Guidance

Responsibilities of providers and managers in Ofsted-registered residential family centres

Updated 28 November 2025

Applies to England

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This publication is available at https://www.gov.uk/government/publications/register-a-residential-family-centre/responsibilities-of-providers-and-managers-in-ofsted-registered-residential-family-centres

Registered providers of residential family centres must continue to meet the Residential Family Centre Regulations 2002 and the condition set out on the registration certificate. This includes telling Ofsted in writing about certain events and changes or applying to make changes where necessary.

Providers must continue to demonstrate their suitability to be a social care provider or registered manager 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 (SSCIF)
  • other visits, for example to follow up any concerns we receive about the residential family centre
  • 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

Due to the exceptionally high number of applications, it is taking us longer than usual to process new submissions. If you are applying to register, it is likely to be several months before you receive a decision.

To help avoid further delays, please ensure that you provide all required information both at the time of application and throughout the process.

What registered providers must tell Ofsted

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

Reporting serious incidents

Providers must notify us of serious incidents, as set out in the The Residential Family Centres Regulations 2002.

See our guidance on reporting serious incidents in a residential family centre.

Reports under regulations 23 and 25

Residential family centres must be visited by the registered provider every month, as set out in regulation 25 of the Residential Family Centre Regulations 2002. The visit helps to ensure continuous improvement by providing crucial information about families’ safety, welfare and progress. The purpose of the visit is to speak to the residents and staff about the quality of care provided, to inspect the premises, and to assess and report on the conduct of the family centre.

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

Regulation 23 requires the registered provider at appropriate intervals to establish and maintain a system for reviewing the quality of care provided. They must send a report on their findings to Ofsted. Reports can be emailed to enquiries@ofsted.gov.uk. Providers must include in the email title Ofsted’s unique reference number (URN) and the date on which the visit occurred.

The social care common inspection framework (SCCIF) for residential family centres provides 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 if there is any change of:

  • responsible individual
  • manager
  • partners in a partnership
  • an individual provider, if there is more than one individual
  • a director,  secretary or other similar officer of the organisation

We can only accept the SC3 form from people who are registered with us and are associated with the residential family centre. 

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

Managers leaving a residential family centre must apply to voluntarily cancel their registration. We can take steps to cancel a manager’s registration if they do not apply to voluntarily cancel their registration. Find out more in the social care enforcement policy. 

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.

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.

When we are advised of a change of 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 undertook 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 centres that 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.

Partners 

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

A new partner must complete an SC2 form. Once we receive the SC2 form, we will do 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. If they are leaving and selling the residential family centre, or another company is taking it over, the individual provider 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.

Failure to do so may result in enforcement action for the manager and provider

Overseeing a manager 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 that interview dates are set
  • updating and posting a job specification with the job advertisement
  • appointing an interim manager

If there is a delay in proposing 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 residential family centre 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 the information we hold and receive, such as notifications. 

Providers must make sure that the interim manager oversees all activities of the centre and families’ safety and welfare during their stay, and knows what to do when there are concerns about the safety of children or vulnerable adults. Providers must also regularly monitor the interim manager’s performance, to make sure they are effective. 

We will monitor any residential family centres that do not have a registered manager. If we are concerned about an interim manager’s ability to manage the residential family centre, 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 families or the quality of assessment 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 residential family centre and register. If we do not receive an SC2 form within 90 days of the interim arrangements starting, we may take enforcement action against the provider. 

New managers 

The provider must tell us 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 residential family centre. 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 28 days’ 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 criminal status of any person associated to the registration

Changes to the criminal status of any person associated with the registration must be reported by that person without delay. They must include the following:

  • the date and place of the conviction
  • the offence
  • the penalty imposed for the offence

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 and residents’ guide 

A residential family centre provider must keep under review and, where appropriate, revise, the statement of purpose and residents’ guide.

It is a breach of the regulations to operate the centre 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.

If the residents’ guide is revised, the agency must supply a copy to each family.

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 carry out either of the following without cancelling and re-registering as a new residential family centre: 

  • change the address of a residential family centre
  • transfer an existing registered residential family centre to one multi-building registration

The provider must email sc.admin@ofsted.gov.uk if they intend to make any of these changes.

Providers are only registered to run a residential family centre at the address or addresses provided in their application. If a provider wants to move premises or add additional 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 law does not allow for any service to begin at new premises 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 at sc.admin@ofsted.gov.uk. We will look at how to register the provider as soon as possible on a case-by-case basis.

Providers can contact their most recent 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

Condition of registration

Following registration, the provider must monitor whether the conditions in place continue to adequately reflect the residential family centre statement of purpose. At inspection, inspectors take this into account. Their findings will form part of their judgement about the centre’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 fees.

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
  • whether existing planning permission for the premises is sufficient
  • 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
  • consider any impact on the quality of family assessment
  • interview the applicant about the intentions for the residential family centre
  • check the date of the last inspection and its findings, including how the provider has met any statutory requirements or recommendations
  • 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 residential family centre 

Providers must apply to ‘voluntarily cancel’ their registration with Ofsted if they no longer wish to carry on a residential family centre. Applications should be made in writing at least 3 months before the date on which 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 on which the residential family centre is to be cancelled
  • if the proposed date is in less than 3 months, the reasons for this
  • a report about whether the centre has ceased to be financially viable, or is likely to cease to be financially viable within the next 12 months
  • arrangements for providing similar accommodation or services after the proposed cancellation date
  • arrangements for keeping records safe and stored securely after the cancellation date

  • notice or information they have given to the following people and organisations:

    • the people who use the service
    • representatives of people who use the service including placing authorities
    • the local authority in the area where the centre operates
  • circumstances preventing them from giving people notice and information to cancel (if applicable)
  • any other information or any documents that Ofsted may reasonably require

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 person(s). Any application without the appropriate signature(s) will need to be resubmitted.

When we receive your application, we will call the provider to confirm the information. We may ask for further 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 result in revising the proposed cancellation date.  

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

  • sell the registered residential family centre
  • cease operating permanently

In some situations, we may refuse the application to cancel. Find out more in the ‘Cancellation of registration’ section of the social care enforcement policy.

Records

When a residential family centre is going to close or stop operating, the registered provider must make arrangements to retain records relating to Schedule 3 of The Residential Family Centre Regulations 2002 for 15 years after the date of the last entry.

A change of legal entity will require a re-registration of the residential family centre. 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 residential family centre will need to complete an SC2 form. A registration fee will be required for each centre. This is because a new legal entity needs new registration. 

Taking over an existing residential family centre including buying a franchise

Providers buying, acquiring or taking over a residential family centre 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 they are buying a franchise, the new provider must register the residential family centre, in most cases. This will depend on the specifics of the franchise agreement. 

As the new provider of this residential family centre: 

  • the applicant cannot take on responsibility of the centre 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 residential family centre.

If continuity of assessment for families is an issue, the seller cannot voluntarily cancel their registration until the new registration takes effect (according to the date on the certificate).  

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

If a provider is selling their residential family centre, or a new company or owner is taking it 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 residential family centres

When buying, acquiring or taking over multiple residential family centres, providers should contact us at sc.admin@ofsted.gov.uk to establish 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 residential family centre, they may not need to register the service again. 

If the residential family centre is run under the original company name and 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 centre so we can complete our suitability checks as necessary.

Legislation

The following legislative and regulatory frameworks underpin the registration, operation, and oversight of residential family centre registration policy in England, ensuring that services meet the required standards of care, safety, and governance.

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