ECE Funding Handbook

Welcome to the Early Childhood Funding Handbook. This Funding Handbook is issued under section 311(5) of the Education Act 1989. The funding paid to licensed services is paid subject to the terms and conditions set out under this Handbook and must be complied with. The terms used in this Handbook are based in the Education (Early Childhood Services) Regulations 2008.

This Handbook is designed to be a ‘one-stop-shop’ for all you need to know about early childhood funding, including:

  • the Early Childhood Education (ECE) Funding Subsidy
  • 20 Hours Early Childhood Education (ECE)
  • Equity Funding
  • the Annual Top-Up for Isolated Services

Note: The information in the Funding Handbook does not apply to certificated playgroups. These services should contact their Ministry regional office for further information.

Downloading the ECE Funding Handbook

If you want a printed copy of this handbook, refer to the list of downloads in the contents section where you will find downloadable PDF versions of each chapter.

ECE Funding Handbook downloads

Licensing Criteria Cover

3-B-3 Hospital-based services

E symbol.  Compass.  Books

  • Introduction
    • Hospital-based services are teacher-led education and care services that provide education and care to children under the age of six who are receiving health services within premises under the control of the Ministry of Health.

      This section explains:

      • participation in hospital-based services
      • notional rolls for hospital-based services
      • adult:child ratios
      • record keeping requirements for hospital-based services.
  • Participation
    • In hospital-based services, ‘participation’ is used instead of ‘attendance’ to reflect the different circumstances of the children that are accessing the service.

      To be counted as participating in a hospital-based service a child must be admitted to the hospital, or be attending the hospital as an outpatient for visits following an admission and

      • be interacting with an adult providing education and care or
      • be taking part in an activity initiated by an adult providing education and care or
      • be in an activity room.

      Children may not be counted as participating when they are in emergency attendance, in an operating theatre, in a neonatal unit or are taking part in an activity initiated by a person other than an adult providing education and care.

  • Notional rolls
    • Hospital-based services are entitled to a notional roll because of the fluctuations in roll that the service is likely to encounter.

      See Section 7-4 Notional Rolls for further information

  • Record keeping requirements
    • Hospital-based services must keep the same staff records as other teacher-led education and care services.

      The nature of hospital-based services means that many of the other teacher-led education and care record keeping requirements may not work for them.

      The list below explains the records required by hospital-based services:

      • Daily ward lists with a record of the names and ages of children eligible to participate.
      • Attendance records which include the full name and age of each child that participated at any time during the day and the location of attendance (ward or playroom).
      • Where sign-in/sign-out sheets are not used by a service, a snapshot of actual attendance in the playroom and ward (where appropriate) is recorded for an average week in March and July. Attendance time is marked in half hour slots noting the names of children participating in the playroom and the ward. A sample form can be found in Appendix 2.
      • Ministry auditors must be provided access to hospital records for verification purposes.

      For more information see Chapter 11.