Staff Replacement Grant - Frequently Asked Questions

What is an Early Childhood Education Workplace Program?
The Early Childhood Education Workplace Program is a post-secondary training model that involves Child Care Assistants (CCA) attending classes at an approved post-secondary institution two days per week and continuing their employment within a child care environment three days per week. The program integrates the experience of employed CCAs with the knowledge and skills required to become an Early Childhood Educator (ECE) and upon completion results in certification as an ECE II.
What are the post-secondary institutions approved to deliver the Early Childhood Education Workplace Program?
There are currently four post-secondary institutions in Manitoba approved for the Early Childhood Education Workplace Program:
Assiniboine College
Red River College Polytech
University College of the North
Université de Saint-Boniface
What is the purpose of the Staff Replacement Grant?
The Staff Replacement Grant supports the training of ECEs in licensed and non-profit centres and licensed homes by reimbursing the cost of substitute staff while a full-time employee or home-based licensee attends an approved Early Childhood Education Workplace Program.
The Grant helps maintain service quality and required staffing levels, while supporting individuals working in Manitoba’s licensed Early Learning and Child Care system to obtain their ECE certification.
What updates have been made to the Staff Replacement Grant?
The Staff Replacement Grant has been enhanced to provide funding for up to 40 hours per week of substitute staffing. The number of approved hours will be based on the hours considered full time at your facility, up to a maximum of 40 hours per week. Full-time replacement funding is available for every two Workplace Program students enrolled in an approved Early Childhood Education Workplace Program during the same academic term.
This update is intended to make it easier for licensed child care centres and licensed home-based facilities to hire and retain replacement staff by offering full-time employment.
Why is a service agreement required between the facility and the workplace student?
A service agreement is required because it confirms that both the facility and the workplace student understand and agree to the expectations of the Workplace Program. The agreement outlines key responsibilities, including the student's commitment to complete their studies in two consecutive academic years, maintain employment in a Manitoba licensed child care facility for each year of training completed following graduation, and participate in required workplace mentoring and supervision.
For child care home licensees who are applying as the Workplace Program student, a service agreement is not required. Instead, applicants must declare their commitment to continue working as a licensed child care provider (or work in a licensed child care centre) in Manitoba for each year of training completed, and to complete their training within two consecutive academic years.
Who is eligible for the Staff Replacement Grant?
The Staff Replacement Grant is available for licensed, non-profit child care centres and licensed child care homes to offset the cost of a substitute while an employee or the home-based licensee attends an approved Early Childhood Education Workplace Program.
How is the substitute coverage calculated?
Substitute coverage is calculated using an hour-based approach. For every two Workplace Program students, funding may be claimed for one full-time replacement staff member based on the actual hours worked, up to the normal full-time hours for the position at the facility. If there is an odd number of Workplace Program students, the eligible facility may claim one additional substitute for up to 16 hours per week.

How many substitutes and hours can be claimed?
Refer to the table below for examples:

Number of Workplace Student(s)	How Coverage is Determined	Substitutes Eligible	Maximum Hours per Week
1	Odd number student = part-time coverage	1	16
2	Full-time coverage	1	40
3	One full-time coverage + one part-time coverage	2	56 (40 hours+16 hours)
4	Two full-time coverage	2	80 (40 hours+40 hours)
5	Two full-time coverage + one part-time coverage	3	96 (40 hours+40 hours+ 16 hours)

Can hours be split across multiple substitutes or partial shifts?
The updated policy is intended to support stability and consistency in staffing. Where two Workplace Program students from the same eligible facility are attending an approved Workplace Program in the same academic term, the expectation is that one substitute staff member will provide full-time coverage (up to 40 hours per week).
Facilities retain flexibility in managing schedules; however, splitting hours across multiple substitutes or partial shifts may limit the ability to achieve the full benefits of the updated policy.
If two Workplace Program students attend classes on the same days, how many substitutes and hours can be claimed?
Class attendance on the same days does not change how substitute coverage is calculated. When two Workplace Program students from the same eligible facility are attending an approved Workplace Program within the same academic term, the facility may claim replacement staffing for up to 40 hours per week.
While facilities may choose to schedule workplace students on the same training days, scheduling students on alternate days may allow facilities to make greater use of the enhanced substitute coverage available under the grant and maintain additional staffing support throughout more of the week.
If two Workplace Program students attend different post-secondary institutions with different total number of training days, how will the substitute coverage be calculated?
When two Workplace Program students attend approved Workplace Programs within the same academic term, substitute coverage is calculated based on the higher number of training days between the two students. This approach ensures that full-time substitute coverage can be maintained for the full length of the training period.
For Example:
Workplace Program Student A is enrolled in a program with a total of 60 training days.
Workplace Program Student B is enrolled in a program with a total of 67 training days.
Because both students are attending their programs within the same academic term, substitute coverage will be based on the higher number of training days (67 days).
Do practicum days count?
Practicum days are completed within the facility and they contribute to staff‑to‑child ratios. They do not require replacement funding and are not eligible for substitute coverage.
What are the requirements for a substitute to work at a licensed child care centre or home?
Substitute staff must meet all regulatory requirements to work in a licensed child care facility and hold a CCA classification.
What should a licensed facility pay for the salary of a substitute?
The substitute CCA must be paid the target wage for a CCA as outlined in the Manitoba Early Learning and Child Care Wage Grid. The maximum amount recoverable for benefits such as Employment Insurance, the Canada Pension Plan and group insurance is 12 per cent.
How does a facility apply for the Staff Replacement Grant?
Child care facilities must complete and submit the Staff Replacement Grant Application E-form.
Applicants must also upload the following supporting documents to the E-form:
- A copy of enrolment or registration confirmation in an approved Manitoba Early Childhood Education Workplace Program.
- A completed and signed Workplace Student Consent and Declaration Form for each staff member included in the facility’s funding application. (A home licensee applying as the Workplace Program student is not required to submit a Workplace Student Consent and Declaration Form.)
Why is a Workplace Student Consent and Declaration Form required for each employee participating in training with a Staff Replacement Grant application?
A completed and signed Workplace Student Consent and Declaration Form (PDF) for each employee participating in training that is being supported through the grant authorizes the Province of Manitoba to collect, use, and disclose information necessary to determine eligibility for the grant and to administer, monitor, evaluate, report on, and audit the program.
Note: A home licensee applying as the Workplace Program student does not need to submit a Workplace Student Consent and Declaration Form. Their consent and declaration are collected through the applicable section of the Staff Replacement Grant Application e-form.
Can a licensed facility apply for multiple individuals for the Staff Replacement Grant?
A licensed, non-profit centre or licensed home can submit a Staff Replacement Grant application for multiple individuals at the same time with the supporting documentation for each applicant and may include up to 10 workplace students in one e-form.
If a Workplace Program student is continuing in Fall 2026, does the facility need to reapply for the Staff Replacement Grant?
Yes, if a facility has already submitted an application for the full academic year and has multiple students who will continue their studies in Fall 2026, a new application form utilizing the e-form must be submitted to access the enhanced Staff Replacement Grant. If the facility has only one student in the program, there is no need to reapply at this time.
When is the application deadline for the Staff Replacement Grant?
An application may be submitted as soon as the student is enrolled or up to 60 days from the start of each academic year in a post-secondary institution in Manitoba approved to deliver the Early Childhood Education Workplace Program. The grant is subject to budget allocations.
Can a student in the Early Childhood Education Workplace Program still be eligible for other grants?
Yes. A student enrolled in the Early Childhood Education Workplace Program may be eligible for the ECE Tuition Reimbursement, provided they meet the eligibility requirements. Tuition reimbursement is available to eligible students for tuition costs they have personally paid. If a facility pays the student's tuition, those costs are not eligible for tuition reimbursement.
What if a Workplace Program student cannot complete their diploma within two consecutive academic years?
Workplace Program students are expected to complete their early childhood education diploma within two consecutive academic years. However, an extension may be approved in exceptional circumstances.
Examples of situations where an extension may be considered include:
- The college requests an extension on behalf of the student and provides a revised completion timeline.
- The student takes an approved leave, such as maternity leave, and has permission from the college to return and continue their studies.
Please note:
- The Staff Replacement Grant is not available while the student is on leave and not actively participating in the Workplace Program.
- Funding may resume once the student returns to the program and continues to meet eligibility requirements.
- Extension requests are reviewed on a case-by-case basis and approval is not automatic.
Why are workplace students and home-based providers required to continue working in Manitoba's licensed early learning and child care sector after completing training?
The Staff Replacement Grant is intended to support the development and retention of qualified Early Childhood Educators in Manitoba's licensed early learning and child care sector. As a condition of the grant, Workplace Program students employed in licensed child care facilities are required to commit to continuing employment in a licensed child care facility in Manitoba for each year of training completed.
Home-based providers participating in the Workplace Diploma Program are required to commit to continuing to operate a licensed home-based facility or work in a licensed child care facility in Manitoba, for each year of training completed.
These commitments help ensure that the public investment made through the grant results in more qualified educators remaining in Manitoba's child care sector and are consistent with other workforce development initiatives, such as the ECE Tuition Reimbursement Program.
What happens if a student withdraws from the Early Childhood Education Workplace Program?
The centre director or licensee must notify the Early Learning and Child Care Division as soon as a Workplace Program student withdraws, resigns, or if a home-based facility closes. Any unused portion of the Staff Replacement Grant must be returned to the department.
If the withdrawal results in an odd number of Workplace Program students in the centre or facility, substitute coverage will be adjusted to the rate of up to 16 hours per week for the remaining Workplace Program student.
Who can I contact for more information?
Visit the early learning and child care website at: https://gov.mb.ca/education/childcare/centres_homeproviders/providers_resources/grants.html
For additional inquiries, contact Early Learning and Child Care at ELCCFinance@gov.mb.ca with the subject line “Staff Replacement Grant”
Where can I learn more about the child care sector?
A career in Early Learning and Child Care can be extremely rewarding. For more information including education and training visit: www.manitoba.ca/childcarecareers
For more information about recent investments in the early learning and child care system, visit: www.manitoba.ca/education/childcare/actionplan.html