Guidance

Responsibilities of providers and managers in Ofsted-registered children’s homes

Updated 17 October 2025

Applies to England

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This publication is available at https://www.gov.uk/government/publications/register-a-childrens-home/responsibilities-of-providers-and-managers-in-ofsted-registered-childrens-homes

Registered providers of children’s homes must continue to meet the conditions of registration placed on the children’s home by the Care Standards Act 2000 and associated regulations. This includes telling Ofsted in writing about certain events and changes, or applying to make changes where necessary.

Providers and registered managers must also continue to demonstrate their suitability throughout their registration, and pay an annual fee.

The provider must display their registration certificate in a visible place.

We monitor the provider’s continued compliance through:

  • inspection under the social care common inspection framework (SCCIF) for children’s homes
  • other visits, for example to follow up any concerns we receive about the children’s home
  • repeating or doing additional checks, such as DBS checks, if we receive information that brings the provider’s fitness into question
  • evaluating the information that the provider gives us

What registered providers must tell Ofsted

Providers must tell Ofsted about certain information to meet regulatory requirements and as part of our regulatory oversight. Some changes need our approval before they can be made.

Accommodating children for the first time

Providers are required to notify Ofsted by email at sc.admin@ofsted.gov.uk when they begin accommodating children for the first time.

Reporting serious incidents

Providers must notify us of serious incidents, as set out in The Children’s Homes (England) Regulations 2015.

See our guidance on reporting a serious incident in a children’s home.

Visits and reports under regulations 44 and 45

Children’s homes must be visited by an independent person every month, as set out in regulation 44 of the Children’s Homes (England) Regulations 2015. The visit helps ensure continuous improvement by inviting independent scrutiny, which provides vital insights into children’s safety, welfare, and progress.

The independent person or provider must send the visit report to Ofsted by the end of the following month, even if no children live in the home. These reports help us monitor children’s safety, well-being and progress, and support continuous improvement.

Regulation 45 requires the registered person to produce a separate report at least every 6 months. The report should look at the quality of care, the experiences of children, and how the care affects the children’s outcomes and development.

Providers or independent persons can email this report to enquiries@ofsted.gov.uk. You must include on the report the home’s unique reference number (URN) and the date on which the visit occurred. The social care common inspection framework(SCCIF) for children’s homes includes further information about these reports.

People leaving or joining the provider

Providers must use the Report changes to your social care service (SC3) form to tell us about a change of:

  • responsible individual
  • any officer of the organisation (for example, a director or company secretary)
  • partners in a partnership
  • an individual provider, if there is more than one individual
  • manager

We can only accept the SC3 form from people who are registered with us and are associated with the children’s home. 

Managers, responsible individuals, partners and individual providers joining a children’s home will also need to complete an Apply to be associated with a children’s social care service (SC2) form as soon as it is reasonably practicable to do so.

Responsible individuals          

Providers must use the SC3 form to tell us that a responsible individual is leaving and to inform us about the new responsible individual.

We will:

  • send a new registration certificate with the responsible individual’s name removed
  • ask the provider how they assessed the capacity and suitability of the new responsible individual
  • ask for details of checks they carried out in relation to that person’s suitability

The responsible individual does not need to complete an SC2 form.

If the responsible individual is new to Ofsted, we will interview them. If the responsible individual is known to us, and they are changing or expanding the homes they oversee, as a minimum we will telephone them to discuss their new responsibilities.

Once we are satisfied that the new responsible individual meets the requirements of the role and is suitable, we will issue a registration certificate that includes the new responsible individual’s name.

Directors 

Providers must use the SC3 form to tell us when a director leaves or a new director joins. Directors do not need to complete an SC2 form if they are joining a registered children’s home.

If the provider tells us about a new director, we will review this information. We may contact the director or discuss this at the next inspection. We will check how the provider has made sure the new director meets the regulatory requirements.

We may ask for evidence as part of this process. If the provider fails to supply this, inspectors will take this into account when making inspection judgements.

If a provider submits an application to register a new children’s home, any director who has joined the organisation since its original registration and has not previously completed an SC2 form must do so as part of the new application process.

We do not check the director’s DBS certificates: this is the responsibility of the provider.

Partners 

If a partner is leaving or joining, they must tell us so using the SC3 form.

A new partner must also complete an SC2 form. Once we receive the SC2 form, we will carry out checks and interviews. If the new partner is suitable, we will register them.

Individual providers 

If the provider is a group of individuals and one of those individuals leaves or joins, they must let Ofsted know through the SC3 form. 

If the individual leaving is a sole individual provider, they must apply to voluntarily cancel their registration by completing a Social care: apply to cancel registration as a provider or manager form. If they are leaving and selling the children’s home, or another company is taking it over, they will still need to apply to cancel their registration.

Failure to do so may result in enforcement action. We will consider cancelling the sole individual provider if they do not apply to voluntarily cancel their registration.

Officers of the organisation

Providers must use the SC3 form to tell us about changes to any officer of the organisation. This includes a director, company secretary, clerk, trustee, treasurer or a similar officer.

Managers

Providers must use the SC3 form to tell us when a registered manager permanently leaves or a new manager joins.

We cannot use the information in the SC3 form to cancel the manager’s registration if they are leaving. Managers must apply to voluntarily cancel their registration by completing a Social care: apply to cancel registration as a provider or manager form.

We can take steps to cancel a manager’s registration if they do not apply to voluntarily cancel their registration. We will not accept any further applications to register with any other establishment or agency until we receive and respond to a voluntary cancellation request.

Find out more in the social care enforcement policy.

Overseeing a manager’s vacancy

We expect providers to take all reasonable steps to find a new manager as quickly as possible, including: 

  • making sure the position is advertised, with a clear closing date
  • making sure interview dates are set
  • updating and posting a job specification with the job advert
  • appointing an interim manager

If there is a delay in appointing a new manager, providers must email sc.admin@ofsted.gov.uk and explain the reasons for the delay. They must also set out how the children’s home will be managed in the interim period, including when an interim manager is being appointed.

Interim managers

An interim manager should be in place for a short period. We will continue to assess whether the interim arrangements are effective. This includes reviewing information we hold and receive, such as notifications. 

Providers must make sure that the interim manager protects and promotes children’s safety and welfare. Providers must also regularly monitor the interim manager’s performance to make sure they are effective. 

We will monitor any children’s homes that do not have a registered manager. If we are concerned about an interim manager’s ability to manage the children’s home, we may carry out a monitoring visit or ask them to apply for registration so that we can assess their suitability. If the lack of registered manager has a negative impact on the children, or disrupts the service, this will affect any inspection judgements. 

If the interim manager is expected to be in the role for 90 days or more, they must complete an SC2 form to apply to be associated with the children’s home and register. If we do not receive an SC2 form within 90 days of the interim arrangements starting, we may take enforcement action.

New managers

The provider must tell Ofsted when they appoint a new manager. The proposed new manager will need to complete an SC2 form and pay a registration fee. We will assess their suitability and fitness to manage a children’s home. If they meet the regulatory requirements for the role, we will register them. 

Temporary absence of managers

The provider must use the SC3 form to tell us if their manager will be away for 28 days or more. 

They must give us at least one month’s notice of this absence. If the absence is due to an emergency, providers must notify us within one week of the absence starting. 

The SC3 form asks how this absence will be covered and the details of the temporary manager. The temporary manager will be called the ‘interim manager’.

Changes to the provider’s financial situation 

The registered provider must email Ofsted at sc.admin@ofsted.gov.uk as soon as possible if:

  • a liquidator or a provisional liquidator, a manager or a receiver is appointed
  • a trustee in bankruptcy is appointed
  • a composition or arrangement with any creditors is made

Changes to the statement of purpose 

A children’s home provider must have, and maintain, a statement of purpose that accurately describes the service provided at any given time. 

It is a breach of the regulations to operate the home in a way that is not consistent with the statement of purpose.

If the statement of purpose changes, providers must let us know and send us a copy of the revised statement to sc.admin@ofsted.gov.uk. They must do this within 28 days of making the change.

Administrative changes

The provider should email sc.admin@ofsted.gov.uk if:

  • anyone associated with the registration changes their legal name
  • an organisation changes its name, but the details at Companies House stay the same
  • the provider’s address or principal office address changes
  • the contact details of the responsible individual or named contact change

A provider cannot do either of the following without cancelling and re-registering as a new children’s home: 

  • changing the address of the children’s home
  • transferring an existing registered children’s home to one multi-building registration

You must contact us at sc.admin@ofsted.gov.uk if you intend to make either of these changes.

Providers are only registered to run a children’s home at the address provided in their application. If a provider wants to move premises, they must:

  • make a new application
  • pay an application fee to register at the new premises
  • apply to voluntarily cancel their registration for the old premises

The service at the new premises cannot begin unless we have granted registration. This is the case even when changes of premises are temporary and short term.

In emergency situations, such as if existing premises are flooded, the provider should email us. We will look at how to register the provider as soon as possible on a case-by-case basis. 

Providers can contact their current inspector for more information.

Changes that require Ofsted approval

Certain changes require providers to apply to Ofsted for approval before they can be made. Providers must apply to Ofsted to:

  • remove or change conditions of their registration
  • close their registration

Conditions of registration

Following registration, the provider must monitor whether the conditions in place continue to adequately reflect the statement of purpose. At inspection, inspectors take this into account. Their findings will form part of their judgement about the home’s leadership and management.

To apply to remove or change a condition of registration, the provider must email sc.admin@ofsted.gov.uk with a brief summary of the change they wish to make. We will send the provider a variation request form with details of the relevant Children’s social care providers variation fee.

The responsible individual, or someone who makes up the registered provider, must sign the variation request form.

An inspector may contact the provider to discuss the variation once we have received the form and the fee. We may discuss whether they have considered the impact of the proposed changes, such as:

  • the need to increase staffing
  • existing planning permission for the premises
  • how the registered charity, if applicable, can continue to operate in line with its charitable objects

Visit when a variation has been applied for

If we need to make a visit, we will: 

  • consider any changes to the premises
  • interview the applicant about their intentions for the children’s home
  • review the policies and procedures the provider wants to introduce
  • check the date of the last inspection and its findings
  • review any conditions of registration in place

Refusing a variation

An inspector will decide whether to grant or refuse the variation application based on any evidence that they have gathered about the application.  They will write to the provider with their decision. They may make a visit before making their final decision.

If we refuse the variation application, the provider has the right to make written representations and appeal against our decision. See the relevant sections in the social care enforcement policy for further information.

Closing a children’s home

Providers must apply to voluntarily cancel their registration with Ofsted if they no longer wish to carry on a children’s home. Providers must complete a Social care: apply to cancel registration as a provider or manager form at least 3 months before the date the cancellation needs to take effect.

Providers must include the following information in their application:

  • reasons for applying to cancel the registration
  • the proposed date the children’s home is to be cancelled
  • if the proposed date is in less than 3 months, the reasons for this
  • a report about whether the home has ceased to be financially viable
    (or is likely to cease to be financially viable, within the next 12 months)
  • arrangements to provide similar accommodation or services after the proposed cancellation date
  • how they will keep records safe and stored securely after the cancellation date
  • circumstances preventing them from giving any of the above people notice and information to cancel (if applicable)
  • any other information or any documents Ofsted may reasonably require

Notice or information they have given to the following people:

  • the people who use the service
  • representatives of people who use the service including placing authorities
  • the local authority in the area where the home operates

Applications to cancel a registered provider must be signed by someone who makes up the registered provider.

Applications to cancel the registration of a manager must be signed by the manager who is applying to cancel their registration.

We cannot process forms that are not signed by the correct persons. Any application without the appropriate signatures will need to be resubmitted.

When we receive the application, we will call the provider to confirm the information.

We cannot process a provider’s application for cancellation unless we receive all the required information. If they do not provide the required information, this may delay the processing of the application and may result in revising the proposed cancellation date.  

If a provider has not applied to voluntarily cancel their registration, they cannot:

  • sell the children’s home
  • cease operating permanently

In some situations, we may refuse the application to cancel. Find out more on ‘non-urgent suspensions’ under the social care enforcement policy.

Records

When a children’s home is going to close or to stop operating, the registered provider must:

  • transfer children’s case records to another home the provider operates
  • transfer children’s case records to the relevant local authority if the provider does not carry on any other homes
  • arrange to keep the records relating to schedule 4 of The Children’s Homes (England) Regulations 2015 for a further 15 years

A change of legal entity will require a re-registration of the children’s home. Providers will need to complete a new Register a children’s social care service (SC1) form for each service they run. 

Examples of a change in legal entity include: 

  • an individual provider registers their business as a company with Companies House
  • an organisation becomes a partnership
  • a company changes its company number

People with a role of responsibility in the children’s home will need to complete an SC2 form. A registration fee will be required for each home. This is because a new legal entity needs new registration.

Taking over an existing children’s home, including buying a franchise

Providers buying, acquiring or taking over a children’s home will need to register the service and become the new provider. They may not need to register if the provider is taking over a company and running it under its existing name. 

If the provider is buying a franchise, they must register the children’s home, in most cases. This will depend on the specifics of the franchise agreement. 

As the new provider of this children’s home: 

  • the applicant cannot take on responsibility of the children’s home before Ofsted confirms registration
  • the applicant must provide an action plan on how they will meet uncompleted statutory requirements (if applicable)

The seller must write to Ofsted to voluntarily cancel their registration. Until we have approved this, the seller remains responsible for the children’s home.

If continuity in care for children is an issue, the seller cannot voluntarily cancel their registration until the new registration takes effect.

We may not need to carry out a full assessment of the premises or the manager. This will depend on the individual circumstances of the situation and the amount of information we hold.

If a provider is selling their children’s home, or a new company or owner is taking over, the provider must apply to voluntarily cancel their registration at the same time as the new owner completes the registration process.

Taking over multiple children’s homes 

If a provider is taking over multiple children’s homes, they should contact us at sc.admin@ofsted.gov.uk to find out what they need to do.

Acquiring a company and running it under the existing company name 

If a provider is acquiring a company that already runs a registered children’s home, they may not need to register the service again. 

If the children’s home is run under the original company’s name and company number, then the provider does not need to re-register the company. Instead, they just need to tell us about any changes to the staff of that home so we can complete our suitability checks.

Legislation

You should also consult:

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