guidelines and standards for childcare and...guidelines and standards for childcare institutions iv...

Guidelines and Standards for Childcare Institutions

i August 2013

Guidelines and Standards for Childcare

Institutions in Sri Lanka

National Child Protection Authority

August 2013


ii August 2013

First publication August 2013

Published by the National Child Protection Authority

No 330

Thalawathugoda Road

Madiwela

Sri Jayawardanapura

Telephone Road: 011 2778911 – 14

Fax No: 011 – 2778915

Website: www.childprotection.gov.lk

Email: [email protected]

Funded by Supported by

http://www.childprotection.gov.lk/

mailto:[email protected]


i August 2013

TABLE OF CONTENTS

Acknowledgement ..............................................................................................................vi

Members of the Consultation Committee ...........................................................................vii

Definitions...........................................................................................................................ix

Abbreviations ......................................................................................................................x

1. ESTABLISHING A CHILDCARE INSTITUTION .........................................................01

1.1. Application for License .............................................................................................01

1.2. Temporary Permit .....................................................................................................01

1.3. Denial of Application ................................................................................................02

1.4. Renewal of License ....................................................................................................02

1.5. Revocation of the License or Temporary Permit ......................................................02

1.6. Inspections ................................................................................................................03

2. QUALITY OF CAREGIVERS AND STAFF MEMBERS ...............................................03

2.1. Recruitment of Staff ...................................................................................................03

2.2. Character of the Staff and their Suitability to Work with Children ...........................04

2.3. Qualifications of Caregivers and Staff Members .......................................................05

2.4. Training and Development of the Caregivers ............................................................06

2.5. Others .........................................................................................................................06

2.6. Responsibilities of Staff Members .............................................................................07

3. QUALITY OF CARE OF THE CHILDREN ....................................................................07

3.1. Institutionalization of a Child ....................................................................................07

3.2. Children’s Health and Wellbeing...............................................................................09

3.3. Standards for Food ....................................................................................................11

3.4. Clothing and other Provisions ....................................................................................12

3.5. Standards for Educational Services ..........................................................................12


ii August 2013

3.6. Leisure Activity Promotion........................................................................................13

3.7. Religious Activities, Cultural Activities and other Celebrations ...............................13

3.8. Financial Contributions and Goods Contribution ......................................................14

3.9. Child Welfare .............................................................................................................14

3.10. Behavioral Management and Discipline ....................................................................15

3.11. Contact and Access to Communicate ........................................................................15

3.12. Safety in the Setting ...................................................................................................16

3.13. Standards for Equipments Available .........................................................................17

3.14. Missing Children ........................................................................................................18

3.15. Releasing Children .....................................................................................................18

3.16. Preparation for a New Placement ..............................................................................18

3.17. Promotion of Independence and Leaving Care ..........................................................18

4. STANDARDS FOR PHYSICAL ENVIORNMENT AND SECURITY ...........................19

4.1. Location .....................................................................................................................19

4.2. Building......................................................................................................................19

4.3. Bedrooms ...................................................................................................................20

4.4. Bathrooms and Toilets ...............................................................................................20

4.5. Study Area .................................................................................................................21

4.6. Dining Room ..............................................................................................................22

4.7. Kitchen Area ..............................................................................................................22

4.8. Seating Area ...............................................................................................................22

4.9. Play Area ....................................................................................................................22

4.10. Garbage ......................................................................................................................23

4.11. Security ......................................................................................................................23

4.12. Transportation ...........................................................................................................23


iii August 2013

4.13. Lighting, Electrical Equipments and Wiring .............................................................23

5. QUALITY OF MONITORING AND EVALUVATION ..................................................24

5.1. Child Placement Committee ......................................................................................24

5.2. Child’s Personal File Recording ................................................................................25

5.3. General Responsibilities of Administration ...............................................................26

5.4. Handling Complaints .................................................................................................26

ANNEX

Annex A: Application to Establish Childcare Institution .........................................................28

Annex B: Staff Members Registration Form ............................................................................31

Annex C: Checklist for Applicant .............................................................................................32

Annex D: Temporary Permit for Childcare Institution .............................................................33

Annex E: License for Childcare Institution ..............................................................................34

Annex F: Child Institutionalization Form .................................................................................35

Annex G: Child Review Form ..................................................................................................37

Annex H: Childcare Intuition’s Standards ................................................................................39


iv August 2013

Acknowledgement

This document contains the principle guidelines for childcare institutions in Sri Lanka.

These guidelines hope to promote special interests for children to ensure their full development

across physical, mental, moral, religious, social, and cultural spheres, and protect them from

exploitation and discrimination. The National Child Protection Authority ensures that the best

interests of the child are primary consideration in all actions taken concerning children.


v August 2013

Members of the Consultation Committee

Mrs. Anoma Dissanayaka Chairperson, National Child Protection Authority

Mrs. Sujatha K Kulatunga Deputy Chairperson, National Child Protection Authority

Dr. Hiranthi Wijemanne Vice Chairperson of the CRC Monitoring Committee and

Former Chairperson of the National Child Protection

Authority

Mr. B.P. Aluwihare Deputy Solicitor General, Attorney General’s Department

Mrs. Ashoka Alawatta Additional Secretary, Ministry of Child Development and

Women’s Affairs

Mrs. Yamuana Perera Commissioner, Department of Probation and Child Care

Services

Dr. P.B. Dassanayake Consultant Judicial Medical Officer

Prof. Asvini Fernando Consultant Pediatrician

Prof. Rajeewa Wijesinghe Member of the Parliment

Mr. Sugath Kumara Commissioner, Department of Probation and Child Care

Service (Western Province)

Mr. T.B. Wickramasinghe Commissioner, Department of Probation and Child Care

Service (North Western Province)

Mr. M. Mubarak Commissioner, Department of Probation and Child Care

Service (Eastern Province)

Mr. S. Srinath Mendis Probation Officer, Department of Probation and Child

Care Service


vi August 2013

Mr. U.G.A. Jayatissa Probation Officer, Department of Probation and Child

Care Service

Mr. Jeganathan Thatparan Advisor, Save the Children

Mr. Tissa Rajaguru National Advisor, Child Protection, Plan Sri Lanka

Mr. B.W.Bopitigoda Officer in Charge (OIC), NCPA Police Unit

Mr. Rohana Ranasinghe Progamme Manager, NCPA Programme Unit

Mr. Janaka Udaya Kumara Investigation Officer, NCPA Investigation Unit

Ms. Madhu Munasinghe Clinical Psychologist, NCPA Psychosocial Unit


vii August 2013

Definitions

Childcare Institution – An organization where children live and are looked after by individuals

who are not related to them, where they provide love, care, and shelter to each child

equally. Institutions where children lives for a short period of time and where children are

looked after during daytime falls under this category. An institution which has obtained

the license to practice as a childcare institution, which is provided by the Department of

Probation and Child Care Services (DPCCS), where all the standards stipulated, are met

and maintained throughout the time period. The organization shall be committed to

working toward the best interests of each child accommodated.

Child – Any person under the age of 18 years

Adult – Any person above the age of 18 years

Caregivers – Adult individuals who are responsible of caring for children.


viii August 2013

Abbreviations

DPCCS – Department of Probation and Child Care Services

NCPA - National Child Protection Authority

PO - Probation and Child Care Officer

CRPO – Child Rights Promotion Officer

WCI – Women Chief Inspector

WIP – Women Inspector Police

WSI –Women Sub-inspector


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Guidelines and Standards for

Childcare Institutions in Sri Lanka

1. ESTABLISHING A CHILDCARE INSTITUTION

1.1. Application for License

1.1.1. Childcare institution shall not provide services prior to issuance of license or

temporary permit from the provincial Department of Probation and Child Care

Services (DPCCS).

1.1.2. Any individual, group, or corporation may obtain the application for a license to

establish a childcare institution through registering with the DPCCS in the

relevant province.

1.1.3. An application for a license for a childcare institution shall contain all the

information required and conform to all instructions (the relevant application form

is detailed herewith as annexure A).

1.1.4. Application for a license is non-transferable. The applicant and each management

committee member of the childcare institution should produce a police report and

character references from 3 government workers along with the application.

1.1.5. The license for a childcare institution is only valid for 1 year from the date of

approval.

1.2. Temporary Permit

1.2.1. A temporary permit shall be issued to the childcare institutions (public, private, or

voluntary childcare institutions) that are currently functioning without a license

previous to these regulations coming into effect, provided an application for a

license is submitted. No such childcare institution shall continue beyond three

months after these regulations come into effect unless a license has been duly

obtained (the relevant application form is detailed herewith as annexure A).

1.2.2. The temporary permit shall be granted to the applicant for up to 3 months and

shall not be renewed.

1.2.3. The 3 month temporary permit will be made only if the applicant submits an

application with all the requirements fulfilled and ensures the full implementation

of the policy document and meets the guidelines and standards stated in this

document.


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1.2.4. The application shall be denied and the childcare institution shall be closed if the

applicant fails to meet the guidelines and standards (as confirmed by the voluntary

home monitoring team or the state officer) at the expiration date of the temporary

permit.

1.3. Denial of Application

1.3.1. An application shall be denied if the applicant fails to meet the guidelines and

standards stipulated in this document (Section 1 - 5).

1.3.2. The DPCCS shall inform the applicant in writing regarding the denial of the

application and shall inform the reasons for this decision.

1.4. Renewal of a License

1.4.1. A license shall only be valid for 1 year from the date of approval.

1.4.2. Application for renewal of a license should be received by the DPCCS at least 30

days prior to expiration of the current license (application form for this detailed

herewith as annexure A).

1.4.3. An applicant should obtain all the relevant application forms from the DPCCS

and submit them on time.

1.4.4. If the applicant fails to submit the application 30 days prior to expiration of the

current license or if the application is incomplete or inaccurate, the license shall

expire on the expiration date.

1.4.5. If the childcare institution continues to function after the expiration date, it shall

be considered as an un-licensed childcare institution and shall be immediately

closed. The Attorney General’s Department shall take necessary against the

management of the institution.

1.5. Revocation of the License or Temporary Permit

1.5.1. A license or temporary permit is valid for 1 year or 3 months respectively unless

it is revoked or suspended by the relevant authorities.

1.5.2. The DPCCS shall have the right to immediately suspend or terminate the license

at any given time when the childcare institution becomes hazardous to the safety

of the children or fails to meet guidelines and standards as stipulated.

1.5.3. If such a situation arises, the DPCCS shall immediately take over the management

of the children either at the same location through a new management or at

another secure location or at an appropriate childcare institution. The National


- 3 - August 2013

Child Protection Authority (NCPA) shall assist in this task. In such

circumstances, the children, and family members should be properly consulted

and informed as to each process.

1.6. Inspection

1.6.1. The members of the DPCCS shall make unannounced visits to childcare

institutions for inspection purposes and shall have reports of such visits in the

childcare institution file maintained at the DPCCS. Reports of these inspections

shall also be sent to the NCPA district officers.

1.6.2. The members of DPCCS shall inspect whether the institution meets the guidelines

and standards, and to investigate any complaints they have received (template

attached herewith as annexure H).

1.6.3. Assistance from the National Child Protection Authority District or Divisional

coordinators and/or National team and/or police could be obtained if necessity

arises and the National Child Protection Authority district officers should receive

reports of all inspection visits.

1.6.4. Each provincial DPCCS should provide a list of registered childcare institutions

with addresses, and contact details to the NCPA. Amendments of this list should

be notified to the NCPA immediately.

2. QUALITY OF CAREGIVERS AND STAFF MEMBERS

2.1. Recruitment of Staff

2.1.1. Each staff member shall obtain approval to work with children from the relevant

Provincial Department of Probation and Child Care Services before hand, and

such approval shall be renewed once every two years (template of the application

attached herewith as annexure B).

2.1.2. An application for such approval shall be accompanied by relevant

recommendations and the documents requested (e.g police report, 3 character

certificates, certified birth certificate, copies of certified school certificates, etc.).

2.1.3. Prior to being offered any position at a childcare institution, any applicant or

person to be recruited should be registered with the DPCCS and obtained

approval from them. All, recruitment should be done according to Government

rules and regulations. The current and prospective staff members should obtain

approval to work at childcare institutions from DPCCS within 3 months once

these guidelines and regulations come into effect.


- 4 - August 2013

2.1.4. Applicant, staff members, substitutes, domestic workers, and volunteers shall be

considered as the staff members of the childcare institution.

2.1.5. Staff members shall be on probation during the first 9 months of employment and

shall be made permanent only if their performance is satisfactory as evidenced by

a report on their work supplied by the childcare institution and ratified by the

Provincial Department of Probation and Child Care Services.

2.1.6. The childcare institution shall recruit only female caregivers and childcare

institution mangers for female childcare institutions and male caregivers and

childcare institution mangers for male childcare institution.

2.1.7. Staff members shall be recruited based on minimum standards stipulated (Section

2.1- 2.6).

2.1.8. Government medical practitioners shall assess the physical and psychological

competency of staff.

2.1.9. Staff members shall not be involved in substance misuse or abuse.

2.1.10. A sufficient number of suitable staff in proportion to the number of children

accommodated at the institution should be in place (as stated in Section 2.5.4).

2.1.11. All the staff members shall be provided with a detailed job description, which

outlines their duties and responsibilities.

2.1.12. Failure to fulfill these duties and responsibilities satisfactorily shall lead to

termination of employment.

2.2. Character of the Staff and their Suitability to Work with Children

2.2.1. Staff members shall possess the emotional and psychological competency to work

with children.

2.2.2. They should possess good character and integrity. Current and prospective staff

members shall produce character references from 3 unrelated individuals from

government organizations.

2.2.3. Applicants and staff members shall include individual police reports from the OIC

of the relevant police station along with the application form.

2.2.4. Staff members shall have been cleared of criminal history through an official

check and this should be included in any application.

2.2.5. Staff members shall not have been accused in criminal cases relating to adult or

child abuse, whether convicted or not. If the applicants’ and/or staff members’


- 5 - August 2013

approval is denied by the DPCCS, they shall not be permitted to work at any

childcare institution even if the childcare institution license had been granted.

2.2.6. If a staff member is charged in a criminal case during the approval period, the

approval shall be revoked immediately by the DPCCS and he or she shall be

immediately removed from the childcare institution premises.

2.2.7. Staff members should be able to protect confidential information related to the

children within the childcare institution.

2.2.8. Staff members should not be involved in any situation related to bankruptcy.

2.3. Qualifications of Caregivers and Staff Members

2.3.1. The Childcare institution manager should

i Have passed 2 Advanced Level (GCE A/L) subjects.

ii Have attended a recognized certificate course in relate to child development,

child psychology. All the current childcare institution managers must obtain

these requirements within 1 year once these guidelines and standards comes

into effect

iii At least 5 years of past experience in relate to childcare.

iv Be aged 30-60 years.

v Possess sound communication skills appropriate to the language, which

children at the institution practice.

2.3.2. Child Caregivers should

i Have passed 6 subjects in the Ordinary Level (O/L) including Mathematics and

Language (Sinhalese/ Tamil/ English).

ii Be aged 25 – 60 years.

iii At least 2 years of past experience in related to childcare.

iv Possess sound communication skills appropriate to the language which

children at the institution practice

2.3.3. Other staff members

v Cleaners, gardeners, cooks, and watchman need not to have minimum

education qualifications stipulated above for the childcare institution manager

and child caregivers.


- 6 - August 2013

vi Be aged 25 – 60 years

vii Have worked with children for at least up to 1 year

2.3.4. Volunteers

i Should have passed 6 subjects in Ordinary Level (O/L) including Mathematics

and Language (Sinhalese/ Tamil/ English)

ii Be aged 18 – 60 years

iii Have past experience related to childcare for at least 1 months

iv Possess sound communication skills appropriate to the language which

children at the institution practice

2.4. Training and Development

2.4.1. The childcare institution manager shall make necessary arrangement to improve

the staff members’ ability in relation to the quality of childcare

2.4.2. The childcare institution manager and caregivers should attend at least 3 training

and/ or development sessions per year

2.4.3. The DPCCS shall develop a capacity building plan based on a detailed assessment

of each childcare institution and conduct educational programs every 3 months

for the provincial childcare institution staff members to improve their knowledge

and increase capacity building

2.5. Others

2.5.1. Staff members should not work, be responsible for or partner with another

childcare institution other than the one they work in

2.5.2. Staff members shall not work outside the childcare institution. They shall not

carry out any activities which shall interfere with the care and attention to be

provided to the children

2.5.3. Accommodation for staff members shall be available within the premises

separated from children’s accommodation but near to where children are

accommodated, and they should be readily available at all times in case of an

emergency

2.5.4. At no time should there be an absence of a stipulated minimum number of staff

member available within the premises at all times in accordance with the number

and potential needs of children in care


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i At least 1 staff member for every 5 children under 6 years

ii At least 3 staff members for every 25 children over 6 years

2.5.5. Staff shall not keep their family members within the institution premises.

2.5.6. The childcare institution management committee, which includes the applicant

and / or other members, shall meet at the institution once every 3 months and

discuss with the staff members and children regarding issues at the institution and

possible solutions for those. Such visits and minutes should be noted on the

minutes book maintained at the institution

2.5.7. None of the childcare institution management committee members shall possess a

past criminal record.

2.6. Responsibilities of Staff Members

2.6.1. Staff members should always conduct themselves as role models for children

2.6.2. Child caregivers should have daily contact with each child

2.6.3. Childcare institution managers and staff members shall take necessary action to

ensure continuity of care for children in all circumstances.

2.6.4. Staff members should never work with children or be in their presence after the

use of alcohol, tobacco related products or illegal substances.

2.6.5. Staff members are not allowed to bring or use alcohol, tobacco related products or

illegal substances within the premises.

2.6.6. All the staff members shall meet once a week to discuss issues at the institution.

During such meetings, the decisions should be taken to overcome those issues.

The progress of the strategies implemented shall be discussed during the next

session. The institution manager shall maintain minute for each meetings and

keep the childcare institution management committee update in this regard.

3. QUALITY OF CARE OF THE CHILDREN

3.1. Institutionalization of a Child

3.1.1. All potential alternative arrangements should be explored prior to consideration of

institutionalization, which should be considered as a last resort only if all other

options fail.


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3.1.2. Admitting a child to an institution should be done only through a court order.

3.1.3. In an urgent situation, a child can be admitted to an institution with the written

approval of the Probation Commissioners. However, the case shall be presented to

the courts within 24 hours of admission and a court order shall be obtained within

3 working days in such cases.

3.1.4. The court order should be reviewed every 3 months through the Child Placement

Committee.

3.1.5. Child victims and child offenders shall not reside at the same institution.

3.1.6. All the children who are currently in childcare institutions should be reviewed

immediately, with careful examination of the possibility of reunification with

their parents or relatives.

3.1.7. In case of orphaned children, possible adoption for children below the age 14

years should be considered. POs should review all the children currently living

under childcare institutions immediately and DPCCS should be notified to take

necessary actions.

3.1.8. Orphaned or abandoned children below the age of 14 should no remain at the

childcare institution for more than 3 years. Possible reintegration with their family

or possible foster care option or adoption should be considered.

3.1.9. Each child should be placed in an institution with due regard for their religion,

age, gender, and mental status.

3.1.10. A child’s religion should not be changed under any circumstances before or after

they are admitted to the institution.

3.1.11. Children with special needs should be placed in a childcare institution which is

able to provide specialized care for such children

3.1.12. In the cases of neglected children, the case should be reviewed monthly by the

Child Placement Committee who would take all necessary action to reunify the

child with his/her family as promptly as possible.

3.1.13. For children of victims of child abuse, the childcare institution should arrange for

weekly counseling or therapy by qualified professionals. The child’s progress

through these sessions must be reviewed by the child placement committee till the

child is able to overcome the emotional difficulties.

3.1.14. Priority should be given to children with siblings when allocating them to

institutions and efforts should be made to keep the family intact as far as possible.


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3.1.15. The childcare institution shall provide service to only one age group of children

stipulated below.

i Age 0 – 5 years

ii Age 6 – 10 years

iii Age 11 – 14 years

iv Age 15 – 18 years

3.1.16. Both male and female children could be accommodated together under option (i)

and (ii); for options (iii) and (iv) only either male or female children should be

accommodated at the institution.

3.2. Children’s Health and Wellbeing

3.2.1. Providing Medical Treatment

i Each individual child shall be observed for illnesses or injuries and should be

provided with medical treatments accordingly.

ii Children between 0 to 5 years should be seen by Public Health midwives, with

weight and height measured monthly, once in two months or as per normal

practice in the Maternal and Child Health Program of Ministry of Health.

iii Each child should be registered with a Medical Officer who provides primary

medical care.

iv Arrangements should be made with a Medical Officer to come to the childcare

institution every 3 months to assess and provide necessary medical treatment

for the children.

v The institution should make necessary arrangements for regular inspection of

children by other specialists as needed (e. g. dentist, psychiatrist, etc.).

vi All the children should be subjected to dental examinations and treatments

every 6 months.

vii Each child should be immunized at the time which is appropriate for their age

and the institution shall keep a record of this.

viii Children who are suffering from malnutrition should be referred to a nutrition

center to improve their condition.


- 10 - August 2013

ix Childcare institution staff should be aware of the necessary steps which require

to be taken in an emergency and must be trained in basic first aid procedures.

x A first aid box should be maintained in each building where children are

present. The first aid box content should be checked frequently and replaced

when necessary.

xi During an emergency, the child should be taken to the nearest hospital

immediately and the child’s primary medical provider (e.g. Medical Officer)

should be informed accordingly.

xii Child should be provided with individual support, medicine, equipment, or aid,

which they require for their medical needs or disability.

xiii Each child should be given guidance related to personal care issues as

appropriate for their age and the condition.

3.2.2. Medical Records

i On admission, a child’s medical records should be obtained. Each child should

be subjected to a full medical examination within 2 weeks of admission.

ii Child’s height and weight should be recorded in their personal file regularly

from the date of their first medical examination.

iii Daily updated written records should be maintained for each individual child

when they are given with vaccinations or any other medicine.

3.2.3. Infection Prevention and Reduction

i Staff members should promote and ensure that children follow good personal

hygiene practice to reduce spread of infections.

ii Children’s heads should be examined regularly for lice and suitable treatments

should be given.

iii When a child is suspected of suffering from a contagious disease, that child

should be isolated to prevent or reduce spread of disease.

3.2.4. Administration of Medicine

i The childcare institution manager shall be responsible of handling medicine

provided for each child.

ii Prescribed medication for each child shall be administered only with approval

from a Medical Officer under the supervision of a reliable child caregiver.


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iii Medicine should only be administered to the child whom it was prescribed for

and no other child.

iv Medicine shall be self-administered by the child only if written approval is

provided by the Medical Officer in-charge of the child’s health.

3.2.5. Medicine Storage

i All the medication shall be kept locked in a secure location which is

inaccessible to children. Child caregivers should handle all the medication

within the premises and not let any child consume medication unsupervised.

ii Over the counter drugs should be handled with care by the child caregivers.

3.2.6. Early Childhood Stimulation and learning

i All children under the age of 5 years should be given a stimulating

environment for development and learning.

ii Staff members need to be aware and be trained on providing children with

necessary opportunities for early stimulation and learning.

3.2.7. Presence of Animals

i Only cats, dogs, and fish can be kept within the premises as pets.

ii All the animals residing at a childcare institution shall be vaccinated regularly

for the children’s safety. Proper hygiene should be practiced when a child deals

with pets.

iii Animals should not enter the areas where food is stored, prepared, or served to

children.

iv Precautions should be taken to remove rodents and insects from the premises.

3.3. Standards for Food and Drink

3.3.1. Daily food registry should be maintained at the institution by the management

3.3.2. Meals should be prepared properly and according to nutrition requirements

appropriate for the child’s age and condition

3.3.3. Meals should meet the dietary, cultural, religious, health and reasonable

preferential requirements of each child.

3.3.4. Food provided should be sufficiently varied


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3.3.5. Meals should be served in sufficient quantities during regular meals. Snacks

should be provided in between regular meals.

3.3.6. Schooling children should be provided with a meal pack or money to buy a meal

to consume during the interval

3.3.7. Fresh pre-boiled drinking water should be available at all times

3.4. Clothing and other Provisions

3.4.1. The Childcare institution manager shall ensure that the needs and reasonable

preference of each child is accommodated when providing them with clothing

which includes footwear and other personal requirements

3.4.2. Necessary steps should be taken to cut the hair of the children according to their

gender and provide them with other accessories (e.g. earrings) which are

appropriate for them

3.4.3. Children should be provided with clothing materials, which are acceptable, by the

cultural values within their society, religion and in accordance with their gender.

3.4.4. Each child should have his or her own towel, 3 sets of school uniforms/kits,

casual clothes, adequate undergarments, slippers, shoes, socks, and sanitary

products.

3.4.5. Children should be provided with cloths appropriate for the prevailing weather

conditions.

3.4.6. Staff member should be appointed to wash and iron the cloths of children below

14 years.

3.5. Standards for Educational Services

3.5.1. All the children of compulsory school age should attend school regularly.

3.5.2. Children should attend an educational institution which is appropriate for their

age, ethnicity, and interest and potential.

3.5.3. Routines and practices should be organized within the childcare institution to

promote education and regular school attendance.

3.5.4. Children with special needs should be sent to a special education class or school

to obtain necessary education. Tuition should be provided at the institution for

those who are unable to attend the school.

3.5.5. Children age 3 - 5 years must attend preschool.


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3.5.6. Children with disabilities should be sent to appropriate schools

3.5.7. When children attain the age where they are no longer required to be

compulsorily in school, they should continue to obtain education through school

or obtain training through other educational or vocational training institutions.

3.5.8. Private tutoring should be provided for children with interest or need.

3.5.9. The childcare institution manager should maintain effective communication with

the educational institutions where children are in and should monitor their

progress regularly.

3.5.10. The childcare institution should make necessary arrangements when children are

required by the other responsible authorities (e.g. school) to attend to certain

events in relate to their educational or extracurricular activities.

3.5.11. Library with suitable number of books appropriate for the children’s age should

be available.

3.5.12. Daily newspaper and children’s paper should be provided for children.

3.6. Leisure Activity Promotion

3.6.1. The institution should encourage children to engage in extracurricular activities

offered at school.

3.6.2. The institution must encourage, facilitate children to develop and practice

appropriate leisure activities, provide appropriate facilities and support for such

activities.

3.6.3. The institution should monitor children’s potential. Institution should direct and

encourage relevant pursuits.

3.6.4. A television, radio, musical instruments, board games, art materials for drawing

and painting should be available to promote leisure activities among children.

3.7. Religious Activities, Cultural Activities and other Celebrations

3.7.1. Children should be given the opportunity to engage in religious activities in

accordance with their religion.

3.7.2. Children should attend the nearest religious teaching institutions regularly to

become familiar with their own religion. If such facilities are not available, a

knowledgeable individual should visit the childcare institution regularly to

educate the children.


- 14 - August 2013

3.7.3. Children should be provided with facilities and opportunities to celebrate their

cultural relevant events (e.g. Sinhalese and Tamil New Year, Diwali, Christmas,

Vesak, Eid etc.).

3.7.4. The institution management should promote indoor cultural activities (e. g.

singing, dancing, drama, art etc.)

3.7.5. Childcare institution management should provide the opportunity for children to

celebrate special events when they occur (e. g. birthdays, achievements, etc.).

3.8. Financial Contribution and Goods Contribution

3.8.1. Children shall not be exposed to independent donors or organizations which

causes harm to dignity of the child

3.8.2. The donation (e.g. monetary or goods) which had been provided for the institution

shall be noted on the inventory book by the institution manager. All the items

shall be distributed equally among children and a record shall be maintained in

this regards.

3.8.3. These records should be available for audit inquiries.

3.9. Child Welfare

3.9.1. The institution and its staff must acknowledge the uniqueness of each child and

shall treat them with respect

3.9.2. The childcare institution shall maintain the privacy and the dignity of children

accommodated there.

3.9.3. Children shall be protected from harm while being provided with independence to

develop as individuals

3.9.4. Child rights shall not be violated. The organization should promote and protect

these rights.

3.9.5. Equality among children shall be maintained regardless of their gender, ethnicity,

religion, values, or disabilities.

3.9.6. Access to proper facilities shall be provided for children with physical or

psychological disabilities

3.9.7. The staff members shall take necessary actions to prevent bullying within the

childcare institution and shall take necessary action for allegations of bullying

3.9.8. Children should be provided with guidance and support appropriate for their age


- 15 - August 2013

3.9.9. Children shall not be exposed to the donors for the childcare institution at any

given time

3.9.10. Children should not be given the opportunity to discuss about their reasons for

institutionalization with outsiders.

3.10. Behavioral Management and Discipline

3.10.1. Excessive force should not be used to control or discipline a child

3.10.2. None of the caregivers or staff members shall use the following methods as a way

to discipline a child

i Corporal punishment

ii Deprivation of food and drink

iii Deprivation of sleep

iv Locking the child in a room

v Not providing medical care or medication required

vi Withholding equipment required by a disabled child

vii Name calling or personal insults

viii Prevention of contacting the individuals mentioned in Section 3.10

ix Force the child to wear clothes or other materials which distinguish them or

which are inappropriate for the child

x Subject the child to emotional discomfort as a punishment technique

xi Subject the child to intimate physical examination.

xii Encourage all or one child to punish another.

3.11. Contact and Access to Communicate

3.11.1. The childcare institution shall promote contact with parents, relatives and friends

3.11.2. The childcare institution shall ensure that any individual making contact shall be

suitable for the child’s wellbeing.

3.11.3. Childcare institution should provide facilities within premises for the child to

meet their parents, relatives, friends, and persons listed in section (3.8.d) privately

at any reasonable time.


- 16 - August 2013

3.11.4. Children shall be allowed to meet following individuals

i Attorney acting for the child

ii Probation Child Care officers assigned to the child by the placing authority

iii Child Rights Promotion Officers

iv National Child Protection Authority officers that monitor the childcare

institution

3.11.5. Children shall have access to receive or make telephone calls or mail in private

from their parents, relatives, friends, or other individuals mentioned in Section

(3.8.d) who are recommended by the Probation and Child Care officer.

3.12. Safety in the Setting

3.12.1. All areas to which children have access to should be free of hazards which affect

their health and safety

3.12.2. Safety gates should be placed at appropriate locations to ensure that children are

safe at all times

3.12.3. If a well is being used to obtain water for the facility, young children should not

have access to such areas without adult staff members’ supervision. When not in

use, such places should be kept closed

3.12.4. All the activities in which children participate should be free of predictable danger

3.12.5. Hazardous material

i Alcohol should not be introduced in to the premises at any time.

ii All poisonous or toxic substances, cleaning supplies, flammable substances,

inflammable substances, tools, or other hazardous materials should be kept in a

locked and secure location inaccessible to children.

iii Such materials should not be kept in areas where medicine is kept or where

food is stored, prepared, or served.

iv The childcare institution manager should ensure that access to such materials is

limited only to those who are authorized to use them and release them from the

storage accordingly.

v None of the children should have permission to handle such materials.


- 17 - August 2013

3.12.6. Fire Safety

i All precautions must be taken to protect children from fire hazards.

ii A functioning fire extinguisher should be available in each building.

iii The childcare institution staff member should be aware of the necessary steps

to be taken in an emergency.

3.12.7. Lead Poisoning

i The management shall ensure that the building is not contaminated with lead

based wall paint or furniture which is toxic for children.

ii Staff members shall ensure that soil of the play ground is not contaminated

with lead based items such as storage batteries, house paint scraping, etc.

iii All the toys and play equipments which may have been painted with lead based

paint should be removed and replaced immediately.

iv Children should be subjected to mandatory Lead testing if the building or the

premise is found to be contaminated.

3.13. Standards for Equipments Available

3.13.1. Play equipments

i The equipment available should be age appropriate and their safety should be

ensured.

ii Each child shall spend time in outdoor or indoor play areas as weather permits.

Outdoor and indoor play equipment should be available to provide stimulating

activities for children.

iii All the play equipments should be checked regularly for defects and faults.

Equipments that are not in suitable condition for children’s use should be

repaired or replaced immediately.

3.13.2. Other Equipments

i All members of the institution should at all times have access to a working

land phone.

ii All the electrical equipments at the facility should be well maintained and

checked for defects or faults regularly.


- 18 - August 2013

3.14. Missing Children

3.14.1. When a child accommodated at the childcare institution is missing or cannot be

traced, the childcare institution manager or the staff members shall

i Inform the nearest police station as soon as possible.

ii Inform the child placing authority regarding this development.

iii Inform the individuals from the Child Placement Committee.

iv Individuals from the institution management committee

v Inform the child’s parents or relatives.

3.15. Releasing Children

3.15.1. Children shall only be released by court to an authorized person listed on the

admission document provided by the DPCCS.

3.15.2. Original copies of child’s birth certificate, medical records, child’s personal

school equipments and certificates shall be provided to the adult when children

are being released from the institution

3.15.3. When a child is being released to the parents or guardians, The Probation Child

Care Officer and/ or Child Rights Promotion officer shall monitor the child’s

progress for 1 year from the date child was released.

3.16. Preparation for a New Placement

3.16.1. When a child is being transferred to a new placement they should be provided

with necessary guidance and support to integrate them with the new environment

3.16.2. The current placement should have a record of where the child had been

transferred to and all the child’s personal belongings should be sent along with

the child

3.16.3. The childcare institution manager shall ensure to deliver the child’s personal

records, medical records, school equipments, and certificates to the new

placement manager along with the child.

3.16.4. The childcare institution manager shall maintain a copy of the child’s personal file

at the institution for future reference

3.17. Promotion of Independence and Leaving Care


- 19 - August 2013

3.17.1. Children should be provided appropriate education or training to become

employed when they leave the care of the childcare institution. When possible the

Child Placement Committee shall make necessary arrangements to reunify the

child with their family

3.17.2. The institution management committee shall assist children to find employment

and suitable accommodation when they turn age 18 years.

3.17.3. The childcare institution shall provide the child with all the relevant documents

(e.g. birth certificate, medical records, education related certificates, etc.) when

they leave the institution

3.17.4. The child should be provided with necessary guidance and support regarding

leaving the care facility

3.17.5. When a young adult leaves the care facility without support from their parents or

relatives, necessary arrangements should be made to safeguard their future and a

monitoring process should be in place by the DPCCS until at least 1 year after the

child has left the childcare institution.

4. STANDARDS FOR PHYSICAL ENVIRONMENT AND SECURITY

4.1. Location

4.1.1. A childcare institution should be located in an area which is safe for the children

4.1.2. It should be close to an educational facility relevant to the accommodated children

4.1.3. There should not be places which provide alcohol to the public within 100m

radius from the location of the childcare institution

4.1.4. It should have easy access to religious institutions the children belongs to

4.2. Building

4.2.1. The building design should be appropriately for children

4.2.2. The building walls, roof, railings, stairs, windows, doors, etc. should be checked

and maintained regularly.

4.2.3. The building or the premises should consist of following areas

i Bedrooms

ii Toilet and bathrooms


- 20 - August 2013

iii Seating area

iv Study area

v Outdoor play area (or an area nearby which could be accessed regularly for this

purpose)

vi Garden

vii Dining room

viii Kitchen

4.2.4. The buildings and the other facility areas within the premises should be designed

to provide access to children with disabilities

4.3. Bedrooms

4.3.1. Each child should have required indoor space (36 square feet) and have his or her

own bed or a cot depending on their age

4.3.2. Mosquito nets should be available for each bed

4.3.3. Each bed should have a proper mattresses with a clean pillow and a pillowcase,

bed cover and blankets

4.3.4. Bedroom should consist of personal cupboard with a lock which shall be available

for each child above age 6 years to store his or her personal belongings

4.3.5. Bedroom should have adequate lighting for day and night

4.3.6. Adequate number of doors and windows should be available depending on the

room size

4.3.7. Ventilation to each bedroom should be appropriate for the number of children that

resides in a given room.

4.3.8. Adequate methods should be used to ensure that bedroom temperature is either

cooled or heated appropriately for the weather conditions

4.4. Bathrooms and Toilets

4.4.1. Children should have access to toilet facilities during day and night

4.4.2. The staff members should ensure that these facilities are cleaned and maintained

regularly, such facilities should not produce bad odor. Repairing and replacement

should be done immediately when necessary.


- 21 - August 2013

4.4.3. Adequate number of toilet and bathroom (ratio of 1 toilet and a bathroom for

every 8 children) facilities should be available depending on the number of

children resides at a given building

4.4.4. Bathroom and toilet facilities should be located in such a way where they are

attached or located near to the children’s bedrooms

4.4.5. A dressing area should be maintained near the bathroom facilities which shall

protect the child’s privacy

4.4.6. Wash basin should be placed at a height appropriate for the child’s age and height

4.4.7. Young children should be toilet trained under the supervision of an adult staff

member.

4.4.8. Until the child is capable of using the lavatory on their own, potty chair should be

available to meet the child’s needs. Potty chair shall be emptied and cleaned by

staff after each use

4.4.9. Water tanks should be available at the childcare institution to provide

uninterrupted access to water supply.

4.4.10. All the waste water should be directed to drainage facilities effectively and keep

the environment around lavatory clean at all times

4.4.11. Toilet and bathroom facilities should be available separately for males and

females

4.4.12. Staff members and children shall not use the same facilities

4.4.13. If the same well is being used to obtain drinking water and water for other

purposes, appropriate measures should be taken to prevent drinking water

contamination

4.5. Study Area

4.5.1. Adequate number of chairs and tables should be provided for children to continue

their studies after school hours

4.5.2. Adequate lighting should be available in these areas. Lights should be available

for those children who wish to study during nighttime.

4.5.3. The study area should be located separated from the common areas to provide an

appropriate environment for studying purposes


- 22 - August 2013

4.6. Dining Room

4.6.1. Area should be well maintained and consist of adequate seating and table space to

consume meals

4.6.2. Hygiene in this area should be well maintained

4.6.3. Sufficient number of plates, cups, spoons should be available for children

4.6.4. Eating utensils should be kept cleaned and washed properly after each meal

4.6.5. Sufficient number of clean bottles and teats should be available for infants

4.7. Kitchen Area

4.7.1. The kitchen area should not be accessible for children without adult supervision

4.7.2. Children age 14 years and above may gain the opportunity to lend a hand during

kitchen activities for a short period of time per week under the supervision of

adult staff members

4.7.3. All the necessary precaution to prevent contamination of food shall be taken

during preparation and serving of food

4.7.4. All the cooking, serving, and eating utensils shall be cleaned up immediately after

each meal to prevent spread of diseases.

4.8. Seating Area

4.8.1. Children shall have access to a living area to meet the visitors

4.8.2. Children shall be able to meet visitors listed in Section 3.10 privately at any

reasonable time.

4.9. Play Area

4.9.1. Children should be under supervision at all time during play sessions

4.9.2. Large enough play ground should be available within the premises or nearby

which could accommodate all the children reside in the institution

4.9.3. Garden or play area should not consist of any hazardous materials

4.9.4. Adequate number of outdoor play equipments should be available

4.9.5. Outdoor play equipments should be regularly checked for defects and faults and

repaired accordingly


- 23 - August 2013

4.9.6. Construction materials such as lumber or nails should not be present in these areas

4.10. Garbage

4.10.1. Garbage and trash should be disposed from the childcare institution premises

properly

4.10.2. Garbage should not be disposed in such a way where the children’s health is put

at risk (e. g. mosquito breeding sites, bad odor etc.)

4.11. Security

4.11.1. A high wall fence should be available around the premises to prevent intruders

from entering the premise

4.11.2. Gates should be kept locked with a pad lock or a similar device

4.11.3. A watchmen should be available at all times of the day to ensure the security of

the children accommodated

4.12. Transportation

4.12.1. All the children accommodated at the childcare institution should be provided

with a suitable mode of transportation to reach their destination when such needs

of travel arise.

4.12.2. The childcare institution manager should ensure that the method of transportation

is appropriate for their age and abilities

4.12.3. The transportation mode should not put the child in danger

4.12.4. When required the childcare institution manager or a caregiver and the Probation

Child Care Officer assigned to the child shall accompany the child to courts.

4.12.5. Transportation of children to courts should not be done in a prison van or a police

vehicle.

4.12.6. During transportation children should not travel with adult perpetrators who are

transported from police station or prison to the courts.

4.13. Lighting, Electrical Equipments, and Wiring

4.13.1. All the areas which children have access to should be have adequate lighting

4.13.2. When there is no electricity, a torch or lamps should be available at the facility


- 24 - August 2013

4.13.3. Oil lamps should be safe to be used among children. Lamp should be kept at a

location unreachable for a young child and at a location which will not cause a

fire

4.13.4. If fans are used to provide proper ventilation, the blades shall be covered to keep

out of children’s reach

4.13.5. All the electrical equipment and wiring should be well insulated

4.13.6. Electrical equipments, switches, cables, and plugs at the facilities should be

regularly checked for defects and faults. All the items which are accessible to

children should be well covered, maintained and repaired or replaced immediately

5. QUALITY OF MONITORING AND EVALUVATION

5.1. Child Placement Committee (CPC)

5.1.1. Child placement committee shall consist of following individuals

i Provincial Probation Commissioner

ii Probation Child Care Officer (PO)

iii Child Rights Promotion Officer (CRPO)

iv National Child Protection Authority Officer

v Current guardian of the child (Childcare institution manager)

vi Parent and/ or relatives of the child

5.1.2. Each childcare institution shall be under the guidance of a CPC responsible for

each child in the childcare institution, which shall form a child placement plan

within 2 weeks from the date the child is administered to the childcare institution

5.1.3. CPC shall form a care plan, which is appropriate for each individual child’s

requirements.

5.1.4. The CPC shall meet every 3 months and review the care plan for each child.

5.1.5. The committee shall comply to the requests made by the magistrate courts.

5.1.6. Suitable representatives from the childcare institution should attend each meeting

to represent the child.

5.1.7. If available, children parents or relatives should attend these meetings


- 25 - August 2013

5.1.8. The Committee shall focus on a child’s current condition, educational needs,

child’s wellbeing, and future prospects.

5.1.9. The CPC shall decide upon the future of the children who are reaching the age 18

years.

5.2. Child’s Personal File Recording

5.2.1. Children’s personal files and records shall be maintained by the childcare

institution manager

5.2.2. All the records shall be maintained in a secure location where the child’s privacy

shall be assured

5.2.3. Record of contact with the family members through visits, phone calls or letters

shall be maintained in the child’s personal file

5.2.4. School records and certificates shall also be maintained in the child’s personal file

5.2.5. Records are accessible only to the childcare institution manager, Probation

officers and the officers from the National Child Protection Authority

5.2.6. The missing documents such as child’s birth certificate or certificate of probable

age etc. should be obtained from the relevant authorities within 1 months after

child’s admission to the childcare institution

5.2.7. Medical records shall be made available for the Medical Officers that attend to the

child

5.2.8. The records should be made available at any given time when requested by the

Probation officers or National Child Protection Authority officers

5.2.9. Refusal to produce these documents immediately or providing false information

shall result in revocation of the license.

5.2.10. Legal action shall be taken if falsified information had been produced

5.2.11. Failure to follow any of the above given instructions would be considered as an

offence and legal action shall be taken by the National Child Protection Authority

and the Department of Probation and Child Care Services accordingly

5.3. General Responsibilities of Administration

5.3.1. Maintenance of following records

i Log Book


- 26 - August 2013

ii Children’s personal records

iii Children’s daily attendance registry

iv Medical Records

v Staff Attendance Registry

vi Staff meeting minutes and Institution management committee meeting minutes

vii Visitors Log book (Date, Visitors name, NIC No, Address, contact details,

Profession, Organization or relationship, child visited)

viii Government officers registry (e. g. Department of Probation and Child Care

Services, Probation and Child Care Officers, Child Rights Promotion Officers,

National Child Protection Authority Officers)

ix Donations record with all the items and amount (Donors name, contact details,

number of each item or amount donated, signature)

x Receipt book for donations

xi Inventory

xii Daily expenses

xiii Daily meal plan

xiv Complaints log book

xv Child’s Placement Committee case management plan

xvi Animal vaccination records

5.3.2. All of the above mentioned documents shall be made available at any given time

to the following individuals

i Probation Commissioner

ii Probation Child Care Officer (PO)

iii Child Rights Promotion Officer (CRPO)

iv National Child Protection Authority Officer

5.4. Handling Complaints


- 27 - August 2013

5.4.1. Children accommodated in the childcare institution should be given an

opportunity to make complaints, suggestions or express their views regarding

staff members or regarding other children anonymously. Any child involved in

the allegations should not be discriminated against in any way by others and their

privacy should be maintained

5.4.2. Written log records shall be maintained in relation to allegations of abuse and/or

neglect or other complaints, along with the records of the action taken in

response.

5.4.3. When the complaint is a criminal act, the staff members should immediately

notify the nearest police station in this regard

5.4.4. When a complaint arises the childcare institution manager shall inform the

following individuals regarding the situation and seek advice immediately from

the child placing authorities regarding actions to be taken

i The individuals from the Child Placement Committee

ii The Child’s parents or relatives

5.4.5. Depending upon the type of abuse staff member was involved in, he or she shall

be suspended from the institution until further notice. Individual shall not

continue to reside at the premises effective immediately until the investigations

are completed.

5.4.6. If the complaint is a criminal case where allegations are investigated by the law

enforcement authorities and the allegations seem well founded, that individual’s

employment shall be terminated effective immediately

5.4.7. A child should be transferred to another childcare institution within the district, if

the child’s safety becomes an issue within the current living environment.

Approval should be obtained from the child placing authorities for this act.

5.4.8. The childcare institution manager shall be responsible for submitting a summary

of all the complaints and actions taken when submitting the application to renew

the license.


- 28 - August 2013

Annex A

Department of Probation and Child Care Services

Application to Establish Childcare Institution

Date: D D M M Y Y Y Y Type of Registration Applied: Temporary Permit

License for 01 year Application No:

Previous

Registration No

Organization : Government

Non-Government

Type of

Institution: Children’s Home Hostel Children’s Day Care Centre

Childcare Institution

Name & Address:

Telephone No:

E-mail Address

Website

Organization Funding:

Funding Basis Permanent Temporary

Age : 0 – 5 6 – 10 11 – 14 15 - 18 Gender: Males Females

Ethnicity: Sinhalese Tamils Malays Burghers Others:

Religion: Buddhist Hindu Muslim Christian Others:

Children with Special Needs: Yes No Number of children

accommodated currently:

APPLICANTS INFORMATION:

Full Name:

Permanent Address:

Telephone No:

NIC/ Passport No:

Date of

Birth D D M M Y Y Y Y

Nationality: Ethnicity:

Profession: Religion:


- 29 - August 2013

MEMBERS OF THE INSTITUTION MANAGEMENT COMMITEE

1) Full Name:

Permanent Address:

Telephone No:

NIC/ Passport No:

Date of




2) Full Name:

Permanent Address:

Telephone No:

NIC/ Passport No:

Date of




3) Full Name:

Permanent Address:

Telephone No:

NIC/ Passport No:

Date of




4) Full Name:

Permanent Address:

Telephone No:

NIC/ Passport No:

Date of





- 30 - August 2013

5) Full Name:

Permanent Address:

Telephone No:

NIC/ Passport No:

Date of




6) Full Name:

Permanent Address:

Telephone No:

NIC/ Passport No:

Date of




7) Full Name:

Permanent Address:

Telephone No:

NIC/ Passport No:

Date of




8) Full Name:

Permanent Address:

Telephone No:

NIC/ Passport No:

Date of





- 31 - August 2013

Annex B

CHILDCARE INSTITUTION

STAFF MEMBER REGISTRATION FORM

Date: D D M M Y Y Y Y Registration No:

Full Name:

Permanent Address:

Telephone No:

NIC/ Passport No:

Date of



Title of the Job at the Childcare Institution:

Religion:

I certify that all of the documents and information provided along with this application is true to

my knowledge

Signature of the Staff Member Date

OFFICIAL USE: Check List

All the staff members should produce following

documents with the application

i) Birth Certificate

ii) Copy of the NIC

iii) Police Report

iv) Grama Niladari Report

v) Physical Competency Report

vi) Psychological Competency Report

vii) Character References (3)

viii) Educational Qualification

Diploma Certificate

Advanced Level Certificate

Ordinary Level Certificate

ix) Certificate of Past Experiences

x) Attendance for 3 training or

development programmes for staff

members during past 1 year

Probation Commissioner:

Staff Member Registration: Certified Disapproved

Name:

Date:

Signature:


- 32 - August 2013

Annex C

CHECK LIST FOR APPLICANT

Please attach all of the following documents as required

Applicant Members of the Childcare

Institution Management Committee

Staff

Members

Birth Certificate

NIC Copies

Grama Niladari Report

Police Report

Physical Competency

Report

Psychological Competency

Report

Character References (3)

Past Service Letter for

Experience

Educational Certificates of

Staff Members

Total number of Members of the Management

Committee:

Total number of Staff Members:

With this document I submit all the relevant documents to register the Childcare Institution

By signing this document I certify that all the information in this document is true to my

knowledge

Applicants Signature: Date:

Applicants Name:

OFFICIAL USE

Individual accepted the application form:

All of the above mentioned documents are submitted along with this document

Name:

Date:

Signature:


- 33 - August 2013

Annex D


Temporary Permit for Childcare Institution

Please be informed that the Temporary Permit for Childcare institution is valid only 3

months from the effective date. In the event the Childcare institution meets the guidelines and

standards stipulated, the Childcare institution shall be granted with license for 1 year.

The temporary permit shall be revoked in the event the institution fails to meet the

guidelines and standards by the expiration day of the temporary permit. Legal action shall be

taken against the management committee of the Childcare institution if the institution functions

beyond the expiration date.

TEMPORARY PERMIT

Effective

Date D D M M Y Y Y Y

Expiration


Application No Registration No

Name of the Institution

Address of the Institution

Applicant’s Name

APPROVAL FOR TEMPORARY PERMIT

District Probation and Child Care Officer in Charge of the Institution:

Temporary Permit is Approved Disapproved

Name:

Date:

Signature:

Provincial Probation Commissioner:

Temporary Permit is Approved Disapproved

Name:

Date:

Signature:


- 34 - August 2013

Annex E


License for Childcare Institution

Please be informed if the license is granted it shall be valid only for 1 year from the

effective date. The license shall be revoked in the event the institution fails to meet the

guidelines and standards at any given time during the time period.

LICESNSE

Effective


Expiration


Application No Registration No

Name of the Institution

Address of the Institution

Applicant’s Name

APPROVAL FOR LICENSE

District Probation and Child Care Officer in Charge of the Institution:

License is Approved Disapproved

Name:

Date:

Signature:

District/divisional National Child Protection Authority Officer:


Name:

Date:

Signature:



Name:

Date:

Signature:


- 35 - August 2013

Annex F


Child Institutionalization Form

PERSONAL DETAILS

Child’s Name:

Date of Birth: D D M M Y Y Y Y Gender: Male Female

Ethnicity Religion:

School Attending: Grade

Case No with district: Magistrate Court:

Institution child referred to

GUARDIANCE OF THE CHILD

Family Members Name Relationship Age Occupation Address and Telephone No

1

2

3

4

5

INFORMATION ABOUT THE SIBLINGS

Name Relationship Age Occupation Address and Telephone No

1

2

3

4

5


- 36 - August 2013

REMARKS

Additional information about the child (e.g. Medical requirement, special needs)

INSTITUTIONALIZATION

Reason for Institutionalization :

Effective Date:

Date for the first child placement committee meeting:

Duration child expected to be institutionalized:

District Probation and Child Care Officer in-charge of the child:

Name:

Date:

Signature:


Name:

Date:

Signature:


- 37 - August 2013

Annex G

Child Review Form

CHILD PERSONAL INFORMATION

Name of the Child

Date of Birth D D M M Y Y Y Y Age: Gender: Male Female

Ethnicity: Religion:

Childcare institution:

Availability of child’s parents/ relatives at the meeting: Yes No

If yes, the relationship to the child:

CHILDS CURRENT CONDITION

1) Availability of Birth Certificate

2) Attending a school appropriate for the

child

3) Academic abilities

4) Subjected to medical examination by

the institution regularly

5) Referred to a nutritionist

6) Psychiatric Assessment or provide

counseling

7) Dental Assessment

8) Access to suitable food and drinks at

suitable intervals

9) Access to appropriate cloths etc

10) Communication with parents/

guardians

11) Ability to reunite with the family

12) Reaching the age of 18 years

13) Next committee meeting

FUTURE ACTION PLAN

i)

ii)

iii)

iv)

v)


- 38 - August 2013

MEMBERS OF THE CHILD PLACEMENT COMMITTEE

Designation:

Name:

Date:

Signature:

Designation:

Name:

Date:

Signature:

Designation:

Name:

Date:

Signature:

Designation:

Name:

Date:

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Designation:

Name:

Date:

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Designation:

Name:

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Designation:

Name:

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- 39 - August 2013

Annex H

Childcare Institution’s Standards

Childcare institution name:

Address of the institution:

Registration No: Telephone No

Applicants’ name:

Officer inspecting the institution:

1) LICENSE AND REGISTRATION

Guidelines and Standards Availability

Comments and

Review in 3

months

Has obtained license for childcare

institution Yes No

Has obtained temporary permit Yes No

Less than 1 month for license/

temporary permit to expire Yes No

Has applied for license or renewal of

license Yes No

License or temporary permit had

been revoked priorly Yes No

Last inspection by the Probation

Officer D D M M Y Y Y Y

No of times inspected during past 1

year


- 40 - August 2013

2) QUALITY OF CAREGIVERS AND STAFF MEMBERS

No Name Position

Registered

with DPCCS

and

Registration

No

Meet

standards for

Education

Qualification

Adequate

past

experience

Police

Report No

and status

Approved or

Disapproved

Attended 3

training

programmes

last year

No of

complaints

Received

during last

year

1

2

3

4

5

6

7

8

9

10

11

12


- 41 - August 2013

Description Yes No Good

Neither good

or poor Poor

Character of the staff members

No complaints received against the

staff for the past 1 year

Educational qualification of staff

members is up to standards

Past experience of staff members is

up to standard

Had attended 3 training or

development progammes last year

Able to communicate with children

properly

Working at other institution or

organizations

Separate accommodation available

for staff members

Minimum number of staff members

available

Staff family members are not living

at the institution

Use alcohol, tobacco products or

illegal substances in presence of

children

Conduct staff meetings weekly and

maintain minutes

Institution management committee

visit the institution once every 3

months for supervision of staff and

children


- 42 - August 2013

3) QUALITY OF CARE OF THE CHILDREN:

Institutionalization

Description Yes No Comments

All the children in the institution is

institutionalized through a court order

Court order of every child is reviews by

the child placement committee once a

month or every 3 months

Is child victims and offenders reside at the

same institution

Management has notified the DPCCS

regarding children who are eligible for

adoption

Follow the stated age and gender criteria

stipulated

Children’s Health and Wellbeing


Each child is registered with a government

medical officer

Children are referred to specialists as

required

Children are seen by a dentist every 6

months

Children are immunized at appropriate

time

Children with malnutrition are referred to

a nutrition center

A government hospital available nearby

Staff is aware of first aid procedures

First aid boxes is available at the

institution

New children are examined by a medical

officer within first two weeks of admission

Regularly updated medical recode of each

child is maintained in their personal files

Weight and height of children had been

measured every 3 months

Good personal hygiene practice is

encouraged among children

Children had been examined for lice and

given treatment

Medicine is stored at a secure location and


- 43 - August 2013


handled only by the institution manager

Only animals recommended by childcare

institution standards is present

Standards for Food and Drinks


Animals do not access areas where food is

stored or prepared

Daily food registry is available

Food is varied sufficiently

Food is appropriate for child’s needs

Meals are served at appropriate time

intervals

Schooling children are provided with meal

pack or money for a meal

Adequate number of plates, cups, spoons,

bottles and teats available

Fresh boiled drinking water available

Clothing and Other Provisions


Children have been given appropriate

cloths, haircuts, and accessories

Every child have their own towel, 3 sets of

school uniforms, shoes, slippers socks,

casual clothes, adequate undergarments

A staff member is appointed to wash and

iron cloths of children below the age 14

years

Standards for Educational Services


All the children below the compulsory

schooling age attending school

Children above schooling age attending

school, educational institutions or

vocational training centers

Children age 3-5 years attending pre-

school

Children with special needs attending

appropriate schools or classes

Library is maintained at the premises


- 44 - August 2013


Children have adequate supply of

schooling materials and equipments

The staff members monitor the child’s

educational progress and maintain regular

contact with the relevant educational

authorities regarding child’s progress

Daily newspaper and children's paper

available

Leisure Activity Promotion


Children engage in extracurricular

activities offered at school

Availability of following items

Television

Radio

Musical Instruments

Sport equipments

Board games

Art materials

Religious Activities, Cultural Activities, and other Celebrations


Children practice their religion regularly

Children attend to religious institutions

regularly

Children celebrate cultural events

Children given the opportunity to

celebrate special events

Children participate in indoor cultural

activities

Child’s Welfare


Treat children with respect

Maintain children’s privacy

Provide equality among children

Physical force is used to discipline children

Practice methods of discipline

inappropriate for a child

Children are able to contact their parents,

relatives or friends regularly


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Space is available for children carry out

these conversations privately

Visitors log is maintained by the institution

staff regarding the visitor and child visited

Safety in the Setting


Gates are in place with secure locks

Well is are kept closed and inaccessible to

children

Hazardous materials are stored in the

storage

Alcohol is not present at the institution

All the poisonous, toxic substances,

cleaning supplies, flammable and

inflammables substances, tools and

hazardous material is kept locked in

secure location

Food and other consumable products are

not placed along with items in (3.64)

Staff is aware of fire safety and the

necessary steps to be taken

Steps taken to eliminate Lead based paint

and toys at institution

Equipments Available


Play equipments are age appropriate and

safe

Play equipments are repaired or replaced

when they have faults or defects

Adequate number of play equipments are

available depending on the number of

children

All the electrical equipments are checked

for defects and replaces appropriately

All the electrical wiring is well insulated

and kept out young children’s reach


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Missing Children


Children had gone missing from the

placement past 1 year

No of children went missing

Parties informed regarding the situation

Police Station

Child Placing Authority

Child Placement Committee

Members of the institution management

committee

Informed parents and relatives of the child

Leaving the Institution


Children are only released from the

institution through a court order

Children are given all the necessary

documents at their departure

No of children above the age of 18 still

reside at the facility

Appropriate education and training

provided for children to become employed

Institution helped the child to find suitable

employment and accommodation

4) STANDARDS FOR PHYSICAL ENVIORMENT AND SECURITY

Location


Located at safe environment

Educational facilities available for children

accommodated

No alcohol suppliers present 100m radius

from the institution

Have easy access to religious institution

children belongs to

Building

Description Excellent Average Poor Comments

Building maintenance


- 47 - August 2013


Walls

Roof

Railings

Stairs

Windows

Doors

Have easy access for children with

disabilities

Bedrooms


Each child have 36 square feet of

indoor space

Have their own bed

Have a mosquito net

Pillow

Pillow cases

Bed cover

Blanket

Cupboard with locks

Adequate lighting

Working light bulbs

Adequate no of rooms and doors

Proper ventilation

Methods used to maintain room

temperature

Bathrooms and Toilets


Children have easy access to toilet

facilities

Toilets and bathrooms are cleaned and

maintained by the staff members

regularly

Separate toilets and bathrooms are

available for children and staff members

1 toilets and a bathrooms for every 8

children at the institution

bathrooms and toilets are located near

the bedrooms to provide privacy for the

child


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Wash basin is situated at an appropriate

height for children to reach

Potty chair is available for young

children

Water tank is available

Waste water directed to drainage

facilities appropriately

Separate bathroom and toilet facilities

for males and females

Steps taken to prevent contamination of

drinking water from wells

Study Area


Adequate number of chairs and tables

space is available for children to study

Adequate lighting available

Light is available to study during

nighttime

Study area is located separately from

the common areas

Dining Room


Adequate number of chairs and tables

space available to consume food

Hygiene in this area

Availability of sufficient number of

plates, cups, and spoons

Eating utensils kept washed and cleaned

after each meal

Kitchen Area


Children do not access kitchen without

adult supervision

the area is kept cleaned at all times

Dry food is stored in proper sealed

containers

Cooked food is kept covered until meal

time

All the cooking utensils are kept

cleaned after each meal


- 49 - August 2013

Seating area and Play area


Seating area with privacy for children to

meet visitors

Play area within the premises or nearby

Play area large enough to accommodate

all the children at the institution

Children supervised during play time

Play area and garden free of hazardous

materials

No bad odor in the premises

Mosquito breeding sites

Garbage disposed properly

Security


Fence around the premises

Availability of a proper gate

Availability of a padlock

Availability of a watchman for the

institution

Transportation and Electrical Equipments


Suitable mode of transportation

available for children

Safe lamps or torch available during

power cuts

Proper insulation for wiring

Items children have access is well

maintained

QUALITY OF MONITORING AND EVALUVATION


The Child Placement Committee meet

every month and or every 3 months to

review child care plan

Complaints had been handled properly


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Child's personal files are well maintained

Records kept in a secure location

Children's files contains

Court records

Probation reports

Birth certificate

School records

Medical Records

Records of contact maintained with family

The institution maintenance

Log Book

All the children’s personal recodes

Children’s daily attendance registry

Medical Records

Staff Attendance Registry

Staff and institution management

committee meeting minutes

Visitors log book

Government officers registry

Donation record book

Receipt book for donations

Inventory

Daily expenses

Daily meal plan

Complaints log book

Animal vaccination records


- 51 - August 2013

NATIONAL CHILD PROTECTION AUTHORITY

NO 330, THALAWATHUGODA ROAD

MADIWELA, SRI JAYAWARDANAPURA

TELEPHONE NO – 011 2778911 – 14

FAX NO – 011 – 2778915

WEBSITE - www.childprotection.gov.lk

E-MAIL – [email protected]

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