Guidelines and Standards for Childcare Institutions
i August 2013
Guidelines and Standards for Childcare
Institutions in Sri Lanka
National Child Protection Authority
August 2013
Guidelines and Standards for Childcare Institutions
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
Guidelines and Standards for Childcare Institutions
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
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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
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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
Guidelines and Standards for Childcare Institutions
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.
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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
Guidelines and Standards for Childcare Institutions
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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
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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.
Guidelines and Standards for Childcare Institutions
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
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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.
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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’
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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.
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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.
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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.
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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
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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.
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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.
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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.
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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
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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
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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.
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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
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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
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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
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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
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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
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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
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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.
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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:
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MEMBERS OF THE INSTITUTION MANAGEMENT COMMITEE
1) Full Name:
Permanent Address:
Telephone No:
NIC/ Passport No:
Date of
Birth D D M M Y Y Y Y
Nationality: Ethnicity:
Profession: Religion:
2) Full Name:
Permanent Address:
Telephone No:
NIC/ Passport No:
Date of
Birth D D M M Y Y Y Y
Nationality: Ethnicity:
Profession: Religion:
3) Full Name:
Permanent Address:
Telephone No:
NIC/ Passport No:
Date of
Birth D D M M Y Y Y Y
Nationality: Ethnicity:
Profession: Religion:
4) Full Name:
Permanent Address:
Telephone No:
NIC/ Passport No:
Date of
Birth D D M M Y Y Y Y
Nationality: Ethnicity:
Profession: Religion:
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5) Full Name:
Permanent Address:
Telephone No:
NIC/ Passport No:
Date of
Birth D D M M Y Y Y Y
Nationality: Ethnicity:
Profession: Religion:
6) Full Name:
Permanent Address:
Telephone No:
NIC/ Passport No:
Date of
Birth D D M M Y Y Y Y
Nationality: Ethnicity:
Profession: Religion:
7) Full Name:
Permanent Address:
Telephone No:
NIC/ Passport No:
Date of
Birth D D M M Y Y Y Y
Nationality: Ethnicity:
Profession: Religion:
8) Full Name:
Permanent Address:
Telephone No:
NIC/ Passport No:
Date of
Birth D D M M Y Y Y Y
Nationality: Ethnicity:
Profession: Religion:
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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
Birth D D M M Y Y Y Y
Nationality: Ethnicity:
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:
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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:
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Annex D
Department of Probation and Child Care Services
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
Date D D M M Y Y Y Y
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:
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Annex E
Department of Probation and Child Care Services
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
Date D D M M Y Y Y Y
Expiration
Date D D M M Y Y Y Y
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:
License is Approved Disapproved
Name:
Date:
Signature:
Provincial Probation Commissioner:
License is Approved Disapproved
Name:
Date:
Signature:
Guidelines and Standards for Childcare Institutions
- 35 - August 2013
Annex F
Department of Probation and Child Care Services
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
Guidelines and Standards for Childcare Institutions
- 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:
Provincial Probation Commissioner:
Name:
Date:
Signature:
Guidelines and Standards for Childcare Institutions
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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)
Guidelines and Standards for Childcare Institutions
- 38 - August 2013
MEMBERS OF THE CHILD PLACEMENT COMMITTEE
Designation:
Name:
Date:
Signature:
Designation:
Name:
Date:
Signature:
Designation:
Name:
Date:
Signature:
Designation:
Name:
Date:
Signature:
Designation:
Name:
Date:
Signature:
Designation:
Name:
Date:
Signature:
Designation:
Name:
Date:
Signature:
Guidelines and Standards for Childcare Institutions
- 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
Guidelines and Standards for Childcare Institutions
- 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
Guidelines and Standards for Childcare Institutions
- 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
Guidelines and Standards for Childcare Institutions
- 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
Description Yes No Comments
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
Guidelines and Standards for Childcare Institutions
- 43 - August 2013
Description Yes No Comments
handled only by the institution manager
Only animals recommended by childcare
institution standards is present
Standards for Food and Drinks
Description Yes No Comments
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
Description Yes No Comments
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
Description Yes No Comments
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
Guidelines and Standards for Childcare Institutions
- 44 - August 2013
Description Yes No Comments
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
Description Yes No Comments
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
Description Yes No Comments
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
Description Yes No Comments
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
Guidelines and Standards for Childcare Institutions
- 45 - August 2013
Description Yes No Comments
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
Description Yes No Comments
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
Description Yes No Comments
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
Guidelines and Standards for Childcare Institutions
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Missing Children
Description Yes No Comments
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
Description Yes No Comments
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
Description Yes No Comments
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
Guidelines and Standards for Childcare Institutions
- 47 - August 2013
Description Excellent Average Poor Comments
Walls
Roof
Railings
Stairs
Windows
Doors
Have easy access for children with
disabilities
Bedrooms
Description Excellent Average Poor Comments
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
Description Excellent Average Poor Comments
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
Guidelines and Standards for Childcare Institutions
- 48 - August 2013
Description Excellent Average Poor Comments
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
Description Excellent Average Poor Comments
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
Description Excellent Average Poor Comments
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
Description Excellent Average Poor Comments
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
Guidelines and Standards for Childcare Institutions
- 49 - August 2013
Seating area and Play area
Description Excellent Average Poor Comments
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
Description Excellent Average Poor Comments
Fence around the premises
Availability of a proper gate
Availability of a padlock
Availability of a watchman for the
institution
Transportation and Electrical Equipments
Description Excellent Average Poor Comments
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
Description Yes No Comments
The Child Placement Committee meet
every month and or every 3 months to
review child care plan
Complaints had been handled properly
Guidelines and Standards for Childcare Institutions
- 50 - August 2013
Description Yes No Comments
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
Guidelines and Standards for Childcare Institutions
- 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]