How to Prepare for a Licensing Inspection: A Step-by-Step Guide for Child Care Operators in Ontario
Licensing Inspection Coming Up? Here’s how to feel confident and ready!
Licensing doesn’t have to be stressful. With strong policies, organized paperwork, and a clean, safe environment, your center can feel confident and inspection-ready. In Ontario, passing a licensing inspection isn’t just about compliance—it’s about delivering consistent, high-quality care that meets Ministry standards. This guide will walk you through how to prepare for an inspection using tools available through the Ministry of Education, including the Child Care Licensing Manual, the CCLS Checklist, and the Ontario Regulation 137/15.
Step 1: Understand What Licensing Is All About
The Child Care and Early Years Act, 2014 (CCEYA), is the legislation that governs licensed child care in Ontario. The Ministry of Education (MEDU) ensures that all licensed centers meet safety, health, and program requirements.
To be compliant, you must follow both the CCEYA and Ontario Regulation 137/15, which outlines staffing qualifications, child-to-staff ratios, programming, safety protocols, and more. Review these documents regularly to stay current.
● CCEYA Legislation: Link
● Regulation 137/15 (General): Link
Step 2: Use the Licensing Inspection Checklist on CCLS
The Checklist offers an essential Inspection Readiness Checklist. This tool is used by program advisors during licensing visits, so it’s a reliable reference to ensure your center is meeting all requirements.
● Use the checklist quarterly to self-audit your program. You can find your checklist in CCLS under your last inspection
● Document your findings and create a corrective plan if needed.
● Ensure that policies and procedures are reviewed and signed by all staff.
Step 3: Follow the Child Care Centre Licensing Manual
The Child Care Centre Licensing Manual is your go-to guide for understanding the Ministry’s expectations. It breaks down licensing standards in a straightforward way.
Focus Areas:
● Staff qualifications and documentation
● Daily written records and attendance
● Emergency management and fire drills
● Program planning and child engagement
● Health and sanitary conditions
● Safety checks and equipment maintenance
Regularly refer to the manual during staff meetings and training. It helps ensure that your entire team understands what compliance looks like in practice.
Access the Licensing Manual here: Link
Step 4: Train and Involve Your Staff Quarterly
Preparation is a team effort. Set a quarterly schedule to walk through the checklist and manual with your staff. Use this time to:
● Review updates from the Ministry
● Practice common inspection questions/scenarios
● Review files and documentation for completeness
● Encourage staff to ask questions and identify challenges
Staff must meet specific qualifications and training requirements:
● Supervisors: Must be members in good standing with the College of Early Childhood Educators (RECE) and have at least two years of experience. Part 8 — Staff Qualifications
● Qualified Staff: Varies by age group; refer to Part 3 — Ratios and Group Size for detailed ratios and qualifications.
● First Aid and CPR: All staff must have valid certification in standard first aid, including infant and child CPR. Part 5 — Health and Medical
● Criminal Reference Checks: Obtain vulnerable sector checks for all employees, volunteers, and students before they begin interacting with children. Part 8 — Staff Qualifications
Regularly train staff on:
● Policies and Procedures: Ensure understanding and proper implementation. Part 8 — Staff Qualifications
● Emergency Preparedness: Conduct monthly fire drills and review emergency management policies. Part 5 — Health and Medical
● Program Implementation: Align daily activities with the center’s program statement. Part 7 — Program for Children
By involving your staff regularly, you create a proactive, inspection-ready environment and reduce stress for everyone.
Step 5: Maintain Accurate and Accessible Records
Program advisors often begin inspections by checking documentation. Make sure the following are:
● Easy to locate
● Dated, signed, and up-to-date
● Stored securely and professionally
Key Records to Prepare: Part 11 — Administrative Matters
Organize and keep the following records up-to-date and readily accessible:
● Staff Records: Qualifications, health assessments, immunization records, and criminal reference checks.
● Child Records: Enrollment forms, immunization records, emergency contacts, and individualized plans for children with medical or special needs.
● Daily Logs: Attendance, sleep checks, incident reports, and daily written records.
● Inspection Logs: Fire drills, playground inspections, and maintenance records.
Regular audits of these records will help ensure compliance and readiness for inspections.
Step 6: Keep the Environment Clean and Safe
Walk through your space as if you were a program advisor.
● Are the toys clean and in good condition?
● Is the outdoor space safe and well-maintained?
● Are exits clear and labeled?
● Is your first aid kit fully stocked?
Maintain a safe and clean environment by: Part 4 — Building, Equipment and Playground
● Daily Inspections: Check for hazards, cleanliness, and proper functioning of equipment.
● Playground Safety: Ensure outdoor play spaces meet Canadian Standards Association standards (CAN/CSA-Z614-14) and conduct daily, monthly, and annual inspections.
● Temperature Control: Maintain indoor temperatures at a minimum of 20°C.
● Lighting: Ensure artificial illumination in play areas is at least 55 dekalux.
A tidy, hazard-free environment shows you’re inspection-ready and focused on children’s safety and well-being.
Step 7: Foster Open Communication with Parents
Maintain transparent communication with families by: Part 10 — Parent Engagement and Communication / Part 7 — Program for Children
● Providing the Parent Handbook: Ensure all parents receive and understand the handbook upon enrollment and when updates occur.
● Addressing Concerns: Have a clear policy for responding to parent issues and concerns, including timelines and procedures.
● Emergency Notifications: Inform parents promptly about any emergencies or significant incidents.
This step ensures that the childcare center can easily reach parents or guardians when needed and maintains compliance with communication standards, especially in emergencies. Open and timely communication strengthens trust and keeps families informed and reassured at all times.
Step 8: Don’t Wait for the Inspection to Prepare
Being inspection-ready all year round makes the actual visit feel less stressful. Here’s how:
✅ Conduct self-audits using the CCLS checklist
✅ Review policies regularly with your team
✅ Stay up to date with Ministry updates
✅ Create a culture of continuous compliance
Your goal as a child care operator is to offer a safe, nurturing, and high-quality environment for every child—and licensing is part of that commitment. With regular training, strong organization, and a proactive mindset, inspections don’t have to be stressful.
Daycare Consulting Services is here to support you every step of the way—from staff coaching to compliance reviews. We help you feel confident and ready, not just on inspection day, but every day.
Need help preparing for your next licensing inspection?
Contact Sandra Vella at Daycare Consulting Services for guidance, hands-on support, and expert insight tailored to Ontario’s child care standards.
