7.4 Child Care Waitlist Management

POLICY

The Manitoulin-Sudbury DSB Child Care Waitlist Management Policy ensures transparent, equitable, and efficient administration of child care waitlists across the Manitoulin-Sudbury District, in alignment with the Child Care and Early Years Act, 2014 (CCEYA) and Ministry direction. It promotes fairness for families and non-discriminatory access, requires accurate and timely data to support system planning, oversight, and funding decisions, and sets consistent expectations for all licensed Service Providers operating under a Purchase of Service (POS) agreement with the DSB. Service Providers must align local waitlist practices with the POS requirements and DSB oversight to ensure consistent, accountable, and family-centered processes across the service system.

PROCEDURE

Scope: Applies to all licensed child care Service Providers with a POS agreement with the DSB

No fees

• Service Providers must not charge any fee to be placed on, to remain on, or to receive updates about the waitlist.

Transparency and equity

• Waitlist admission follows a documented prioritization method that is publicly available upon request and applied consistently.
• Communications use plain language; accessible formats and translation are available upon request (AODA-aligned).

Privacy and confidentiality

• Personal information about other families on the waitlist is never disclosed.
• Waitlist information provided to DSB is limited to what is required for oversight, system planning, and compliance monitoring.

Oversight and data access

• Service Providers must provide current waitlist data to DSB upon request and participate in reviews, audits, or corrective action plans related to waitlist practices.

Records and audit trail

• Each application/action must include, at minimum: date/time stamp, staff user, channel (email/phone/in-person), action taken, outcome, and next follow-up date.

Roles and Responsibilities

• DSB:
  • Establishes standards and monitors compliance with this policy and the POS.
  • Requests and reviews waitlist data; may require corrective actions.
     
• Service Providers:
  • Maintain accurate, timely waitlists; implement quarterly culling; issue required communications; and retain required records.
  • Ensure all staff are trained on this policy and the site-level procedure.
     
• Families:
  • Provide accurate contact information, respond within timelines, and update the Service Provider with changes.

Operational Requirements

A. Intake and Placement on Waitlist

• Collect the following minimum dataset: child name/DOB, parent contact(s), preferred site(s), age group, requested schedule, date/time of request, priority flags (per documented prioritization), and notes on inclusion needs if disclosed.
• Provide a Placement Confirmation within two business days, including the application date/time and next steps.

B. Prioritization

• Each Service Provider must publish a clear prioritization statement (e.g., age group, siblings currently enrolled, legislated priorities) and apply it consistently.
• Any deviation (e.g., program fit/inclusion planning) requires supervisory approval and documentation.
• Prioritization criteria must be objective, clearly defined, and consistently applied. Criteria must not create barriers to access or result in discriminatory practices.

C. Offers of Space

• When space is available, issue an offer.
• Families must respond within five business days from the date the written offer is issued.
• If not accepted by the deadline, move to the next family on the waitlist and update the applicant’s status to inactive or closed, as applicable, with written notice.

D. Contact Attempts and Non-Response

• Minimum contact standard before closure due to no response:
  • Two contact attempts using two channels (e.g., 1 email + 1 phone/voicemail) over a minimum window of five business days.
  • Log date/time, channel, and outcome for each attempt.
• If no response after the minimum standard, issue Inactive/Closure Notice correspondence.

E. Quarterly Confirmation of Interest

• At least once per calendar quarter, conduct a confirmation of interest with all active waitlisted families.
• Update statuses to active/inactive/closed based on responses and send a Status Change Notice where applicable.
• Quarterly confirmation supports accurate system-level planning and reduces inflated waitlist totals.

F. Family Communications

• Provide written notification for any change in status (offer, active to inactive, or closure).
• Offer accessible formats and translation on request; record any accommodations provided.

G. Data Reporting and Access

• Provide current waitlist totals by age group and community to DSB upon request for system planning and oversight.
• Maintain the ability to export date/time-stamped records reflecting offers, responses, status changes, and closures.
• Data must be accurate as of the date submitted and reflective of active demand following quarterly confirmation.

H. Record Retention

• Retain waitlist records, including contact logs and decisions, in accordance with the POS and applicable retention schedules.
• Records must be secure, tamper-evident, and available for DSB review.

I. Compliance and Corrective Action

• Failure to comply with this policy or the POS may result in corrective action requirements by DSB, up to and including funding suspension/termination per the POS.
• Service Providers must implement corrective actions within the timelines set by DSB.

J. Training and Public Information

• Train staff prior to implementing this policy and annually thereafter.
• Provide a plain-language waitlist summary to families upon request (how to apply, priorities, timelines, and privacy).

K. Accessibility and Inclusion

• Communications will meet AODA requirements.
• Families may request translation, large print, or alternate formats at no cost.

Effective Date and Review

• Effective: February 1, 2026
• Review every 24 months, or sooner if required by DSB or legislative changes