How to run a sustainable centre
A sustainable centre keeps its doors open, pays its staff fairly, and delivers a great service to children — steadily, year after year. Seven things matter most:
- A clear vision. Know what your centre stands for. Share it with staff and parents so everyone pulls in the same direction.
- Register your centre with government (see below). The first step is bronze level, which gets you onto the system. The next step, silver level, qualifies your centre for the government per-child ECD subsidy — a reliable monthly income that makes a real difference. It will not cover all your costs, but it will go a long way.
- Quality. Parents are learning to spot the difference between good ECD and great ECD. When they see real growth in their child, two things happen: they are more willing to pay, and they tell other parents about you. Word of mouth fills centres.
- Money in, money out. Track every rand and review your numbers every month. Go further than tracking past spending — plan ahead. A simple budget for the year ahead protects you from surprises.
- A team you trust. You cannot provide an ECD service alone. Appoint practitioners who are passionate about children’s development and wellbeing. Train your staff, or allow them to attend KET’s training workshops, and let them grow into their roles.
- Strong parent relationships. Word of mouth starts here. Strong centres communicate well with parents — newsletters, parent meetings, daily updates. Parents who feel heard stay, pay, and refer.
- Look after yourself and your team. Burnout is the biggest threat to small ECD centres. Tired, stressed leaders and practitioners cannot give their full selves to children. Rest matters. So does fun.
Sustainability is not about being big. It is about being steady. Small, consistent habits — paying bills on time, keeping records, planning ahead — protect your centre from surprises
Read more: Building a sustainable centre
Getting registered
Registration with the Department of Education shows that your centre is safe, legal, and trusted. It also unlocks the government per-child ECD subsidy — a major source of monthly income.
In the Western Cape, ECD centres register online through the WCED’s eCares system. Registration happens in three levels: Bronze, Silver, and Gold. Each level builds on the last.
KET supports Knysna centres through the registration process.
If you are based in the Knysna municipality, we can guide you through each step — from gathering your documents to submitting your application. [Get in touch with us here.]
Levels of Registration and what it means for your centre
Bronze — your first step
Valid for 1 year. Provisional registration.
Bronze is the entry level for all centres registering for the first time. Once you have Bronze, you may operate legally while you prepare the documents for Silver.
What you need to submit online:
- Certified copies of ID documents for all staff members
- A completed Form 30 for each staff member (get via eCares or WhatsApp: 087 725 2059)
Silver — opens the door to funding
Valid for 3 years. Conditional registration.
Silver is the level you need to achieve to allow you to apply for the per child ECD subsidy from government. It shows that your centre meets the minimum norms and standards for quality ECD.
In addition to your Bronze documents, you will need:
- Health and safety compliance documentation
- Health certificate from the local municipality
- Building floor plan
- Learning programme information
- Additional organisational documents listed on eCares
Gold — the highest level
Valid for 5 years. Full registration.
Gold is awarded after an on-site assessment by the WCED or an accredited Resource Centre. It is the gold standard (in every sense) for ECD centres in South Africa.
The assessment looks at:
- Quality of teaching and learning
- Administrative and governance compliance
- Safety and environmental standards
- Programme delivery and child outcomes
What Gold means for your centre:
- You meet all national norms and standards
- Your operation aligns with best-practice ECD principles
- You may be prioritised for certain departmental initiatives and support programmes
Where to get help
eCares WhatsApp support line: Save the number below and send a message saying “Hi”. You will receive automated guidance through each step. 087 725 2059
KET registration support (Knysna): We walk alongside Knysna-based centres through the full registration process — Bronze to Silver to Gold. [Contact us here.]
Read more: Step-by-step registration guide
Financial management
You don’t need to be an accountant. You just need a simple system that works.
Four habits that change everything:
- Plan a budget. A budget is your plan for the year — what you expect to bring in (fees, subsidies, donations) and what you expect to spend (salaries, food, rent, supplies). Without a budget, you are guessing. With one, you can spot problems before they happen.
- Track every rand. Write down what comes in and what goes out — every month. A notebook works. One page per month. Compare it to your budget and adjust as you go.
- Send invoices on the same day each month. Include the child’s name, the month, the amount due, the due date, and how to pay. Tick off who has paid.
- Save a little, always. Even small amounts build a cushion for slow months or unexpected repairs.
When parents fall behind, speak kindly and make a plan together. Put it in writing — it protects both sides.
Keep receipts. Funders and inspectors will ask for them.
Read more: Budgeting, invoicing and record-keeping
HR Management
Your team is the heartbeat of your centre. Strong centres are built on clear roles, fair treatment, and good communication.
The basics every centre need:
- A signed employment contract for every staff member. Include job title, hours, salary, leave, duties, and notice period. No exceptions.
- UIF registration. You contribute 1%, your employee contributes 1%. It protects them if they lose their job, get sick, or go on maternity leave.
- PAYE, if any staff member earns above the SARS tax threshold (currently around R7,979 per month).
- Clear policies on punctuality, conduct, leave, and discipline. Written down. Shared with everyone.
Delegate. You cannot do it all. When you share responsibility, your team grows in confidence.
Lead by example. The way you show up sets the tone.
Working with your board
If your centre is a non-profit, you have a board (or management committee). They are not there to interfere — they are there to support, guide, and protect the centre.
A good board helps you:
- Make big decisions (budgets, policies, major changes)
- Stay accountable to parents, funders, and the law
- Bring in skills you may not have — finance, legal, marketing, fundraising
- Share the weight when things are hard
Tips for working well together:
- Meet regularly — quarterly is fine, as long as it is consistent
- Send a short report before each meeting (finances, enrolment, challenges, wins)
- Keep minutes. Write down decisions and who is doing what
- Be honest. The board cannot help if they don’t know the real picture
A board is a partnership. Bring them in, and they will stand with you.
Read more: Building a strong board
Contract and policy templates
Good contracts and policies protect everyone — you, your staff, the children, and the parents. They turn expectations into clear agreements.
Every centre should have:
- Employment contracts (one per staff member, signed)
- Admissions policy
- Child protection policy
- Health and safety policy
- Nutrition policy
- Discipline policy (for staff and for children)
- Parent code of conduct
- Fee and payment policy
You do not need to create these from scratch. Visit Grow ECD’s Resource Centre where you can download and adapt a wide range of forms, templates, policies, contracts, and other resources for ECD centres. (You will need to register and sign in to access the resources.)
Read more: Contract and policy templates