How to Register your ECD centre through the eCares Online Registration System
Last updated: 10 April 2025 (This page will be updated as DBE shares new information)
The Department of Basic Education (DBE) has launched the eCares online registration system to help all ECD centres across South Africa get certified. This system is now available nationwide. The registration process is divided into three stages.
Every ECD Centre in the country must register.
What are the different stages?
Stage 1: APPLY- Bronze Certificate
After completing registration, your ECD centre will receive a Bronze Certificate – a recognition of your first steps toward full registration. You’ll have a year (12 months) to work towards higher certification levels, which include further inspections.
Stage 2: COMPLY- Site Visits
During the silver/gold registration process, you will be required to submit any remaining outstanding documentation. There will be site inspections by the Education District and Environmental Health Practitioner (EHP) to check compliance with all norms and standards.
Stage 3: COMPLETE- Silver and Gold Registration
Once the ECD centre receives a Silver or Gold certificate the process is complete.
Getting Ready to Register (Stage1)
Here’s a straightforward guide to prepare for Stage 1, registration on the eCares system:
- Check Your Device: You can use a computer, laptop, desktop, tablet, or smartphone to register. Make sure your device is ready and has a good internet connection.
- Read the MRD Information: Go through the MRD information documents thoroughly (all provided under the “Useful Links” heading at the bottom). These documents will give you all the details you need and include the link to the DBE online registration system.
- Save the eCares Registration Chatbot’s Number: Add the eCares Registration Chatbot’s number (087 725 2059) to your phone contacts. This is the number you’ll use during registration. You’ll need to interact with this chatbot during the process.
- Contact the Chatbot Open WhatsApp and send a “Hi” or “Hello” message to the chatbot’s number. Follow the instructions the chatbot gives you to proceed with registration.
- Gather Your Documents Before you start, make sure you have the following documents saved on your device:
- Collect certified copies of ID or passport for yourself and your staff.
- Complete the Form 30 for all the individuals mentioned (Form 29 is not needed).
- Save each of these documents as separate files with clear names (e.g., “ID Jane Doe,” “Form30 Jane Doe”).
- Prepare a photo of your learning programme eg. tables and chairs, educational posters etc. If you upload a photo with children present, make sure the children’s faces are not visible in the photo.
Prepare Your Information: See the information needed for Stage 1 below
Review the Health and Safety questions: See information below.
Proceed with online registration: Use the links below. Create a unique profile and keep your password safe. Complete all the steps and submit your application.
Information Needed for Stage 1 (prepare these in advance)
Prepare the following information before you get started:
- Staff Details: Highest ECD qualification for each staff member, their email addresses, and mobile numbers.
- Children’s Details: Organise information into these age groups:
- Birth to 18 months
- 18 months to 3 years
- 3 to 4 years
- 4 to 5 years
- 5 to 6 years
For each age group, gather:
- Number of boys and girls
- Boys and girls receiving the Child Support Grant
- Boys and girls with special needs
- Number of staff members
- Total number of children
Need help? Use the Excel tables linked at the bottom of this page to help collect and organise this information.
Health and Safety
Review the MRD Health Norms and Standards. You can apply for the Bronze Certificate (stage 1) without having these fully in place, but you’ll need to commit to implementing them before your site inspection in Stage 2 for the Silver Certificate.
Familiarise yourself with the Health and Safety questionnaire, which you’ll fill out online during registration – there’s no need to complete it on paper.
Starting the Registration on the DBE eCares system
Once you have everything ready, go to the DBE’s registration portal.
Follow the instructions to create a profile, upload your documents, complete the questions and submit your registration and get your Bronze Certificate.
The MRD Contact Centre Number: 010 476 1004
- The contact centre is strictly outbound, this means you cannot call the number to make enquiries but this number may call you with regards to your application.
- We recommend you save this number on your phone so that you know to answer this important call.
Click to download:
- Form 30
- MRD Health Norms and Standards
- Health and Safety Questionnaire
- Excel Tables for Collecting Information
The DBE aims to make the registration process as smooth as possible. Gather your documents and information, and proceed confidently. You’re on your way to achieving your Bronze Certificate!
What's next?
Keep reading for info on Silver Registration!
After completing registration, your ECD centre will receive a Bronze Certificate – a recognition of your first steps toward full registration. You’ll have a year (12 months) to submit outstanding documents and make any changes and updates required for you to move on to silver/gold registration. On-site inspections will be arranged to check all silver or gold norms and standards have been met.
The difference between registration certificates
Bronze Certificate
You will receive a Bronze certificate that is valid for 1 year once your application has been approved. You can then go onto the next stage which is COMPLY.
Silver Certificate
This is a conditional registration for 3 years (although this period may vary from province to province). It means you have not met all the requirements but have 3 years to correct this.
Gold Certificate
You have met all the all requirements and are fully registered for 5 years (although this period may vary from province to province).
Refusal Notice
You didn’t make it, but you have another chance. You will be told what the reasons are for the refusal but you might have another chance. You will be given 1–6 months to address the problems before the social worker makes a follow-up visit. An ELP won’t have another chance if it is deemed to pose an immediate serious risk to children.
Apply vs Comply
Apply (Stage 1): Once you have submitted your initial application forms and received a Bronze certificate then you have completed the “Apply” stage of registration.
Comply (Stage 2): This stage is when you get your centre ready for a visit by a social worker and environment health practitioner. Social workers also look at the programme/stimulation.
Getting ready to Comply
- Business Plan: Your business plan provides an overall picture of your programme and helps the Department of Basic Education (DBE) understand how you run your programme.
- Hand-Drawn Site Layout: Pretend to be a bird flying over the building where you run your ECD programme. Imagine the building has no roof and make a simple sketch of what you see.
- Founding documents (If applicable): This only applies if your ECD is set up as a certain type of organisation (voluntary association, non-profit organisation, trust, for-profit company, partnership) you will need to submit your founding governance document or a constitution.
- Emergency plan: An Emergency Plan is a legal requirement and should be displayed where the staff can see it. It outlines steps to follow during emergencies or disasters including a route for leaving the building quickly and safely. It must include a list of emergency phone numbers.
- Prepare for a visit by a social worker who will check that you meet the health and safety standards for Silver and Gold registration.
- Complete all the forms which the social worker will look at on site.
Click to download key documents needed for Stage 2
A full downloadable guide to prepare for Stage 2
You are almost done!
Completing the registration process. The Department of Basic Education in your district will check all your documents and conduct a social work site inspection. If you have completed all the documents correctly and you meet the basic standards for registration you will get a Silver or Gold certificate. If not, you may get a refusal notice.
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