Building what lasts.
Complete document roadmap – 82 core documents
| ✔ | Ref | Document | Purpose |
|---|---|---|---|
| ECD-001 | CIPC Registration Certificate (NPC or Pty Ltd) | Proof of company registration/NPO | |
| ECD-002 | Memorandum of Incorporation (MOI) or Constitution | NPO constitution or company document | |
| ECD-003 | SARS Registration (IT, PAYE, VAT) | Tax compliance (VAT if turnover >R1m) | |
| ECD-004 | COIDA Registration | Employee injury cover – mandatory for all staff | |
| ECD-005 | Public Liability Insurance | Cover for children, parents, visitors | |
| ECD-006 | ECD Registration Certificate (Department of Social Development) | Mandatory for all ECD facilities | |
| ECD-007 | Health Certificate (Municipality) | Premises inspection – required by Department of Health | |
| ECD-008 | Fire Clearance Certificate | For safety compliance – required for DSD registration | |
| ECD-009 | Zoning Certificate (Residential / Business) | Must allow ECD use | |
| ECD-010 | Food Handling / Kitchen Licence (if providing meals) | Municipality – if you prepare food | |
| ECD-011 | B‑BBEE Certificate (or affidavit) | For government funding / tenders | |
| ECD-012 | NPO / PBO Registration (if non-profit) | For donor funding and tax benefits |
| ✔ | Ref | Document | Purpose |
|---|---|---|---|
| ECD-013 | Enrollment Agreement / Parent Contract | Terms, fees, hours, policies | |
| ECD-014 | Child Information & Emergency Contact Form | Medical, allergies, pick‑up list | |
| ECD-015 | Medical Consent Form (for emergency treatment) | Authorisation | |
| ECD-016 | Permission Slip (outings, photos, sunscreen) | Parent consent | |
| ECD-017 | Fee Schedule / Payment Policy | Late fees, deposit | |
| ECD-018 | Late Pick‑Up Policy & Fee Agreement | Parent accountability | |
| ECD-019 | Sickness / Exclusion Policy (signed by parent) | Communicable diseases | |
| ECD-020 | Medication Administration Authorisation | For prescription meds | |
| ECD-021 | Supplier Agreement (food, nappies, cleaning supplies) | With vendors | |
| ECD-022 | Volunteer / Intern Agreement (unpaid) | Liability waiver |
| ✔ | Ref | Document | Purpose |
|---|---|---|---|
| ECD-023 | Employment Contract – ECD Teacher / Practitioner | Qualified staff | |
| ECD-024 | Employment Contract – Assistant Teacher | Support staff | |
| ECD-025 | Employment Contract – Cook (if meals provided) | Food handler | |
| ECD-026 | Employment Contract – Cleaner / Driver | Support | |
| ECD-027 | Employment Contract – Centre Manager | Senior staff | |
| ECD-028 | Independent Contractor Agreement (music, sports coach) | Subcontractors | |
| ECD-029 | Code of Conduct (Staff) | Child protection, professionalism | |
| ECD-030 | Disciplinary Code & Procedure | HR compliance | |
| ECD-031 | Staff Roster (daily ratios compliance) | Child:staff ratio tracking | |
| ECD-032 | Attendance Register (staff) | Sign‑in / sign‑out |
| ✔ | Ref | Document | Purpose |
|---|---|---|---|
| ECD-033 | Daily Attendance Register (children) | Arrival, departure times | |
| ECD-034 | Sign‑In / Sign‑Out Log (parent/guardian signature) | Legal proof of handover | |
| ECD-035 | Daily Child Observation Log (milestones, incidents) | Development tracking | |
| ECD-036 | Nap / Sleep Log (for infants) | Safety (SIDS prevention) | |
| ECD-037 | Nappy / Toileting Log | Hygiene tracking | |
| ECD-038 | Meal / Snack Record (what child ate) | Nutrition, allergies | |
| ECD-039 | Accident / Incident Report (child injury) | Parent notification | |
| ECD-040 | Medication Administration Log (per child) | Dose, time, staff signature | |
| ECD-041 | Daily Cleaning / Sanitisation Log | Toys, surfaces, bathrooms | |
| ECD-042 | Outdoor Playground Inspection Log | Daily safety check | |
| ECD-043 | Vehicle / Transport Log (if school transport) | Pick‑up, drop‑off | |
| ECD-044 | Parent Communication Log (calls, meetings) | Record keeping | |
| ECD-045 | Waiting List Register (prospective children) | Enrollment management | |
| ECD-046 | Daily Programme / Lesson Plan Template | Educational activities |
| ✔ | Ref | Document | Purpose |
|---|---|---|---|
| ECD-047 | Occupational Health & Safety (OHS) Policy | Centre‑specific H&S | |
| ECD-048 | Risk Assessment (playground, indoor, kitchen) | Hazards | |
| ECD-049 | Safe Work Method Statement (SWMS) – diaper changing, food prep | Procedures | |
| ECD-050 | Child Protection / Safeguarding Policy (mandatory) | Abuse prevention, reporting | |
| ECD-051 | Infectious Disease Outbreak Plan | COVID, flu, gastroenteritis | |
| ECD-052 | Incident / Accident Report Form (staff or child) | Documentation | |
| ECD-053 | First Aid Kit Register (per classroom) | Inventory | |
| ECD-054 | Fire Extinguisher / Smoke Alarm Inspection Log | Monthly check | |
| ECD-055 | Emergency Evacuation Plan (fire, intruder) | Map and drill log | |
| ECD-056 | Fire Drill Log (monthly) | Date, time, attendance | |
| ECD-057 | Personal Protective Equipment (PPE) Register | Gloves, aprons, masks | |
| ECD-058 | Toolbox Talk Register (staff safety meetings) | Monthly topics |
| ✔ | Ref | Document | Purpose |
|---|---|---|---|
| ECD-059 | Invoice Template (school fees) | Monthly billing | |
| ECD-060 | Supplier Invoice Register (food, supplies, toys) | Expense tracking | |
| ECD-061 | Payroll Register | Staff wages | |
| ECD-062 | Petty Cash Log | Small purchases | |
| ECD-063 | Fee Collection Register (cash, EFT, card) | Receivables | |
| ECD-064 | Supplier Payment Schedule | Creditors aging | |
| ECD-065 | Subsidy / Funding Claim Log (from DSD) | For government funding | |
| ECD-066 | Bank Reconciliation Template | Monthly finance |
| ✔ | Ref | Document | Purpose |
|---|---|---|---|
| ECD-067 | Asset Register (Master) | Furniture, playground, kitchen equipment, toys | |
| ECD-068 | Equipment Maintenance Log (swings, slides, fridge) | Safety | |
| ECD-069 | Toy Inventory / Rotation Log (age‑appropriate) | Hygiene and wear | |
| ECD-070 | Vehicle Log Sheet (if transporting children) | Fuel, maintenance, driver | |
| ECD-071 | CCTV Camera Log (if installed) | Security | |
| ECD-072 | Playground Surface / Mulch Inspection Log | Fall safety | |
| ECD-073 | Kitchen Appliance Log (fridge temp, stove safety) | Health compliance | |
| ECD-074 | Asset Disposal Form (broken equipment, toys) | Retirement |
| ✔ | Ref | Document | Purpose |
|---|---|---|---|
| ECD-075 | Daily Parent Report (what child ate, slept, did) | Communication | |
| ECD-076 | Incident Report to Parent (copy for file) | Transparency | |
| ECD-077 | Overtime Authorization Form (staff) | Approval | |
| ECD-078 | Leave Application Form | Staff requests | |
| ECD-079 | New Employee Induction Checklist (child protection, first aid) | Onboarding | |
| ECD-080 | Supplier Evaluation Form | Food, toy vendors | |
| ECD-081 | Parent Satisfaction Survey | Quality improvement | |
| ECD-082 | Termination Checklist (staff offboarding) | Return of keys, policies |