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Dear Childcare Provider,

Enclosed with this letter you should have received the following:

    One Children‟s Day-care and Pre-school Education Census form.

    One pre-paid envelope for returning the completed forms to us.

    If you have not received both of these items please call either

     Angus MacDonald on 0131 244 3551 or William Doyle on 0131 244 0299.

    In this form we would like you to tell us about the services that you are registered with the Care Commission to provide. The Care Commission number is printed on the first page of the form and you should answer all questions for that registration only. If you have another Care Commission number you should have received another form if you have not, please contact us on the phone numbers above. If you are registered to provide a service or services with the Care Commission and also provide other services that are not registered, tell us

    only about the registered service on this form.

    We are aware that the Care Commission have already asked you for much of the same information, and we are working with them to reduce the burden on you to supply the same data to both of us. We intend, in future, to share the data that you provide to the Care Commission and so reduce the need for this census. Where possible we have pre-populated the form with the information you provided to us in last year‟s census, so that in most cases you will only need to check the answers and amend where necessary.

    Nanny Services do not need to complete this form. If you are only registered to provide a nanny service please contact us to let us know, either using the envelope provided or by phoning either Angus MacDonald or William Doyle on the numbers given above.

On the following pages you will find guidance in completing the form. If you are unclear about

    anything please do not hesitate to contact either Angus or William on the numbers given above.

     thPlease return the completed form by Friday 15 February 2008 using the pre-paid envelope provided, to:


    The Scottish Government

    Mail Point 26

    1-B South, Victoria Quay

    Edinburgh EH6 6QQ

Yours sincerely,

Rosie Telford

    Assistant Statistician







    Services provided within a local authority school or a local authority funded centre should tick „Local Authority‟.

    Services provided within an independent school should tick „Private‟, even if they officially have charitable status.

    Services provided by registered charities should tick „Voluntary / charitable‟ even if staff members receive a salary or parents pay for the services.

    Services provided by Parent‟s Associations or any other groups who do not seek to make a profit should tick „Voluntary / charitable‟.

    Services that are not provided by a charity or a school and who make a profit (or seek to make a profit) should tick „Private‟.


    „Centre‟s own dedicated premises are premises that are not used at other times by other organisations. They do not have to be owned outright by the service and may include, for example, rented rooms within other buildings. Services provided in their own dedicated premises that are situated on a school campus or site but not within the school building itself should tick „Centre‟s own dedicated premises‟.

    Nursery schools that are not attached to a primary school should tick „Centre‟s own dedicated premises‟.

    Services provided within a school building should tick „School premises‟. This would include nursery classes within a primary school.

    Services provided anywhere else, where premises are shared with other organisations, should tick „other‟.



    This category includes daycare and pre-school centres for children aged 5 or under including local authority pre-school classes and nurseries; private and voluntary daycare nurseries including centres providing pre-school education in partnership with the local authority; and community and workplace nurseries. The services will normally be used by parents on a regular rather than a drop-in basis and be provided for at least the school term.


    These provide sessional or daycare for children aged 5 or under. Most are run by groups of parents with parent-led committees, although some may be owned by individuals or organised by other voluntary bodies or by the local authority. They rely heavily on parents/carers who volunteer their services although they may employ paid staff e.g. a play leader or assistant. Some playgroups will provide pre-school education in partnership with the local authority.

Out of school club

    Out of school clubs offer care for school age children in the absence of parents or carers from the end of the school day until parents can collect their children, and also before school starts.

Breakfast club

    This is a specifically designated breakfast club that is likely to provide a meal and will take place before school hours.


    A crèche provides „drop in‟ care for children in order to enable adults to engage in activities such as further education, shopping or attending a meeting.

Children/Family centre

    Child and family centres provide services similar to those available in community nurseries and nursery centres. Day-care/education is provided along with a range of support services for families which can be adapted to meet local needs. They are usually managed by voluntary organisations or by the local authority‟s social work or

    education department.


Sitter service

    A Sitter Service provides childcare in the family‟s own home from early morning until late evening seven days a week.

Holiday play scheme

    Holiday play schemes cater mainly for school age children and provide opportunities for children to participate in a broad range of supervised leisure and educational activities during school holidays.


Family support services working directly with parents

    This should be taken to mean services working directly with parents in an arrangement that goes over and above the normal contact that a childcare or education service would have with parents. These services give parents opportunities to assist their child's development and achieve greater satisfaction in their role as parents, to support them in providing a healthy upbringing for their child, to promote self-esteem and personal confidence in both children and parents and to provide opportunities for parents to acquire skills which lay the basis for more extensive training or subsequent employment.

Professional health care

    Services provided on a regular basis by professional health staff such as midwives, health visitors, speech therapists, psychologists, doctors and dental practitioners including antenatal care, postnatal care and support, child health clinics/screening, and support groups where these are run by health professionals.

Gaelic provision

    Services wholly or primarily in the Gaelic medium.

Outdoor play area

    Any area out of doors available to the children attending the centre, which may also be shared with others or available to the wider community.


    We are looking for the total number of children on your books during census week. This should include any children who would normally have attended during census week but could not do so due to, for example, being off sick or on holiday. This should include all children - those receiving daycare, pre-school education, or both. (NB Schools should not include classes other than „pre-school‟).

    If you do not have a register of children who normally attend, please count the children who actually did attend during census week. (This will probably only be the case for crèches and similar „drop-in‟ services).

Every child should be counted once and once only in question 15.

    Any child who celebrates his/her birthday in census week should be recorded under the age that they became on their birthday. Please check that the numbers you have entered for each age group add up to the totals at the bottom.

    If your centre only provides a holiday play scheme it is unlikely that there will be any children registered during census week. If this is true, please enter „0‟ in all of the boxes in this question.



    Question 17 should include all staff who are responsible for the management of the registered service, whether or not they work directly with children.

Questions 19 should include all paid staff in your centre working directly with children to provide children‟s

    daycare services and/or pre-school education. These staff should all be either staff who are/will be required to register with the SSSC, or teachers.

    Pre-school classes in primary schools should include only those staff providing pre-school education, not all

    staff in the school.

    For the purpose of this form, full-time means 35 hours or more per week and part-time means less than 35 hours per week. Please use this convention even if your centre normally uses a different definition for example, if

    your centre is only open for 20 hours per week or you usually mean full-time to mean 40 hours per week. For example, if your centre operates for less than 35 hours per week, list all your staff as part time.

    For vacancies, please use the same convention where full-time means 35 hours or more. If your centre is only open for 20 hours per week and you have one vacancy for a job working 20 hours per week, enter that as a part-time vacancy.

    If your centre only provides a holiday play scheme and most staff are employed only for the duration of the scheme, then do not enter them in this section. Answer the relevant questions for any year-round staff who are responsible for managing the service or who work directly with children during the scheme. If no staff are

    working for the holiday play scheme service during census week, please answer all the questions accordingly, entering „0‟s in the relevant boxes.


    The Scottish Social Services Council (SSSC) are responsible for the registration and regulation of the Social Service Workers which includes early education and childcare workers. Registration is part of the drive to raise standards and strengthen the professionalism of social services to ensure people who use services and carers can rely on a workforce that is properly trained, appropriately qualified and effectively regulated.

    Early education and childcare workers are part of the second phase of workers to be registered by the SSSC. Phase one included for example, social workers, residential childcare workers and managers of adult day care services. Early education and childcare workers are defined as workers who are providing day care for children.

    With over 30,000 workers in early education and childcare, registration with the SSSC will be phased. There are three parts to the register depending on the level of work you are carrying out in the workplace. These are - Manager/Lead Practitioner, Practitioner, Support Worker. The first category of staff to be invited to register are Manager/Lead Practitioner from October 2006. Followed by Practitioner in March 2007 and Support Worker in October 2008.

    To register you have to hold or be working toward a required qualification. Each category has a range of qualifications which can be viewed at and follow the link to phase 2.


    Pre-school education refers only to educational activities following the Scottish 3-5 Curriculum.

“Local authority managed school or centre” means pre-school classes that are part of a local authority school or

    a local authority funded centre, or local authority run nursery schools.

    “A partner provider offering places funded by the local authority” means pre-school education provided in

    private or voluntary/charitable centres which offer pre-school places that are funded by the local authority.

    If the pre-school education places are not funded by the local authority, tick “Neither of the above”.


    The number of children receiving pre-school education during census week should include any children who would normally have attended during census week but could not do so due to, for example, being off sick or on holiday. Every child registered for pre-school education with a place funded by the local authority should be

    counted once and once only in question 24. These children should also have already been included in question 15. Any children registered for pre-school education whose places are not funded by the local authority should


    not be included. The number of children included in questions 25, 26, 27 and 33 should be a subset of those included in question 24.


    In question 26 count all children who you consider have Additional Support Needs, whether or not they have

    an Individual Education Programme or a Co-ordinated Support Plan.

    In question 27 count all children who have a Co-ordinated Support Plan. These children should also already have been included in question 26. Do not count those children who are in the process of being assessed.

The concept of „additional support needs‟ refers to any child or young person who, for whatever reason, requires

    additional support for learning. Additional support needs can arise from any factor which causes a barrier to learning, whether that factor relates to social, emotional, cognitive, linguistic, disability, or family and care circumstances. For instance, additional support may be required for a child or young person who is being bullied; has behavioural difficulties; has learning difficulties; does not speak English at home; has a sensory or mobility impairment; is at risk; or is bereaved. There will be many other examples besides these. Some additional support needs will be long term while others will be short term. The effect they have will vary from child to child. In all cases though, it is how these factors impact on the individual child's learning that is important and this will determine the level of support required.


    In questions 28 and 29 you need to enter the number of people who work to provide pre-school education for the centre under a regular arrangement, and the full time equivalent number of staff. Schools should include the headteacher as a part-time staff member, counting the time they spend managing the nursery class/department.

    By regular arrangement we mean those who provide pre-school education at regular, scheduled times over the course of the school year.

For the purpose of this form, Full-Time Equivalent (FTE) means 35 hours or more per week. Please use this

    convention even if your centre normally uses a different definition. FTE should be calculated as follows:-

    1 Take the weekly hours worked by the staff member. If greater than 35, round down to 35 hours. 2 Divide by 35.

    3 Express the result to two decimal places.

    For example, if you have two members of staff who work 17.5 hours each, that is equivalent to:

     0.50 + 0.50 = 1.00 FTE staff.

    GTCS registered teachers are those registered to teach in primary/secondary or further education with the General Teaching Council of Scotland. This should be a subset of the total number of all pre-school staff.

    We are aware that children may have access to a GTCS registered teacher under a number of different arrangements. When calculating Full-Time Equivalent for a teacher shared with other centres, consider the time the teacher spends in your centre over the course of a school year.

    For example, if you share a teacher with two other centres, and he/she teaches at each centre for a term, after calculating the FTE for a typical week that they work in your centre you should divide the answer by three.


    Some centres may receive occasional or ad hoc support from an external GTCS registered teacher instead of, or in addition to, any teacher providing pre-school education on a regular basis. If your centre receives this type of support, please estimate the total number of days per year on which support is received.


    You should include work done both by regular teachers and by teachers providing occasional support.


    Systems for providing access to teachers vary. In question 33 a child having “access to a GTCS registered

    teacher” means the teacher being present and working with children in a pre-school education setting when the

    child is in attendance. Include any children who would normally have attended during census week but could not do so due to, for example, being off sick or on holiday.


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