-855-457-5478
Local: 416-314-6230
Email symbolEmail: childcare.helpdesk@ontario.ca

Logging Out

  1. Click Logout button. The following window appears. Logout window
  2. Click Confirm Logout. The ONe-key Login window appears.

Working with your Home Page

The first window to open after you log in is your Home Page.

Home page
(Your window may look different)

The left navigation pane allows you to:

  • View the Orientation Video;
  • Update your licensee profile;
  • Apply for a new licence;
  • Renew an existing licence;
  • Request a licence revision;
  • Request a staff Director approval;
  • Report a serious occurrence;
  • View active licence applications, active licence reviews, view active licence renewals;
  • Perform administration such as adding information about staff members or managing CCLS user access;
  • Complete the CCEYA Licensing Standards Test;
  • Find helpful tools and resources such as reference guides, child care licensing manual etc.; and
  • Complete the Licensed Child Care Survey.

The top centre provides links to:

  • Your home page from any screen;
  • Your personal account information (title, name and email address); and
  • The log out link.

The Dashboard is divided into sections. The sections include:

  • Drafts – These are items you have started but have not submitted yet to the Ministry. This can include an application, renewal, serious occurrence report, etc.
  • In Process Items – These are items that you have submitted to the Ministry and that are currently under review. The Ministry may send you requests for revisions or additional information. Such requests will appear here.
  • Ministry Actions – These are items that reflect ministry decisions (e.g., the issuing of new/renewed/revised licences, floor plan approval, the granting/denial of staff Director approval requests, etc.) Items will remain under the Ministry Actions section for 30 days.

Expanding / Collapsing a Section

To see the items in a section, click the down arrow Small down arrow.

Sample showing collapsed section

The window expands.

Sample showing expanded section

To collapse the section click the up arrow Small up arrow

Sorting Entries

Sample heading showing the sort direction arrow

An arrow next to the column heading indicates the current sort order. In the screen sample above, the information is sorted in descending order by date. To change the sort order or to sort by a different column simply click the green column heading.

Moving to the Next / Previous Window

Generally you use Next button or Save and Next button to continue to the next window.

Previous button is used to return to the previous window without saving.

Exit button usually returns to your home page.

Caution symbolWarning: Do not use the back button Back button on your browser. It has been disabled in CCLS and you may have to log in again.

Entering Data

  • A red asterisk *indicates a field is mandatory and must be completed.
  • The way information is collected varies depending on the field type.
    • Freeform field: Any information can be typed in a freeform field.
      Sample freeform field
    • Dropdown field / list of values. Click the arrow and a list of options appears. Select the option required. Sample dropdown field
    • Date button: To enter a date click the button then select the date required. Sample date button If you do not see the date, use the << < > >> arrows. The < and > arrows let you scroll by month. The << and >> arrows let you scroll by year.
    • Radio button: Click inside the circle to select an option.
      Sample radio buttons
    • Checkbox: Checkboxes usually allow you to select more than one option. Click inside the box to select that option.
      Sample checkboxes

Supporting Documents

Introduction

In several modules you have the option to submit / upload documents from your computer to the CCLS site. The process is documented here for reference.

Caution symbolNote:
You can upload updated municipal documents at any time, for example, if updates are made to your fire evacuation procedure or if a new health inspection report is received since the last inspection. Your Program Advisor will automatically be notified of the updated document.

The documents that can be updated include:

Child Care Centre:

  • fire code approval
  • building approval
  • health approval, and
  • space sharing attestation

Home Child Care Agency:

  • fire code approval
  • building approval and
  • health approval

Whenever the status of the document is updated, either by you submitting a document or the ministry reviewing it, the status will appear along with the date. The document list always shows the most recent status. Following is an example of the status of the approved fire evacuation procedures.

Policies and procedures window

Caution symbolNote: If one document contains more than one page, upload it as one document only. Do no upload each page separately.

Uploading a Document

  1. Open the application.
  2. Click Upload Document>. The Attachments window appears. Attachments window
    (Your window may not look exactly as shown)
  3. Click Browse button. The Choose File to Upload window appears. Choose file to upload window
  4. Select the file.
  5. Click Open button.
  6. Enter comments in the Comments field if applicable.
  7. Click Save and return button.

Uploading / Adding an Additional Document / Updated Inspection Report

If a document type does not appear in the supporting documents list you can add it as an "additional document".

You can also add a document to an application or licence such as an updated inspection report.

Your Program Advisor is automatically notified when you add a document.

image

  1. Open your application / licence.
  2. Click Supporting documents button.
  3. Scroll to the section where you want to add the document.
  4. The next step depends on the type of document you are going to upload and when.
    Click either Add Additional Document> or Upload Document> or Select>.
    The Attachments window appears.
    Sample attachments window
  5. Specify the Document Type such as "public health report". If the document type is already there, skip this step.
  6. Click Browse button. The Choose File to Upload window appears.
  7. Select the file to be uploaded.
  8. Click Open button.
  9. Enter the name of the document in the Please Specify Document Type field.
  10. If applicable, enter comments in the Comments field if applicable.
  11. Click Save and return button. Your program advisor is notified that you have updated the document.

Revising a Supporting Document

You will receive an email if a revision is requested for a supporting document. This means that the program advisor is requesting a change to the document that was previously submitted, and that the document will need to be re-submitted.

Caution symbolNote: The revision request will not appear in your dashboard.

image

  1. Open the record (application, renewal, etc.).
  2. Click Supporting documents button.
  3. Open the document with the status "Pending Revision" (click Select>). The details of the submitted document appears.
    Supporting documents window
  4. Review the comment from your program advisor.
  5. Open the original document and make the revision.
  6. Upload the document again. (See here for details on uploading a document.) Both the original file and revised file appear in the Supporting Document Summary list.
    Sample Supporting document summary window
  7. Click Save and return button.

Revising an Entry

On Review Application Details windows, you can revise information before submitting.

image

  1. Click Revise>.
    Caution symbolNote: The word "Revise" must be green. If it is grey, that section cannot be edited at this time. To have a section "opened" see the section entitled "Requesting an Update to Application under Review". The window opens at the first page of the application / renewal / revision.
  2. Make the changes.
  3. Click Save and Next button until you reach the Review Application Details window again.
  4. Click Submit button.
    Caution symbolNote: The program advisor will not receive the revisions until you have clicked the Submit button.

Responding to a Comment

From time to time your program advisor may send you a comment requesting revisions or additional information for an item you have submitted (for example a new licence application, a serious occurrence report, etc.). Your program advisor's comment can be found in CCLS and an email is also sent to you notifying you of the request. Your program advisor will ensure that the information that you need to update is "Unlocked" (not read-only).

Here is how to identify an item requiring revisions and/or additional information: On your Home Page, click the down arrow Small down arrow of the In Process Items section. The window expands. Look in the status column.

In process items window

  1. Open the record. (Click Select>). The Review Application Details window appears.
  2. Scroll down to the Comments area.
    Sample comments section
  3. Read the ministry notes and make the changes / provide the information required. (See the previous section entitled Revising an Entry for details.)
  4. Enter Comments to the Ministry to inform your program advisor of the changes you have made.
  5. Click Submit button. The Declaration and Consent window appears.
  6. If you agree select I agree radio button.
  7. Click Submit button. The Ministry is notified that you have sent a comment / reply and made revisions.

Uploading Required Compliance Documents

Introduction

If a non-compliance is cited during a licensing or monitoring inspection you will receive an email advising you to upload documentation dealing with the non-compliance. You will receive another email reminding you the day before the document is due and on the compliance requirement due date. You will also be notified if your Program Advisor requests a revision to an uploaded document.

In addition to the email, you will be able to see the compliance follow-up requirement in your dashboard.

Dashboard showing the Compliance Follow-up required section

The dashboard section displays the following information:

  • Licence ID Number
  • Name of Child Care Centre / Home Child Care Agency
  • Inspection Date
  • Total Number of Compliance Follow-up Required (i.e. the number of non-compliance(s) without follow-up)
  • Total Number of Compliance Follow-up Submitted (i.e. the number of non-compliance(s) with follow-up submitted by an applicant or licensee)
  • First Non-Compliance Due Date (i.e. the smallest date of all non-compliance(s) or "Refer to Director", where there is no non-compliance due date)

If the required document or document revision is not uploaded by the due date, the system will change the Status to "Requirement Not Met" at 12:01 a.m. after the due date. A message will be posted on the Licence Inspection Overview window stating: "The final compliance requirement due date has passed. For more information, please contact your program advisor".

If you cannot upload the document, you can send it to your Program Advisor. If compliance requirements are received by your program advisor before or after (up until licence issuance) the final compliance requirement due date, the program advisor can upload it on your behalf.

Non-Compliance Statuses

There are five non-compliance statuses:

  • Pending Follow-up: No compliance requirement has been submitted.
  • Submitted: A compliance requirement has been submitted.
  • Pending Revision: A program advisor has requested a revision to a previously submitted compliance requirement, before the compliance requirement due date.
  • Requirement Met: A compliance requirement submitted by an applicant or licensee met the compliance requirement.
  • Requirement Not Met: A compliance requirement submitted by an applicant or licensee did not met the compliance requirement.

Uploading Process

Home page showing the Compliance Follow-up required section

  1. From your home page, click the Select> link for the follow-up you want to work on. The Licence Inspection Overview window appears showing a list of non-compliances for that licence.
    Non-compliances section of the License Inspection Overview window
  2. Click Add> for the non-compliance you want to work on. The Non-Compliance Details window appears.
    Non-compliance details window.

    The Non-Compliance Details window displays the following sections:

    • Non-Compliance Details: Including information from the Non-Compliance(s) table on the Licence Inspection Overview window (e.g. checklist section, checklist question etc.), as well as, Compliance Follow-up and Additional Comments to the Ministry.

    • Supporting Documents: This is where evidence of compliance may be uploaded.
      Caution symbolNote: Users can only remove supporting documents from CCLS prior to submission.
    • Activity History: This area displays the history of applicant / licensee and ministry action regarding non-compliances.
  3. Enter notes in the Compliance Follow-up field.
  4. You can enter Additional Comments for the Ministry if required.
  5. Click Save button.
  6. Upload the supporting document(s):
    • Enter the document name / description.
    • Click Browse button.
    • Select the file.
    • Click Open button.
    • Click Upload button. The filename appears in the supporting documents table.
  7. Click Save and submit button. The Declaration and Consent window appears.
  8. If you agree, click the I agree radio button then click Submit button. The table in your dashboard updates showing the number of follow-ups submitted.
    Table showing the number of follow-ups submitted.

Viewing the Licensee Orientation Video

Introduction

Before a new applicant can apply for a licence, he/she must view the licensee orientation. No options will be available in the software until the orientation is completed.

Existing licensees and applicants can review the video at any time.

Viewing the Licensee Orientation

Click Licensee Orientation button. The video starts. If you can't finish the orientation, the system will save the location where you left off. The next time you run the orientation, the system will ask you if you want to continue or start again.

  • Use the Previous button and Next button buttons to go through the slides.
  • Click menu button to view a list of all the topics so you can see how you are progressing. You can also jump to a topic to review it again.
  • The Glossary button contains a list of definitions of terms used in the video.
  • Resources button provides links to relevant sites and documents.
  • To read a transcript of the narrative click Transcript.

Updating Your Licensee Profile

Introduction

Your profile contains information about your:

  • Preferred language of correspondence
  • The type of applicant / licensee you are
  • Contact information, including your mailing address

It is important for you to keep the information up-to-date.

Caution symbolNote: Once you have registered for CCLS, you cannot change the type of applicant / licensee you are nor your licensee / applicant name.

Caution symbolNote: The Profile button option is not available to prospective licensees until the Licensee Orientation video is completed. For licensed child care licensees, the profile is always available.

Updating your Profile

  1. Click Profile button.
  2. Click Profile information button. The Applicant / Licensee Type window appears.
    Caution symbolNote: The profile window that appears varies depending on your applicant licensee type (individual, corporation or First Nation). Make sure you follow the instructions for your licensee type.
  3. Review the information and make changes as required. If a field that is not editable is incorrect contact the Child Care Help Desk.

Licensee type: Corporation

If your licensee type is not "corporation" skip this section.

Applicant/Licensee Type Window
Director information Window

(Depending on your corporation type (school board, health facility, etc.), your window may look different.)

  1. Review / edit the information as required.
  2. Click Save button
  3. To add a director:
    Caution symbolNote: This section is for directors of the corporation as listed in the incorporation documentation submitted to the Ministry of Government and Consumer Services.
    • Click Add Director>. The Director window appears.
      director window
      police check record window
    • Enter the director's information.
    • You can print, complete and upload two forms if required:  (1) Written Confirmation for Non-Interaction with Children Form, and (2) Offence Declaration Form. (Caution symbolNote: Skip this step if you are a CMSM/DSSAB or Publicly-funded school.)
      • Click the applicable form button.
      • Click Open button. A PDF copy of the form appears.
      • Complete the form online.
      • Save the form. Make a note of the name and location of the form. You will be uploading it in the next step.
    • To upload a Police Record Check Document: (Skip this step if you are a CMSM/DSSAB or Publicly-funded school.)
      Caution symbolNote:  All police reference check documents are encrypted to protect privacy.
      Caution symbolNote:  Updated police reference check documents can be added at any time. Your program advisor will be notified when you upload a document.
      • Click Upload Document>.The Attachments window appears.
        police check attachments window
      • Select the date the document was obtained.
      • Click Browse button.
      • Select the file to be uploaded then click Open button.
      • Click Save and return button.
      • Repeat step 3.4 as required.
    • Click Save button. The person appears in the director's list.
  4. To update a director:
    • Click Update>. The Director window appears.
    • Make changes as required. See steps 3.3 and 3.4 for more information.
    • Click Save and return button.
  5. To deactivate a director.
    • Click Deactivate>. The Director window appears.
    • Enter the Date Ceased.
    • Click Save and return button.
  6. To add an officer:
    Caution symbolNote: This section is for officers of the corporation as listed in the incorporation documentation submitted to the Ministry of Government and Consumer Services.
    • Click Add Officer>. The Officer window appears.
      Officer window
      police check record window
      (Depending on your corporation type, your window may look different.)
    • Enter the officer's information.
    • You can print, complete and upload 2 forms if required: (Skip this step if you are a CMSM/DSSAB or Publicly-funded school.)
      (1) Written Confirmation for Non-Interaction with Children Form, and (2) Offence Declaration Form.
      • Click the applicable form button.
      • Click Open button. A PDF copy of the form appears.
      • Complete the form online.
      • Save the form. Make note of the name and location of the form.  You will be uploading it in the next step.
    • To upload the Police Record Check Documents: (Skip this step if you are a CMSM/DSSAB or Publicly-funded school.)
    • Caution symbolNote:  All police reference check documents are encrypted to protect privacy.
      Caution symbol
      Note:  Updated police reference check documents can be added at any time.
      • Click Upload Document>.
      • Select the date the document was obtained.
      • Click Browse button.
      • Select the file to be uploaded then click Open button .
      • Click Save and return button.
      • Repeat step within section entitled "To upload the Police Record Check Documents" for all documents.
    • Click Save button. The person appears in the officer’s list.
  7. To update an officer:
  8. To deactivate an officer:
    • Click Deactivate>. The Officer window appears.
    • Enter the Date Ceased.
    • Click Save and return button.
  9. Click Next button.The Applicant / Licensee Information window appears.
    Applicant/Licensee Information window
  10. Update the information as required.
  11. Click Save button.
  12. Click Exit button. Your home page appears.

Licensee type: First Nation

If your licensee type is not "First Nation" skip this section.

Caution symbolNote: The Applicant Licensee Type and First Nation cannot be changed.

  1. Review / edit the information as required.
  2. To add a First Nation member:
    Caution symbolNote: A chief is mandatory.
    • Select the Role from the dropdown list.
    • Type in the First and Last Names.
    • Indicate if he/she has Signing Authority.
    • Indicate if he/she is a registered ECE and their CECE number.
    • Click Add First Nation Member. The person appears in the First Nation member list.
  3. To update a First Nation member:
    • Click Update>. The First Nation Member window appears.
    • Make the changes.
    • Click Save button.
  4. To deactivate a First Nation member:
    • Click Deactivate>. The First Nation Member window appears.
    • Enter the Date Ceased.
    • Click Save and return button.
  5. To add a Child Care Manager:
    • Click Add Manager. The Manager window appears.
      Manager window
      police check record window
    • Enter the manager information.
    • You can print, complete and upload 2 forms if required: (1) Written Confirmation for Non-Interaction with Children Form, and (2) Offence Declaration Form.
      • Click the applicable form button.
      • Click Open button. A PDF copy of the form appears
      • Complete the form online.
      • Save the form. Make note of the name and location of the form. you will be uploading it in the next step.
    • To upload the Police Record Check Documents:
      • Click Upload Document>
      • Select the date the document was obtained.
      • Click Browse button.
      • Select the file to be uploaded then click Open button.
      • Click Save and return button.
      • Repeat steps within section entitled "To upload the Police Record Check Documents" for all documents.
    • Click Save button. The person appears in the First Nation member list.
  1. Click Next button. The Applicant / Licensee Information window appears.
    Applicant licensee information window
  2. Update the information required.
  3. Click Save button.
  4. Click Exit button. Your home page appears.

Licensee type: Individual

If your licensee type is not "individual" skip this section.

Individual window
police record check window window

  1. Verify/edit the information.
  2. You can print, complete and upload 2 forms if required: (1)Written Confirmation for Non-Interaction with Children Form, and (2) Offence Declaration Form.
    • Click the application form button.
    • Click Open button. A PDF copy of the form appears.
    • Complete the form online.
    • Save the form. Make note of the name and location of the form. You will be uploading it in the next step.
  3. To upload the Police Record Check Documents:
  4. Caution symbolNote:  All police reference check documents are encrypted to protect privacy.
    Caution symbol
    Note:  Updated police reference check documents can be added at any time.
    • Click Upload Document>.
    • Select the date the document was obtained.
    • Click Browse button.
    • Select the file to be uploaded then click Open button.
    • Click Save and return button.
  5. Click Next button. The Applicant/Licensee Information window appears.
    Profile window
  6. Verify / edit the information.
  7. Click Save button.
  8. Click Exit button. Your home page appears.

New Licence Applications

Applying for a Child Care Centre Licence

Introduction

The New Licence Application module is where you apply for a new child care centre licence. You may also view a list of your licence applications.

You can apply for a new licence as an individual, corporation or First Nation. The process is similar for each type however the windows may be slightly different. Only the windows for a corporation applicant type are shown in this Guide.

This section walks you through the application process, generally following the left navigation bar. As sections are completed, a checkmark appears on the navigation bar.

Left navigation pane

Caution symbolNote: You will not complete all steps in one sitting. You can finish up to and including "Initial Deposit". At that time your application will be reviewed and assigned to a Ministry of Education program advisor. You will be emailed when you can continue the application process.

Step 1: Enter Application Information

  1. Click New Licence Application button.
  2. Click Apply for a new licence window. The Notice of Collection of Personal Information window appears.
    Notice of Collection of Personal Information window
    (Not all contents appear in the above sample)
  3. Read the Notice of Collection of Personal Information.
  4. Click Next button.The Program Type window appears.
    Program Type window
  5. Select the Child Care Centre radio button. The window expands.
    Expanded program type window
  6. Use the dropdown arrow to select the schedule you are applying for.
    Caution symbolNote: Age groupings are categorized into schedules. For more information see the CCEYA. Also see the "Age Grouping, Ratios, Group Size and Staff Qualifications" fact sheet found on the Early Years Portal.
  7. Click Next button. The Licensing History window appears.

Step 2: Complete the Licensing History

Licensing history window
(Your screen may not appear exactly as shown)

  1. Answer all the questions about your licensing history.
    Caution symbolNote: More questions may appear depending on your answers.
  2. Click Save and Next button. The Applicant Type window appears.

Step 3: Review the Applicant Type Info

Applicant type window
(The window contents depend on the type of applicant you are: individual, corporation or First Nation.)

  1. Review your applicant type information. It has been populated from your Profile.
    Caution symbolNote: No information can be changed on this window. If your profile is incorrect, click Exit button and update your profile. (Only some profile information can be changed). See the section entitled "updating your profile" for details.
  2. Click Next button. The Applicant Information window appears.

Step 4: Review the Applicant Information

Applicant information window

  1. Review your applicant information. It has been populated from your Profile.
    Caution symbolNote: No information can be changed from this window. If the information displayed is incorrect, click Exit button and update your profile. See the section entitled "Updating your Profile" for details.
  2. Click Next button. The Child Care Centre Information window appears.

Step 5: Enter the Child Care Centre Information

Child Care Centre Information window  top
image
Child Care Centre Information window bottom

  1. Enter the information.

    Field Notes and Tips

    All fields: Do not type in all upper case.

    Consolidated municipal service manager/ district social services administration board

    • Identifying your local CMSM/DSSAB will determine which Ministry of Education – Child Care Quality Assurance and Licensing office your application will be assigned to.
    • Caution symbolNote: This field is not applicable if the applicant type is "First Nation".
    • If you do not know what to enter:
      • Click the here link.
        Sample here link.
        A file download window appears.
      • Click Open button. A document appears to help you determine the CMSM/DSSAB for your area.
      • Scroll through the document and make note of the Service Manager for your area.
        Caution symbolTip: Search for the name of your town.
      • Close the document (select FILE->EXIT )
    • If you select the City of Toronto, select the ward where your child care centre will be operating.

    Language(s) of Service Delivery

    • This is the language(s) you will be providing service in your child care centre. You can enter more than one.
    • If you select Other, select the language then click Add>>. More than one language can be selected.

    DWIS ID number

    • When you register your child care centre with the Ministry of the Environment your child care centre will be assigned a unique Drinking Number Information System number (DWIS ID).
  2. Click Save and Next button. The Operational Information window appears.

Step 6: Enter Operational Information

Operational Information window
(This window may be different depending on the schedule you selected previously.)

  1. Enter the information.
    Caution symbolNote: All fields are mandatory.
  2. Click Save and Next button. The Review Application Details window appears.

Step 7: Review and Submit your Application

All the information you have entered in your application appears in one continuous window to make it easy for you to review.

Caution symbol Tip: To print your application click Print icon(located near the top right corner of the form).

image

  1. Review your application.
    Caution symbolWarning: Once you click Submit button, you will not be able to make any changes to your application until after it is submitted and approved by your program advisor. You will not be able to change your application type (i.e. child care centre or home child care agency). If you need to revise the application type after submission, you will have to withdraw this application and start a new one.
  2. If a revision is required in a particular section:
    • Click Revise>. Your application opens at the section required.
    • Make changes where required.
    • Click Save and Next button to save your changes.
  3. If you would like to withdraw your application:
    • Click Withdraw application button (near the bottom of the Review Application Details window). A confirmation message appears.
      confirmation message
    • Read the warning.
    • To withdraw click Ok button.
  4. Submit your application.
    • Click Submit button. The Declaration and Consent window appears.
      Declaration and Consent window
    • If you agree with the statement, click the I agree radio button.
    • Click Proceed to deposit payment button. The Initial Deposit window appears.

Step 8: Remit Deposit Payment

Initial deposit window

  1. Read the information on the window.
  2. Click Continue with e-transfer/credit card button. A confirmation message appears.
    Message that you are going to leave CCLS
  3. Click OK button to continue. The Order Summary window appears.
    Order Summary window
  4. Select Credit Card or Interac Online as applicable.
    Caution symbolNote: VISA debit is not accepted.
  5. Click Make payment button. You will be re-directed to the appropriate site to finalize payment.
    Payment information window
  6. Enter the payment information.
  7. Click Submit payment button.
  8. If warning messages appear, click Yes button.
  9. A receipt appears.
    image

  10. Click Complete payment process button A confirmation message appears.

    The Ministry has received your deposit and you have successfully submitted your application.

  11. Click image. Your home page appears.

You are done for now!

image Your application is submitted to the Ministry. You will receive a confirmation email.

image You will receive another email when your application has been assigned to a Ministry of Education program advisor. At that time you can move forward with your application by submitting supporting documents, entering staffing information and requesting staff Director approvals.

In the meantime, you can start developing / obtaining the following documents:

    ❐ Incorporation papers (if you are applying as a corporation)
    ❐ Business name registration (if applicable)
    ❐ Written verification from the zoning authority that the location is approved for use as a child care centre
    ❐ Detailed floor plans
    ❐ Detailed site plans
  • You may wish to review the Licensee Orientation Video for more information about the documents required.
  • Your program advisor will review your application and let you know if more information or revisions are required. (See the section entitled Revising an Entry and Responding to a Comment, for details).

Step 9: Submit Supporting Documents

Email icon You will receive an email advising when you can start submitting supporting documents.

Caution symbolNote: You can upload multiple versions of the same document if required. The latest uploaded version is the version that will be reviewed by the Ministry.

Caution symbolNote: If one document contains more than one page, upload it as one document only. Do no upload each page separately.

image

  1. Open your application. (See the section entitled "Opening an Application" for details if required.) The Review Application Details window appears.
  2. Click Supporting documents button. The Supporting Documents window appears showing a table of required documents. Some documents may be marked as "not applicable" under the Status column. The documents listed in the Initial Documents to Submit section should be submitted before the others, however, you can upload the supporting documents in the other sections at any time.
    Supporting documents window top Policies and Procedures window
    Municipals and other approvals
    (The files required will be different if you are applying as an individual, corporation or First Nation.)
  3. Upload the document. See the section entitled "Uploading a Document" for details.
    Email symbolYou will receive a confirmation email.
  4. Repeat step within section entitled "Upload the document" for all documents.
  5. Add "additional documents" if required. See the section entitled "Uploading a Document" for details.
  6. Click Next button. The Staffing Information window appears.

Step 10: Review Staffing Information

Caution symbolNote: Staff members are added / updated via the Administration menu – Manage Staff Information. The information that is entered on that page will display in your application as "read only". See the sections entitled "Adding a Staff member to your list" or "Editing Staff Members if required" for details.

Caution symbolNote: A staff director approval request is required for the following positions:

  • RECE Supervisor
  • Non-RECE Supervisor
  • Program staff to take the place of an RECE
  • Non-RECE Resource Teacher

Caution symbolNote: There must be a Director-approved supervisor before a licence can be issued. See the section entitled "Requesting a Staff Director Approval if Required".

image

  1. Open your application (See the section entitled "Opening an Application").
  2. Click Staffing information button. The Staffing Information window appears.
    Staffing Information window
  3. Review the information.
  4. If everything is correct, click Next button and skip to the section entitled "Step 11 – Review Space Information.
  5. To make changes, see the next section(s).

Adding a Staff member to your staff list

  1. Click Manage Staff Information> The Staff Information list appears.
    Staff information window
    (Your list may be empty if no staff have been added yet)
  2. Click Add Staff>. The Staff Information window appears.
    Staff Information window
  3. Enter the Staff Information.
  4. Add the Location/Position Information:
    • Click Select Position and Location>. The following window appears.
      Manage Staff Information window
    • Select the name of the Child Care Centre if applicable.
    • Select the applicant's Primary Position. Where a staff member has more than one area of responsibility, identify his/her primary role.
    • Complete the information for any fields that appear.
    • Click Save and return button.
  5. Click Save and return button or Save and Next button.

Requesting a Staff Director Approval if Required

  1. Click Staff director approval button.
  2. Click Request staff director approval button. The following window appears.
    Request staff director approval window
  3. Select the type of approval required.
  4. Click Next button. The Applicant Details window appears.
    Applicant details window
    (Partial window only – your window may be different)
  5. Print the Notice of Collection of Personal Information form.
    • Click Notice of collection of personal information button.
    • Print the form.
    • Have the individual sign the form and provide them with a copy.
    • Retain the form in the staff's file.
  6. Enter the applicant details.
    Caution symbol Note: Select only one age group for Program Staff to take the place of a qualified staff (otherwise approval).
  7. Add the applicant's child care experience:
    • Click Add Experience>. The Child Care Experience window appears.
      Child Care Experience window
    • Enter the information.
    • Click Save and return button. The Applicant Details window appears.
  8. Click Save and Next button.
  9. If the approval is for:
    • a non-RECE supervisor, or
    • a program staff to take the place of an RECE.
    The following question appears near the bottom of the window.
    Additional training or credentials question
    • Answer the question.
    • If you respond "Yes" to the above question, you will be prompted to enter additional training.
      Additional training window
      • Click Add Course>. The Additional Training window appears.
        Additional Training window
      • Enter the information.
      • Click Save and return button.
  10. Click Save and Next button.
  11. The Supporting Documents window may appear.
    Supporting Documents window
    (Your window may display different document types required.)

    • Upload supporting documents as applicable. (See the section entitled "Uploading a Document" for details.)
    • Click Next button. The Review and Submit window appears.
      Review and submit window
      (Partial window only)
  12. Review the information on the Review Application Details window.
  13. If changes are required:
    • Click Revise>.
    • Make the changes.
    • Click Save and Next button.
  14. Click Submit button. The Declaration and Consent window appears.
    Declaration and Consent window
  15. If you agree with the statement select the I agree checkbox.
  16. Click Submit button. The Confirmation window appears.
    Confirmation window
  17. Click Exit button. Your home page appears.
    Email iconYou will receive a confirmation email.
    • Your program advisor will review your request and let you know if more information or revisions are required. (See the section entitled "Revising an Entry and Responding to a Comment">, for details.)
    • If you are issued a licence, you will simultaneously receive an email indicating that the Director approval request was approved. Print the letter and retain it in the staff member's file.
    • If the Director approval is denied, you will receive an email notification immediately.

Editing staff members if required

Step 11: Review Space Information

Caution symbolNote: You cannot make changes in the space information window. The data is entered by your program advisor based on the information supplied in your supporting documents (floor plan and site plan) and that is approved in principle by the Director.

  1. Open your application. (See the section entitled "Opening an Application" for details if required.)
  2. Click Space information button. The Space Information window appears.
    Caution symbolNote: If this screen is blank, your floor plan has not yet been approved in principle.
    Space information window
  3. Review the information. If there is an error, contact your program advisor.
    Caution symbolNote: The information on this window may change if a licence is issued based on final measurements and ministry approvals.
  4. Click Exit button. Your Home Page appears.

Step 12: Print Floor/ Site Plan Letter

Email iconYou will receive an email and letter when your floor/site plan is approved in principle. A notice will also appear in the Ministry Actions area of your Home Page.

The letter includes a version number and date for information purposes.

image

  1. From your home page, scroll to the Ministry Actions section.
  2. Open the Floor/Site Plan Review – New Licence Applications section.
    Floor/Site Plans Review … New Licence Applications section
  3. Click Select>;. The Review Application Details window opens.
    Ministry approvals list
  4. Click the Floor plan approval letter link found near the top of the page. The File Download window appears.
  5. Click Open button. The letter opens in a PDF viewer.
  6. Print the letter.
    • Select File->Print. A Print window appears.
    • Click Print button.
  7. Close the PDF viewer (click the red X Red x symbol).
  8. Submit the letter to your local municipality in order to obtain municipal approvals.
    Caution symbolTip: You may wish to review the Orientation Video for more information about the municipal approvals required for child care centre licence applications.
    • You may be contacted by your program advisor to revise your application or supporting documents. (See the section entitled "Revising and Responding to Comments for details).

Step 13: Remit Fee Balance Payment (if applicable)

Caution symbolNote: You will be notified by email if your application request requires submission and payment of a fee balance. If your final licensed capacity is 24 children or less, you will not have to remit an additional fee.

Maximum number of
Children
Fee for a new
application
0-24 $200
25-49 250
50-74 300
75-99 350
100-124 400
125 or more 450

Your licence will not be issued until the pending fee balance is submitted and processed.

image

New Licence applications window

  1. Open the application.
  2. Click Fee balance menu item. The Fee Payment window appears.
  3. Read the information.
  4. Click Continue with e-transfer/credit card button. A confirmation message appears.
    Message that you are going to leave CCLS
  5. Click OK button to continue. The Order Summary window appears.
    Order summary window
    Caution symbolNote: The amount may be different.
  6. Select Credit Card or Interac Online as applicable.
    Caution symbolNote: VISA debit is not accepted.
  7. Click Make payment button. You will be re-directed to the appropriate site to finalize payment.
    Payment information window
    Caution symbolNote: The amount may be different.
  8. Enter the payment information.
  9. Click Submit payment button.
  10. If warning messages appear, click Yes button.
  11. A receipt appears.
    Receipt
  12. Click Complete payment process button. A confirmation message appears.
  13. Click Exit button. Your home page appears.

Next Steps

  • The Director will review your application.
  • If your licence is approved and issued by the Director, you are required to print your licensing documents. (See the section entitled "Printing and Posting Your Licensing Documents" for details.)

Applying for a Home Child Care Agency Licence

Introduction

The New Licence Application module is where you to apply for a new licence for a home child care agency. You can also view a list of your licence applications.

You can apply for a new licence as an individual, corporation or First Nation. The process is similar for each type however the windows may be slightly different. Only the windows for a corporation applicant type are included in this guide.

This guide walks you through the application process, generally following the left navigation bar.

Left navigation pane

Caution symbolNote: You will not complete all steps in one sitting. You finish up to and including "Initial Deposit". At that time your application is assigned to a program advisor. You will be emailed when you can continue the application process.

Step 1: Enter Application Information

  1. Click New Licence Application button.
  2. Click Apply for a new licence window. The Notice of Collection of Personal Information window appears.
    Notice of Collection of Personal Information window
    (Not all contents appear in the above sample)
  3. Read the Notice of Collection of Personal Information.
  4. Click Next button. The Program Type window appears.
    Program Type window
  5. Select the Home Child Care Agency button.
  6. Click Next button. The Licensing History window appears.

Step 2: Complete the Licensing History

Licensing history window
(Your screen may not be exactly as shown)

  1. Answer all the questions about your licensing history.
    Caution symbolNote: More questions may appear depending on your answers.
  2. Click Save and Next button. The Applicant Type window appears.

Step 3: Review the Applicant Type Information

Applicant type window
(The window contents depend on the type of applicant you are: individual, corporate or First Nation.)

  1. Review your applicant type information. It has been populated from your Profile.
    Caution symbolNote: No information can be changed here. If your profile is incorrect, click Exit button and update your profile. (Only some information can be changed). See the entitled section "Updating your Profile" for details.
  2. Click Next button. The Applicant Information window appears.

Step 4: Review the Applicant Information

Applicant information window

  1. Review your applicant information. It has been populated from your Profile.
    Caution symbolNote: No information can be changed here. If the information is incorrect, click Exit button and update your profile. See the section entitled "Updating your Profile" for details.
  2. Click Next button. The Agency Information window appears.

Step 5: Enter the Agency Information

Agency Information window
Agency Information window

  1. Enter the information.

    Field Notes and Tips
    All fields
    Do not type in ALL UPPER CASE.
    Consolidated municipal service manager/ district social services administration board
    • Identifying your local CMSM/DSSAB for the agency head office will determine which Ministry of Education – Child Care Quality Assurance and Licensing office your application will be assigned to.
    • Caution symbolNote: This field is not applicable if the applicant type is "First Nation".
    • If you do not know what to enter:
      • Click the here link.
        Sample here link
        A file download window appears.
      • Click Open button. A document appears to help you determine the CMSM/DSSAB for your area.
      • Scroll through the document and make note of the Service Manager for your area.
        Caution symbolTip: Search for the name of your town.
      • Close the document (select FILE->EXIT )
    • If you select the City of Toronto, select the ward where the home child care agency will be operating.
    Language(s) of Service Delivery:
    • This is the language(s) you will be providing service in your home child care agency.
    • You can select more than one.
    • If you select Other the window expands. Select the language then click Add>>.
  2. Click Save and Next button. The Operational Information window appears.

Step 6: Enter Operational Information

Operational Information window

  1. Select the Proposed Program Options you plan to offer in the home location (you can select more than one option).
  2. Click Save and Next button. The Review Application Details window appears.

Step 7: Review and Submit your Application

All the information you have entered in your application appears in one window to make it easy for you to review.

Caution symbolTip: To print your application click Print icon(located near the top right corner of the form).

image

  1. Review your application.
    Caution symbolWarning: Once you click Submit, you will not be able to make any changes to your application until after it is received and assigned to a program advisor. You will not be able to change your application type (i.e. child care centre or home child care agency). If you need to revise the application type after submission, you will have to withdraw this application and start a new one.
  2. If a revision is required.
    • Click Revise>. Your application opens at the section required.
    • Make changes as required.
    • Click Save and Next button to save your changes.
  3. If you would like to withdraw your application:
    • Click Withdraw application button. A confirmation message appears.
      Warning message
    • Read the message.
    • Click Okay button to withdraw.
  4. Submit your application:
    • Click Submit button. The Declaration and Consent window appears.
      Declaration and Consent window
    • If you agree with the statement, select the I Agree radio button.
    • Click Proceed to deposit payment button. The Initial Deposit window appears.

Step 8: Remit Deposit Payment

  1. Read the information on the window.
  2. Click Continue with e-transfer/credit card button. A confirmation message appears.
    Message that you are going to leave CCLS
  3. Click OK button to continue. The Order Summary window appears.
    Order summary window
  4. Select Credit Card or Interac Online.
    Caution symbolNote: VISA debit is not accepted.
  5. Click Make payment button. You will be re-directed to the appropriate site to finalize payment.
    Payment information window
  6. Enter the payment information.
  7. Click Submit payment button.
  8. If warning messages appear, click Yes button.
  9. A receipt appears.
    Receipt
  10. Click Complete payment process button A confirmation message appears.

  11. The Ministry has received your deposit and you have successfully submitted your application.


  12. Click Exit button. Your home page appears.

You are done for now!

Email iconYour application is submitted to the ministry. You will receive a confirmation email.

Email iconYou will receive an email when your application is assigned to a Ministry of Education program advisor. At that time you can start submitting supporting documents, entering staffing information and requesting Director approvals for home visitors.

In the meantime, you can start developing / obtaining the following documents:

    ❐ Incorporation papers (if you are applying as a corporation)
    ❐ Business name registration (if applicable)
  • Your program advisor will review your application and let you know if more information or revisions are required. (See the section entitled Revising and Responding to Comments, for details.)

Step 9: Submit Supporting Documents

Email iconCaution symbolNote: You will receive an email advising when you can submit supporting documents. In addition, the "Supporting documents" navigation link will become available.

image

  1. Open your application. (See here for details if required.) The Review Application Details window appears.
  2. Click Supporting documents button. The Supporting Documents window appears showing a table of documents. Some documents may be marked as "not applicable". The documents in the initial documents section should be submitted before the others. However, you can upload the supporting documents in the other sections at any time.
    Supporting documents window top
    Supporting documents window bottom
    (The files required will be different if you are applying as an individual, corporation or First Nation.)
  3. Upload the document. For details on how to upload a document, see the section entitled "Uploading a Document" for details.
  4. Repeat step within the section entitled "Upload the document" for all documents.
  5. Add "additional documents" if required. See the section entitled "Uploading a Document" for details.
  6. Click Next button. The List of Home Child Care Premises window appears.

Email icon As the documents are reviewed by the Ministry, you will receive email(s) advising if the document is satisfactory, not applicable, or if it requires a revision. (See the section entitled "Revising and Responding to Comments for details.)

Step 10: Review the Home Child Care Premises

  1. Open your application. The Review Application Details window appears.
  2. Click Home child care premises button.The Home Child Care Premises window appears showing all proposed home-locations for this application.
    Manage home child care premises window
    If the list is blank or incorrect, click Manage Home Child Care Premises. See the section entitled "Adding a Home" for details on adding / editing home locations.
  3. Click Next button. The Staffing Information window appears.

Step 11: Review Home Visitor/ Staffing Information

Caution symbolNote: Staff members are added / updated via the Administration menu – Manage Staff Information. The information that is entered on that page will display in your application as read only. For details on adding and editing staff members see the section entitled "Adding a staff members to your Staff List".

Caution symbolNote: A staff director approval request is required for the following positions:

  • RECE Home Child Care visitor
  • Home Child Care visitor with other qualifications

image

  1. If it is not already open, open your application. The Review Application Details window appears.
  2. Click Staffing information button. The Staffing Information window appears showing the Home Visitors Information.
    Staffing Information window
  3. Review the information.
  4. If everything is correct, click Next button and go to the section entitled "Step 12: Remit the Fee Balance Payment (if applicable)".

Adding a Staff Member to your staff list

  1. From the Staffing Information window, click Manage Staff Information>.
    The Manage Staff Information list appears.
    Manage Staff Information list
    (Your list may be empty if no staff have been added yet.)
  2. Click Add Staff>. The Staff Information window appears.
    Staff Information window
    (This window may change as you enter information.)
  3. Enter the Staff Information.
    Caution symbol Warning: The staff information cannot be changed once it is saved.
  4. Add the Position/Location:
    • Click Select Position and Location>.The following window appears.
      Manage staff information window
    • Select the Home Child Care Agency Name.
    • Select the applicant's Primary Position.
      Field Notes and Tips
      Primary Position: Where a staff member has more than one area of responsibility, please identify their primary role.
    • Click Save and return button.
  5. Click Save and return button or Save and Next button. The following window appears if Director approval is required.
    Manage staff information window
    If Director Approval is not required, you are done. Continue to Step 12: Remit the Fee Balance.

Requesting a Director Approval (if required)

  1. Click Request director approval button. The Applicant Details window appears.
    Applicant Details window
    (Partial window only – your window may look different)
  2. Print the notice of collection of Personal Information form.
    • Click Notice of collection of personal information button.
    • Print the form.
    • Have the individual sign the form.
    • Retain the form in the staff's file.
  3. Add the applicant details.
  4. Add the child care experience.
    • Click Add Experience>. The Child Care Experience window appears.
      Child Care Experience window
    • Enter the information.
    • Click Save and return button. The Applicant Details window appears.
  5. Click Save and Next button.
  6. If the approval is for a Home Child Care visitor with other qualifications, the following question appears near the bottom of the window:
    Question about additional training or credentials
    • Answer the question.
    • If you respond "Yes" to the above question, you will be prompted to enter additional training.
      Additional training window
      • Click Add Course>. The Additional Training window appears.
        Additional Training window
      • Enter the information.
      • Click Save and return button.
  7. Click Save and Next button.
  8. If the approval is for a Home Child Care visitor with other qualifications the Supporting Documents window appears.
    Supporting Documents window

    • Upload supporting documents as applicable. (For assistance on how to upload a document see the section entitled "Uploading a Document".)
    • Click Next button. The Review Application Details window appears.
  9. Review the information.
  10. If changes are required:
    • Click Revise>.
    • Make the changes.
    • Click Save and Next button.
  11. Click Submit button. The Declaration and Consent window appears.
    Declaration and Consent window
  12. If you agree with the statement select the "I agree" radio button.
  13. Click Submit button. A Confirmation window appears.
    Confirmation message
  14. Click Exit button. Your home page appears.

Email iconYou will receive a confirmation email.

  • Your program advisor will review your request and let you know if more information or revisions are required (see the section entitled "Revising and Responding to Comments, for details).
  • If your licence is approved, you will receive an email and letter indicating the approval. Print the letter and retain it in the staff member's file.
  • If the Director approval is denied, you will receive an email notification immediately.

Editing a Staff Member if required

  1. Click Administration button.
  2. Click Manage staff information button. The Staff Information list appears.
    Staff information table
  3. Click Select>.
  4. Edit the staff member information as required.
  5. Click Save and return button.
  • You may be contacted by your program advisor to revise your application or supporting documents. (See the section entitled "Revising and Responding to Comments" for details.)

Step 12: Remit the Fee Balance Payment (if applicable)

Caution symbolNote: You will be notified by email if your application request requires submission and payment of a fee balance. If your final licence is for 25 premises or less you will not have to remit an additional fee.

Maximum number of
Premises
Fee for a new
application
0-25 $200
26-50 250
51-75 300
76-100 350
101-125 400
126 or more 450

Your licence will not be issued until the pending fee balance is submitted and processed.

image

  1. Open the application.
  2. Click Fee balance menu item. The Fee Payment window appears.
  3. Read the information.
  4. Click Continue with e-transfer/credit card button. A confirmation message appears.
    Message that you are going to leave CCLS
  5. Click OK button to continue. The Order Summary window appears.
    Order summary window
    Caution symbolNote: The amount may differ.
  6. Select Credit Card or Interac Online as applicable.
    Caution symbolNote: VISA debit is not accepted.
  7. Click Make payment button. You will be re-directed to the appropriate site to finalize payment.
    Payment information window
    (The amount may be different)
  8. Enter the payment information.
  9. Click Submit payment button.
  10. If warning messages appear, click Yes button.
  11. A receipt appears.
    Receipt

  12. Click Complete payment process button. confirmation message appears.
  1. Click Exit button. Your home page appears.

Next Steps

  • The Director will review your application.
  • If your licence is approved and issued by the Director, you are required to print your licensing documents.

Working with a Draft or Submitted Application

Viewing an Application Status

  1. Click New Licence Application button.
  2. Click View new licence applications button. The List of New Licence Applications window appears.
    List of New Licence Applications windows
    The Status column indicates if the application is submitted or under review.

Opening an Application

  1. Go to your dashboard (click Home button).
  2. Expand the New Licence Applications section in either the Drafts or In Process Items area.
    New Licence Applications window
  3. Click Select>. The Review Application Details window appears.

Printing your Application

  1. Open your application. (See the previous section if required.) The Review Application Details window appears.
    Caution symbolNote: If you cannot access the Review Application Details window, you cannot print your application yet. Your application must be completed to the "Review Application Details" stage.
    Review application details window
    (Partial window only)
  2. Click Print icon. A Print window appears.
  3. Click Print button.

Updating a Submitted Application

Depending on the status of an application, only certain things can be changed:

Draft

  • The application can be withdrawn.
  • Any changes can be made.

Submitted/ Pending Payment

  • The application can be withdrawn.
  • No changes can be made.

Under Review

  • The application can be withdrawn.
  • Fields are locked but a request can be made to unlock the fields (see the next page for details).

Pending revision/ Additional Information

  • The application can be withdrawn.
  • Changes can be made to sections where the "revise" link is green.
  • Some information cannot be unlocked in your application such as the applicant type and cannot be changed. To change the applicant type, the application must be withdrawn, and the applicant must create a new ONe-key login and ID and register for CCLS again.

Requesting an Update to an Application under Review

Changes cannot be made to a section when the "revise" link is grey Sample of a grey link. A request must be made to the program advisor indicating why the change is required.

image

  1. Open the application. (See the section entitled "Opening an Application") for details. The Review Application Details window appears.
  2. Scroll down the application and click Request update to application button. The Request Update to Application window appears.
    Request update to application window
  3. Select the checkbox of the item(s) to be updated.
  4. Enter an explanation for the change.
  5. Click Submit button. Your request is forwarded to your Program Advisor.
  6. You will receive an email when the section is unlocked for you to edit. The status of the application will change to "Pending Revision / Additional Information".
  7. Make the changes. (See the section entitled "revising an entry" for details.)

Withdrawing an Application

Withdrawing a Draft Application

  1. Click New Licence Application button.
  2. Click View new licence applications button. A List of New Licence Applications appears.
    List of New Licence Applications  window
  3. Click Withdraw Application. A confirmation message appears.
    confirmation message
  4. Click Okay button. Your application is withdrawn and disappears from the list and CCLS.

Withdrawing an Application that is "Submitted" or "Under Review"

  1. Open the application. (See the section entitled "Opening an Application" for details.) The Review Application Details page appears.
  2. Click Withdraw application button (near the bottom of the page). A confirmation message appears.
    confirmation message
  3. Click Okay button. Your application is withdrawn and disappears from the list.

Licences

Viewing Your Licences and Licence Information

Caution symbolNote: The Current licenses link option appears only if you have a licensed program.

Method 1:

  1. Click Current licenses link.
  2. Click View your licences button. A List of Active Licence(s) appears.
    List of licences window
  3. Click Select> to open the licence. The Licensing History window appears.
  4. Click View Current Licence>.

Method 2:

  1. From your dashboard, scroll to the Ministry Actions section.
  2. Open the New Licence Applications section.
    New licence applications window
  3. Click Select> to open the licence.

Understanding Your Licence Windows

Introduction

Once you have opened the licence, the following links become available so you can quickly jump to the windows.

Child care centre links
Child care centre links

Home child care agency links
Home child care agency links

Following is a description of each link:

Licence Header

The header of each page displays the name of the Child Care Centre / Home Child Care Agency, the Licence number, the Schedule (for CCCs) and the name of your Program advisor.

Child Care Centre: ABCD Child Care Centre | Licence #: 00000 | Schedule: 1&4 | PA: Xxxxx xxx

Licence Details

This page include the information on file for the current licence:

  • Licensing Documents (including the licence, licensing letter, floor plan approval letter, licensing checklist, and summary of requirements and recommendations report)
  • Licensee Type
  • Directors/Officers of the Corporation or First Nation members
  • Licensee Information
  • Child Care Centre Information / Agency Information
  • Child Care Centre Civic (Site) Address / Agency Head office Civic and Mailing Addresses
  • Program Description (Child Care Centre only)
  • Safe Drinking Water Act information (Child Care Centre only)
  • Operational Information (Program Options, months of operation, days and hours of operation, licensed capacity)

Tiered Licensing Information

The tiered licensing information includes the compliance profile summarizing the number of inspections, the non-compliance score and the associated licence tier.

Summary of Non-Compliances

Summary of non-compliance window

This page displays the list of non-compliances including:

  • Legislative Reference
  • Observed non-compliance
  • Inspection Date
  • Inspection Type
  • If the issue was resolved before the licence was issued
  • Risk weight

Supporting Documents

Supporting documents window

This page includes the most recent supporting documents for the licence that have been uploaded to CCLS Where documents have been uploaded, the title of the document will appear in green text. Click the green text to view the document.

Caution symbolNote: For programs licensed prior to December 2013, the supporting documents may be blank.

Space Information

Space information window

This page includes space information for a child care centre for the current licence on file in CCLS:

  • Room / Space
  • Room / Space Statistics
  • Other Required Areas
  • Playground

Caution symbolNote: For programs licensed prior to December 2013, the space information page may be blank.

Printing and Posting Your Licensing Documents

You will receive an email notification when the ministry has issued you:

  • A new licence
  • A renewed licence
  • A revised licence (for changes to capacity, play activity rooms; program options/duration, child care centre name)
  • An amended licence (when changes are made to terms and conditions or Director approvals during the licence period)

Your licensing documents must be printed and in some cases, posted.

Caution symbolNote: You will not be able to open the licence document links until a licence has been issued in CCLS.

image

  1. Open your licence (see the section entitled "Viewing Your Licences and Licence Information" for details.) The Licence Details window appears.
  2. At the top of the window is a list of Licence Documents.
    Licence documents window
    (Your document list may be different.)
  3. Click the document link. The File Download window appears.
  4. Click Open button. The document opens in PDF format.
  5. Print the document.
    • Select File then Print from the menu.
    • Click Print button.
  6. Close the viewer. Click Red x symbol.
  7. Repeat steps within sections entitled "Click the document link." to "Close the viewer." for each document.
  8. Post the Licence in a conspicuous place at, or near an entrance commonly used by parents.
  9. The Licensing Checklist and Summary Of Child Care Centre Licensing Requirements and Recommendations must be available for parents.

Viewing your Licensing History

The licensing history table indicates when a licence was issued, when there have been renewals, revisions, etc. From this table you can view the item or update the current licence.

image

  1. Click Current licences button.
  2. Click View your licences button.
  3. Select your current licence from the list. It appears in bold print.
    The Licensing History window appears.
    History of licenses window

Updating your Licence Information

When renewing your licence, you will be asked to update the licence information. In addition, you can update your licence information 90 days prior to the licence expiry date. The information includes:

  • Child Care Centre Information such as the email address, phone, and contact. The name of the Child Care Centre cannot be changed here.
  • Mailing Address
  • Program Description – language
  • Safe Drinking Water Act
  • Operational Information such as the months, days and hours of operation

image

  1. Open the Licensing History window (see the previous section).
    History of licenses window
  2. Click Update Current Licence>. The Licence Details window appears.
    Caution symbol If your licence is up for renewal, this option is not available.
  3. Update the information.
  4. Click Save button.

Uploading Updated Inspection Reports

  1. Click Current licences button.
  2. Click View your licences button. The Search for a Licence window appears.
    List of Licence(s) section
  3. From the List of Licence(s) section, select the licence to be updated.
    History of licenses window
  4. Click Update Current Licence>. The Licence Details window appears.
  5. Click Supporting documents button. The Supporting Documents window appears.
  6. Scroll down to the Municipal and Other Approvals section.
    Municipal and Other Approvals section
  7. Upload the document. For details on how to upload a document, see the section entitled "Uploading a Document".
  8. Click Exit button. An email is sent to your Program Advisor indicating that you have uploaded a new document.

Renewals

Caution symbolNote: Current licences button does not appear as an option until you have a licence issued in CCLS.

Caution symbolNote: Only limited information can be changed during a renewal. If other changes are required see the section entitled "Updating Your Licensee Profile".

Viewing / Opening a Licence to be Renewed

  1. Click Current licences button.
  2. Click Renew a licence button. The Renew a Licence window appears.
  3. Read the Notice of Collection of Personal Information.
  4. Click Next button. A list of licences to be renewed appears.
    List of licences to be renewed window
  5. To open the licence to be renewed click Select>.

Opening a Licence Renewal that you Previously Started

  • Once you start a renewal, it will not be accessible in the Renew a licence button link.
  • A renewal that you have started is called an "Active Renewal".

image

  1. Click Current licences button.
  2. Click View active licence renewals button. The List of Active Licence Renewal(s) window appears.
    List of active licence renewals window
  3. To open the licence renewal click Select>.

Renewing a Child Care Centre Licence

Introduction

All child care centre or home child care agency licences have an expiry date. You can see the expiry date on your licence and it is also visible in CCLS.

CCLS sends email reminders / alerts to individual and licensee roles 3 months before the licence expires, and regularly after that: 2 months, 1 month, 2 weeks, 7 days, and daily at 3, 2 and 1 day before the licence expires. The email alerts are sent if the renewal application and fee have not been submitted. If the application is submitted but not the fee, the system will continue to send notifications until the fee is received. The CMSM/DSSAB is also copied on the notification beginning at seven days prior to expiry.

To request a licence renewal, a licensee must:

  • Submit a licence renewal application form (in CCLS);
  • Complete an attestation that the licensee is not prohibited from operating a child care centre or home child care agency (in CCLS);
  • Submit any other documentation required by the Minister; and
  • Pay a licence renewal fee.

It is up to the licensee to make sure that the Ministry of Education receives the renewal application and fee on or before the licence expiry date. The fee has to be paid online when the renewal application is submitted or sent by mail far enough in advance of the expiry date so that it can be processed before the expiry date. (Please allow at least two weeks for processing.) The renewal application is not considered complete until the renewal application and the fee have both been received and processed.

If a licence renewal application and the renewal fee are not received and processed on or before the licence expiry date, the licence will expire the next day.

When a child care centre licence is expired, the licensee is no longer legally authorized to provide child care at the premises for more than five children under ten years of age. The number of children receiving care at the premises has to be reduced right away to no more than five children who are under ten years old.

The licensee also has to return the licence and decal by mail to the Ministry of Education within 30 calendar days.

The Licensed Child Care Website (LCCW) displays issued and suspended licences. A warning message will appear on LCCW where the licensee has failed to submit a renewal application and fee payment before the licence expiry date. If a licence is expired it will be removed from LCCW. If the expired licence has been issued reinstatement it will be displayed on LCCW again.

Once a licence expires, the licensee has two options:

  1. Close the child care program permanently; or
  2. Submit a request for the licence to be reinstated. For details on reinstating a licence see the section entitled "Reinstating an Expired Licence".

Step 1: Make sure your profile is up-to-date

  1. Click Profile button.
  2. Click Profile information button
  3. Review your profile. Change licence details and upload PRC documentation, as required. For details on how to edit your profile se the section entitled "Updating Your Licensee Profile".
    The following fields cannot be changed:
    • Applicant / licensee type
    • Applicant / licensee name (corporation name, name of individual or name of first nation)
    • Corporation number
    • Corporation name
    • Is the corporation a co-operative corporation?
    • Is the corporation
  4. Click Save and Next button. The Applicant / Licensee information window appears.
  5. Review / edit the information.
  6. Click Save button.

Step 2: If you have not started the renewal…

  1. Click Current licences button.
  2. Click Renew a licence button.
  3. Read the Notice of Collection of Personal Information.
  4. Click Next button. A list of licences to be renewed appears.
    List of licences to be renewed window
  5. Click Select> for the licence you want to renew. The Licensing History window appears.

Step 3: If you have already started the renewal…

  1. Click Current licences button.
  2. Click View active licence renewals button. The List of Active Licence Renewal(s) window appears.
    List of Active Licence Renewal(s) window
  3. Click Select> for the licence you would like to renew. The Licensing History window appears.
    Licensing History window
    (If this is a reinstatement, the questions will be different.)

Step 4: Enter your Licensing History

  1. Answer the licensing history questions.
  2. Click Save and Next button. The Licence Renewal Details window appears.

Step 5: Review and Revise the Information

  1. Review and revise the information as required. If other changes are required see the section entitled Updating Your Licensee Profile for details.

    List showing how fields can be edited during renewal
    Licensee Type
    • Change the following information in the Profile link.
      • Preferred Language of Correspondence
      • Type of Organization
      • Initial Return
    • The following information cannot be changed.
      • Licensee Type
      • Individual Name
      • First Nation Name
      • Corp Name
      • Corp Number
      • Is The Corp A Co-Op
      • Profit/Non-Profit
    Directors / Officers
    Chief / First Nation Members
    • Change in the Profile link.
    Police Record Check Documentation
    • Change in the Profile
    • Directors/Officers of a Corporation
    • First Nation Child Care Manager
    • Individual Licensees
    Licensee Information
    • Change in the Profile link.
      • Licensee Name
      • Phone / Fax
      • Licensee Email
      • Website
      • Contact Name, Title, Phone
    Licensee Mailing Address
    • Change in the Profile link.
    Child Care Centre Information
    • Requires a licence revision request.
      • Name of Child Care Centre
      • Program Options
      • Licensed Capacity
    • The following fields can be edited directly on the screen:
      • Email
      • Website
      • Phone Numbers
      • Contact Name and Title
      • Mailing Address
    Child Care Centre Civic (Site) Address
    • Require a new licence.
      • Child Care Centre Civic Address
      • Licensee Type
    Program Description
    • Can be edited directly on the screen.
      • Language of Service Delivery
    Safe Water Drinking Act
    • Can be edited directly on the screen.
      • all fields
    Operational Information
    • Can be edited directly on the screen.
      • Months of Operation
      • Days and Hours of Operation
  2. Click Save and Next button. The Supporting Documents window appears.
    Caution symbolNote: This window will be blank if you are not making any revisions during your renewal.
    Supporting Documents window
  3. Click Next button. The Dates and Hours of Operation window appears.
    Dates and Hours of Operation window
  4. Enter any changes to the dates and hours of operation.
    Caution symbolImportant note about entering a date: After you enter a date, be sure to click Add. The date will appear in a table. You can then select another date if required.
    Date table
  5. Click Save and Next button. The Review Renewal Details window appears.
  6. Take another look at the contents and make changes if required.

Step 6: Submit Your Renewal Application

  1. Click Submit button. A Declaration and Consent window appears.
    Declaration and consent window
  2. If you agree with the declaration select the I Agree radio button.
  3. Click Proceed to renewal fee payment button. The Fee Payment window appears.

Step 7: Remit Payment

The amount of the renewal is based on the following table

Maximum number of
Children
Fee for a renewal if the application is submitted on or before the expiry date
0-24 $100
25-49 120
50-74 140
75-99 170
100-124 200
125 or more 230

  1. Read the information in to Fee Payment window.
  2. Click Continue with e-transfer/credit card button. A confirmation message appears.
    Message that you are going to leave <abbr title='Child Care Licensing System'>CCLS</abbr>
  3. Click OK button to continue. The Order Summary window appears.
    Order summary window
  4. Select Credit Card or Interac Online.
    Caution symbolNote: VISA debit is not accepted.
  5. Click Make payment button. You will be re-directed to the appropriate site to finalize payment.
    Payment information window
    (Example of a Credit Card site)
  6. Enter the payment information.
  7. Click Submit payment button.
  8. If warning messages appear, click Yes button.
  9. A receipt appears.
  10. l Receipt
  11. Click Complete payment process window. A confirmation message appears.
  12. Click Next button. The Additional Licence Renewal Documents window appears.

Step 8: Print and Complete the Renewal Documents

  1. Open the renewal.
  2. Click Additional licence renewal documents. The Additional Licence Renewal Documents window appears.
    Notice of collection of personal information window
  3. Print the Notice of Collection of Personal Information form for each staff, student and volunteer.
    Caution symbolNote: This only has to be done once then retained for the duration of the employment.
    1. Click Notice of collection of personal information button.
    2. Print enough copies for each staff, student and volunteer.
    3. Have everyone sign their form.
    4. Retain all signed forms on file.
  4. Print the Staff File Review form.
    1. Click Staff file review form button.
    2. Print it.
    3. Complete it.
    4. Retain on file for your program advisor to review during the licensing inspection.
  5. Click Next button. The Staffing Information window appears.

Step 9: Review the Staffing Information

  1. If the renewal is not on your screen, open the renewal then click Staffing information button.
  2. The Staffing Information window appears.
    Staffing Information window
  3. Review the staffing information. If information needs to be updated, (e.g. adding / deactivating a staff member, changing a staff member's position), click Manage Staff Information> then follow the instructions starting within the sections entitled "Adding a Staff Member to your list or "Editing staff members if required" for details.
  4. Click Next button. The Tiered Information window appears.

Step 10: Review the Tiered Licensing Information

The tiered licensing information includes the compliance profile summarizing the number of inspections, the non-compliance score and the associated licence tier.

Note that centres that have been licensed for less than three years do not receive a tier level. Once the centre has been licensed for three years, a tier assessment will be made at the next renewal.

  1. If the renewal is not on your screen, open the renewal then click Tiered Licensing Information button. The Tiered Licensing Information window appears if applicable.
  2. Click Exit button.

You are done!

  • Your renewal application is submitted to the ministry. You will receive a confirmation email.
  • Your program advisor will review the information and contact you if revisions or additional information are required (see the section entitled "Revising an Entry and Responding to a Comment" for details.)
  • You will receive an email when the licence has been renewed. You must download and print the licensing documents. See the section entitled "Printing and Posting Your Licensing Documents" for details.

Renewing a Home Child Care Agency Licence

Introduction

When a home child care agency licence is expired, the licensee is no longer legally authorized to oversee child care at more than one home child care premises. The number of children receiving care must be reduced to no more than 5.

All child care centre or home child care agency licences have an expiry date. You can see the expiry date on your licence and it is also visible in CCLS.

CCLS sends email reminders/alerts to licensees 3 months before the licence expires, and regularly after that: 2 months, 1 month, 2 weeks, 7 days, and daily at 3, 2 and 1 day before the licence expires. The email alerts are sent if the renewal application and fee have not been submitted. If the application is submitted but not the fee, the system will continue to send notifications until the fee is received. The CMSM/DSSAB is also copied on the notification beginning at seven days prior to expiry.

To request a licence renewal, a licensee must:

  • Submit a licence renewal application form (in CCLS);
  • Complete an attestation that the licensee is not prohibited from operating a child care centre or home child care agency (in CCLS);
  • Submit any other documentation required by the Minister; and
  • Pay a licence renewal fee.

It is up to the licensee to make sure that the Ministry of Education receives the renewal application and fee on or before the licence expiry date. The fee has to be paid online when the renewal application is submitted, or sent by mail far enough in advance of the expiry date so that it can be processed before the expiry date. (Please allow at least 2 weeks for processing.) The renewal application is not considered complete until the renewal application and the fee have both been received and processed.

If a licence renewal application and the renewal fee are not received and processed on or before the licence expiry date, the licence will expire the next day.

When a home child care agency licence is expired, the licensee is no longer legally authorized to provide child care at more than one home premises.

The licensee also has to return the licence and decal by mail to the Ministry of Education within 30 calendar days.

The Licensed Child Care Website (LCCW) displays issued and suspended licences. A warning message will appear on LCCW where the licensee has failed to submit a renewal application and fee payment before the licence expiry date. If a licence is expired it will be removed.

from LCCW. If the expired licence has been issued reinstatement it will be displayed on LCCW again.

Once a licence expires, the licensee has two options:

  1. Close the home child care agency permanently; or
  2. Submit a request for the licence to be reinstated. For details on reinstating a licence see the section entitled "Reinstating an Expired Licence".

Step 1: Make sure your profile is up-to-date

  1. Click profile.
  2. Click profile information
  3. Review your profile Edit your profile to change licence details and upload PRC documentation as required. For details on how to edit your profile see the section entitled "Updating your Profile" for details.
    The following fields cannot be changed:
    • Applicant/licensee type
    • Applicant/licensee name (corporation name, name of individual or name of first nation)
    • Corporation number
    • Corporation name
    • Is the corporation a co-operative corporation
    • Is the corporation
  4. Click Save and Next. The Applicant / Licensee information window appears.
  5. Review / edit the information.
  6. Click Save.

Step 2: If you have not started the renewal…

  1. Click Current Licence.
  2. Click Renew a Licence.
  3. Read the Notice of Collection of Personal Information.
  4. Click Next. A list of licences to be renewed appears.
    list of licences to be renewed
  5. Click Select>. The Licensing History window appears.

Step 3: If you have already started the renewal…

  1. Click Current licences button.
  2. Click View active licence renewals button. The List of Active Licence Renewal(s) window appears.
    list of active licence renewals window
  3. Click Select> for the renewal you want to continue working on. The Licence Renewal Details window appears. Continue to step within section entitled "Step 5: Review and Revise the Information".

Step 4: Complete the Licensing History Information

  1. Answer the questions.
  2. Click Save and Next button. The Licence Renewal Details window appears.

Step 5: Review and Revise the Information

  • Review and revise the information as required. If other changes are required see the section entitled "Updating Your Profile" for details.
    Caution symbolNote: Only some information can be changed during a renewal.

    List showing how fields can be edited during renewal:
    Licensee Type
    • Change the following information in the Profile link.
      • Preferred Language of Correspondence
      • Type of Corporation
      • Has an initial return been filed with the MGCS within 60 days of the date of incorporation?
      • Is the corporation carrying on business with a name different than its corporate name?
      • Has the business name been registered with MGCS?
    • The following information cannot be changed.
      • Licensee Type
      • Individual Name
      • First Nation Name
      • Corp Number
      • Corp Name
      • Is the corp a co-op
      • Is the corporation
    Directors/Officers
    Chief / First Nation Members
    • Change all information in the Profile link.
    Police Record Check Documentation
    • Change in the Profile link
      • Directors/Officers of a Corporation
      • First Nation Child Care Manager
      • Individual Licensees

    Licensee Information

    • Change the following information in in the Profile link.
      • Licensee Name
      • Phone / Fax
      • Licensee Email
      • Website
      • Contact Name, Title, Phone

    Licensee Mailing Address

    • Change all information in in the Profile link.

    Agency Information

    • Request a licence revision to change:
      • Name of Agency
    • The following information can be edited directly on the screen.
      • Agency Email
      • Website
      • Phone Numbers
      • Contact Name & Title

    Agency Head Office Civic Address

    • Require a new licence application.
      • Agency Head Office Civic Address

    Agency Mailing Address

    • The following information can be edited directly on the screen.
      • All fields.

    Program Options

    • The following information can be edited directly on the screen.
      • Proposed Program Options

    Program Description

    • The following information can be edited directly on the screen.
      • Language of Service Delivery
    • Click Save and Next button. The Supporting Documents window appears. This screen will be blank if you are not making any revisions.
    • Click Next button. The Review Renewal Details window appears.

Step 6: Submit Your Renewal Application

  1. Review and revise the information as required.
  2. Click Submit button. The Declaration and Consent window appears.
    Declaration and consent window
  3. If you agree with the declaration select the I Agree radio button.
  4. Click Proceed to Renewal fee payment button. The Fee Payment window appears.

Step 7: Remit Payment

The amount of the renewal is based on the following table

Maximum number of
Premises
Fee for a renewal if the application is submitted on or before the expiry date
0-25 $100
26-50 120
51-75 140
76-100 170
101-125 200
126 or more 230

  1. Read the information in the Fee Payment window.
  2. Click Continue with e-transfer/credit card button. A confirmation message appears.
    Message that you are going to leave CCLS
  3. Click OK button to continue. The Order Summary window appears.
    Order summary window
  4. Select Credit Card or Interac Online.
    Caution symbolNote: VISA debit is not accepted.
  5. Click Make payment button. You will be re-directed to the appropriate site to finalize payment.
    Payment information window
    (Example of a Credit Card site)
  6. Enter the payment information.
  7. Click Submit payment button.
  8. If warning messages appear, click Yes button.
  9. A receipt appears.
  10. Receipt
  11. Click Complete payment process window A confirmation message appears.
  12. The Ministry has received your renewal fee and you have successfully submitted your renewal application.

  13. Click Next button. The Additional Licence Renewal Documents window appears.

Step 8: Print and Complete the Renewal Documents

Notice of collection of personal information window

  1. Print and complete the Notice of Collection of Personal Information form.
    Caution symbolNote: This only has to be done once then retained for the duration of the employment.
    • Click Notice of collection of personal information button.
    • Print enough copies for each home visitor, provider, student volunteer and person ordinarily resident at each home location where care is provided.
    • Have each person complete and sign the form.
    • File the forms. Retain on file for your program advisor to review during the inspection.
  2. Print and complete the Home Visitor File Review Form.
    • Click Home location file review form button.
    • Print or save a copy of the form.
    • Complete the form either on paper or online.
    • Retain the document on file for your program advisor to review during the licensing inspection.
  3. Print and complete the Home Location File Review Form.
    • Click Home Location File Review Form button.
    • Print or save a copy of the form for each home location.
    • Complete the form either on paper or online
    • Retain on file for your program advisor to review during the inspection.
  4. Click Next button. The Home Child Care Premises window appears.

Step 9: Review the Home Child Care Premises

List of home child care locations window

  1. Review the information. If updates are required (adding a premises, deactivating, etc.) click Manage Home Child Care Premises and follow the steps starting within the section entitled "Viewing Home Child Care Premises Details" if required.)
  2. Click Next button. The Staffing Information window appears.

Step 10: Review the Staffing Information

List of home visitors window

  1. Review the staffing information. If information needs to be updated, (e.g. adding / deactivating a staff member, changing a staff member's position), click Manage Staff Information> then follow the instructions starting within the sections entitled "Adding a Staff Member" or "Editing a Staff Member" for details.
  2. Click Exit button. Your home page appears.

You are done!

  • Your renewal application has been submitted to the ministry. You will receive a confirmation email.
  • Your program advisor will review the information and contact you if revisions or additional information is required (see the section entitled "Revising an Entry and Responding to a Comment" for details.)
  • You will receive an email when the licence has been renewed. You must download and print the licensing documents. See the section entitled "Printing and Posting Your Licensing Documents" for details.

Reinstating an Expired Licence

Introduction

If a licence is not renewed in time, the licensee has two options:

  1. Close the child care program permanently; or
  2. Submit a request for the licence to be reinstated.
    Caution symbolNote: The request for reinstatement must occur within 30 days of expiry.

Process

  1. Click Current licences button.
  2. Click Renew a licence button. The Notice of Collection of Personal Information window appears.
  3. Read the notice then click Next button.
  4. The list of licences appears.
    List of licences
  5. Click Request to Reinstate>. A message appears.
    Reinstatement message
  6. Read the message then click Next button. The Licensing History window appears.
    The information required is the similar to a renewal with the following exceptions:
    • A window appears asking for additional Information.
    • The fee payment amount for a reinstatement is the same as a new childcare centre/home childcare agency.

    Childcare Centre Reinstatement Fees

    Maximum number of
    Children
    Fee for a renewal if the application is submitted after the expiry date
    0-24 $200
    25-49 250
    50-74 300
    75-99 350
    100-124 400
    125 or more 450

    Home Child Care Agency Reinstatement Fees

    Maximum number of
    Premises
    Fee for a renewal if the application is submitted after the expiry date
    0-25 $200
    26-50 250
    51-75 300
    76-100 350
    101-125 400
    126 or more 450

    For a Child Care Centre licence reinstatement: See the instructions starting under the section entitled "Step 4: Enter your Licensing History".

    For a Home Child Care Agency reinstatement: See the instructions starting under the section entitled "Step 4: Complete the Licensing History Information".

Revising a Child Care Centre Licence

Before you Begin

Caution symbolNote: Before requesting a revised licence, contact your program advisor to discuss the particulars of your request.

You can request a licence revision at any time (for example, before or after submitting a licence renewal application or at any time during the licensed period).

Step 1: Start the Revision and Select the Type

  1. Click Current licences button.
  2. Click Request a revised licence button. The Search for a Licence window appears.
  3. Search for and open the licence you would like to revise. The Licence Revision Request Type window appears.
    Licence Revision Request Type window

Step 2: Indicate the Changes Required

Changing the licensed capacity and/or licensed space (if required)

Change the licensed capacity and/or licensed space: Select this option for a licence revision that involves any change in capacity (increase or decrease) or any change in licensed space. Changes to licensed space include adding, removing, and/or changing a currently licensed room/space.

  1. Select the "Change the licensed capacity and/or licensed space" checkbox. The Licensed Capacity – Age Group Schedule window appears showing your current schedule(s).
    Licensed capacity age group schedule window
  2. Select the proposed schedule(s).
  3. Click Next button. The Current Licensed Capacity chart appears.
    Current licensed capacity window
    (Partial window only)
  4. Depending on the change requested, you may have to add / edit / remove rooms / spaces. The system puts a red box on areas that may require updates.
    Window showing red box around area that may require updates.
    (Partial window only)
  5. Review the rooms/spaces and edit/add/remove them as required.
  6. Review other required areas and edit/add/remove them as required.
  7. Review the playground information and edit/add/remove it as required.

Caution symbolWarning: If the information entered for your currently licensed rooms is incorrect and your revision application is submitted, it will not be possible to return and edit this information. In order to change the information, the licence revision request will need to be withdrawn and re-submitted with the correct information. It is therefore important to ensure that the information you have entered is accurate.

Changing the program option/duration (if required)

Change the program option / duration: This may include changing the program duration (for example, switching from a half-day program to a full-day program; switching from a full-day program to a before- and/or after-school program). This selection does not include changes to licensed capacity or licensed space. If the licensee wants to change the licensed capacity at the same time, ensure that the option Change the licensed capacity and/or licensed space is selected.

  1. Select the "Change the Program Option/Duration" checkbox. The window expands. You will see your current program options.
    Program options window
  2. Select your Proposed Program Options on this screen.

Changing the Child Care Centre Name (if required)

Change the name of the child care centre: Any changes to the official name of a child care centre require a new business name registration which will be required as part of this request.

  1. Select the "Change the name of the Child Care Centre" checkbox.
  2. Click Next button. The next window to appear depends on the other revisions you are requesting. If this is the only change, the Licence Revision Details window appears.
    Licence revision details window
  3. Enter the information about the name change.

Step 3: Submit the Revision Request

  1. Click Save and Next button. The Review Revision Details window appears. It summarizes all the information that you have entered for the licence revision request.
    Review Revision Details window
    (The window contents will vary depending on the type of revision(s) requested.)
  2. Review the information and make changes if required.
  3. To withdraw your revision request :
    • Click Withdraw revision request button. A confirmation message appears.
      Warning message
    • Click Okay button to withdraw the revision request.
  4. To submit the revision request:
    • Click Submit button. The Declaration and Consent window appears.
      Declaration and consent window
    • If you agree with the declaration and consent select the I Agree radio button.
    • Click Proceed to revision deposit payment button. The Initial Deposit window appears.
      Initial deposit window

Step 4: Remit Payment

  1. Click continue with e transfer credit card button. A confirmation message appears.
  2. Click OK button to continue. The Order Summary window appears.
    Order summary window
  3. Select Credit Card or Interac Online as applicable.
    Caution symbolNote: VISA debit is not accepted.
  4. Click Make payment button. You will be re-directed to the appropriate site to finalize payment.
    Payment information window
  5. Enter the payment information.
  6. Click Submit payment button.
  7. If warning messages appear, click Yes.
  8. A receipt appears.
    Receipt
  9. Click Complete payment process button. A confirmation message appears.
  10. Click Next button. The Initial Documents to Submit window appears.

Step 5: Submit Supporting Documents (if required)

Caution symbolNote: The supporting document page will be made available for you to upload the supporting documents related to your licence revision request once your deposit payment has been submitted and received by the Ministry of Education.

Caution symbolNote: A licensee can submit new PRC documents in the profile section at any time. See the section entitled "Updating Your Profile" for details.

  1. Open the revision.
  2. Click Supporting documents button. The Initial Documents to Submit window appears.
    Supporting documents window
  3. Submit the supporting documents indicated. If you have questions about whether certain documents are required, contact your program advisor. For details on how to upload a supporting document, see the section entitled "Uploading a Document" for details.
  4. Click Exit button.
  • Your revision request is sent to the ministry.
  • Your program advisor will review the request and supporting documents and will contact you if revisions and/or additional information is required.

Step 6: Pay the Fee Balance (if required)

Caution symbolNote: You will be notified if / when a fee balance is required. A fee balance will be requested if a site visit is required to process the licence revision. The fee balance will be calculated by taking the dollar amount in the fee schedule (see table below) according to the requested licensed capacity and subtracting the deposit paid at the time the request was submitted.

Maximum number of
Children
Revision Fee
$
0-24 50
25-49 65
50-74 75
75-99 90
100-124 100
125 or more 115

Your revised licence will not be issued until the pending fee balance is submitted and processed.

image

  1. Open the licence revision.
  2. Click Fee balance button. The Fee Payment window appears.
  3. Make the payment. Follow the steps beginning under the section entitled "Step 12: Remit Fee Balance Payment".

Opening an Active Licence Revision Request

  1. Go to your dashboard.
  2. From the In Process Items section, expand the Licence Revisions link.
    Licence revisions list
  3. To open the revision request click Select>.

Updating a Revision Request

Once the licence revision application has been submitted to the Ministry, it cannot be edited unless your program advisor has specifically requested you to make changes through CCLS. However, if you need to make a change to your licence revision request, you can follow these steps to request that the application be sent back to you for editing and re-submission.

image

  1. Open the request. (See the previous section.)
  2. Scroll to the bottom of the window and click Request update to revision request button. The Request Update window appears.
    Request Update window
  3. Enter the nature and reason for the update(s).
  4. Click Submit button. A confirmation appears.
  5. Click Exit button.
  • Your program advisor is notified that you have requested an update to your licence revision request.
  • Your program advisor will send the revision request back to you so that you can make the changes and re-submit.

Withdrawing a Submitted Revision Request

  1. Open the revision request (see the section entitled "Opening an Active Licence Revision Request").
  2. Scroll to the bottom of the window.
    Sample revision request window
  3. Click Withdraw revision request button. A confirmation message appears.
  4. Click Okay button.

Withdrawing a Draft Revision Request

Caution symbolNote: If your licence revision request has not yet been submitted (i.e. it is still a draft), you can withdraw the draft revision request.

  1. Click Current licences button.
  2. Click View Active licence revisions button. A table containing a list of active licence revision requests appears. It includes submitted and draft requests under the Status column.
    list of active licence revision requests
  3. Click Withdraw Request>.

Serious Occurrences

Introduction

Serious occurrences must be reported in CCLS within 24 hours of becoming aware of the serious occurrence.

Caution symbolNote: If you are unable to submit the serious occurrence report within 24 hours, contact your program advisor immediately.

Serious occurrence reports can be submitted / updated by site/agency delegates (supervisors and home visitors) where the licensee has chosen to enrol them in the system. (See the section entitled "Adding/Enrolling a User" for enrolling users).

Your program advisor may request a revision or change to your serious occurrence report.

Reporting a Serious Occurrence

  1. Click Serious Occurrences button.
  2. Click report a serious occurrence. A list of licensed child care centres / home child care agencies appear.
    list of licensed child care centres / home child care agencies
  3. Select the appropriate Child Care Centre / Home Child Care Agency. (Click Select>.) The Serious Occurrence Details window appears.
    Serious Occurrence Details window
    (Partial window only)
  4. Read the notice at the top of the window.
  5. Enter the Incident Information.

    Field Notes and Tips
    Alternate Phone Number: This field is optional. Enter the number if the telephone number already listed is not the best number for the program advisor to contact you.
  6. Enter the Child Information. If the incident does not involve all the children, a table appears.
    Child information window
    • Select the Age Group.
    • To add another child click Add Children>. The table expands.
    • Repeat steps 6.1 and 6.2 for each child involved.
  7. Enter the Serious Occurrence Information.
    image
    Warning symbolWarning: Do not use names, ages or dates of births in any areas on the form.
  8. Click Save and Next button. The Supporting Documents window appears.
    Supporting Documents window
  9. Upload any supporting documents as applicable (e.g. a photo, a public health report, a water test, etc.). For details on how to upload a supporting document, see the section entitled "Uploading a Document".
    Warning symbolReminder: Supporting documents containing confidential information must not be uploaded unless they are redacted to remove all information which may be considered confidential.
  10. Click Next button. The Review and Submit window appears.
  11. Review the information.
  12. If changes are required:
    • Click Revise>. The Serious Occurrence section opens at the first page. Click Save and Next button to go to the next page.
    • Make the changes.
    • Click Next button.
  13. To print the Serious Occurrence:
    • Click Print icon. A Print window appears.
    • Select the print settings.
    • Click Print button.
  14. Click Submit button. The Declaration and Consent window appears.
    Declaration and Consent window
  15. If you agree with the declaration select the I Agree radio button.
  16. Click Submit button. A message appears.
    Message saying the serious occurrence has been submitted
  17. Open the Serious Occurrence Notification form.
    • Click Generate serious occurrence notification form button. The File Download window appears.
    • Click Open button. The Serious Occurrence Notification Form opens in MS Word.
      Serious occurrence form
      Some information will be populated on the form based on the submitted report including:
      • the name of the program
      • the current date
      • the date of the occurrence
      • the serious occurrence type
    • Enter a one-sentence description of the serious occurrence.
    • Enter a description of the action taken by the licensee.
    • Print the form.
    • Sign and date the form.
    • Close Word.
    • Post the form.
    • Caution symbolNote: For more information about the requirements for posting serious occurrence notification forms, refer to the requirements outlined in Ontario Regulation 137/15.
  18. Click Exit button.
    • Your serious occurrence report is submitted.
    • You will receive a confirmation email.
    • Your program advisor will review the report. You will be contacted if revisions or additional information or a serious occurrence update report is required.

Revising a Serious Occurrence Report

You will be notified by email if your report requires a revision or change. You will also see the serious occurrence status change on the dashboard to "Pending Revision".

image

  1. Access your dashboard.
    Serious occurrences list
  2. Open the serious occurrence report with the status "Pending Revision".
  3. Scroll down to the History of PA/Licensee Comments and review the comment from the Program Advisor.
    History of PA/licensee comments
  4. Go to the area requiring changes.
  5. Click Revise>. The section opens for editing.
  6. Make the changes.
  7. Click Save and Next button.
  8. Add a supporting document if required, otherwise click Next button.
  9. Add comments to the ministry (if required).
    Comments to ministry window
    1. Type the comment in the Comments to Ministry area.
    2. Click Add>. The comment appears in the comment table.
  10. Click Submit button. The Declaration and Consent window appears.
  11. Agree to the declaration then click Submit button.
  12. Print and post the revised Serious Occurrence Notification Form.
  13. Click Exit button. The serious occurrence status changes back to "under review".

Updating a Serious Occurrence Report

After reviewing your serious occurrence report, your program advisor may request that you submit an update report. If an update report is not submitted within seven days, you will be emailed a reminder.

If you become aware of more information about the serious occurrence, you must submit an update report within seven days, regardless if your program advisor has requested an update or whether you indicated in the initial report that it was expected to be the only/last report.

You can only update any active serious occurrence (i.e. a report that does not have the status of "closed"). If you need to update a serious occurrence that is closed, you must submit a new serious occurrence report.

image

  1. Click Serious Occurrences button.
  2. Click Update a serious occurrence report button. The Update a Serious Occurrence Report window appears.
    Active serious occurrence reports window
  3. Click Update>. The Serious Occurrence Update window appears.
    Serious occurrence window
    (Your window may look different)
  4. To view the details of your initial report, click Expand.
    Caution symbolNote: The information on your initial report is read-only and cannot be changed.
  5. Scroll down to the Update an Existing Serious Occurrence section on the screen.
    Update an Existing Serious Occurrence section
  6. Enter the information.
  7. Click Save and Next button. The Supporting Documents window appears showing all supporting documents to date.
    Supporting Documents window
  8. Upload additional documents as applicable. (See the section entitled "Uploading a Document" for details.)
  9. Click Next button. The Serious Occurrence Update window appears.
  10. Review the information.
  11. Click Submit button. The Declaration and Consent window appears.
    Declaration and Consent window
  12. If you decide to not send the report:
    • Click Previous button until you reach the Serious Occurrence Update window.
    • Click Delete draft update report button. A message appears.
    • Click Okay button.
  13. If you agree with the declaration and consent:
    • Select the I Agree radio button.
    • Click Submit button. A message appears.
      Confirmation message
  14. Click Exit button. Your dashboard appears.
    • Your serious occurrence update is sent to the ministry.
    • Your program advisor will review the update report.
    • You will be contacted if revisions or additional information is required.

Searching for a Serious Occurrence Report

  1. Click Serious Occurrences button.
  2. Click Search for a serious occurrence button. The Search By window appears.
    Search By window
  3. Enter search criteria or leave the criteria blank to see all of your serious occurrence reports.
  4. Click Search>. A table of search results appears below the search criteria area.
    Search results window
  5. Click Select> to view the details of a specific serious occurrence.

Staff Director Approvals

Introduction

All staff working at the child care centre / home child care agency must be included in your list of staff members.

It is critical that staff with Director approval be entered into the system prior to / at the time of licence renewal or any time a licence is being issued. This will ensure that this information is captured in the licensing letter.

Staff Director Approval is required for some positions in your child care centre or home child care agency.

Following is a breakdown showing positions that require/do not require staff Director approval.

Approval Required

  • RECE Supervisor
  • Non-RECE Supervisor (otherwise approved)
  • Program staff to take the place of a qualified staff (otherwise approved)
  • RECE Home Child Care Visitor
  • Home Child Care visitor with other qualifications (otherwise approved)
  • Resource Teacher (only if the staff member is not an RECE)

Approval Not Required

  • RECE Program Staff
  • Unqualified Program Staff
  • * Diploma/Degree in Child and Youth Care
  • * Diploma/Degree in Recreation and Leisure Services
  • * Member in Good Standing with the Ontario College of Teachers
  • Non-RECE program staff
  • Cook
  • Administrator
  • Custodian
  • Other

* These individuals do require director approval if they are taking the place of an RECE Program Staff in groups other than Junior School Age.

Adding a Staff Member to your Staff List

To request staff Director approval for an individual, you must first add them to your list of staff members in the Manage Staffing Information module.

Staff can be added during the creation of a new application or at any time during the licensed period. Use the following process when you are adding a staff member outside of a new application.

image

  1. Click Administration button.
  2. Click Manage Staff Information button. The Staff Information list appears.
    Staff information list
    (Your list may be empty if no staff have been added yet.)
  3. Click Add Staff>. The Staff Information window appears.
    Staff Information window
  4. Enter the Staff Information.
  5. Add the Location/Position:
    Caution symbolNote: A person can have more than one location/position for multi-site licensees.
    • Click Select Position and Location>. The following window appears.
      Area to enter the position and location
    • Complete the information. More questions may appear as staff information is entered. Following are tips when completing some fields.

      Field Notes and Tips
      Primary Position: Where a staff member has more than one area of responsibility, please identify his/her primary role.
    • Click Save and return button.
  6. Click Save and return button or Save and Next button. The following window appears if Director approval is required.
    Window showing that director approval is required.
  7. If Director approval is not required, you are done. Otherwise click Request Director Approval window. The Applicant Details window appears.
    Applicant Details window
    (Partial window only)
  8. Continue to the next section entitled Requesting a Staff Director Approval, step 6.

Requesting a Staff Director Approval

Staff Director approvals can be requested during the process of applying for a new licence or at any time during a licensed period. Use the following process when you are requesting an approval outside of a new application.

Caution symbolNote: In order to request staff Director approval for an individual, you must first add them to your list of staff members in Manage Staffing Information. Continue with the instructions beginning within the section entitled "Requesting a Staff Director Approval".

Caution symbolNote: An individual is not considered approved until the request is submitted and approved by the Ministry.

image

  1. Click Staff director approval button.
  2. Click Request staff director approval button. A list of options appears.
    list of approval options for a child care care
    Child Care Centre options

    Home child care options window
    Home Child Care options
  3. Select the type of approval required.
  4. Click Next button.The Applicant Details window appears.
    Applicant Details window
    (Partial window only)
  5. Print the notice of collection of Personal Information form.
    • Click Notice of collection of personal information button.
    • Print the form.
    • Have the individual sign the form (unless one is already on file at the child care centre / home child care agency for this person).
    • Retain the form in the staff's file.
  6. Enter the applicant details. The applicant name drop-down list will only include staff members that were added in the Manage Staffing Module.
  7. Add the child care experience:
    • Click Add Experience>. The Child Care Experience window appears.
      image
      image
    • Enter the information.
    • Click Save and return button.
  8. If the approval is for a:
    • Non-RECE supervisor, or
    • Program staff to take the place of a qualified staff (otherwise approved), or
    • Resource Teacher, or
    • Home child care agency visitor with other credentials.
    A question appears regarding additional training / credentials. Answer the question.
    Additional training question

    Click Save and Next button.
  9. The Supporting Documents window appears.
    Supporting Documents window
    Additional training question
    Caution symbolNote: If you responded "Yes" to the above question, you will be prompted to upload transcripts.
  10. Click Save and Next button.
    • Upload supporting documents as applicable. (For assistance on how to upload a document, see the section entitled "Uploading a Document" for details.)
    • Click Next button. The Review and Submit window appears.
  11. Review the information.
  12. If changes are required:
    • Click Revise link.
    • Make the changes.
    • Click Save and Next button.
  13. Click Submit button. The Declaration and Consent window appears.
    Declaration and Consent window
  14. If you agree with the declaration select I agree radio button.
  15. Click Submit button. The Confirmation window appears.
    Confirmation window
  16. Click Exit button. Your home page appears.
    • Your program advisor will review your request and let you know if more information or revisions are required.
    • You will receive an email notification when the request has been approved or denied.
    • You will be able to download the approval or denial letter. Approval letters must be printed and retained in the staff member's file. See the next page on how to view and print the letter.

Printing a Staff Director Approval Letter

In the case of Director approval requests for new licence applications, the approval letter will not be available until after the licence has been issued.

For licensed programs, the letter will be available at the same time that the email notification email is received.

image

staff director approval list

  1. From your home page, open the staff Director approval. The Review and Submit window appears.
    Review and Submit window
  2. Click the View Letter> link found near the top of the window.
  3. Print the letter and retain it in the staff member's file.

Searching for a Staff Director Approval

  1. Click Staff director approval button
  2. Click Search staff director approvals button. The Search By window appears.
    Search By window
  3. Fill out the search criteria as required or leave the search criteria blank to see all your Director approvals.
  4. Click Search>. The search results appears below the search criteria.
    Search results table
  5. Click Select> to open a specific request / approval.

Amending an Existing Staff Director Approval

  1. Click Staff director approval button.
  2. Click Search staff director approvals button. The Search By window appears.
  3. Search for the Staff Director Approval to be amended.
    Search results table
  4. Click Amend>. The Applicant Details window appears.
  5. Make the changes required. Caution symbol Not all information can be amended.
  6. Click Save and return button.
  7. Click Submit button. The Declaration and Consent window appears.
  8. Click the "I accept" radio button.
  9. Click Submit button.
  10. Click Exit button.

CCLS Administration

Updating Your Personal Account Information

Caution symbolNote: It is important for you to keep your personal account information up-to-date with your email address.

  1. Click Welcome button. The My Account window appears.
    My account window
  2. Make the changes.
  3. Click Save button. A confirmation message appears.
  4. Click Exit button.

Managing Staff Information

Adding a Staff Member to your Staff List

The Manage Staff Information module is used to inform the ministry of the staffing at your licensed child care centre and/or HCCA.

The staffing information should be updated on a regular basis when:

  • there are new staff members (add staff)
  • staff members change positions (update staff)
  • staff members go on temporary leave
  • staff members leave the licensed program (deactivate)

image

  1. Click Administration button.
  2. Click Manage Staff Information button. The Staff Information list appears.
    Staff information list
    (Your window may be empty if no staff has been added yet)
  3. Click Add Staff>. The Staff Information window appears.
    Staff Information window
  4. Enter the Staff Information.
  5. Add the Location/Position:
    • Click Select Position and Location>. The following window appears.
      Position and location window
    • Select the name of the child care centre and the primary position. More questions may appear as staff information is entered.

      Field Notes and Tips
      Primary Position: Where a staff member has more than one area of responsibility, please identify his/her primary role.
    • Complete the information for any fields that appear.
    • Click Save and return button.
    • Click Save and return button or Save and Next button. The following window appears if director approval is required.
      Information window
  6. If director approval is not required, you are done.
  7. If a staff director approval is required click Request Director Approval window. You are redirected to the Director approval button menu area. (Continue with the instructions beginning within the section entitled "Requesting a Staff Director Approval".)

Viewing the Existing Staff List

  1. Click Administration button.
  2. Click Manage Staff Information button. The Manage Staff Information window appears.
    Staff information list

Viewing a Staff Member Record

  1. Click Administration button.
  2. Click Manage Staff Information button. The Manage Staff Information window appears.
    Staff information list
  3. Click Select> to open a specific staff member record. The Staff Information window appears.
    Staff information window

Editing a Staff Member's Location / Position / Percentage in Program

Use this procedure to add new positions/locations for the staff member or to change the staff member's position/location.

image

  1. Open the staff member record. (See the section entitled "Viewing a Staff Member Record" if required.)
  2. Click Edit>. The following window appears.
    Manage staff information window
    Your window may look different
  3. Make the changes.
  4. Click Save and return button.
    Caution symbolNote: Depending on the change, you may be required to submit a staff Director approval. If so, the Request Director Approval button automatically appears.
  5. Click Request Director Approval window. You are redirected to the Request Director Approval window menu area. (Continue with the instructions beginning within the section entitled "Requesting a Staff Director Approval".)

Deactivating a Staff Member from a Certain Site

You should deactivate a staff member when he/she is no longer at a certain site. Taking this action will deactivate the individual's staff Director approvals.

Caution symbolWarning: This process cannot be undone. If you want to move a staff member to another licence/location add them to the other site before deactivating them from the current site.

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  1. Open the staff member record. (See the section entitled "Viewing a Staff Member Record" if required.)
    Staff information window
  2. Click Deactivate>. A warning appears.
    Warning message
  3. Click Okay button to continue.

Deactivating a Staff Member from All Sites

You should deactivate a staff member when he/she is no longer with your organization. Taking this action will deactivate the individual's staff Director approvals.

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  1. Open the staff member record. (See the section entitled "Viewing a Staff Member Record" if required.)
    Staff information window
  2. Click Deactivate staff button (at the bottom of the window). The following window appears.
    Warning that the staff member will be removed from the system as well as all staff director approvals.
  3. Click Okay button.

Putting a Staff Member on Temporary Leave

A staff member should be put on temporary leave when he/she is taking a scheduled absence (e.g. maternity leave). The staff Director approval will be temporarily deactivated.

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  1. Open the staff member record. (See the section entitled "Viewing a Staff Member" if required.)
  2. Click temporary Leave button. A confirmation message appears.
    Warning message
  3. Click Okay button. The staff member status changes to "Temporary Leave".

Reactivating a Staff Member

The following procedure is used to reactivate a staff member after temporary leave. If the staff member had a Director approval, it will also be reactivated.

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  1. Open the staff member record. (See the section entitled "Viewing a Staff Member Record" if required.)
  2. Click Reactivate button. A confirmation message appears.
    Confirmation message.
  3. Click Okay button. The staff member status changes to "Active".

Managing Users

Introduction

Licensees can add delegates (either supervisors or home visitors) and other licensees to their account.

Once added, supervisors will be able to:

  • Submit serious occurrence reports
  • Submit serious occurrence update reports
  • Search for serious occurrences
  • Add/Update staffing information (including deactivating staff, changing positions/locations, setting staff on temporary leave)
  • Search and view director approvals

Once added, home visitors will be able to:

  • Submit serious occurrence reports
  • Submit serious occurrence update reports
  • Search for serious occurrences

Adding / Enrolling a User

  1. Click Administration button.
  2. Click Manage user button. The list of users appears.
    list of users
  3. Click Add>>. The User Details window appears.
    User Details window
  4. Enter the information.

    Field Notes and Tips
    User type:
    • Licensee: will have full access to CCLS including renewing licences, reporting / updating serious occurrences, requesting staff Director approval, requesting licence revisions, applying for a new licence, updating profile, and more.
    • Site Designate – Supervisor: Can report / update serious occurrences, manage staffing information and search and view staff Director approvals for the licensed child care centre / nurseries.
    • Agency Designate – Home Visitor: Can report/update serious occurrences. They can search and view Staff Director approvals and add HCCA provider locations.
  5. If the user type is a "site designate – supervisor" or "agency designate" (Home Visitor):
    • The window expands showing a list of sites.
      List of sites
      Caution symbolTip: If you cannot read the full name of the program, hover your mouse over the name of the program and a box will appear containing the licence number and full centre name.
    • Select the appropriate child care centre / home child care agency.
      Caution symbolNote: A designate can be given access to more than one site.
    • Click Add button.
  6. Click Save button. A confirmation appears at the top of the window.
  7. Click Exit button. The list of users appears with the updated information.

Email symbolThe new user will receive three emails containing two codes and one PIN they will need to use to register for CCLS. Registration instructions are available on the Early Years Portal at:
www.earlyyears.edu.gov.on.ca/EYPortal/en/ChildCareLicensing/ChildCareLicensingResources/
If a site/agency designate user does not receive or cannot find the registration emails, contact the CCLS help desk.

Unenrolling a User

  1. Click Administration button.
  2. Click Manage user button. The list of users appears.
  3. Click Select> for the user to be unenrolled. The User Details window appears.
    User details window
  4. Click Unenrol button.

Resetting a CCLS PIN

If the site/agency designate user forgets his/her CCLS PIN you can reset it.

Caution symbolNote: If a user with Licensee access forgets his/her CCLS PIN, he/she can contact the CCLS Help Desk to have it reset.

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  1. Click Administration button.
  2. Click Manage user button. The list of users appears.
  3. Click Select> for the user required. The User Details window appears.
    User details window
  4. Click reset PIN button. A confirmation message appears.

Deactivating a User

Only a site designate /agency designate-home visitor can be deactivated.

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  1. Click Administration button.
  2. Click Manage user button. The list of users appears.
  3. Click Select> for the user to be deactivated.
  4. Click Deactivate button. A confirmation message appears.
  5. Click Okay button.

Reactivating a User

Caution symbolNote: Only a site designate /agency designate-home visitor can be reactivated.

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  1. Click Administration button.
  2. Click Manage user button. The list of users appears.
  3. Click Select> for the user to be reactivated.
  4. Click Activate button. A confirmation message appears.
  5. Click Okay button. A message appears near the top of the window.

Removing a Site from a Site Designate / Agency Designate (Supervisors and Home Visitors)

Caution symbolNote: To have a user with Licensee access removed, contact the CCLS Help Desk.

  1. Click Administration button.
  2. Click Manage user button. The list of users appears.
  3. Click Select> for the user to be removed.
    User details window
  4. If the user is a site designate or agency designate: Select the Child Care Centre / Home Child Care Agency then click remove button.
  5. Click Save button.

Managing Home Child Care Premises

Viewing Home Child Care Premises Details

  1. Click Administration button.
  2. Click Manage Home Child Care premises link. The List of Home Child Care Premises window appears.
    List of Home Child Care premises window
    (Your window may not look exactly like this)
  3. Click Select>. The Manage Home Child Care Premises – Provider Information window appears.
    Provider information window

Adding a Home

  1. Click Administration button.
  2. Click Manage Home Child Care premises link. The List of Home Child Care Premises window appears.
    List of Home Child Care premises window
  3. Click Add Home>. The Manage Home Child Care Premises window appears.
    Manage Home Child Care Locations window
  4. Complete the information.

    Field Notes and Tips
    Is this an active home?: An active home is one in which children are currently being cared for. An inactive home is one in which there are no children currently in care (the provider has no children enrolled right now, but could have one or more in the future).
  5. Click Save and return button. The Manage Home Child Care Premises window appears.
  6. Click Exit button.

Changing the Home Provider Information

  1. View the home details. (See the section entitled "Viewing Home Child Care Premises Details", if required.)
  2. Update the provider information.
  3. Click Save and return button. The List of Home Child Care Premises appears.
  4. Click Exit button.

Making a Home Temporarily Inactive / Re-activating

A home can be made temporarily inactivate.

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  1. View the home details. (See the section entitled "Viewing Home Child Care Premises Details", if required.)
  2. Change the status as required.
    Is this an active home window
  3. Click Save and return button. The List of Home Child Care Premises appears.
  4. Click Exit button.

Permanently Deactivating a Home

  1. View the home details. (See the section entitled "Viewing Home Child Care Premises Details", if required.)
  2. Click Deactivate home button (near bottom of window). A warning appears.
    Warning message
  3. Caution symbol Warning: Once you select OK, you will not be able to reactivate this home. Click Okay button.
  4. Click Save and return button. The Manage Home Child Care Premises window appears.
  5. Click Exit button.

Taking the CCEYA Licensing Standards Test

Completing the Test

The self-test reflects the regulatory requirements under the CCEYA. The test is available in two forms: (1) in CCLS – for supervisors and (2) on the website – for staff and others interested in learning more about provincial licensing requirements. This guide only includes the step-by-step instructions for supervisors.

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  1. Click CCEYA Licensing standards test button. A menu appears with different test topics.
    Complete self-test menu
  2. Select the section you want to complete.
  3. A question appears.
  4. Select your answer.
  5. Click Verify button to check your answer.
  6. Click Next button to go to the next question.
    Caution symbolNote: You cannot proceed unless you have answered the question correctly.
  7. Once you have successfully completed a topic, a checkmark appears beside the topic in the menu. Nutrition button
  8. Complete all the topics.

Generating Your Certificate

  1. Click CCEYA Licensing standards test button.
  2. Click Certificate of completion button. The following screen appears showing your name.
    CCEYA licensing standards test window
  3. Click Generate. The File Download window appears.
  4. Click Open button. Your certificate appears.
  5. Print the certificate:
    • From the menu select File and then select Print.
    • Click Print button.
  6. File the certificate in your employee file.

Completing the Licensed Child Care Survey

Introduction

As a licensee, you will be emailed a request to complete a survey. The survey is conducted once per year and is to be submitted between April 1st and May 30th. One survey is required for each licensed Child Care Centre / Home Child Care Agency.

The survey should be completed by all child care centres and home child care agencies. The purpose of the survey is to collect information about the operations of licensed child care centres and home child care agencies, including information about hours, enrolment, fees, and staffing. Some sections of the survey are pre-populated with information already contained in CCLS and from your responses to the previous survey.

Completing the Survey

Caution symbolTip: As you work on the survey click Save button.

  1. Click Operations survey button.
  2. Click Agency/Centre Survey. The List of Licence(s) appears.
  3. Click Select> for the Child Care Centre / Home Child Care Agency you want to complete the survey for. The Notice of Collection window appears.
  4. Read the Notice of Collection then click Next button. The first question appears.
  5. Answer the question(s).
    Notes:
    • If you are answering the survey for a Child Care Centre, be sure to answer the question about the Hours of Operation first.
    • Do not leave a question/section blank. If the answer is zero, enter 0.
  6. Check the checkbox.

    ❐ This is to certify that the information provided in this survey is accurate and complete as of March 31, 2018

  7. Click Save and next button. The next question appears.
  8. Repeat steps 6 to 8 for all questions.
  9. When all questions are complete, click Submit button. The Declaration and Consent window appears.
  10. Click the "I Agree" radio button.
  11. Click Submit button.

Opening a Draft Survey

You can open your draft survey from your dashboard.

Appendix – Terms and Acronyms

Active Home
An active home is one in which children are being cared for.

Agency Designate (Home Visitor)
An agency designate (home visitor) can report serious occurrences for the licensed home child care agency if enrolled in CCLS by the licensee.

Applicant
An individual, corporation or First Nation council that is applying for a licence.

CCEYA
Child Care and Early Years Act, 2014.

CCLS
Child Care Licensing System. The Child Care Licensing System (CCLS) is the name of the system used by the Ministry of Education for child care licensing in Ontario.

CMSM
Consolidated Municipal Service Manager

HCCA
Home Child Care Agency

Home Visitor
A home visitor is an employee of a Home Child Care Agency (HCCA). Each home visitor provides support and supervision to the home child care premises that they oversee.
A home child care visitor shall be a person who, is a member in good standing of the College of Early Childhood Educators, has at least two years' experience working with children under 13 years of age and is approved by a director; or is in the opinion of a director capable of providing support and supervision at a home child care premise."

Inactive Home
An inactive home is one where the provider has no children enrolled, but could have one or more eventually.

Licensee
An individual, corporation, or First Nation who holds a licence issued under the Child Care and Early Years Act, 2014. A licensee can renew licences, report serious occurrences, request staff Director approval, request licence revisions, apply for a new licence, and more.

MEDU
Ministry of Education

Ministry
Ministry of Education

One-key
ONe-Key is a system used by the Government of Ontario to provide external users secure access to government websites.

PDF
A format for a computer document file that enables a document to be processed and printed on any computer using any printer or word-processing program.

Program Advisor
An employee of the Ministry of Education who is authorized under the CCEYA to inspect licensed child care programs. Program advisors support licensees and applicants to achieve and maintain compliance with licensing requirements and respond to complaints and serious occurrences reported about and by child care programs.

Qualified Staff
An individual who meets the required qualifications under the CCEYA.

RECE
An Early Childhood Educator who is registered with the College of Early Childhood Educators.

Schedule
Age groupings are categorized into schedules. For more information see the CCEYA. Also see the "Age Groupings, Ratios, Group Size and Staff Qualifications" fact sheet found on the Early Years Portal:
http://www.earlyyears.edu.gov.on.ca/EYPortal/en/ChildCareLicensing/ChildCareLicensingResources/index.htm

Serious Occurrence
Every licensee shall ensure that there are written policies and procedures with respect to serious occurrences in each child care centre and each premises where it oversees the provision of home child care, that those policies and procedures are following in the centre or premises. A report of each serious occurrence must be provided to a program advisor within 24 hours of the licensee or supervisor becoming aware of the occurrence.

A serious occurrence includes:

  • The death of a child who received child care at a home child care premises or child care centre;
  • Abuse, neglect or an allegation of abuse or neglect of a child while receiving child care at a home child care premises or child care centre;
  • A life-threatening injury to or a life-threatening illness of a child who receives child care at a home child care premises or a child care centre;
  • An incident where a child who is receiving child care at a home child care premises or child care goes missing or is temporarily unsupervised; or,
  • An unplanned disruption of the normal operations of a home child care premises or child care centre that poses a risk to the health, safety or well-being of children receiving child care at the home child care premises or child care centre.

Signing Authority
Legal power to act as agents of the corporation for general or specific purposes such as payments and signing contracts.

Site Designate (Supervisor)
A Site Designate (Supervisor) can report serious occurrences, as well as manage staffing information for the licensed Child Care Centre.

Staff Director Approval

Under the Child Care and Early Years Act, certain staff positions in licensed child care centres and home child care agencies require approval by the Ministry of Education.

Following are the types of Director approval:

Director approval – Supervisor: A supervisor shall be a person who,

  • Is a member in good standing of the College of Early Childhood Educators, has at least two years of experience providing licensed child care and is approved by a director; or
  • In the opinion of a director, is capable of planning and directing the program of a child care centre, being in charge of children and overseeing staff.

Licensees must apply for director approval of either a registered early childhood educator (RECE) or otherwise approved supervisor through the CCLS.

Director approval – Program Staff: For each group of children, the licensee has employed at least one program staff who:

  • Is listed on the College of Early Childhood Educators' Public Register as a member in good standing ("current member"); or
  • Has been otherwise approved by a Director

Director approval – Home Visitor: A home child care visitor shall be a person who,

  • Is a member in good standing of the College of Early Childhood Educators, has at least two years of experience working with children under 13 years of age and is approved by a director, or
  • Is in the opinion of the director capable of providing support and supervision at a home child care premises.
Licensees must apply for director approval of either registered early childhood educator (RECE) or otherwise approved home visitor through the Child Care and Licensing System.

Unqualified
An individual who does not have the qualifications that are required under the CCEYA.

Upload
Submit a file from your computer to CCLS.