We conduct internal audits, maintain your health and safety protocols, and keep every binder, log, and policy ready for Ministry or Regional inspectors. No more last-minute scrambles.
- ✓Quarterly internal compliance audits against CCEYA / provincial standards
- ✓Policy and procedure manual development and updates
- ✓Health, safety, and emergency preparedness documentation
- ✓Staff certification tracking (First Aid, CPR, Vulnerable Sector)
- ✓Inspection prep, attendance, and follow-up action plans
- ✓Incident reporting workflows and serious occurrence support
Inspection-ready, every day of the year.
There are two kinds of daycares in Ontario: the ones that scramble for three days before a Ministry inspection, and the ones that don’t. The difference isn’t competence — every director we know genuinely cares about compliance — it’s whether compliance is a scheduled discipline or a reactive scramble.
We run your compliance function as a scheduled discipline. Quarterly audits. Maintained binders. Up-to-date training records. Current policies. No scrambles.
The problem you’re probably facing
The CCEYA covers thousands of requirements. Your licensee manual is hundreds of pages. Your training records span 15+ staff and half a dozen certification types, each with different expiry cycles. Your policy manual needs annual review and staff re-sign-off for any changes.
No director can hold this much detail in their head while also running a centre. So gaps accumulate. A Vulnerable Sector Check expires. A fire drill month gets missed. A policy update goes out but the new sign-offs don’t come back from the three educators who were off that day.
Most of the time, none of it matters. Then your annual inspection arrives, and the inspector spots three items in the first 20 minutes — not because your practice is bad, but because your documentation has drifted.
What we actually do
Quarterly internal audits
We run the full 41-item inspection checklist (see our article on what CCEYA inspectors actually check) on your centre every quarter. Written report with gaps identified and action items assigned. Follow-up two weeks later to verify gaps are closed.
Policy and procedure management
- Policy manual maintenance — every required policy under CCEYA maintained current
- Annual review cycle — every policy reviewed once a year, with staff re-sign-off documented
- Ad-hoc updates when legislation changes (and it changes)
- Custom policies specific to your centre’s practices
Staff certification tracking
- Vulnerable Sector Check renewals tracked and triggered before expiry
- Standard First Aid + Infant/CPR certification tracking
- ECE registration verification (annually through the College)
- Food Handler certifications for kitchen staff
- Ongoing training log per staff member
Drill and incident documentation
- Fire drill scheduling — monthly, documented, filed
- Emergency management drills — quarterly lockdown, shelter-in-place, evacuation
- Serious occurrence reporting — we manage the paperwork and Ministry follow-up when something happens
- Incident reporting workflows — clean documentation for every minor and major incident
Inspection preparation and support
- Pre-inspection prep (scheduled or unannounced, we’re ready for both)
- In-inspection support — a Vianna team member available by phone during your inspection
- Post-inspection action plan — if citations are issued, we scope the remediation and manage closure
Licensing applications
- New licence applications for new centres
- Licence amendments (capacity increases, program changes)
- Licence renewals
How the engagement works
Month 1 — Baseline audit. Full internal inspection using the 41-item framework. Complete gap list. Remediation plan with priorities.
Month 2 — Remediation. We close the critical gaps. Policy manual reviewed. Training records reconstructed if needed. Documentation systems cleaned up.
Ongoing — Quarterly rhythm. Q1, Q2, Q3, Q4 audits. Monthly certification review. Ad-hoc policy updates as regulations change.
What you can expect
- Inspection confidence — no more dread when you see “Ministry of Education” on caller ID
- Zero expired certifications — the tracking catches them 60 days before expiry
- Current policies, documented sign-offs
- Demonstrable continuous improvement — inspectors notice this and weight future visits accordingly
Pricing
From $1,100/month for single-site operators. Multi-site pricing scales gracefully — much of the compliance work is centralized.
Frequently asked questions
What happens during an actual inspection? Your director still leads the inspection — that’s required, and also appropriate. Our role is preparation and support. We’re available by phone during the inspection to help with any document request or question that comes up. Many partner centres invite us to be on-site for inspections; we can do that too.
Can you handle serious occurrences? Yes. Serious occurrences require specific Ministry reporting within defined timeframes. We own the reporting process end-to-end and support you through the follow-up.
What if we have an open citation from a past inspection? That’s exactly the moment where our engagement is most valuable. We’ll close the citation, file the follow-up documentation, and ensure the re-inspection clears you.
Do you work with regional health units and fire departments too? Yes. Childcare compliance isn’t just Ministry of Education — it spans public health, fire, and municipal requirements. We manage all of it.
Can you help us add a new licensed program? Licence amendments and new applications are within our scope. Let’s discuss during your call.
Ready to be genuinely inspection-ready? Book a call — we’ll audit your current compliance state and show you the specific gaps.
