How to register an ECD Partial Care facility | Western Cape Government

How to register an ECD Partial Care facility



The following process is applicable to:

  • Any person or organisation intending to establish a partial care facility.
  • Registered partial care facilities whose registrations are due for renewal.
  • Conditionally registered partial care facilities applying for full registration.
  • Conditional registration has a legal basis in section 83 of the Children’s Amendment Act 2007. Its purpose is to facilitate entry into the registration process for ECD centres that do not currently meet all the norms and standards so that they may operate within the law while upgrading their facilities towards the achievement of full registration.
  • Registered partial care facilities found to be non-compliant with the relevant legislation and need to close.
  • Partial care facilities previously closed and intending to be reinstated.

The following documents are required:

  1. Form 11Prescribed application form completed and signed by the applicant.
  2. Business Plan containing the following information:
  • Daily activity plan.
  • Fee structure.
  • Hours of operation.
  • Staff composition and qualifications of staff.
  • Disciplinary policy reflecting the disciplinary measures imposed toward children at the partial care facility.
  1. Constitution containing the following information:
  • The name of the partial care facility.
  • The type or types of services to be provided.
  • The composition, powers and duties of the management board.
  • The powers, obligations and undertaking of management to delegate all authority with regard to care, behaviour management and development of children to the head of the partial care facility, where applicable.
  • The procedure for amending the constitution.
  • A commitment from the management to ensure compliance with the national norms and standards for partial care facilities reflected in Annexure B of the Children’s Act 38/2005.
  1. Lease Agreement (where applicable)
  2. Approved building plan or a copy of the building plan that has been submitted for approval if the application for approval of the building plans is still under consideration: Approved by the local municipality with a visible stamp of the latter.
  3. Emergency plan:
  • Reasonable precautions to protect children from risk of fire, accidents and other hazards.
  • Emergency plans must include evacuation procedures.
  1. Zoning certificate: Clearly indicating that the premises is zoned for the intended purpose (“Place of instruction”).
  2. Fire and safety certificate / Fire report:
  • Fire clearance certificate must be on the letter head of the Fire Department, dated and signed. In instances where the applicant is in possession of an occupation certificate, it can substitute the occupancy certificate.
  • The Fire report must clearly indicate the facility is found to be safe in terms of the National Building regulations.
  1. Health clearance certificate/report: confirming the clearance of environmental health and safety risks. The concerned document must also indicate the number of children as well as the age breakdown the building is able to accommodate in line with the National Health Act (61/2003). The health clearance certificate/report must not be dated more than 1 year prior to the date of application. 
  2. Food Premises Certificate: Applicable to Partial Care Facilities where food is being prepared.
  3. Clearance certificates in terms of the National Child Protection Register of all staff and any other persons who are in contact with the children at the partial care facility.

Step 1 –Applicant approach the Social Service Organisation (SSO)

  1. Applicants must contact the relevant SSO for guidance in terms of registration requirements and processes.
  2. SSOs shall provide the potential applicant with guidance, support and a registration package consisting out of:
  1. SSO record all applicants on a data base reflecting the identifying particulars, address of the person and/or facility, status and date of enquiry.
  2. Should persons/organisations intending to establish a Partial Care Facility, not submit the application documents within 3 months after enquiring, the SSO must follow up to determine possible illegal operation and to assist with challenges being experienced by the applicant.

Step 2 – Approach the local authority or municipality

The following documents must be obtained from the respective local municipal offices by the applicants:

  • Approved Building Plan.
  • Zoning certificate.
  • Fire and safety certificate.
  • Environmental Health clearance certificate.
  • Food Premises Certificate.

Step 3 – Submission of application

Form 11 (application form) must be completed, signed and dated when all required documents are received.  Applicants will submit complete applications to the SSO in the respective areas for assessment thereof.

Step 4 – Site visits and inspection

  • After receipt of the application, the SSO (social service professional) conducts a site visit at the partial care facility.
  • Complete a professional report with a recommendation based on the documented application and observations during the onsite visit.

Step 5 – Consideration of application

(In terms of Children’s Act 38 of 2005 s.82, The provincial head of Department of Social Development (DSD) must within 6 months of receiving the application consider an application for registration/renewal or either rejects the application)

  • Submit completed portfolio of evidence (POE) inclusive of the professional report to DSD for consideration within 1 month after receipt of the application.
  • Registration unit social worker makes a final recommendation by completion of a prescribed checklist subsequently endorsed by the social work policy manager (SWPD).
  • Based on endorsement, a certificate of registration / decline will be issued by the SWPD.
  • Certificate to be signed off by the Director: ECD & Partial Care Directorate. The applicant would also need to approach the local authority and municipality to obtain the required documentation:

Step 6 – Decline of application

In the event where the following documents are outstanding, applications will be declined:

  • Form 11.
  • Business Plan.
  • Constitution.
  • Fire and safety certificate/ report.
  • Health clearance certificate.


The content on this page was last updated on 21 July 2021