What are the staff-to-child ratio requirements for NZ ECE centres?

For children under 2 years, the ratio is 1 adult to 3 children (1:3) for both all-day and sessional services. For children 2 years and over, all-day services require 1:5 ratio, while sessional services (4 hours or less) require 1:7.5 ratio. These requirements are set out in Schedule 2 of the Education (Early Childhood Services) Regulations 2008.

What happens if my ECE centre does not meet ratio requirements?

Non-compliance with ratio requirements is a serious licensing issue. The Ministry of Education may issue a provisional licence, require an action plan, reduce funding, or in severe cases, suspend your licence. It is essential to monitor ratios continuously and take immediate corrective action if you fall below requirements.

Do volunteers count towards ECE staffing ratios?

No, volunteers cannot be counted in adult-to-child ratios. Only paid employees who are either qualified registered teachers or persons responsible (unqualified staff who meet certain criteria) can be counted towards meeting ratio requirements.

What is the difference between all-day and sessional ECE services?

All-day services operate for more than 4 hours per day, while sessional services operate for 4 hours or less per session. Sessional services have slightly relaxed ratios for children aged 2 and over (1:7.5 instead of 1:5), but the ratio for under-2s remains 1:3 for both service types.

What percentage of ECE staff must be qualified teachers?

At least 50% of the adults required to meet the ratio requirements must be qualified and registered teachers. For example, if your ratios require 4 staff members, at least 2 must be registered teachers. Additionally, all services must have at least one qualified teacher present at all times when children are attending.

How do I calculate ratios when I have mixed age groups?

When you have children in multiple age groups, you calculate the staff required for each group separately and then add them together. For example, if you have 6 children under 2 (requiring 2 staff at 1:3) and 15 children over 2 in an all-day service (requiring 3 staff at 1:5), you need a total of 5 staff members.

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Understanding NZ ECE Staff-to-Child Ratio Requirements

The Education (Early Childhood Services) Regulations 2008, specifically Schedule 2, establishes the minimum adult-to-child ratios that all licensed early childhood education (ECE) services in New Zealand must maintain. These ratios are designed to ensure children receive adequate supervision and care, supporting both their safety and developmental needs.

Ratio requirements apply at all times when children are present, including during arrivals, departures, sleep times, and outdoor play. Centres must plan their staffing to maintain compliance even when staff take breaks, attend to administrative duties, or are absent due to illness.

Ratio Requirements by Age Group and Service Type

The required ratios differ based on the age of children and whether the service operates as an all-day or sessional programme. The table below summarises the key requirements:

Age Group	All-Day Services (more than 4 hours)	Sessional Services (4 hours or less)	Regulation Reference
Under 2 years	1:3 (one adult per 3 children)	1:3 (one adult per 3 children)	Schedule 2, Table 1
2 years and over	1:5 (one adult per 5 children)	1:7.5 (one adult per 7.5 children)	Schedule 2, Table 2

For sessional services with children aged 2 and over, the 1:7.5 ratio means you need one adult for every 7-8 children (rounded up). For example, 15 children would require 2 adults (15 / 7.5 = 2).

Qualified Teacher Requirements

In addition to meeting the basic ratio requirements, centres must ensure that at least 50% of staff counted towards the ratio are qualified and registered teachers. This is often referred to as the "50% qualified" rule.

For example, if your ratios require 6 staff members in total, at least 3 of those must be registered teachers. Furthermore, all licensed ECE services must have at least one qualified teacher present whenever children are attending.

Minimum Staffing Rule

Regardless of the number of children present, all licensed services must have at least 2 adults present at all times when children are attending. This ensures that if an emergency occurs with one adult, another is available to supervise the children.

What Counts as "Staff" for Ratio Purposes?

Only certain people can be counted towards meeting ratio requirements:

Registered teachers - Teachers with current registration with the Teaching Council of Aotearoa New Zealand
Persons responsible - Unqualified staff aged 17 or over who are employed and paid for their work (not volunteers)

The following people cannot be counted towards ratios:

Volunteers (regardless of qualifications)
Staff on break or otherwise unavailable to supervise children
Administrative staff not directly involved in child supervision
Students on placement (unless they are also employed staff)

Consequences of Non-Compliance

Failing to meet ratio requirements is a serious compliance issue that can result in:

Provisional licence - Your full licence may be downgraded to provisional status
Required action plan - The Ministry may require you to submit a plan showing how you will achieve compliance
Increased monitoring - More frequent compliance visits from the Ministry
Funding implications - Persistent non-compliance may affect your funding eligibility
Licence suspension - In severe cases, your licence to operate may be suspended

Regular self-monitoring of your ratios is essential. Many centres use ratio tracking software to get real-time alerts when they approach non-compliance, allowing them to take corrective action before problems occur.

Frequently Asked Questions

What happens if my centre does not meet ratio requirements?

Non-compliance with ratio requirements is a serious licensing issue. The Ministry of Education may issue a provisional licence, require an action plan, or in severe cases, suspend your licence. Regular ratio monitoring is essential to prevent compliance issues.

Do volunteers count towards staffing ratios?

No, volunteers cannot be counted in adult-to-child ratios. Only paid employees who are either qualified teachers or persons responsible can be counted. This includes both full-time and part-time paid staff.

What is the difference between all-day and sessional services?

All-day services operate for more than 4 hours per day, while sessional services operate for 4 hours or less. Sessional services have slightly relaxed ratios for children over 2 years (1:7.5 instead of 1:5), but the ratio for under-2s remains 1:3 for both service types.

Can relief teachers be counted towards ratios?

Yes, relief teachers can be counted towards ratios provided they meet the same requirements as permanent staff. Qualified relief teachers count towards the 50% qualified requirement, while unqualified relief staff can be counted as persons responsible.

How do I handle ratios during staff breaks?

You must maintain ratio compliance at all times, including during staff breaks. This typically requires scheduling breaks in rotation or having additional staff available to cover. Staff on break cannot be counted towards ratios as they are not available to supervise children.

What about mixed-age groupings?

When you have mixed-age groups, calculate the staff required for each age group separately using the appropriate ratios, then add them together. The total staff must meet both the combined ratio requirement and the 50% qualified requirement.

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