What Is a Ministry of Education Inspection?
Under the Child Care and Early Years Act, 2014 (CCEYA), the Ontario Ministry of Education licenses and oversees all child care centres operating in the province. Inspectors — called Early Years Advisors or Child Care Licensing Officers depending on the region — conduct at least one unannounced inspection per year per licensed centre.
Inspections assess compliance across three broad areas:
- Programming and supervision — staff-to-child ratios, programming plans, indoor/outdoor time
- Health and safety — physical hazards, medication storage, allergy protocols
- Sanitation and physical environment — cleaning standards, product use, storage of chemicals, disinfection records
This guide focuses on the third category — the sanitation and physical environment requirements where cleaning practices are directly assessed.
What Inspectors Actually Check: The Sanitation Side
Ministry inspectors are trained to look for specific evidence of compliant cleaning practice — not just visual cleanliness. A space that looks clean may still fail if documentation is absent or products are unapproved.
1. Cleaning and Disinfecting Logs
This is one of the most commonly assessed elements. Inspectors want to see a log — for each program area — that records:
- Date and time of cleaning
- Areas or items cleaned
- Products used (by name)
- Initials of the person who completed the cleaning
Logs must be current (no gaps), legible, and available for inspector review. A verbal "we clean every day" without documentation is not acceptable evidence of compliance.
2. Product List and DIN Numbers
Inspectors check that disinfectants used in the centre hold a valid Health Canada Drug Identification Number (DIN). Products without a DIN — including many "natural" or eco-branded products — may not be accepted as compliant disinfectants regardless of their efficacy claims.
Keep a posted or binder-accessible list of every cleaning and disinfecting product in use, with the DIN for each disinfectant clearly noted. This should be updated whenever you switch products.
3. Safety Data Sheets (SDS)
Every chemical product in the facility must have a current Safety Data Sheet (SDS) on file and accessible to staff. This is both a CCEYA requirement and a workplace safety obligation under Ontario's WHMIS regulations. Inspectors may ask to see the SDS binder.
4. Chemical Storage
All cleaning products, disinfectants, and chemicals must be stored in a locked location or one that is completely inaccessible to children — not just on a high shelf. Inspectors flag this frequently. It must be locked, not just elevated.
5. Zone-Specific Requirements
Different areas of the centre have different frequency and product requirements under CCEYA. Inspectors know this and may ask specifically about your diaper change station protocol or food preparation surface disinfection frequency.
Zone-by-Zone Preparation Checklist
Infant and Toddler Rooms
Food Preparation and Kitchen Areas
Washrooms
Playrooms and Common Areas
Documentation: What to Have Ready Before Inspection Day
The inspection binder (or digital equivalent) should contain:
Current Cleaning Logs
At least 3 months of back-logs, organized by room or zone. Logs should be signed or initialled — not just filled in with general notes. An inspector who sees 90 days of complete, consistent logs develops confidence in your operation. An inspector who sees gaps asks harder questions.
Product Inventory Sheet
A current list of every cleaning product used in the facility: product name, manufacturer, DIN (for disinfectants), and intended use zone. Update this whenever you change products. Keep a copy in the binder and one near the chemical storage area.
Safety Data Sheets Binder
One SDS per product, filed alphabetically or by product category. These must be WHMIS 2015 format (GHS-aligned). Older WHMIS 1988 MSDS documents are no longer compliant. Confirm your SDS binder is current if your products haven't changed recently — manufacturers occasionally update SDS documents.
Staff Training Records
Evidence that staff have received WHMIS training and understand your cleaning procedures. This can be a sign-off sheet, certificate from an online WHMIS course, or training log. Inspectors may ask which staff completed training and when.
Contractor Documentation (if applicable)
If you use a professional cleaning service, have on file: their WSIB clearance certificate, proof of liability insurance, and confirmation that their staff have current Vulnerable Sector Screenings (VSS). Inspectors may ask for this if they notice the cleaning is not done by centre staff.
Vulnerable Sector Screenings for Cleaning Staff
Any individual who has unsupervised access to children in a licensed child care centre — including cleaning contractors who work after hours or in occupied spaces — must have a current Vulnerable Sector Check (VSC) on file.
This is frequently misunderstood. Even a cleaning person who arrives after children have left but who has unescorted access to the premises may be required to provide a VSC under your licensing agreement. The threshold is "unsupervised access," not "direct contact."
Common Cleaning-Related Violations Inspectors Cite
Based on Ontario inspection patterns, these are the most frequently cited sanitation issues in licensed child care centres:
- Incomplete or absent cleaning logs — the most common documentation failure. Logs that are started but not maintained daily, or logs without staff initials, don't satisfy the requirement.
- Products without DIN numbers used as disinfectants — many "all-natural" or household cleaners are excellent cleaners but are not registered disinfectants. The label must show a DIN to count as a disinfectant.
- Improper chemical storage — products stored on a high shelf rather than in a locked cabinet. Children climb, and "out of reach" is not the same as "inaccessible."
- Diaper change station logs missing per-change entries — a daily log entry is not sufficient for diaper stations. Each change must be logged individually, or the frequency notation must clearly reflect per-use cleaning.
- Mouthed toy protocols absent or undocumented — infant rooms must have a system for separating and disinfecting mouthed toys. If inspectors see no tracking for this, they will flag it.
- SDS binder outdated or missing products — having an SDS for discontinued products but not current ones, or missing products entirely, is a WHMIS compliance issue separate from the CCEYA assessment.
If You Use a Professional Cleaning Service: What to Confirm
If a commercial cleaning company handles your nightly or periodic cleaning, you remain responsible for compliance — but a good contractor will make this easier rather than harder. Before the next inspection, confirm:
Working with a cleaning service that understands daycare cleaning compliance in Ontario removes a significant administrative burden — but it requires an initial conversation to ensure their default practices align with CCEYA requirements, not just general commercial cleaning standards.
Preparing Staff for Inspection Day
Inspectors interview staff, not just supervisors. Staff should know:
- Where cleaning logs are kept and how to fill them in
- Where the SDS binder is located
- Where cleaning products are stored and that they are always locked away
- The basic procedure for diaper changes (including post-change disinfection steps)
- What to do if a product they need is unavailable (substitute process)
Staff don't need to memorize regulations — but they should be able to point to documentation and describe their daily routine without hesitation. Inspectors notice when staff look uncertain about basic hygiene procedures.
After the Inspection: Responding to Compliance Orders
If the inspector issues a compliance order for a sanitation issue, act immediately:
- Read the compliance order carefully — it will specify what must change and by when.
- Address the root cause, not just the symptom. If the issue is incomplete logs, find out why they aren't being completed (staff time pressure? unclear responsibility?) and fix that.
- Document your corrective action and keep a copy.
- If the order requires a follow-up inspection, ensure the fix is fully implemented — not just partially — before that date.
- Notify your professional cleaning service of the order if it relates to their work and confirm corrective action in writing.
Frequently Asked Questions
How often do Ontario daycares get inspected by the Ministry of Education?
Licensed child care centres in Ontario receive at least one unannounced inspection per year under the Child Care and Early Years Act (CCEYA). Centres with compliance issues or complaints may receive additional inspections. New centres are typically inspected within the first few months of opening.
What cleaning records do Ministry inspectors check?
Ministry inspectors check daily cleaning and disinfecting logs, the list of cleaning products in use (including DIN numbers for disinfectants), product Safety Data Sheets (SDS), and evidence that staff are following the cleaning schedule. Logs must be current, dated, and initialled by the person who completed the cleaning.
Can a professional cleaning company handle our CCEYA compliance?
Yes — a cleaning company experienced with licensed childcare can bring CCEYA-compliant products, provide cleaning logs formatted to Ministry expectations, and ensure their staff have Vulnerable Sector Screenings. However, operators remain responsible for compliance. You should review the logs regularly and not simply hand off compliance to a contractor.
What happens if a daycare fails a Ministry inspection?
The inspector issues a compliance order specifying what must be corrected and by when. Serious violations can trigger revocation of the operating licence. Most cleaning-related violations are correctable within days — but repeat violations or failure to respond to compliance orders escalate quickly.
Do cleaning products need to be kept out of reach of children during the inspection?
Yes. CCEYA requires that all cleaning products, disinfectants, and chemicals be stored in a locked cabinet or a location inaccessible to children at all times — not just during inspections. This is one of the most commonly cited storage violations. Ensure your storage setup is compliant as a daily practice, not just on inspection day.
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