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EECU Compliance FAQ
 
What is meant by Compliance?

It is a process to verify, through an on-site visit, that the conditions of DCYA’s three funding programmes are being complied with as detailed in the grant funding agreements.  Failure to comply with the on-site compliance visit and provide information (see point 3) on the day of the visit, may result in the service being deemed non-compliant and in breach of contractual requirements under the grant funding agreement(s).

 
The purpose of the on-site Compliance Visit 

The purpose of the on-site compliance visit under the three individual programmes is to:

 

Early Childhood Care & Education (ECCE):
ECCE Service Provision
> Verify that the actual number of DCYA approved ECCE childcare places in the service corresponds with the number of childcare places enrolled and in attendance on the day of the visit.  Absences, transfers and service level reductions will also be reviewed. The latest listing of approved ECCE child places issued by DCYA will be used to verify places. You are requied to make this listing available to the Visit Officer.
>Verify that the ECCE Fees Policy approved by the local County/City Childcare Committee (CCC) is being implemented.
>Verify that signed parent/guardian fee payment letters/statements (on calendars) are on site to confirm any additional fees charged to ECCE parents/guardians, optional extras or  discounts, where applicable.
>Verify that parents/guardians are in receipt of the appropriate capitation.
>Verify that there are records available for the amounts paid by those ECCE parents who have agreed to avail of optional extras/extra time and provide a voluntary donation.
>Verify qualifications of staff working directly with ECCE children.  Services in receipt of the Standard Capitation and qualifications of the Room Leader will be checked. 
 
 
 

 
 
Childcare Education and Training Support (CETS):
CETS Places
> Verify that the actual number of DCYA approved CETS childcare places in the service corresponds with the number of childcare places enrolled and in attendance on the day of the visit.  Absences, transfers and service level reductions will also be reviewed;
> Verify that the CETS fees policy approved by the local County/City Childcare Committee (CCC) is being implemented;
> Verify that  signed parent/guardian fee payment letters are on site to confirm any additional fees charged to ECCE parents/guardians, optional extras or  discounts, where applicable;
> Verify that receipts are  provided to parents/guardians;
> Verify that the provider has received a letter from Solas/ETB/DSP detailing the parents/guardians’ eligibility to a place under the CETS programme and that they have written confirmation that the parent has commenced the educational course/training programme; 
> Verify that parents/guardians are in receipt of the appropriate capitation.
 
 
 


 
Community Childcare Subvention (CCS):
CCS Full-Time Equivalent (FTE)
> Verify that the DCYA approved CCS Full-time Equivalent (FTE) childcare places in the service correspond with the FTE childcare places enrolled and in attendance for a given sample week.  The listing of approved CCS child places issued by DCYA will be used to verify places. You are required to retain this listing and are encouraged to complete the Pobal FTE calculator in advance of visit.
> Verify that the CCS fees policy approved by the local County/City Childcare Committee and agreed with DCYA is being implemented. We will require access to fees records.
> Verify that signed parent/guardian fee payment letters or statements are on site to confirm any additional fees charged to ECCE parents, optional extras or discounts, where applicable.
> Verify that parents/guardians are in receipt of the appropriate subvention.
> Verify that there are records available for the amounts paid by those parents/guardians who have agreed to avail of optional extras/extra time and provide a voluntary donation.
 

 

 
Preparing for the on-site Compliance Visit:

 

Important Notice – Unannounced Visits:  As directed by DCYA, a proportion of on-site compliance visits will be conducted without prior notice.  No notification email or telephone contact will be made in advance of the Pobal V.O. arriving at the service to conduct the on-site compliance checks.  Please note all Pobal Visiting Officers hold official Pobal photographic identification.

 

 

It is recommended that Information/documentation to be available to Pobal on the day should be kept in a Compliance file.

 
During the on-site Compliance Visit:

 

The visit will be conducted by going through a series of questions outlined in the Compliance Form. Please familiarise yourself with the related sections of the Compliance Form to each of the three funding programmes under Point 2.

 

The on-site visit will conduct a compliance check on four fundamental elements:

 

Service provision/attendance (ECCE/CETS/CCS) – verify by comparing DCYA’s data of approved numbers of childcare places under each programme with the actual number of children under each programme enrolled and in attendance on the day of the visit.  This is done by reviewing the attendance records which you must make available during the visit.

 

Information/records to be made available by the serviceAttendance Records and DCYA’s listing of approved places for either or both ECCE and CCS.

 

Fees Policy (ECCE/CETS/CCS) – – verify that the fees policy approved by the local County/City Childcare Committee is being implemented and that parents are in receipt of the appropriate capitation/subvention. This is done by reviewing fees records. We will also review documentation such as; parent/guardians’ handbook and/or letter(s)/calendars (if applicable) used by the service to advise parents/guardians of fees and optional extra charges (that is, for activities that are optional for parents/guardians to avail of).

For ECCE & CCS only visits, records records will also need to be maintained where parents/guardians have agreed to pay voluntary contributions.
.


Information/records to be made available by the service Fees records, letters/documentation advising of optional extras/services. 

 

Qualifications of ECCE staff (ECCE only) – check the qualifications of the Room Leader working directly with ECCE children.  Where services are in receipt of the Higher Capitation, qualifications of both the Room Leader and Assistant will be checked.  This is done by reviewing copies of the staff’s qualifications and recording the details of the staff member(s) and applicable qualifications.   

Information/records to be made available by the serviceCertificates of qualifications


Solas/Education Training Board (ETB)/Department of Social Protection (DSP) letters (CETS only) – verify that the number and type (viz whether Solas or ETB or DSP) of DCYA approved CETS places correspond with confirmation letters received from Solas, ETB and DSP.  This is done by reviewing letters which are to be available during the site visit.  
Verify numbers of CETS places occupied and evidenced attending the service. 
 

 

• You 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 DCYA and/or the City and County Childcare Committees (CCCSs), this will be noted on the visit report(s).  The V.O will indicate, based on the information provided and assessed during the visit, whether the service is deemed compliant or non-compliant. They will note with you any minor or major recommendations. As a quality control measure and to ensure consistency of the process, all non-compliant services and a proportion of compliant services will undergo an independent internal review by Pobal.  The review, undertaken in collaboration with the V.O., will conclude the compliance outcome for notification to DCYA. Subsequent to DCYA review, Pobal will then write to your service notifying you of the final outcome of the compliance visit

 

 

• A note will be made of any follow-up/further supports identified by the service or by Pobal. Where a V.O has recommended that a service should revert back to the CCC on any matter, you should do so immediately.
 
After the on-site Compliance Visit:

• Pobal will provide a copy of its report to the Department of Children and Youth Affairs (DCYA).  Reports will issue to DCYA quarterly. 


• A subsequent email will issue from Pobal to the service formally confirming the final outcome of the compliance visit.

 

 


 
What if I have questions about my on-site compliance Visit?

• For general queries or comments you can contact Cvisit@pobal.ie. Your feed back is welcomed.