Early Years

The Early Years service is primarily responsible for the registration, support and inspection of day care provision for children aged under 12. These services include childminders, playgroups, day nurseries, crèches, out of school provision and the approval of home child carers.

The Early Years Service works to:

• Protect children
• Provide reassurance to parents and carers about the care their children are receiving
• Ensure that services meet an acceptable standard
• Ensure that people wishing to provide services for children do so within an agreed framework

All registered Early Years provision MUST comply with the Childminding and Day Care for Children Under Age 12 Minimum Standards which is available by clicking here.

Click here to view on AccessAble

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• Registration

  The South Eastern Trust offers an application service for persons who wish to apply to become an Early Years day care provider in the Trust area. Child care providers must be over aged 18. There are three types of child care provider:

  Childminder

  Childminders are self-employed child care providers who work in their own homes to provide care and play for other peoples’ children in a family setting. They offer this service all year round for the full working day or part of the day. Childminders are required to register when they look after one or more children aged under twelve for reward on domestic premises for two or more hours.

  Day Care Providers for Children Aged Under Twelve

  Full day care is care for children for a continuous period of four hours or more in any day in premises that are not domestic. The children do not have to attend for more than four hours, but if the facility is open for longer than this, it is defined as a full day care setting.

  Sessional day care is defined as day care for children which covers less than a continuous period of four hours in any day and covers crèches, playgroups, out of school clubs (including breakfast clubs) and Sure Start Developmental Programme for 2-3 year olds.

  Home Child Carer

  A Home Child Carer is a person who cares for children (aged from birth to 17) in their own home or for two or more families, wholly or mainly at the home of one family at any one time. If a person cares for children for three or more families at any one time, the law says they are no longer a Home Child Carer, but a Childminder. (Further information on becoming a Home Child Carer is provided below)

  Who is required to register?

  Under the Children (NI) Order 1995 you are required to register with your local Trust if you wish to provide a service as a Childminder, set up a day nursery, playgroup, out of school club, crèche or a holiday club.

  Under the current legislation you do not need to be and will not be registered if:

  • You are minding for less than two hours per day
  • Not minding for reward
  • Wish to care only for children of relatives
  • Minding in the child’s own home

  You are also not required to be registered if you are providing supervised activities such as these:

  • Uniformed organisations e.g. scouts
  • Religious activities
  • Leisure and recreational activities
  • Activities occurring in schools designed to enhance a child’s skills or attainments
    Education tuition

  The purpose of registration is:

  • To protect children
  • To provide reassurance to persons using independent services who are arranging for their children to be cared for by someone who is not a relative and may be a stranger
  • To ensure that services meet an acceptable standard
  • To ensure that people wishing to provide services for children do so within an agreed framework

  What do I do if I want to become registered?

  In order to become registered you must make an enquiry to the Early Years Team. This can be done by downloading an enquiry form from this site and sending this to your local office via post or email.

  You can also download your application and other necessary documentation from the drop-downs below and return it via e-mail or by post to your local Early Years office. Please note, however, there will be some documentation that will require your signature and will be required to be shared in person at the Early Years office.

  Is there a charge to become registered?

  Currently there is no charge for the Registration and Inspection process. If this changes in the future, you will be notified. For further information about additional costs, please see the guidance document.

• I want to become a Childminder

  Stage 1

  Read ALL documents linked below:

  • Registration Process for Prospective Childminders Guidance
  • User Guide to the Childminding and DayCare for Children Under Age 12 Minimum Standards
  • User Guide in conjunction with the Implementation Guidance for Childminding Version 3
  • Safeguarding Board Northern Ireland Procedures, available on line at:  www.proceduresonline.com/sbni/

  Stage 2

  Complete the Childminding Enquiry Form & send to the Early Years Office via email or post.

  Stage 3

  You will receive a letter from the Early Years Team acknowledging receipt of your enquiry form.  You will be contacted by NICMA who will inform you of a date and time to attend a pre-registration briefing session.  Attendance at this is mandatory before you can proceed to the next stage.

  Stage 4

  After attendance at the pre-registration briefing session, you can download and complete the application pack below and return it to the Early Years office via post or email.  Please ensure all additional forms for partner/children over 10/household members over 18/regular visitors are also completed and returned.

  • Childminder Application Pack – CM-R6
  • Guidance Notes to completing your application
  • Health Declaration Medical – CM-SFDC-R1

  ACCESS NI – Please follow the instructions on the form below and complete the applicant instructions. You will have been provided with the PIN number in your receipt acknowledgement for your enquiry form:  PIN Notification and ID Validation Form.

  When you have completed the applicant instructions please make contact with the Early Years Team via email/telephone to arrange an appointment to attend for validation of your identity.

  Additional forms to be completed

  Partner:

  • Health Declaration Medical – CM-SFDC-R1
  • Household member views – CM-R9

  ACCESS NI – Please follow the instructions on the form below and complete the applicant instructions. You partner will provide you with the PIN number required: PIN Notification and ID Validation Form

  When you have completed the applicant instructions please make contact with the Early Years Team via email/telephone to arrange an appointment to attend for validation of your identity.

  Children over 10 years:

  • Consent to checks – CM-R8

  ACCESS NI – Please follow the instructions on the form below and complete the applicant instructions. Your parent (the applicant) will provide you with the PIN number required: PIN Notification and ID Validation Form

  When you have completed the applicant instructions please make contact with the Early Years Team via email/telephone to arrange an appointment to attend for validation of your identity.

  Household Members Over 18 Years:

  • Consent to checks – CM-R8
  • Household Member Views – CM-R9

  ACCESS NI  – Please follow the instructions on the form below and complete the applicant instructions. The childminder applicant will provide you with the PIN number required: PIN Notification and ID Validation Form

  When you have completed the applicant instructions please make contact with the Early Years Team via email/telephone to arrange an appointment to attend for validation of your identity.

  Regular Visitors:

  • Consent to checks – CM-R8
  • Self Declaration Vetting Form – Vet/4

  Stage 5

  You will be informed of a date and time to attend with relevant persons for verification of identity.  Your application will be allocated to a Social Worker following this.

• I want to become a Childminder's Assistant

  Stage 1:

  Read ALL documents linked below:

  • Intital Approved Assistant Letter

  Stage 2:

  Complete ‘Childminding Enquiry Form’ below & send to the Early Years Office via email/post.

  • Childminder Enquiry Form – CM-R3

  Stage 3:

  You will receive a letter from the Early Years Team acknowledging receipt of your enquiry form. You will be contacted by NICMA who will inform you of a date and time to attend a pre-registration briefing session. Attendance at this is mandatory before you can proceed to the next stage.

  Stage 4:

  After attendance at the pre-registration briefing sessions, you can download and complete the application pack below and return it to the Early Years office by post/email.

  • Childminder’s Assistant Application Pack  – CM-R13
  • Health Declaration Medical – CM-SFDC-R1

  ACCESS NI – Please follow the instructions on the form below and complete the applicant instructions. You will have been provided with the PIN number in your receipt acknowledgement for your enquiry form: PIN Notification and ID Validation Form.

  When you have completed the applicant instructions please make contact with the Early Years Team via email/telephone here to arrange an appointment to attend for validation of your identity.

• I want to become a Home Child Carer

  Stage 1:

  Read ALL documents linked below:

  • Home Child Carer Information

  Stage 2:

  COMPLETE:

  • Home Child Carer Application Pack & Vetting forms – HCC1
  • Confirmation Letter to agree to name, address etc

  ACCESS NI: Please contact the Early Years Team via email/telephone here who will provide you with a PIN number which you will need to complete the form below. Please follow the applicant instructions on the form and complete the applicant instructions: PIN Notification and ID Validation Form.

  When you have completed the applicant instructions please make contact with the Early Years Team via email/telephone here to arrange an appointment to attend for validation of your identity.

• I want to open a Day Care Facility

  Stage 1:

  Read ALL documents linked below:

  • Registration process for prospective sessional and DC providers guidance

  Please ensure you are familiar with the Childminding and DayCare for Children Under Age 12 Minimum Standards.

  This document should always be read in conjunction with Version 3 of the Implementation Guidance for Sessional and Full Day Care Settings.

  Stage 2:

  Complete the Enquiry Form below & send to the Early Years Office via email or post.

  • Day Care Enquiry Form – SFDC-R3

  Stage 3:

  You must complete stages 1 & 2 before your form can be processed.

  • Application for Registration as a Day Care Provider – SFDC-R5
• Inspection Process

  Childminder Inspection

  Understanding Your Inspection:

  Please read the document below before you complete any of your inspection paperwork to ensure you understand the process. If you have any queries please email early.years@setrust.hscni.net.

  • CMIN3 Understanding Your Inspection

  Self-Evaluation Form:

  • CMIN4 – Self Evaluation Guidance Notes
  • CMIN5 – Self Evaluation Form

  Parent Questionnaire:

  • Parent Questionnaire

  Assistant Questionnaire:

  • Assistant Questionnaire 

  Sessional & Full Day Care Inspection

  This includes day nurseries, playgroups, out of schools, holiday schemes, creches and Surestart Year Old Programe.

  Understanding Your Inspection:

  Please read the document below before you complete any of your inspection paperwork to ensure you understand the process. If you have any queries please email early.years@setrust.hscni.net

  • SFDC-In5 Understanding Your Inspection
  • SFDC-In4 Notification of Inspection Poster

  Self Evaluation Form:

  • SFDC-In6 Self Evaluation Guidance Notes
  • SFDC-In7 Self Evaluation Form – Quality of Monitoring & Evaluation
  • SFDC-In7 Self Evaluation Form – Quality of Care
  • SFDC-In7 Self Evaluation Form – Quality of Physical Environment
  • SFDC-In7 Self Evaluation Form – Quality of Staffing

  Parent Questionnaire:

  • Parent questionnaire

  Staff Questionnaire:

  • Staff questionnaire
• Vetting

  Employers of Staff in Sessional & Full Daycare Facilities

  Please ensure you have read the Regional Vetting Guidance to familiarise yourself with your obligations and responsibilities when it comes to vetting of all personnel.

  • Vetting Guidance

  Vetting Pack:

  • Health Declaration Medical – CM-SFDC-R2
  • Consent for checks for Committee Chairs – SFDC-R7
  • Consent for checks for sessional day care and full day care staff, committee member and designated child protection officer – SFDC-R8
  • VET2 Confirmation of Vetting Form
  • ACCESS NI Disclosure Notification Form for day care providers
  • Your ACCESS NI application: Please follow the instructions on the form below and complete the applicant instructions. You will have been provided with the PIN number in your receipt acknowledgement for your enquiry form: PIN Notification and ID Validation Form.

  Training Provider/College

  Please ensure you have read the Regional Vetting Guidance to familiarise yourself with your obligations and responsibilities when it comes to vetting of all personnel.

  • Vetting Guidance

  Student/Trainee Vetting Pack:

  • PIN Notification & ID Validation Form
    You will need to obtain a pin number for the validation of identity form from the counter signatory/Umbrella body who will sign your forms.
  • Consent to Checks Form ref. SFDC-R19
  • Health Declaration Form ref. CM-SFDC-R1
  • Confirmation of Vetting Form ref. VET2-STUDENTS/TRAINEES
  • ACCESS NI Disclosure Notification

  Agency Employer of Childcare Workers

  Please ensure you have read the Regional Vetting Guidance to familiarise yourself with your obligations and responsibilities when it comes to vetting of all personnel.

  • Vetting Guidance

  Agency Childcare Worker Vetting Pack:

  • Procedure for Approval of Agency Childcarers
  • Consent for Check for Agency ref. SFDC-8A
  • Health Declaration for Agency ref. CM SFDC-R1
  • Confirmation of Vetting ref. VET 2A
  • ACCESS NI Disclosure Notification
• Guidance Pack on the Minimum Standards and Inspection Process for Registered Childminders

  This guidance pack provides step-by-step instructions as to what childminders need to do before and during each inspection visit.

  • To collect your free copy please call to the Early Years Team at Grove House, Antrim Road, BALLYNAHINCH, BT24 8BA.
  • Alternatively NICMA will respond to requests for hard copies to be posted from NICMA Office as long as Childminders send in an A4 stamped address envelope that covers the required postage 1st class – £1.71 or 2nd class – £1.54. NICMA, 16-18 Mill Street, Newtownards, BT23 4LU
  • Guidance Packs may also be downloaded here.
• PlayBoard NI Membership

  PlayBoard NI is the Leading The Play Agenda: PlayBoard is the lead organisation for the development and promotion of children and young people’s play in Northern Ireland. Play is fundamental to a healthy, happy childhood and PlayBoard is committed to developing quality play opportunities that improve children and young people’s lives.

  To learn more visit: https://www.playboard.org/membership/

  To register for Playboard NI Membership (free): Playboard NI Membership Form

• Useful Links

  Family Support NI – provides a register of all day care provision as well as a range of other services available to support families.

  NICMA

  Early Years

  Play Board