Education and care service for children – accreditation

Written accreditation is mandatory for any natural or legal person who wishes to provide paid education and care services to more than 3 children during daytime hours (between 05:00 and 23:00), for at least 46 weeks during the calendar year.

To obtain accreditation, the administrator sends an application for accreditation for education and care services, with all the necessary supporting documents, to the  Education and Care Services department at the Ministry of Education.

Education and care services for children (crèches, daycare centres and halfway houses) that wish to become a Childcare Service Voucher (Chèque-Service Accueil) provider must file an application for recognition as a Childcare Service Voucher provider (separate from the application for accreditation).

The accreditation reference must appear on every letter, invoice or other document intended for users of the service or for the public in general.

Who is concerned

Accreditation is mandatory for any natural or legal person who wishes to provide paid education and care services to more than 3 children during daytime hours (between 05:00 and 23:00).

With regard to education and care services for children, there are 2 distinct types of accreditation:

  • for young children under the age of 4;
  • for children in schooling aged between 4 and 12 or attending a basic-education or differentiated-teaching establishment.

Prerequisites

Mandatory requirements for the purpose of accreditation

In terms of structural quality, the following conditions must be met by the education and care services provider to obtain accreditation.

Services to be provided

The education and care service provider must provide at least the following services:

  • rest and relaxation;
  • nutritionally balanced meals;
  • entertainment and cultural initiation, music, craft, art, motor and sports activities;
  • activities to promote the children's social, emotional, cognitive, linguistic and psychomotor development;
  • activities to promote the children's integration into their social and local environment;
  • a place offering schooled children a quiet environment in which they can do their homework on their own, with a minimum of supervision and assistance.

The services must be provided for at least 46 weeks per calendar year, with daily time slots between the hours of 05:00 and 23:00, to be set by the administrator. All services must be adapted to the age of each child.

Condition of good repute

The administrator and staff must meet the conditions of good repute.

The administrator's and their staff's good repute is assessed on the basis of their criminal record.

All members of staff, including the administrator, must provide:

  • an extract from their criminal record (record no. 3 and record no. 5) if they are Luxembourg nationals.
  • an extract from their criminal record ("standard" record and record showing any sentences in connection with acts committed against minors or involving a minor) from their country or countries of origin if they are foreign nationals or nationals having dual citizenship.

Any member of staff who has been charged with or convicted for an offence or offences committed against a minor or involving a minor is required to inform their employer thereof.

Staff qualifications

Administrative staff, supervisory staff and kitchen staff must fulfil the qualifying conditions.

Language conditions

The staff employed in an educational and supervisory role by the education and care services provider must be made up so that all 3 official languages of the country (Luxembourgish, French and German) can be spoken within the establishment.

Each member of staff need not necessarily speak all 3 languages, but all 3 languages must be spoken in the establishment.

The minimum certified level of proficiency in each of the 3 languages must be:

Minimum number of educational staff

The administrator of an education and care service is required to comply with the minimum number of educational and supervisory staff to be hired for the provision of the services.

Maximum number of children per educational and supervisory worker for each age bracket

Children under 2 years of age

6

Children from 2 to 4 years of age

8

Children over 4 years old

11

Formula used to calculate the required number of supervisory staff (NPE)
NPE = x/6 + y/8 + z/11
x = number of children under the age of 2
y = number of children from 2 to 4 years of age
z = number of children over 4 years old

The minimum NPE thus calculated is rounded up to the nearest whole number.

The establishment's human resources should be organised to cater to the needs of the establishment and the services being provided, and to the number of children actually present on the premises at any given time of the day. The administrator is required to organise their human resources so that, at any given time of the day, the ratio of supervisory staff required for the provision of the services is complied with.

Maximum reception capacity

The provider's maximum reception capacity is determined by dividing the net total surface area of the space available for the provision of the services by the number of square metres allotted to each child:

  • for young children (under the age of 4):
    • 4m2 per child on the premises;
    • at least 2m2 per child under the age of 2 where dormitories are concerned (dormitories are not taken into account when calculating the maximum reception capacity);

      As long as the requirement of 4m2
      per child is complied with, the premises set aside for the provision of the services can accommodate:
    • up to 12 children under the age of 2;
    • up to 15 children between the ages of 2 and 4;
    • up to 12 children in the event of mixed age groups;
  • for children attending school:
    • at least 3m2 per child.

Sports halls and cultural centres are not included in these calculations but if such premises are being used without changing their initial purpose, the maximum reception capacity for schoolchildren can be increased by 30%.

Establishments must also have an adjacent outdoor playground allowing for at least 5m2 per child.

The maximum reception capacity for children and the legal standards of supervision in force must be clearly displayed in the entrance hall to the premises.

Health and safety minimum standards

The infrastructure of the education and care services establishment must conform to the minimum health and safety standards and the needs of the children.

This must be attested to by the Inspectorate of Labour and Mines (ITM) and, where applicable, by the Safety in Public Service Department.

The infrastructure must be chosen, built and equipped so as to protect children from disturbances such as:

  • excessive noise;
  • odours;
  • unpleasant vibrations;
  • harmful vapours;
  • draughts; and
  • other nuisances.

Each room must have sufficient ventilation and a good acoustic rating. The rooms designated as day/living areas and rest areas must have natural light.

The infrastructures used for the services provided may not be used for any other purposes than the those specified in the accreditation.(e.g., other commercial purposes, or private purpose).

Sanitary, hygiene and food safety requirements

The infrastructure of the education and care services establishment must conform to the sanitary and hygiene requirements and comply with food safety regulations. Such conformity must be certified by the Minister for Health.

Accessibility for users

The administrator must give a written undertaking "guaranteeing that the accredited activities are accessible to users regardless of their ideological, philosophical or religious beliefs, and that users of the service are entitled to protection of their privacy and respect for their religious convictions or philosophical views" (Annex 1 of the application for accreditation).

 

General points regarding the infrastructure

Dining areas

The net total surface area of the areas set aside for meals must not be less than 1m2 per child for the duration of each meal taken during the day, and must not exceed the maximum reception capacity of the establishment.

Any dining area set aside for school children must be subdivided into several dining spaces by visual and acoustic partitions, and the total number of children accommodated at any one time in the dining area must not exceed 60 children.

Dormitories / rest rooms

The establishment providing education and care services for children must have:

  • for young children under the age of 2, at least one dormitory on the same floor as the day room, or on the floor immediately below or above the it. The dormitory must:
    • have a surface area allowing for at least 2m2 per child under the age of 2;
    • be equipped with remote acoustic monitoring devices;
    • be a place where the children can sleep undisturbed;
  • for children over the age of 2, rest and relaxation areas must be available; these areas may be part of an interior design concept incorporated in the main day room itself, provided they are accessible to the children, specifically dedicated for resting, and visually distinct from the rest of the day room.

Sanitary installations

The establishment providing education and care services for children must have:

  • at least one toilet and one sink accessible to the children for every group of 10 children or part thereof (i.e. 2 toilets and 2 sinks for a group of 11 to 20 children, 3 for a group of 21 to 30 children, etc.);
  • for young children (under the age of 4), the bathroom must:
    • have a changing table;
    • have a washbasin for the staff;
    • be on the same floor as the main day room.
  • one separate toilet cubicle for adults.

A toilet is not mandatory for children under the age of 2.

For school children, the sanitary installations must:

  • be near to the main day room;
  • have toilet cubicles;
  • have a separate toilet cubicle for adults.

Kitchen

Meals can be prepared on site or delivered by a caterer. In both cases, all installations must be compliant with sanitary and hygiene requirements and meet the food safety obligations defined by the Food Safety Division at the Ministry of Health.

To achieve this, the operators or future operators of an establishment providing education and care service for children are invited to refer to the good practices guide for sound food hygiene

The establishment providing education and care servicec for young children must have a kitchen or a kitchenette on the same floor as the main day room.

The establishment must offer a balanced diet with fresh products, appropriate for the children's age. 

Administrative offices and other rooms

The establishment must have:

  • a separate room for administrative work, teaching preparation and storage of the staff's personal belongings; 
  • a space reserved for parents in the central area;
  • a storage area for prams and pushchairs if the establishment is accommodating young children;
  • a storage area for the personal belongings of children attending the establishment at least once a week.

Preliminary steps

Operating permit for classified establishments

Before applying for accreditation, applicants must first apply for an operating permit for classified establishments (class 3A) from the Inspectorate of Labour and Mines (Inspection du Travail et des Mines - ITM).

The standard conditions which must be respected by an education and care services provider are:

The administrator of the childcare centre must submit the application for an SEA operating permit to the ITM, together with all supporting documents specified in the standard form.

As soon as the operating permit for classified establishments is granted, the provider can begin the transformation/construction works.

The permit sets the terms and conditions for the operation of the establishment (the premises). It is valid for an unlimited period of time, even in the event of a change of administrator.

Transformation plans

Before filing their application for accreditation, the provider must contact the competent communal administration to check whether the general local development plan (plan d’aménagement général - PAG) and the special local development plan (plan d’aménagement particulier - PAP) provide for the running of an education and care service for children in the building in question.

The communal administration will provide the establishment with a certificate which attests full conformity with the requirements set out in the general local development plan.

If the project requires transformation works in the building, the administrator must also obtain a building permit.

Health and safety requirements

Before commencing work, the administrator must contact the National Health Directorate (Direction de la Santé) at the Ministry of Health in order to ensure compliance with the hygiene, sanitary and food safety requirements:

To do so, administrators are invited to refer to the conditions governing the assessment issued by the Health Inspection Department at the National Health Directorate.

Deadlines

Opening an education and care establishment

The application procedure for operating permits for classified establishments may take 2-3 months.

It is therefore recommended that interested parties submit their applications at the very beginning of their project or before works begin.

The duration of the accreditation procedure depends on the completeness of the application submitted.

Renewal of the accreditation

Administrators wishing to renew the accreditation of their establishment must apply in writing to the Minister responsible for Child Affairs at least 3 months before their accreditation expires.

Ensuring conformity – transitional period

The transitional period provided for in the legal regulations has been extended until 15 July 2019.

This change only applies to establishments which were accredited before 14 November 2013 and which still hold a valid accreditation.

Establishments accredited under the previous regulation need to comply with the new regulation and obtain new accreditation before 15 July 2019. During that transitional period, they may continue to operate in accordance with the stipulations of the previous Grand-Ducal regulation.

If their accreditation expires during the transitional period, the establishment can renew the accreditation in accordance with the previous regulation, provided that the expected duration for the accreditation process does not exceed the expiration date of the transitional period (15 July 2019).

They can also decide to comply with the requirements in the new regulation right away by submitting a new application for accreditation to the Education and Care Service at the Ministry of Education, Children and Youth.

How to proceed

Application for accreditation

The dated and signed application for accreditation must be sent to the Education and Care Department at the Ministry of Education, along with the following supporting documents:

  • application for accreditation for education and care services for children;
  • recent copies of the administrator's or their representative's and the management's criminal record extracts:
    • for Luxembourg nationals: record no. 3 and record no. 5: "Protection of minors";
    • for non-Luxembourg nationals and persons with dual nationality: extracts from their criminal record ("standard" criminal record and record showing convictions for offences committed against a minor or involving a minor) from the country or countries of which they are nationals;
  • a certificate (or acceptance report) issued by the approved inspection body bearing the stamp of the ITM and, where applicable, a certificate issued by the Safety in Public Service Department;
  • a concept paper providing information on the implementation of the mandatory services, together with:
    • a detailed plan of the infrastructures and their purposes;
    • a plan of the outdoor playground;
  • a copy of the assessment issued by the Ministry of Health certifying that the infrastructure complies with the hygiene and sanitary requirements and conforms to the regulation on food safety;
  • a copy of the certificate of conformity in relation to the general local development plan issued by the communal administration;
  • a copy of the letter sent to the Fire and Rescue services informing them of the existence and location of the establishment;
  • a forecast budget and related documents providing information on the financial situation;
  • a written undertaking by the administrator, "guaranteeing that the accredited activities are accessible to users regardless of their ideological, philosophical or religious beliefs, and that users of the service are entitled to protection of their privacy and respect for their religious convictions or philosophical views" (Annex 1 of the application for accreditation).

If the administrator is a legal entity:

  • the application for accreditation must be submitted and signed by the person(s) authorised to represent the legal entity in court;
  • the accreditation file must also contain a copy of the articles of association or the deed of incorporation of the legal entity;
  • the conditions of good repute are assessed in the person appointed to represent the legal person when:
    • the administrator is:
      • a public limited company, a limited liability company or a European company; the administrator, director or manager having received power of attorney to represent the legal entity by the board of directors or in accordance with the articles of association;
      • a public establishment or non-profit association: the president of the board of directors;
      • a commune: the members of the board of the mayor and aldermen;
      • an inter-communal syndicate: the members of its governing body;
    • the director or member of the governing body is a legal entity: the permanent representative of the legal entity.

Application for acceptance and inspection

When the installation/construction works are completed, the administrator must then request:

  • an appointment with an accredited inspection body to arrange an initial acceptance inspection of the finished establishment (verification of safety, sanitary and hygiene standards as set out in the operating permit for classified establishments issued by the ITM);
  • where applicable, an appointment with the Safety in Public Service Department;
  • an appointment with the National Health Directorate to receive an assessment after completion of the works;
  • an appointment with the Education and Care Service at the Ministry of Education, Children and Youth to arrange an inspection for accreditation (inspection of the infrastructures and their suitability for the mandatory services, and determination of the maximum reception capacity).

Acceptance report (issued by an ITM-accredited inspection body)

The accredited inspection body will issue a certificate (also called an acceptance report – rapport de réception) which may mention:

  • one or more major nonconformity issues ("comment with 0-day deadline" – remarque à 0 jours); or
  • certain minor nonconformity issues including a deadline to correct the problem (e.g. "comment with 90-day deadline" – remarque à 90 jours); or
  • no comment at all.

Major nonconformity issues

If the acceptance report mentions one or more major nonconformities (comments with 0-day deadline), the establishment will not receive accreditation. The administrator will have to:

  • correct the nonconformities;
  • apply for a new acceptance report;

Minor nonconformity issues

If the acceptance report contains minor nonconformities ("comment with 90-day deadline") but no major nonconformities ("comment with 0-day deadline"), the administrator can:

  • forward the certificate (or acceptance report) issued by the inspection body to the ITM to have it stamped and approved;
  • submit the certificate (with the stamp from the ITM) to the Education and Care Service in order to finalise the application for accreditation.

The administrator then receives provisional accreditation provided that:

  • the application is complete;
  • the accreditation inspection did not give rise to any specific comments.

The establishment may then commence operations but will have to:

  • correct all nonconformities within the specified deadlines;
  • apply for a new acceptance report;
  • forward the acceptance report to the Education and Care Service at the Ministry of Education.

No nonconformities

If the report does not contain any comments, the administrator can:

  • forward the certificate (or acceptance report) issued by the inspection body to the ITM to have it stamped and approved;
  • submit the certificate (with the stamp from the ITM) to the Education and Care Service in order to finalise the application for accreditation. The administrator receives accreditation provided that:
    • the application is complete;
    • the accreditation inspection conducted by the Education and Care Service did not give rise to any comments.

The establishment may then commence operations.

The accreditation reference must appear on every letter, invoice or other document intended for users of the service or for the public in general.

Validity of the accreditation

The accreditation is valid for either a limited or unlimited period of time provided all the eligibility conditions are met. If the conditions on the basis of which the accreditation was granted change, the administrator of the establishment must apply for a new accreditation.

Renewal of the accreditation

Administrators wishing to renew the accreditation of their establishment must apply in writing to the Minister responsible for Child Affairs at least 3 months before their accreditation expires.

The renewal application must be accompanied by the following documents:

  • a certificate issued by:
    • either the Inspectorate of Labour and Mines for services provided by Class 3A classified establishments;
    • where applicable, the Safety in Public Service Department;
  • a copy of the assessment issued by the Minister for Health, attesting that the infrastructure is compliant with the hygiene and sanitary requirements and conforms to the regulation on food safety.

If required, the administrator must also provide:

  • a concept paper;
  • a copy of the certificate issued by the communal administration attesting that the service conforms to the stipulations of the general local development plan.

Change of management

If the establishment is under new management, a new application for accreditation must be filed, along with all the supporting documents.

Renovation or substantial alteration of the infrastructures

In the event of renovation or substantial alteration of the infrastructure in which the activities take place, the administrator must ensure that the inspections and verification procedures required by law are carried out, and must produce the following documents:

  • a certificate issued either by the Inspectorate of Labour and Mines for services provided by Class 3A classified establishments; or by the Food Safety in Public Service Department for institutions falling within the remit of the modified law of 19 March 1988 on Safety in Public Service establishing that the infrastructure in which the applicant carries out their activities conforms to the health and safety minimum standards and meets the children's needs;
  • a concept paper;
  • a copy of the assessment issued by the Minister for Health, attesting that the infrastructure is compliant with the hygiene and sanitary requirements and conforms to the regulation on food safety.

 If need be, they must also provide:

  • a copy of the certificate issued by the communal administration attesting that the service conforms to the commune's general local development plan;
  • a copy of the letter sent to the Fire and Rescue Service reporting the existence and the location of a service.

Forms / Online services

Service d’éducation et d’accueil - Autorisation d'exploitation (ITM)

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Les destinataires de vos données sont les administrations compétentes dans le cadre du traitement de votre demande. Veuillez-vous adresser à l’administration concernée par votre demande pour connaître les destinataires des données figurant sur ce formulaire. Conformément au règlement (UE) 2016/679 relatif à la protection des personnes physiques à l'égard du traitement des données à caractère personnel et à la libre circulation de ces données, vous bénéficiez d’un droit d’accès, de rectification et le cas échéant d’effacement des informations vous concernant. Vous disposez également du droit de retirer votre consentement à tout moment.

En outre et excepté le cas où le traitement de vos données présente un caractère obligatoire, vous pouvez, pour des motifs légitimes, vous y opposer.

Si vous souhaitez exercer ces droits et/ou obtenir communication de vos informations, veuillez-vous adresser à l’administration concernée suivant les coordonnées indiquées dans le formulaire. Vous avez également la possibilité d’introduire une réclamation auprès de la Commission nationale pour la protection des données ayant son siège à 1 Avenue du Rock'n'Roll, L-4361 Esch-sur-Alzette.

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En outre et excepté le cas où le traitement de vos données présente un caractère obligatoire, vous pouvez, pour des motifs légitimes, vous y opposer.

Si vous souhaitez exercer ces droits et/ou obtenir communication de vos informations, veuillez-vous adresser à l’administration concernée suivant les coordonnées indiquées dans le formulaire. Vous avez également la possibilité d’introduire une réclamation auprès de la Commission nationale pour la protection des données ayant son siège à 1 Avenue du Rock'n'Roll, L-4361 Esch-sur-Alzette.

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En outre et excepté le cas où le traitement de vos données présente un caractère obligatoire, vous pouvez, pour des motifs légitimes, vous y opposer.

Si vous souhaitez exercer ces droits et/ou obtenir communication de vos informations, veuillez-vous adresser à l’administration concernée suivant les coordonnées indiquées dans le formulaire. Vous avez également la possibilité d’introduire une réclamation auprès de la Commission nationale pour la protection des données ayant son siège à 1 Avenue du Rock'n'Roll, L-4361 Esch-sur-Alzette.

En poursuivant votre démarche, vous acceptez que vos données personnelles soient traitées dans le cadre de votre demande.

Document conceptuel - note explicative

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Ces informations sont conservées pour la durée nécessaire par l’administration à la réalisation de la finalité du traitement

Les destinataires de vos données sont les administrations compétentes dans le cadre du traitement de votre demande. Veuillez-vous adresser à l’administration concernée par votre demande pour connaître les destinataires des données figurant sur ce formulaire. Conformément au règlement (UE) 2016/679 relatif à la protection des personnes physiques à l'égard du traitement des données à caractère personnel et à la libre circulation de ces données, vous bénéficiez d’un droit d’accès, de rectification et le cas échéant d’effacement des informations vous concernant. Vous disposez également du droit de retirer votre consentement à tout moment.

En outre et excepté le cas où le traitement de vos données présente un caractère obligatoire, vous pouvez, pour des motifs légitimes, vous y opposer.

Si vous souhaitez exercer ces droits et/ou obtenir communication de vos informations, veuillez-vous adresser à l’administration concernée suivant les coordonnées indiquées dans le formulaire. Vous avez également la possibilité d’introduire une réclamation auprès de la Commission nationale pour la protection des données ayant son siège à 1 Avenue du Rock'n'Roll, L-4361 Esch-sur-Alzette.

En poursuivant votre démarche, vous acceptez que vos données personnelles soient traitées dans le cadre de votre demande.

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