Introduction & Business Practices Guideline 1

2 Objectives of this segment This segment will: Provide a background on the Ministry of Education Inform you as to who you will be working with at EDU Help you gain an understanding of the child care business management practices guideline applicable to first nations

3 Background on Ministry of Education The ministry that administers the system of publicly funded elementary and secondary school education in Ontario - $20.22B in total funding - 72 district school boards - 1,207,600 elementary students in over 4,000 schools - 676,100 secondary students in 900 schools - 202,407 staff (including 124,000 school-based teachers) The ministry's plan to promote a strong, vibrant, publicly funded education system is focused on three goals: 1) high levels of student achievement 2) reduced gaps in student achievement 3) high levels of public confidence in public education

4 Transfer of Responsibilities Child Care responsibilities moved to EDU on April 1, 2011 (see org chart) Funding, Contract Management Financial Reporting Early Learning Division Business & Finance Division - Issue service contracts- Answering reporting questions - Program delivery - Issuing monthly cash flow - Answering funding questions - Training reporting package - Discussing service targets - Reviewing reporting package Child Care Advisor Financial Analyst (see contact listing)

5 Child Care Business Management Guidelines Detail Codes A370 – Child Care Regular Fee Subsidies A377 – Special Needs Resourcing A392 – Wage Subsidy A394 – Pay Equity Union Settlement A402 –Ontario Works (Formal) A403 – Ontario Works (Informal) A375 – Repairs & Maintenance (Health & Safety) Data Elements Average monthly # of children served (infants, toddlers, preschoolers, JK, SK, school- aged) Total number of children served Total number of families served Number of FTE (full-time equivalency) of staff Number of licensed centres funded Number of contracts

6 Child Care Business Management Guidelines The transfer of child care to EDU has provided the ministry with the opportunity to introduce some modest improvements to child care business practices, including the development of the child care business practices guideline document, with respect to: - Service contracting process - Financial flexibility - Financial reporting CYS ProcessEDU Process Service Contracting Process - Contract and budget submission typically issued after the start of the fiscal year; signed submission returned to ministry sometime late in the fiscal year - In 2011/12, service contract package issued in August, and signed contract to be submitted to ministry by October 14, In 2012/13 and going forward, service contract issued at least 6 weeks prior to the end of your fiscal year and signed contract returned to ministry by Mar 31 Financial Flexibility - Financial flexibility was allowed in year to move dollars on a one time basis provided targets were substantially met with ministry approval - In-year flexibility to move funds from/to A377 and A392 as often as needed without prior approval from the ministry

7 Child Care Business Management Guidelines CYS ProcessEDU Process Financial Reporting: Frequency of Financial Reporting 6 stage process: -Budget -1 st quarter report -2 nd quarter report -3 rd quarter report -Year-end Report -Year-end reconciliation 3 stage process (FN > $350,000): - Estimates (budget) due June 30 - Revised estimates (mid-year report based on year-to-date actuals up to september 30 and projections to march 31) due November 30 -Year-end report due July 31 1 stage process (FN < $350,000): - Year-end attestation Financial Reporting: Mechanism FNs reported through a Microsoft excel package FN > $350,000: - Will report through EFIS, (Education Finance Information System), a web-enabled system FN < $350,000: - No reporting through EFIS Financial Reporting: Sanctions Policy for Submission of Late Reports -Progressive sanctions policy for late reporting of submissions that included the ability to withhold payments Late submissions subject to an automatic cash flow withholding provision as follows: days late = 1% of total annual allocation days late = 2% of total annual allocation Once late submission is received by the ministry, monthly payments will revert back to normal process and all withheld funds will be restored

8 Summary of Submissions & Due Dates Submission Type2011/12Going forwardDocument Set Ready Service AgreementOctober 14 th March 31 st February 15 th Budgetn/aJune 30 th May 15 th Revised EstimatesNovember 30 th October 15 th Financial StatementsJuly 31 st June 15 th