Unannounced Home Childcare Visits: A Preparation Checklist

Quick answer

The coordinating office conducts three unannounced visits each year during opening hours. The first generally takes place within three months after recognition. The purpose is to verify that recognition conditions continue to be met and that children’s health, safety, well-being and development are supported every day.

This guide explains the major groups of items in the official inspection grid in practical language. It does not reproduce the grid word for word or replace it.

Note

Some items may not apply to every service. Quebec laws, regulations, the official grid and coordinating-office instructions take precedence. Sources checked August 11, 2026.

1. Provider presence, ratios and interactions

The provider must be present, attentive and able to intervene throughout childcare hours except during permitted replacement. The visitor can observe whether the provider communicates respectfully, creates meaningful emotional relationships and collaborates with parents and the office.

Degrading or abusive measures, threats, humiliation, excessive punishment and language that frightens or undermines a child are prohibited, including when used by an employee.

General ratios are:

• without an assistant: up to six children, including no more than two under 18 months;
• with a qualified assistant: up to nine children, including no more than four under 18 months.

Specific rules affect children under nine who belong to the provider or assistant and live in the home. Some may be excluded from the ratio during defined school-related periods. Confirm uncertain situations with the coordinating office rather than relying on an informal interpretation.

2. The educational program in daily practice

The educational program should be visible in what children experience, not only in a stored document. Indoor and outdoor experiences should be varied, appropriate to age and development, and support physical and motor, cognitive, language, social and emotional development.

The educational-intervention process includes four steps: observe, plan and organize, act, then reflect and provide feedback. Short notes about an observed interest, an adjustment and the children’s response can demonstrate this cycle without excessive paperwork.

Children generally spend at least 60 minutes outdoors each day in a safe place unless conditions compromise health, safety or well-being. Screens must be connected to the educational program, used occasionally, limited to 30 minutes in one day and not used with children under two.

3. Assistants and substitutes

An assistant must be at least 18, able to build relationships and respond to children’s needs, capable of supporting the educational program, physically and mentally able to provide care, and certified in early-childhood first aid. A valid background-check attestation is also required.

Keep identity evidence, first-aid certification and proof of the required 12 hours of child-development training completed within the applicable period. Assistant records are retained for three years after employment ends. The office must receive the assistant’s name, home address and telephone number.

Occasional substitutes require similar records. Keep a replacement register showing the person, dates and hours. Occasional replacement generally cannot exceed 20% of opening days calculated from the recognition date. Parents should be notified as soon as possible.

A responsible adult should also be available for emergency replacement. Test whether that person can find contacts, the epinephrine auto-injector, evacuation procedure and attendance record without assistance.

4. Home, access and fire safety

The home includes a kitchen, a designated eating area, sanitary facilities and a room with a window looking outside for play and activities. Private family rooms that are not common spaces should remain closed or protected by a compliant gate unless an adult is inside.

Used spaces must be safe, clean, maintained, ventilated and kept at a minimum of 20°C. A diaper-changing area is designated when children in diapers attend.

Check:

• an accessible working telephone;
• at least one smoke detector per floor;
• at least one compliant carbon-monoxide detector per floor;
• an accessible fire extinguisher;
• controlled access to the home during childcare hours;
• visible poison-control, emergency-substitute and local health-service numbers;
• accessible parent, assistant and substitute contacts.

Evacuation procedures must fit the actual residence. Complete a drill whenever a new child begins or at least every six months, and record obstacles and corrections.

5. Furniture, toys, sleep and outdoor equipment

Games and materials must fit the children’s ages and number, support the educational program, be safe, non-toxic, washable, sturdy and in good condition. Gates, strollers, carriages and play enclosures must meet applicable product standards.

For rest:

• each child under 18 months has a compliant crib or playpen;
• each older child has an age-appropriate bed, cot or washable-covered mat;
• bedding is used by one child between washings;
• bedding is identified and stored separately;
• children are not left in beds outside rest periods except during illness or injury;
• children are never tied in bed;
• playpens are used outside sleep only for short periods.

Climbing structures, swings and slides should have smooth surfaces, be safe and be installed according to manufacturer instructions. Portable wading pools are disinfected before use and emptied when not in use.

If a firearm is present, it is stored out of sight and reach. Parents receive written notice and the office receives a signed copy. Alcohol is not consumed in the home, yard or outbuildings used during childcare hours.

6. Supervision, illness and emergencies

Supervision is constant, with added attention around play equipment, outdoors and on outings. Ask whether you can prepare a snack, help a child in the washroom or answer the door without losing control of the group.

For serious illness or injury, obtain medical assistance immediately. When possible, separate the child from the group while maintaining adult supervision, then contact the parent or designated person promptly.

7. Meals, snacks and special diets

Meals and snacks provided should align with Canada’s Food Guide. Parents are informed of menus, and food is stored and served under sanitary conditions at appropriate temperatures.

When a special diet is prescribed by a physician or specialized nurse practitioner, follow the parent’s written instructions. Allergy, dietary and emergency information should be easy for any authorized substitute to find.

8. Medication, natural health products and toxic products

Medication and natural health products remain in original packaging labelled for the child with the product name, expiry, dosage and treatment period. In general, administration requires written authorization from the parent and an authorized health professional; pharmacy labelling may serve as professional authorization.

Some products—including saline solution, oral rehydration solution, diaper cream, single-use lubricating gel, moisturizer, lip balm, calamine and sunscreen—follow specific rules, but written parent authorization still applies. Acetaminophen and insect repellent are governed by protocols.

Required administration records include the child, product, date, time, dose, administrator’s name and signature. The medication file includes records, protocols, authorizations and prescriptions. At the end of care, the original is given to the parent and a copy is retained for three years.

Medication is out of children’s reach and separated from food, toxic products and household medication. Epinephrine auto-injectors remain accessible to adults and are not locked. Toxic and cleaning products indoors and outdoors are clearly labelled and locked.

9. Registration and attendance records

The registration form contains the child’s and parent’s information, authorized pickup people, emergency contact, schedule, emergency instructions, outing permissions and health or food information requiring attention. It is signed, kept at the service and returned to the parent when care ends.

Attendance records show daily or half-day presence and absence. They are updated daily, signed by the parent every two weeks, accessible on site and retained for six years after care ends.

10. Educational records and periodic portraits

An educational file is kept for each child with basic information, periodic developmental portraits and, when needed, documents related to particular support. Only the provider and assistant add information.

Portraits are completed, dated and signed in November and May unless the child has attended for fewer than 60 days. They cover all four developmental areas and are sent by December 15 and June 15. Keep transmission proof for one year after the child leaves. Give the original file to the parent at departure, retain a copy for one year, then destroy it.

11. Overnight care, when applicable

The child’s sleeping area is on the same floor as the provider’s sleeping area. Constant electronic audio monitoring is used. Each child has age-appropriate sleep equipment and individual safe bedding.

12. First-aid kit

The main kit is out of children’s reach, unlocked and accessible to responsible adults. Quantities match group size. The official list includes a first-aid manual, bandage scissors, tweezers, gloves, CPR barrier, assorted sterile dressings, gauze, pressure dressings, hypoallergenic tape, gauze rolls, eye dressings, hand antiseptic and instrument alcohol swabs, an electronic thermometer with disposable covers, triangular bandages, safety pins and sealable bags for contaminated items.

A simple readiness routine

Daily

• confirm attendance and ratio;
• control access and scan for hazards;
• update attendance records;
• check required authorizations;
• record useful educational observations.

Monthly

• inspect detectors, extinguisher, toys, sleep equipment and first aid;
• remove expired products;
• review assistant and substitute records;
• update emergency contacts.

Twice yearly

• complete evacuation drills;
• prepare periodic portraits;
• reread the complete official grid.

GE Agenda can help centralize attendance, parent communication, observations and educational follow-ups. It does not guarantee compliance or replace the coordinating office.

Official sources

• Complete unannounced-visit grid — Ministère de la Famille (French PDF)
• Obtain and maintain recognition — Gouvernement du Québec (French)
• Official recognition guide — French PDF

Frequently asked questions about unannounced visits

How many unannounced visits occur each year?

The coordinating office conducts three unannounced visits annually during opening hours. The first visit after new recognition generally occurs within the first three months. Additional follow-up may occur when a specific issue requires verification.

Can the office inspect every room in the home?

The visitor verifies areas connected to the service and may need access to rooms, the yard and outbuildings to confirm safety and recognition conditions. Private rooms not used for childcare should remain closed or protected appropriately during service hours.

What happens when an item is not compliant?

The response depends on the nature and seriousness of the issue. An administrative or equipment item may result in a correction request and follow-up. A serious risk to children’s health, safety or well-being can lead to faster measures. Ask for the written finding, deadline and expected evidence.

Which records should be accessible during a visit?

Keep registration and attendance forms, service agreements, emergency contacts, medication files, authorizations, replacement logs, assistant and substitute evidence, and educational records current and easy to retrieve without interrupting supervision.

How can a provider prepare without constant inspection stress?

Turn the official grid into routines: ratio and attendance daily, first aid and medication monthly, evacuation and developmental portraits twice yearly. Small scheduled checks are more dependable than a last-minute administrative cleanup.

Does GE Agenda guarantee compliance?

No. GE Agenda helps organize attendance, communication, observations and educational follow-ups, but the provider remains responsible for official obligations. Laws, regulations and coordinating-office instructions take precedence.