Crèche staff files in Ireland: what Tusla expects you to keep on every staff member

Short answer: for every employee, unpaid worker and contractor, keep a record of their name, position, qualifications and experience, at least two validated written references, their Garda vetting disclosure (dated within the last 3 years) and any police clearance from abroad, plus proof of the Level 5 qualification for anyone working directly with children. References and vetting records have to be kept for 5 years from the date the person started, even after they leave. (S.I. No. 221 of 2016, Regs 9 and 16; Tusla QRF)

Who needs a file

The rules don't stop at paid staff. Regulation 9(2) says the registered provider has to make sure each employee, unpaid worker and contractor is suitable and competent, and Regulation 16(1)(a) requires a written record of the name, position, qualifications and experience of the person in charge and every other employee, unpaid worker and contractor. (S.I. No. 221 of 2016) So volunteers and contractors who are engaged in relevant work need a file too. Tusla's framework says each employee, unpaid worker and contractor engaged in relevant work is vetted. (Tusla QRF, Reg 9)

The checklist: what goes in each file

Work through this for every person:

1. Name, position, qualifications and experience. This is the core record under Regulation 16(1)(a). (S.I. No. 221 of 2016)
2. CV or completed application form. Tusla expects a written record of each person's qualifications and work history on file in the service. (Tusla QRF)
3. Proof of identity checked. Due diligence includes verifying the person's identity, experience and qualifications. (Tusla QRF)
4. At least two written references. These should come from previous employers, one from the most recent. If the person has no previous employer, references can come from a reputable source, and if they worked in early years before, get one from that employer. (Reg 9(2); Tusla QRF)
5. Evidence each reference was validated. Tusla says references must be in writing, dated and signed by the referee with their position, carry the referee's address, phone number, logo or headed paper, be validated by the employer, and be kept with the validation in the person's staff file. (Tusla QRF)
6. Garda vetting disclosure. This comes from the National Vetting Bureau and has to be considered before the person is appointed or has any access to or contact with a child. (Reg 9(2)(c) and 9(3)) For the how-to, see our guide to Garda vetting for crèche staff.
7. Police clearance from abroad, where the person has lived outside Ireland for more than 6 consecutive months, as far as practicable. (Reg 9(2)(d)) Tusla's framework applies this to time spent abroad while over 18. (Tusla QRF)
8. Certified translations of any vetting document that isn't in English or Irish, kept with the original. (Tusla QRF)
9. Qualification certificate. Each employee working directly with children needs at least a major award in Early Childhood Care and Education at Level 5 on the NFQ, or an equivalent the Minister recognises. (Reg 9(4)) A person employed under AIM can instead hold what's set out in their Pobal exemption letter. (Tusla QRF)
10. Training records. Staff must be given information and, where necessary, training on your Schedule 5 policies, Part VIIA of the Child Care Act and the Regulations. (Reg 9(7)) A person trained in first aid for children must be immediately available at all times, so keep those certs where you can see the dates. (Reg 25) Children First training is covered in our Children First training requirements guide.
11. Supervision notes. Tusla expects one-to-one supervision meetings between staff and their manager, as part of a supervision policy that's actually being followed. (Tusla QRF)

Alongside the individual files, keep daily staff rosters (Reg 16(1)(i)) and your recruitment, staff training, staff absences and supervision policies (Schedule 5). (S.I. No. 221 of 2016) Tusla notes the person in charge each day can be shown as an entry in the roster. (Tusla QRF)

How long to keep staff records

Records under Regulation 16(1) must be open to inspection on the premises, and the references and vetting records can be inspected on the premises or elsewhere. (Reg 16(3))

What inspectors tend to look at

Tusla's framework tells inspectors to look for evidence that the recruitment policy is being implemented, not just that one exists, and that relevant staff have been trained on it. (Tusla QRF) Tusla's school age FAQ says staff files are reviewed for every adult engaged in relevant work, which is a fair guide to the approach. (Tusla SAS FAQ) For what the visit itself is like, see what to expect from a Tusla inspection.

Gaps that catch people out

• Vetting older than 3 years. Tusla expects each person's Garda vetting to be dated within the last 3 years, in line with its notice on re-vetting. (Tusla QRF)
• Starting before checks are done. References and vetting have to be considered before anyone is appointed, assigned or allowed contact with a child. (Reg 9(3))
• Only one reference, or one with no validation. You need at least two, and a record that you checked them. (Tusla QRF)
• Unsigned or undated references. Both are listed requirements. (Tusla QRF)
• Missing time abroad. Police clearance for over 6 months away is easy to miss if the CV has gaps. (Reg 9(2)(d))
• Shredding leavers' files too soon. The 5 years runs from the start date, not the leaving date. (Reg 16(2)(a))
• Expired first aid cover. If the only trained person's cert has lapsed, Regulation 25 isn't met. (Reg 25)

For the wider picture beyond staff files, use our childcare compliance checklist for 2026.

TinyOrbit has a staff files feature that keeps these documents and their expiry dates in one place.

Sources

1. Child Care Act 1991 (Early Years Services) Regulations 2016, S.I. No. 221 of 2016 (Regs 2, 9, 16, 25, Schedule 5): https://www.irishstatutebook.ie/eli/2016/si/221/made/en/print
2. Tusla, Quality and Regulatory Framework: Full Day Care and Part-Time Day Care Service (Reg 9, Reg 16, Appendix 1): https://www.tusla.ie/uploads/content/EYI-GDE12.7_TUSLA_QRF_FDC_and_PT_.pdf
3. Tusla, Early Years Inspectorate School Age Services FAQ: https://www.tusla.ie/uploads/content/EYI-GDE11.1_School_Age_Services_Regulations_FAQ_.pdf