ECE Funding Handbook
Welcome to the ECE Funding Handbook. This handbook is issued under section 548(5) of the Education and Training Act 2020.
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' of everything you need to know about early childhood funding, including:
- the ECE Funding Subsidy
- 20 Hours ECE funding
- equity funding
- the annual top-up for isolated services
This information does not apply to certificated playgroups
The information in the Funding Handbook does not apply to certificated playgroups.
These services should contact their Ministry regional office for further information.
Download the ECE Funding Handbook
If you would like to print a copy of this handbook, refer to the list of downloads in the contents section where you will find downloadable PDF versions of each chapter.
3-B-3 Hospital-based services
Hospital-based services are teacher-led 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
- discretionary hours
- record keeping requirements for hospital-based services.
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.
The required adult: child ratios are based on the number of children participating at any one time at the service.
For more information on the adult:child ratios refer to the Education (Early Childhood Services) Regulations 2008(external link).
Hospital-based services are entitled to 80 discretionary hours per funding period, when a certificated reliever is not available. The record-keeping requirements outlined in chapter 3-B-2 also apply to hospital-based services. This includes the obligation to submit a report to the Ministry on the discretionary hours used each funding period.
Record keeping requirements
Hospital-based services must keep the same staff records as education and care services.
The nature of hospital-based services means that many of the other 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.