Our CCEYA record-keeping guide covers what the regulation requires. The natural follow-up is more practical: when a program advisor walks in, what will they actually ask to see?
This checklist is built around that question. It is a working list for supervisors, meant to be printed and ticked off. It is not legal advice, and the Ministry of Education's own licensing checklist is always the final word.
Before the day: children's records
- Files are complete. Emergency contacts are current, physician details are on file, immunization records are up to date or exemptions are documented, and allergies are recorded. Where information is missing, the file says so instead of being left blank.
- Individualized plans are in place. Every child with an anaphylactic allergy or a medical need has a current, signed plan, and the staff who work with that child know it.
- Attendance is by licensed group. Daily attendance records show each group separately and match the ratios you were running.
- Accident reports are complete. Each one is dated and signed, with a record that the parent received a copy.
Before the day: staff files
- Vulnerable sector checks are current. Check the dates, not just the folder. Anything close to renewal gets renewed now.
- Offence declarations are on file for the years between checks.
- Qualifications and first aid are documented for everyone who counts toward ratios, including supply staff.
- Policy reviews are signed. Staff, students, and volunteers have reviewed your policies and procedures, and you have the sign-off to show it.
Before the day: the building
- Your licence is posted where parents can see it.
- Fire drill and emergency records are up to date and easy to find.
- Playground inspection records are current.
- Menus are posted, with any substitutions noted.
- Serious occurrence notifications that need to be posted are posted.
On the day
- Know where everything is. The biggest difference between a calm inspection and a stressful one is how fast you can put your hands on a document.
- Let staff speak for themselves. Advisors may ask staff directly how they would handle an allergic reaction or an evacuation. Staff who have talked these through beforehand answer calmly.
- Write down anything flagged. Note what the advisor asked for and anything they raised, and set a date to close each item out.
After the day
Fix flagged items quickly and keep the evidence that you did. Then put your next quarterly file audit on the calendar while the list is still fresh.
Where PaperBridge fits
Most of this checklist comes down to one thing: finding the right document quickly and knowing it is current. That is what PaperBridge is being built to do for licensed Ontario centres. It turns paper records into organized, searchable digital files built around CCEYA requirements, so children's records, attendance logs, and staff files are ready when an inspector walks in. Everything stays on Canadian servers.
PaperBridge is coming soon. If you run a licensed centre and want early access, get in touch.