🧸 Early Childhood Development (ECD)

Complete document roadmap – 82 core documents for your daycare or crèche

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Document Roadmap

R 700

Complete list of 82 documents with descriptions – ready to implement.

File Directory Structure

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Pre‑built folder structure – just copy and start filing.

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📋 Document Roadmap

Phase 1: Registration & Compliance 12

✔	Document	Purpose
	ECD‑001 – CIPC Registration Certificate (NPC or Pty Ltd)	Proof of company registration / NPO
	ECD‑002 – Memorandum of Incorporation (MOI) or Constitution	NPO constitution or company document
	ECD‑003 – SARS Registration (IT, PAYE, VAT)	Tax compliance (VAT if turnover > R1m)
	ECD‑004 – COIDA Registration	Employee injury cover – mandatory for all staff
	ECD‑005 – Public Liability Insurance	Cover for children, parents, visitors
	ECD‑006 – ECD Registration Certificate (Department of Social Development)	Mandatory for all ECD facilities
	ECD‑007 – Health Certificate (Municipality)	Premises inspection – required by Department of Health
	ECD‑008 – Fire Clearance Certificate	For safety compliance – required for DSD registration
	ECD‑009 – Zoning Certificate (Residential / Business)	Must allow ECD use
	ECD‑010 – Food Handling / Kitchen Licence (if providing meals)	Municipality – if you prepare food
	ECD‑011 – B‑BBEE Certificate (or affidavit)	For government funding / tenders
	ECD‑012 – NPO / PBO Registration (if non-profit)	For donor funding and tax benefits

Phase 2: Contracts & Client Docs 10

✔	Document	Purpose
	ECD‑013 – Enrollment Agreement / Parent Contract	Terms, fees, hours, policies
	ECD‑014 – Child Information & Emergency Contact Form	Medical, allergies, pick‑up list
	ECD‑015 – Medical Consent Form (for emergency treatment)	Authorisation
	ECD‑016 – Permission Slip (outings, photos, sunscreen)	Parent consent
	ECD‑017 – Fee Schedule / Payment Policy	Late fees, deposit
	ECD‑018 – Late Pick‑Up Policy & Fee Agreement	Parent accountability
	ECD‑019 – Sickness / Exclusion Policy (signed by parent)	Communicable diseases
	ECD‑020 – Medication Administration Authorisation	For prescription meds
	ECD‑021 – Supplier Agreement (food, nappies, cleaning supplies)	With vendors
	ECD‑022 – Volunteer / Intern Agreement (unpaid)	Liability waiver

Phase 3: Human Resources 10

✔	Document	Purpose
	ECD‑023 – Employment Contract – ECD Teacher / Practitioner	Qualified staff
	ECD‑024 – Employment Contract – Assistant Teacher	Support staff
	ECD‑025 – Employment Contract – Cook (if meals provided)	Food handler
	ECD‑026 – Employment Contract – Cleaner / Driver	Support
	ECD‑027 – Employment Contract – Centre Manager	Senior staff
	ECD‑028 – Independent Contractor Agreement (music, sports coach)	Subcontractors
	ECD‑029 – Code of Conduct (Staff)	Child protection, professionalism
	ECD‑030 – Disciplinary Code & Procedure	HR compliance
	ECD‑031 – Staff Roster (daily ratios compliance)	Child:staff ratio tracking
	ECD‑032 – Attendance Register (staff)	Sign‑in / sign‑out

Phase 4: Operations & Centre Management 14

✔	Document	Purpose
	ECD‑033 – Daily Attendance Register (children)	Arrival, departure times
	ECD‑034 – Sign‑In / Sign‑Out Log (parent/guardian signature)	Legal proof of handover
	ECD‑035 – Daily Child Observation Log (milestones, incidents)	Development tracking
	ECD‑036 – Nap / Sleep Log (for infants)	Safety (SIDS prevention)
	ECD‑037 – Nappy / Toileting Log	Hygiene tracking
	ECD‑038 – Meal / Snack Record (what child ate)	Nutrition, allergies
	ECD‑039 – Accident / Incident Report (child injury)	Parent notification
	ECD‑040 – Medication Administration Log (per child)	Dose, time, staff signature
	ECD‑041 – Daily Cleaning / Sanitisation Log	Toys, surfaces, bathrooms
	ECD‑042 – Outdoor Playground Inspection Log	Daily safety check
	ECD‑043 – Vehicle / Transport Log (if school transport)	Pick‑up, drop‑off
	ECD‑044 – Parent Communication Log (calls, meetings)	Record keeping
	ECD‑045 – Waiting List Register (prospective children)	Enrollment management
	ECD‑046 – Daily Programme / Lesson Plan Template	Educational activities

Phase 5: Health & Safety 12

✔	Document	Purpose
	ECD‑047 – Occupational Health & Safety (OHS) Policy	Centre‑specific H&S
	ECD‑048 – Risk Assessment (playground, indoor, kitchen)	Hazards
	ECD‑049 – Safe Work Method Statement (SWMS) – diaper changing, food prep	Procedures
	ECD‑050 – Child Protection / Safeguarding Policy (mandatory)	Abuse prevention, reporting
	ECD‑051 – Infectious Disease Outbreak Plan	COVID, flu, gastroenteritis
	ECD‑052 – Incident / Accident Report Form (staff or child)	Documentation
	ECD‑053 – First Aid Kit Register (per classroom)	Inventory
	ECD‑054 – Fire Extinguisher / Smoke Alarm Inspection Log	Monthly check
	ECD‑055 – Emergency Evacuation Plan (fire, intruder)	Map and drill log
	ECD‑056 – Fire Drill Log (monthly)	Date, time, attendance
	ECD‑057 – Personal Protective Equipment (PPE) Register	Gloves, aprons, masks
	ECD‑058 – Toolbox Talk Register (staff safety meetings)	Monthly topics

Phase 6: Finance & Suppliers 8

✔	Document	Purpose
	ECD‑059 – Invoice Template (school fees)	Monthly billing
	ECD‑060 – Supplier Invoice Register (food, supplies, toys)	Expense tracking
	ECD‑061 – Payroll Register	Staff wages
	ECD‑062 – Petty Cash Log	Small purchases
	ECD‑063 – Fee Collection Register (cash, EFT, card)	Receivables
	ECD‑064 – Supplier Payment Schedule	Creditors aging
	ECD‑065 – Subsidy / Funding Claim Log (from DSD)	For government funding
	ECD‑066 – Bank Reconciliation Template	Monthly finance

Phase 7: Equipment & Assets 8

✔	Document	Purpose
	ECD‑067 – Asset Register (Master)	Furniture, playground, kitchen equipment, toys
	ECD‑068 – Equipment Maintenance Log (swings, slides, fridge)	Safety
	ECD‑069 – Toy Inventory / Rotation Log (age‑appropriate)	Hygiene and wear
	ECD‑070 – Vehicle Log Sheet (if transporting children)	Fuel, maintenance, driver
	ECD‑071 – CCTV Camera Log (if installed)	Security
	ECD‑072 – Playground Surface / Mulch Inspection Log	Fall safety
	ECD‑073 – Kitchen Appliance Log (fridge temp, stove safety)	Health compliance
	ECD‑074 – Asset Disposal Form (broken equipment, toys)	Retirement

Phase 8: Forms & Templates 8

✔	Document	Purpose
	ECD‑075 – Daily Parent Report (what child ate, slept, did)	Communication
	ECD‑076 – Incident Report to Parent (copy for file)	Transparency
	ECD‑077 – Overtime Authorization Form (staff)	Approval
	ECD‑078 – Leave Application Form	Staff requests
	ECD‑079 – New Employee Induction Checklist (child protection, first aid)	Onboarding
	ECD‑080 – Supplier Evaluation Form	Food, toy vendors
	ECD‑081 – Parent Satisfaction Survey	Quality improvement
	ECD‑082 – Termination Checklist (staff offboarding)	Return of keys, policies

📁 File Directory Structure

ECD Learning Centre (Pty) Ltd/
│
├── 01 Registration & Compliance/
│   ├── CIPC_Registration.pdf (if applicable)
│   ├── MOI_Constitution.pdf
│   ├── SARS_Registration.pdf
│   ├── COIDA_Certificate.pdf
│   ├── Public_Liability_Insurance.pdf
│   ├── ECD_Registration_Certificate_DSD.pdf
│   ├── Health_Certificate_Municipality.pdf
│   ├── Fire_Clearance.pdf
│   ├── Zoning_Certificate.pdf
│   ├── Food_Handling_Licence.pdf
│   ├── B-BBEE_Certificate.pdf (or affidavit)
│   └── NPO_PBO_Registration.pdf (if applicable)
│
├── 02 Contracts & Client Docs/
│   ├── Enrollment_Agreements/ (by child)
│   ├── Child_Emergency_Contact_Forms/ (by child)
│   ├── Medical_Consent_Forms/
│   ├── Permission_Slips/ (by child)
│   ├── Fee_Schedule_Payment_Policy.pdf
│   ├── Late_PickUp_Policy.pdf
│   ├── Sickness_Exclusion_Policy.pdf
│   ├── Medication_Authorisation_Forms/
│   ├── Supplier_Agreements/ (food, supplies)
│   └── Volunteer_Intern_Agreements/
│
├── 03 Human Resources/
│   ├── Employment_Contracts/
│   │   ├── ECD_Teacher_Practitioner.docx
│   │   ├── Assistant_Teacher.docx
│   │   ├── Cook.docx
│   │   ├── Cleaner_Driver.docx
│   │   └── Centre_Manager.docx
│   ├── Independent_Contractor_Agreements/ (coaches)
│   ├── Code_of_Conduct_Staff.pdf
│   ├── Disciplinary_Code.pdf
│   ├── Staff_Rosters/ (daily)
│   └── Attendance_Registers_Staff/ (by month)
│
├── 04 Operations & Centre Management/
│   ├── Child_Attendance_Register/ (daily sign‑in/out)
│   ├── Child_Observation_Logs/ (by child)
│   ├── Nap_Sleep_Logs/ (by child, daily)
│   ├── Nappy_Toileting_Logs/ (by child)
│   ├── Meal_Snack_Records/ (by child)
│   ├── Accident_Incident_Reports/ (by child, by date)
│   ├── Medication_Administration_Logs/ (by child)
│   ├── Daily_Cleaning_Sanitisation_Logs.xlsx
│   ├── Playground_Inspection_Log.xlsx
│   ├── Vehicle_Transport_Log.xlsx (if applicable)
│   ├── Parent_Communication_Log.xlsx
│   ├── Waiting_List_Register.xlsx
│   └── Daily_Lesson_Plans/ (by week)
│
├── 05 Health & Safety/
│   ├── OHS_Policy_ECD.pdf
│   ├── Risk_Assessments/ (playground, indoor)
│   ├── Safe_Work_Method_Statements/
│   ├── Child_Protection_Safeguarding_Policy.pdf
│   ├── Infectious_Disease_Outbreak_Plan.pdf
│   ├── Incident_Reports/ (by date)
│   ├── First_Aid_Kit_Register.xlsx (per classroom)
│   ├── Fire_Extinguisher_Smoke_Alarm_Log.xlsx
│   ├── Emergency_Evacuation_Plan.pdf
│   ├── Fire_Drill_Log.xlsx
│   ├── PPE_Issue_Register.xlsx
│   └── Toolbox_Talk_Register.xlsx
│
├── 06 Finance & Suppliers/
│   ├── Invoices_Issued/ (school fees, by family)
│   ├── Supplier_Invoice_Register.xlsx
│   ├── Payroll_Records/ (by month)
│   ├── Petty_Cash_Log.xlsx
│   ├── Fee_Collection_Register.xlsx
│   ├── Supplier_Payment_Schedule.xlsx
│   ├── Subsidy_Funding_Claim_Log.xlsx
│   └── Bank_Reconciliation.xlsx
│
├── 07 Equipment & Assets/
│   ├── Asset_Register.xlsx
│   ├── Equipment_Maintenance_Logs/
│   ├── Toy_Inventory_Rotation_Log.xlsx
│   ├── Vehicle_Logs/ (school transport)
│   ├── CCTV_Log.xlsx
│   ├── Playground_Surface_Inspection_Log.xlsx
│   ├── Kitchen_Appliance_Log.xlsx
│   └── Asset_Disposal_Form.docx
│
└── 08 Forms & Templates/
    ├── Daily_Parent_Report_Template.docx
    ├── Incident_Report_to_Parent.docx
    ├── Overtime_Form.docx
    ├── Leave_Application.docx
    ├── Staff_Induction_Checklist_ECD.docx
    ├── Supplier_Evaluation_Form.docx
    ├── Parent_Satisfaction_Survey.docx
    └── Termination_Checklist.docx

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