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Community Childcare Subvention Scheme Compliance Process
The Compliance Process for childcare services participating in the Community Childcare Subvention Scheme (CCSS) commenced in 2009 and will continue in 2010. Each participating childcare service under CCCSS will receive an on-site compliance visit by Pobal on behalf of the Office of the Minister for Children and Youth Affairs (OMYCA).
What do I need to know about the CCSS Compliance Process?
1. What is meant by Compliance?
2. The purpose of the On-site Compliance visit.
3. Preparing for the On-site Compliance visit.
4. During the On-site Compliance visit.
5. After the On-site Compliance visit.
1. What is meant by Compliance?
It is a process to verify, through an on-site visit, that the conditions of the CCSS Scheme are being complied with as detailed in the CCSS grant funding agreement. Failure to comply with the on-site compliance visit, and to provide information (see point 3, below)
on the day of the visit, may result in the service being deemed non-compliant and in breach of contractual requirements under CCSS.
2. The purpose of the On-site Compliance visit:
- To verify that the approved Fees Policy is being implemented.
- To review attendance records.
- To review the implementation of the CCSS with representatives of the management committee.
In addition, the visit will be used to:
- Check that the relevant publicity requirements (in respect of the Equal Opportunities Childcare Programme (EOCP) and National Childcare Invest Programme (NCIP)) are being adhered to.
The on-site visit is not an audit of accounts, books or financial records of the service or an examination of the service’s corporate governance.
3. Preparing for the On-site Compliance visit:
- Services will receive an email/letter from Pobal, normally one week in advance of the on-site visit to advise of the scheduled visit (Sample notification letter).
- A follow-up telephone call from a Pobal staff member will be made.
Information/documentation to be available to Pobal on the day of the visit is as follows:
Attendance records for children for a specified 4 week period (detailed in the notification letter).
Fee income records for a specified 4 week period (detailed in the notification letter).
ECSS approved Fees Policy.
- Pobal will advise City/County Childcare Committees of scheduled on-site visits in respective counties.
4. During the on-site Compliance visit:
• The site visit will comprise a compliance check on the two fundamental elements of the CCSS, i.e. the Fees Policy and the service provision/attendance. The visit will also facilitate a compliance check in relation to EOCP and NCIP publicity requirements.
• Each visit will be of approx 1 hour duration. A visit to verify compliance with both CCSS & ECCE schemes will take up to approx 1 hour 30 mins.
• Services will be required to ensure that two representatives of the childcare service are available on the scheduled date, one of whom should be a member of the Management Committee.
• Service will be required to sign-off on the information collected in the course of the visit.
• If there are any discrepancies between the information gathered during the visit and the data supplied to Pobal by the OMCYA and/or CCC, this will be noted on the visit report.(sample form)
• A note will be made of any follow-up/further supports identified by your service or by Pobal.
5. After the on-site Compliance visit:
• Pobal will provide a copy of its report to OMCYA.
• The Office of the Minister for Children and Youth Affairs (OMYCA) will followup with any services deemed to be non-compliant
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