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Dear ____________,

Enclosed with this letter you should have received the following:
        One Children’s Day-care and Pre-school Education Census form
        One FREEPOST envelope to return the completed form 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 thinking about 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 with the Care Commission and
also provide other services that are not registered, tell us only about the registered service on this

Please note that we are currently working with the Care Commission to reduce the burden on you to
supply duplicate or similar data to both of us. We hope in the future to share the data that you
provide the Care Commission and reduce the need for this census.

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. Please refer to the guidance
for definitions of management types, premises, services and pre-school education. If you are
unclear about any-thing please do not hesitate to contact either Angus or William on the
numbers given above.

Please return the completed form by Friday 16th February 2007 using the pre-paid envelope
provided, or if you are using your own envelope, to:
        Scottish Executive Education Department
        ScotXed Unit
        Mail Point 26
        1-B South Victoria Quay
        Edinburgh EH6 6QQ

Yours sincerely,

Sara Grainger

                                               GUIDANCE NOTES

Services provided within a local authority school 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

Centres own 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 ‘Centres own dedicated premises’.
Nursery schools that are not attached to a primary school should tick ‘Centres own dedicated premises’.
Services provided within a school building should tick ‘School premises’. This would include nursery classes within a
primary school.
Services provided any-where else, where premises are shared with other organisations, should tick ‘other’.


Family support services / outreach / Parent’s support group
This should be taken to mean services which offer parents opportunities to assist their child's development and achieve
greater satisfaction in their role as parents, provide support to parents which will assist in providing a healthy
upbringing for their child, promote self-esteem and personal confidence in both children and parents and provide
opportunities for parents to acquire skills which lay the basis for more extensive training or subsequent employment.

Professional health care
Services provided 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
Self explanatory – 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.

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.

We are looking for the total number of children on your books in 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.
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).
This should include all children - those receiving day care, pre-school education, or both (NB schools should not
include classes other than ‘pre-school’). 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.

This section should include all staff working in your centre to provide pre-school education and/or children’s daycare.
Pre-school classes in primary schools should include only those staff providing pre-school education, not all staff in the

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 is only open for 20 hours per week, for example, or you usually
mean full-time to mean 40 hours per week. This may mean that you enter only part-time staff.

For vacancies, please only 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.

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 3-5 Curriculum.

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 who received pre-school education should be counted once and once only in question 26. These children should
also have already been included in question 15.

The number of children included in questions 27, 28 and 29 should be a subset of those included in question 26.

In question 28 count all children who have an Individual Education Programme, a Co-ordinated Support Plan or a
Record of Needs. Do not count those children who are in the process of being assessed.

In question 29 count all children who you consider have Additional Support Needs but do not have an Individual
Education Programme, a Co-ordinated Support Plan or a Record of Needs. This will include children who are in the
process of being assessed for an Individual Education Programme or a Co-ordinated Support Plan, or whose assessment
has not yet begun.

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; is a parent; 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 question 30, you need to enter the number of people who work to provide pre-school education, and the full time
equivalent number of staff.
Full-time equivalent should be calculated as follows:-
1 Add the weekly hours worked by the staff member
2 Divide by the recognised weekly hours for a Full-Time member of staff for that post
3 Express the result to two decimal places.
For example, if a full-time week is 40 hours and you have 2 members of staff who work 20 hours each, that is
equivalent to 1 full-time equivalent member of staff.

GTC 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.


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