certified childcare facility user guide

Index

1. What are Certified Childcare Facilities P1

2. Certification for Education/Childcare P3

3. Applying for Certified Childcare Facilities P5

・April 2023 Application Schedule P6

・Mid Fiscal Year Application Schedule P7

・Schedule for Entering CF during the FY and Free Spaces P8

・Notes on Necessary Documents P9

・Application Submission P13

4. Applying from Outside Hamamatsu/to Facilities Outside Hamamatsu P14

5. Usage Selection Process P15

6. Procedures after Applying for Usage (Waiting Period) P16

・Education/Childcare Certificate Change Period P17

7. Enrolment Offers and After Entering Childcare P19

・Education/Childcare Certificate Change Period P20

8. Submitting Your Documents P22

9. Childcare Usage Fees(Age 0-2 Class) / Snack Fee Exemptions (Age 3-5 Class) P23

10. Paying Usage Fees for Childcare Facilities (CF) P27

11. Temporary Childcare Services P28

12. Illness, Childcare after Illness P29

13. Childcare on Saturdays P30

14. Childcare Facilities List (Japanese only)

・Kindergarten Co-op Style ECEC P31

・Nursery Style ECEC P32

・Public Nursery School P33

・Private Nursery Schools P33

・Small Scale Nurseries P35

・Corporate Daycare Facilities P38

Certified Childcare Facility User Guide (2023 Edition)

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1．What are Certified Childcare Facilities

Certified Childcare Facilities (CCF) are facilities which are certified to provide education and support childcare

before children turn of schooling age, and can be broadly split up into the following categories.

①Early Childhood Education and Care - ECEC (Nintei Kodomo-en)

A facility which provides both education and childcare, functioning as a sort of kindergarten and nursery

combined.

②Nursery (Hoiku-en)

A facility which can provide care for children in place of their care-giver, who for various reasons (work, illness

etc.) cannot care for their children.

③Small Scale Nurseries (Shōkibō Hoiku Jigyō)

・The amount of children cared for are less than at a nursery, typically between 6-19 children. For babies aged 0

to 2 years old.

・After they leave the nursery, they can join another linked facility* for further education or care.

④Corporate Daycare Facilities (Jigyō Shonai Hoiku Jigyō)

・A facility for a business’ workers to use to mind their children while they work. They also accept local children

and care for the children there. ・This is available for babies aged between 0 to 2 years old and after they leave the nursery, they can join another

linked facility* for further education or care.

※ Linked Facility An ECEC, Nursery or Kindergarten (Kindergartens include traditional private kindergartens) ※ (More on linked facilities can be found on p.51 onwards from the Facility List)

≪ Birth Date Ranges for FY2023 Class Groups ≫

Class Age Child’s Birth Date

0 April 2, 2022 ～

1 April 2, 2021 ～ April 1, 2022

2 April 2, 2020 ～ April 1, 2021

3 April 2, 2019 ～ April 1, 2020

4 April 2, 2018 ～ April 1, 2019

5 April 2, 2017 ～ April 1, 2018

- 2 -

...can be used

Submit applications to the Preschool Education& Childcare Division

Submit applications for type ①・② to the Preschool Education & Childcare Division

Submit applications to each type ④ facility.

Submit applications to each childcare facility.

For other application reasons not covered here, please see p.3

Use the following to check the CCF you can use!

* Please Note: ◆ [Certification Type 3] Facilities: Check if the facility you apply to has a class and accepts babies under the age of

1 before applying. ( A list of these facilities can be viewed from P51) ◆ Facilities Type ③ and ④ (Local): Please check if they have a follow on facility from age 3

What class group are you in? Use their age as of April 1,

2023 Aged 3 to 5 Aged 0 to 2

How much do you work?(Include plans to work)

How much do you work?(Include plans to work)

Two Parents: One parent works Single Parent: Not working

Two Parents: Both work Single Parent: working

Working Hours in 1 Month

Under 64 Hours Over 64 Hours

The following can be used:

Temporary Child Minding Use of Kindergartens until the child turns 3 (accepting facilities only)

* Check the possibility of care directly with the facility

Family Support

Two Parents: One parent works Single Parent: Not working

Two Parents: Both work Single Parent: working

Working Hours in 1 Month

Under 64 Hours Over 64 Hours

Certification Type 1

Kindergarten (Public/ Private New System)

①ECEC (Nintei Kodomo-en) (Kindergarten Function)

...can be used

②Nursery (Hoiku-en)

④Corporate Daycare Facilities (Jigyō Shonai Hoiku Jigyō) (workers)

① ECEC (Nintei Kodomo-en) (Nursery Function)


① Certified Nursery Schools…A facility which has passed the city’s standard, and received certification after inspection.

② Business Lead Nursery Project…A certified childcare providing nursery which is set up in a business to care for the

needs of its workers. Children of the businesses employees may use this service but some facilities also allow local

children to use the facility.

③ Other Certified Nurseries…Facilities notifications to the city for their childcare service.

Apply directly to the facility. Accepted age groups, usage fees, opening hour, and requirements vary from facility to

facility. For details, enquire at each facility directly.

Available Options

...can be used

Private Kindergarten (Staff)

For Caregivers who are applying for childcare for work reasons

Submit applications to each facility.

④Corporate Daycare Facilities (Jigyō Shonai Hoiku Jigyō) (workers)

Certified Childcare Facilities

...can be used


② Nursery (Hoiku-en)

③ Small Scale Nurseries (Shōkibo Hoiku Jigyō)

④Corporate Daycare Facilities (Jigyō Shonai Hoiku Jigyō) (locals)

① ECEC (Nintei Kodomo-en) (Nursery Function)

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2．Certification for Certified Education/Childcare FacilitiesTo use CCFs, you must have License Type 2/3 Childhood Education & Childcare Certificate.

Certification Types Ages which qualify (as of April 1, 2023)

Requirements for Caregivers Main Facilities which can be used


Children aged 3 until entering elementary

school

None ECEC w/ Kindergarten (Nintei Kodomo- en) Kindergarten

Certification Type 2 Some children may not be able to join

based on their parent(s) work time (Proof of need for

care is required)

ECEC w/ Nursery Function Nursery (Hoiku-en) Corporate Daycare Facilities – For Employees (Jigyō Shonai Hoiku Jigyō)

Certification Type 3 Babies aged 0 to 2

ECEC w/ Nursery Function Nursery Small Scale Nurseries (Shōkibō Hoiku Jigyō) Corporate Daycare Facilities – For Employees/ Locals

You do not need to apply for Certification Type 1 if you do not wish to move to a new system (i.e. existing private kindergarten). Certification Type 1 will be explained by the facility you choose, upon decision of usage of the facility.

Requirements for Certification Type 2 and 3 (Reasons for Care)

You must fulfil one of the nine below reasons to be issued Certification Type 2 or 3. Reason for Application Caregivers Situation Usage Time Possible

1 Employment Working over 64 hours per month (employment that is not free-time, part-time, or at home) The caregiver’s working time

2 Pregnancy, Birth 1 The mother is near giving birth or after birth 8 weeks before & after the expected date of birth 2

3 Chronic Illness & Disability

The caregiver is hospitalised with a chronic illness or they have a disability

Until the caregiver recovers from the illness

4 Care, Nursing A family member requires constant care/nursing Until care/nursing is not necessary any more

5 Recovering after Natural Disaster

Recovery after a natural disaster i.e. earthquake, volcanic eruption, typhoon Until recovery is complete

6 Job Searching The caregiver is searching for employment and needs time to prepare, take interviews, etc.

Until the end of the month, 90 days from the day you take the usage time 3

7 Schooling or Job Training

The caregiver is attending university, or a career skills development facility, etc.

Until the last day of the month of the caregiver’s graduation day/last day of training

8 Child Abuse/ Domestic Violence

Care is required in order to stop/protect from child abuse/domestic violence

As long as is deemed necessary

9 Childcare Leave When you take childcare leave, but the caregiver already has another child who is going to a CF and it is deemed necessary to go to CF.

As long as the caregiver’s childcare leave lasts (until the end of that month)

1 When the caregiver’s care usage time runs out, the child must leave the CF.(Generally, temporary childminding is prioritized). If you wish to continue at the nursery, you must re-apply for certification 2 or 3 and be chosen to use the facility again.

2 For cases of twins, triplets etc. 14 weeks before and after the birth. 3 Within 90 days of joining the nursery, please submit a Certificate of Employment to satisfy the usage standard. If you

are unable to do this, and are not eligible under any other reasons you will have to leave the nursery.

Even if you fulfil one of the above reasons, it does not necessarily mean you will be accepted to the facility of your choice, as spaces may be limited/not available. We thank you for your understanding.

If you are eligible under “Employment”(1) but you become pregnant and take maternity leave, your reason will become “Pregnancy, Birth”.

If your Certification Time runs out in FY2023 as you were on a vacancy waiting list (except certificates expiration after turning 3), you will not be eligible for selection. If your time runs out, you must reapply for Cert. Type 2/3.

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Standard Amount of Time Childcare can be Used / Short Time Certification

The amount of childcare a caregiver can receive using Certification Type 2 or 3 can be split into two types; Standard Time and Short Time Childcare. The Users Fee (cost of childcare) and extensions (outside of Standard Time Childcare) are treated differently with these classifications. Generally in a day of childcare, standard time covers 11 hours of care, whereas short time covers up to 8 hours of care. (However, the childcare times can vary based on your working hours and commute time so it can vary from household to household).

Reasons for Childcare Standard Time Short Time

Employment

Over 120 hours per month 1 Under 120 hours per month 2Care/Nursing

Attending School/Work Training

Job Searching Only possible to use Short Time Childcare Pregnancy/Birth

Can be chosen based on what the caregiver desires Chronic Illness, Disability Rebuilding after Natural Disaster Child Abuse, Domestic Violence

Childcare Leave The same amount of time as before your childcare leave started (e.g. If you were granted Short-Time Certification for your child before taking leave, you will still be granted Short-Time leave)

1 Either caregiver works over 120 hours a month (and has documentation to prove it), can avail of standard time. 2 If neither caregiver can prove they work over 120 hours a month, they will be awarded short time.

(e.g.) Opening hours are 7:00 - 19:00.A facilities Standard Time Childcare is from 7:00 - 18:00 and Short Time Childcare is from 8:30 - 16:30.

《Short Time Childcare》・If you go over the standard Short Time Childcare (8 hours), you may have to pay extra childcare fees for

extension time (opening hours of CFs vary. Please find the list of facilities and their opening hours on p 51-60). ・If your commute, drop-off/pick-up, or work (shift work) times change and you can only use short-term childcare,

it may cause issues for the CF. If so, it is possible to apply again for Standard Time Childcare certification.

Certificate of Payment ・After applying for a Certificate of Benefits for Education and Childcare and Application Procedures, you will be

issued a “Certificate of Payment”. ・This will be necessary for various procedures, so please keep it safe and don’t lose it. ・We will send the “Certificate of Payment” alongside the First Notification of Usage Results. ・When a child is over 3 years old and they are changing from Type 3 Certification to Type 2, the Certificate of

Payment will be issued through the CF.

《 Changing Certification Types and Re-Certification 》

You must submit Form 6: Education and Childcare Application for Change of Certification and Form 8: Application for Re-Issuing of Certification. Please place in the dedicated envelope with any additional required documents and send by post to the Preschool Education and Childcare Division. For more details on procedures, see pages 16-18 and 22.

Standard Time Childcare (11 Hours)

Short Time Childcare (8 Hours)

Opening HoursExtension

Extension

Extension

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Interview with school, Start of Usage Put onto a waitlist for the next selection

3 Prepare your application

forms!

3．Applying for Certified Childcare Facilities (CCF)Before Applying for Certification and Use Childcare Facilities (CF)

・The childcare at each facility has its own distinctive features. Please visit the facilities in person to get to know the place before applying to them. If you reject an offer for childcare, it may negatively impact the CF. Also, your Usage Score until March 2024 will be reduced (-7), so please apply to your desired CF carefully.

・There are no priority lists for entering the CFs. If the applicants for a certain CF exceed the available spaces when the application period ends, then the Usage Standard Table is used to decide who will be awarded the spaces.

・If you are on childcare leave, you can return to work the month your child goes into nursery if you fill out an Confirmation Form and Usage Application. If your child returns to childcare, you must return to work within that month.

・Some CFs may charge extra for society fees (Committee/Parent Society Fees etc.), exercise/nursery clothing etc. ・If you apply for a sibling to get childcare when you have unpaid childcare fees for your previous child, please apply after

paying your outstanding fees. If you cannot make payment, you may be required to make a payment plan or fill out a payment contract.

・You can only apply to nursery childcare for the April start before giving birth. For applications prior to giving birth, please check the eligible age groups of.your desired CF before applying

※Please find the list of which CFs provide care to which age groups on p.31-38 ・If you wish to make use of CFs on Saturday, please check that the CF provides Saturday collaborative childcare before

applying. ※Please find details of which CFs provide care on Saturdays etc. from p.50 onwards.

If you have worries about your child’s developmental, motor or physical wellbeingIf your child has any physical or developmental issues (e.g. doesn’t speak yet, has ADHD, etc.) or health concerns (e.g.

medical history, chronic illness, etc.) and you are concerned about these, please visit the CF with your child and discuss your concerns with the supervisor there. Some CFs will be unable to co-ordinate for your child’s needs so we recommend going as much in advance as is possible to see what is possible.

Finally, if your child requires medical care, contact the Preschool Education and Childcare Division（℡053-457-2117）

General Application Flow

WaitlistOffer

1 Visit the childcare facilities and choose the facility you are interested in.

2 Get the application forms from: Preschool Education & Childcare Division or from the Social Welfare Division of all other local ward offices.

4 Post your fully prepared application to Hamamatsu Preschool Education & Childcare Division, Childcare

Consultation Centre!

5 Hamamatsu will organise and sort all the applications for certification and usage

Applica

tion

Forms

To:

Hamamatsu Preschool

Education and

Childcare Division

Childcare

Consultation Centre

To:

Hamamatsu Preschool

Education and

Childcare Division,

Childcare

Consultation Centre

Which one

should we go

for?

Please ensure to attach a stamp Postmarks the day of the application are valid (reference p.6-8) If you don’t include sufficient documentation, your application may be refused. Organise documents in the requested order (p.28)

- 6 -

April 2023 Application Schedule0

Documents Available from: October 3 2022 (Mon)～Available from Preschool Education and Childcare Division or Social Welfare Division Counter (ward offices)

First Round of Applications

Offers Waiting List

Available Spaces Announced: October 3 2022 (Mon.) 1: Available Spaces announced via Childrearing website Pippi at around 1pm.

◆Postal Application Period: October 3 2023 (Mon.)～ October 27 (Thu.) Postmarks on deadline accepted 2: There are no priority lists for facilities, post your applications in full with all documents required within the

application period. 3: If your application is incomplete, it may not be accepted. 4: If sections are left incomplete in your documents, you may be contacted by the Preschool Education and Childcare

Division, Childcare Consultation Centre 053-457-2833

★Result Notification Sent: January 11 2023 (Wed.) 7: The notification should arrive to your house a few days after.

◆Available Spaces Announced: January 30 2023 (Mon.) Same as 1

◆Change of Nursery Period: November 28 2022 (Mon.) ～ November 30 2022 (Wed.) [8.30 until 17.15] ※5: Application Situation will be posted on the website Pippi on November 25 2023 (Fri.) at around 1pm. ※6: For changes to your desired facility or sibling classification, please Call the Preschool Education & Childcare Division

New Applications

◆Postal Application Period: January 30 2023 (Mon.) ～ February 3 2023 (Fri.) Postmarks on deadline accepted Same as ※2,3,4

◆Change of CF Period: January 30 2023 (Mon.) ～ February 3 2023 (Fri.), 8.30～17.15 Same as※6

8: Application Situations will be posted on January 1st on Childrearing website, Pippi at around 1pm.

★ Result Notification Sent: February 27, 2023 (Mon) Same as 7

Offers Waiting List

Facility Interviews

May Selection This waitlist offer is generally valid until March 2024 (2023FY)

First Round of Selections Second Round of Selections

Second Round Selections: Households eligible for 2nd selections are those who applied between January 30, 2023 and February 3, 2023 and those put on a waitlist from the first round of selections.

If you have any changes to the facility you wish to attend etc. please send them during the 2nd Application Period.

Those put on a waitlist from April 1Applicants looking for childcare for reasons not due to job-searching or pregnancy/childbirth will be eligible for CF selection until March 2024 (2023FY). If an opening and offer becomes available, we will call you before the 18th of the month you can enter childcare.

We will post a “Childcare Facility Vacancy Waiting List Notification”(Horyū tsūchi) on the first month of waiting (if you apply for April, we will post you notifications for Selection 1 and 2).

If by the end of 2nd Round of Notifications you wish to withdraw your offer of a place or you withdraw your child from the childcare, your place/offer may be offered to someone else. We will call those offered this space. For application from May onwards, free spaces etc. will be announced around the 1st of every month.

Those given Offers “Childcare Fee Decision Notification” (0-2 age group Classes only), “Nursery Entrance Confirmation” (Nursery (Hoiku-jo) only), “Snack Fee Exemption Decision Notification” (Age 3 and over Classes only) will be issued to you from the end of March. If nothing in particular was pointed out in the interviews, you will be able to enter the childcare.

Change of desired CF is possible once per person per selection.

Change of CF is possible once per person per selection.

Available Spaces announced viaChildrearing website Pippi

Pippi Search

Ensure to visit the facilities first!

- 7 -

New Application Materials/ Supplementary Document Reception Period

Send by post to Preschool Education and Childcare Division Postmarks on deadline accepted Deadline: From the 20th of the month two months prior to your desired start date ～ 5th of the month one month prior to your desired start date (details on p.8) 1 There are no priority lists for facilities, post your applications in full with all documents required within the application period. ※2 We do not accept incomplete applications. Please take time to fill out the application fully and correctly, and send it on time. ※3 If sections are left incomplete in your documents, you may be contacted by the Preschool Education and Childcare Division, Childcare Consultation Centre 053-457-2833

Available Spaces Announced: On the 1st of each month, prior to application month (if this falls on a public

holiday, then the next working day) Details on p.8

Change of Nursery/Change of Sibling Classification Period

Documents accepted 3 days after the deadline for 2 days (excl. Weekends and holidays) (Details on p.8) 5 If you plan to change the nursery you are applying for or change the sibling classification, please call the Preschool

Education and Childcare Division Childcare Consultation Centre 053-457-2833

We will contact you on the 18th of the month prior to you receiving an offer.Preschool Education and Childcare DivisionEntry Management Group 053-457-2867

Next Month Selection Applicants looking for childcare for

reasons not due to job-searching or pregnancy/childbirth having

received certification will be eligible for nursery selection until

March 2024 (2023FY) (If you wish to withdraw your

application, you will need to submit a self-disqualification

Mid Fiscal Year Application Schedule

Application Forms Available October 3, 2022 (Mon.) Available from Preschool Education and Childcare Division or Social Welfare Division Counter (ward offices)

SelectionWe will post a “Childcare Facility Vacancy Waitlist Notification” (Horyū tsūchi) on the first month of waiting. Furthermore, applicants looking for childcare for reasons not due to job-searching or pregnancy/childbirth will be eligible for CF selection until March 2024 (2023FY). (If you wish to withdraw your application, you will need to submit a self- disqualification form)

Interview for Entering CF CFs carry out interviews

for those with offers. (If you refuse the interview,

your offer may be retracted) On the following day,

you will receive an entrance decision notification

and fees from the nursery.

Start Usage (Entering CF)

Childcare starts on the 1st of every month.

If you decline a offer from a CF, generally it needs

to be before the 25th of the month before entry. If you

are declining your offer, call the Preschool Education

& Childcare Division as soon as possible.

Entry Management Group 053-457-2867

Submitting Supplementary Documents

If there have been any changes to your application details,

contact the Preschool Education & Childcare Division as

soon as possible and send the supplementary documents.

For details on submission, see p.16, 17, and 22

Offer Waitlist

Visit facilities before applying!

Change of Nursery is possible once per person per selection.

- 8 -

Schedule for Entering Childcare Facility (CF) during the FY and Free Spaces

Applications for CF spaces are open on the following dates. Applications will not be accepted outside the dates given.

Details (spaces, application situations) will be posted on Child Raising Website “Pippi” Available spaces will be posted on “Pippi” at around 1pm on the days listed above. Applications with postmarks that exceed the deadline will be evaluated for the next month.

Changing Childcare Facilities mid-year・Sibling Classification Change PeriodIf you wish to change CFs, or change sibling classifications you can do it in the following period. CF changes are limited to one application per slot per person. Application times are open from 8.30am until 17.15pm. Applications will not be accepted outside the periods and times listed. After preparing and using this application guide, make enquiries to Preschool Education and Childcare Division; Childcare Consultation Centre 053-457-2833

Month you wish to

Enter CF

Change of CF・Sibling Classification Change Period Days Free Spaces are

Announced

(2023) May (2023) April 10 (Mon.) ～ (2023) April 11 (Tue.) April 3, 2023 (Monday)

June May 11(Thu.) ～ May 12 (Fri.) May 1 (Monday)

July June 8 (Thu.) ～ June 9 (Fri.) June 1 (Thursday)

August July 10 (Mon.) ～ July 11 (Tue.) July 3 (Monday)

September August 9 (Wed.) ～ August 10 (Thu.) August 1 (Tuesday)

October September 11 (Mon.) ～ September 12 (Tue.) September 1 (Friday)

November October 11 (Wed.) ～ October 12 (Thu.) October 2 (Monday)

December November 9 (Thu.) ～ November 10 (Fri.) November 1 (Wednesday)

(2024) January December 11 (Mon.) ～ December 12 (Tue.) December 1 (Friday)

February (2024) January 11 (Thu.) ～ (2024) January 12 (Fri.) (2024) January 4 (Thursday)

March February 8 (Thu.) ～ February 9 (Fri.) February 1 (Thursday) Details (spaces, application situations) will be posted on Child Raising Website “Pippi” Available spaces will be posted on “Pippi” around 1pm on the days listed above.

If you want to change the CFs you are applying for, choose a CF you can definitely attend. If you turn down the offer, it may negatively impact the facility. Similarly, if you turn down an offer, your Usage Score until March 2024 will be reduced (-7), so please apply to your desired CF carefully.

Month you wish

to enter Nursery

New Applications

Additional Documents Reception Period

Days Free Spaces are

announced

(2023) May (2023) March 22 (Wed.) ～ (2023) April 5 (Wed.) (2023) April 3 (Monday)

June April 20 (Thu.) ～ May 8 (Mon.) May 1 (Monday)

July May 22 (Mon.) ～ June 5 (Mon.) June 1 (Thursday)

August June 20 (Tue.) ～ July 5 (Wed.) July 3 (Monday)

September July 20 (Thu.) ～ August 4 (Fri.) August 1 (Tuesday)

October August 21 (Mon.) ～ September 5 (Tue.) September 1 (Friday)

November September 20 (Wed.) ～ October 5 (Thu.) October 2 (Monday)

December October 20 (Fri.) ～ November 6 (Mon.) November 1 (Wednesday)

(2024) January November 20 (Mon.) ～ December 5 (Tue.) December 1 (Friday)

February December 20 (Wed.) ～ (2024) January 5 (Fri.) (2024) January 4 (Thursday)

March (2024) January 22 (Mon.) ～ February 5 (Mon.) February 1 (Thursday)

Check Free Spaces here

- 9 -

Notes on Necessary DocumentsThe following documents will have an effect on your evaluation for childcare facilities. Protect your information

from others, and try not to make any errors in your application. Once you have completed your final checks, please submit your document. *Documents which you submit will not be returned to you, so we recommend that you save and make copies of all the documents you submit.

＜List of All Required Documents＞Document Name Notes

Checklist for Postal Applications Once you have verified that all other required documents are enclosed, tick

the check box next to each, then please enclose this document and send

them together.

★Ａ Certification Application and

Usage Application Form (Type 2 + 3) Check the sample for detailed notes.

★Ｂ Supplementary Application Form

for Childcare Facility Usage ①

Copies accepted in applications of

siblings/multiple children.

1. Plans for Childbirth ⇒ Please tick according to your situation

2. Basic Questions ⇒ Please fill in your address based on how it is are

written in the Certificate of Residence for each section necessary.

3. Caregiver’s Employment Situation ⇒ For those who have worked

since January 2021, Please fill in details of your present workplace or

the place you will work .

4. Household Situation ⇒ Please fill in all relevant sections to you.

5. Grandparent’s situation ⇒ Please fill in whether the child’s

grandparents live with you or not.

6. Sibling Situation ⇒ Please fill in if the child has siblings who you

aren’t sending to preschool

★Ｃ Supplementary Application Form

for Childcare Facility Usage ②

(Confirming Child’s Situation)

Copies not accepted

1. Child’s Childcare Situation⇒Please fill in your application with details

about the child’s past and current childcare situation.

2. Applications for siblings at the same time ⇒ Please fill in details for

intention to apply at the same time while protecting your information.

3. Child’s health condition⇒ Please fill in your application with details

about the child’s current health condition

★Ｄ My Number - Application Form

+ confirming documents Documents verifying the applicant’s identity (the applicant is the caregiver

applying for education/care for their child)

★＝Details left incomplete/incorrect will render your application void

＝Details left incomplete/incorrect will be accepted and not voided, however in the evaluation of your application for use of childcare facilities the documents will not be reflected in points towards getting a place or may lose you points.

- 10 -

【Extra Documents:1】★Necessary documents for submission for childcare A couple should supply at least one copy each of their documents

Doc. Type Caregivers Situation Form

No.Necessary

Documents

Other Necessary Documents

Ａ

Hired Employee (incl. job offers)

⇒★

Certificate of

Employment None

Side Job Self-Employed Farming/Fishing/Forestry, etc.

Ｂ Job Searching or Preparing Start-up

⇒★

①

Declaration & Contract

None

Ｃ Pregnant/Recently given birth ★Mother & Child Handbook (Copy of front page & page with due date)

Ｄ Hospitalised or Attending Hospital ★Form② Medical Certificate For siblings, include a copy

Ｅ Has disabilities ★Physical disability handbook or rehabilitation handbook (name, disability rank and handbook validity page) (copy)

Ｆ

Caring/Nursing relatives regularly or visiting and caring for them at a facility

★Medical Certificate (free format) For siblings, include a copy A Notification of Certification of Care/Disability Handbook (copy) would also be accepted in place of a Med. Cert.

Ｇ Rebuilding after Natural Disaster Check with the Preschool Education and Childcare Division

ＨCaregiver is receiving schooling (including receiving offers)

★Cert. of Attendance or (if pre- attendance) passing notification (copy) and curriculum (copy) or a document proving attendance from a professor (free format)

ＩDeath or Disappearance of Caregiver (absent)

Check with the Preschool Education and Childcare Division

＜Necessary Documents in Application For Single-Parent Households＞Family Situation Person who needs to supply documents Supplementary Documents

Divorced/ Live Apart (different Certificate of Residence) Legal Guardian None

Divorce proceedings in place, & Live Apart (different Cert. of Res.)

The person currently caring for the child being applied for

★A court document that shows divorce proceedings are in place

If your household is one of the following situations, you cannot apply for childcare as a Single-Parent Household so please submit documents which prove why both parents need childcare.

・Divorced or divorce proceedings in place but living together (same Certificate of Residence) ・Live Apart (different Certificate of Residence but not haven’t started divorce proceedings yet)

E.g. Father: Working + Mother: Care for Relative = why they need childcare Father Extra Documents: A, Form No. : Certificate of Employment Mother Extra Documents: F, Form No.① Declaration & Contract, Form No.② Medical Cert. (A Notification of Certification of Care/Disability Handbook (copy) would also be accepted in place of a Med. Cert.)

- 11 -

【Extra Documents:2】Documents needed based on your household’s situation＜The Following Situations＞ If it does not apply to you, you do not need to submit the documents

Household Situation Form

No.Necessary Documents Please Note

Child being Applied for

Cared for at Certified/Uncertified CF/Corporate Daycare Facility for workers etc.

⇒ ③

④

Child’s Situation Declaration + Nursery Contract(copy) Or Cert. of Attendance

If submitting a Cert. of Attendance, submission of the other documents is not required

Cared for by relatives ⇒③

Child’s Situation Declaration + (if relatives live outside the city)

ID of the relative who cares for your child (copy)

A page of the ID which shows their name and address

Goes to work together ⇒ ③ Child’s Situation Declaration

Siblings not being Applied for

Cared for at a Certified Uncertified Nursery

⇒

★

③

④

Child’s Situation Declaration + Nursery Contract (copy) Or Cert. of Attendance


Cared for by relatives ⇒★③ Child’s Situation Declaration

Using a: Certified Childcare Facility, Kindergarten, Uncertified Nursery, Corporate Daycare Facility or Childhood Development Support Facility

⇒

★

③

④

Child’s Situation Declaration + Nursery Contract(copy)

Or Certificate of Attendance


(Mother/Father/Child) has foreign citizenship

⇒ ★ Residence Card (copy) Copy of Front and back

The caregiver or someone (child included) in the same household (as on Certificate of Residence) with a disability handbook

⇒Physical disability handbook or rehabilitation handbook (copy)

Copy of the page with the person’s name, disability rank and handbook validity

A relative (incl. family who live apart) who requires daily nursing /care and/or goes to hospital or is hospitalised

⇒①

Application and Declaration and Document such as disability handbook (copy)

For those who do not fall under: F, Family care/nursing

Receiving Public Assistance Welfare (Seikatsu Hogo)

⇒ Seikatsu Hogo Certificate (copy)Request a cert. from your assigned case worker

Child needs group childcare and a doctor/specialist has certified it

⇒Medical Cert or a Doctor/ Expert Written Opinion

Any format accepted, no set standard

Caregiver is a foster parent ⇒ ★Decision to Take Action Notification (copy)

Changing Nursery (attending a certified nursery but want change)

⇒ ★ Changing Nursery Questionnaire

Plan to move to Hamamatsu ⇒ ★Document (copy) showing child’s name & Date of Birth

MyNumber Card, Health Insurance Card

Those who are pregnant ⇒ ★Mother & Child Handbook (copy)

Copy of the front page and page with due date

- 12 -

＜Those Living Outside of Hamamatsu＞

Household Situation Necessary Documents

If you did not have a Certificate of Residence for Hamamatsu at the point of January 1 2022

moved to Hamamatsu from January 2nd

moved to Hamamatsu for work, leaving your family behind etc. and the caregivers Certificate of Residence is for a city that is not Hamamatsu

⇒

One of the following: Municipal Tax (Tax Exemption) Certificate for 2022

Shows total income and deductions (A document issued by the municipality which shows where you lived as of January 1st 2022）

［Those who receive a salary］A copy of your Municipal (Residents) Tax Special Taxation Amount Notification for FY2022

［Those who run a business］Municipal Tax Payment Notif. for 2022FY (copy) Copies of documents which show the person’s Full name, Summation of their tax etc.

If you do not submit the documents, the childcare fee will be at the highest rate (level 17) and you will not qualify for snack exemptions. Similarly, in the selection process if you tie for points with someone else, you will be treated at Priority Level 5

People who worked abroad in 2021 ⇒

［Document which shows Income made abroad］If you worked abroad in 2021, please enclose a

document which shows: Income, Social Insurance and Deductions on Income

＜If you are not a registered resident of Hamamatsu by January 1, 2023＞

Childcare Fees will be decided from approx. September 2023, so it may be necessary for you to submit a

document which shows your taxation for the fiscal year 2023 (E.g: Tax Statement issued in June)

Depending on the timing of nursery entrance, the submission period may be short so please prepare for this

document to be ready in advance.

★＝Details left incomplete/incorrect will render your application void

＝Details left incomplete/incorrect will be accepted and not voided, however in the evaluation of your application for use of childcare facilities the documents will not be reflected in points towards getting a place or may lose you points.

Download documents here:

- 13 -

Application Submission

Once you have prepared all your documents, please arrange them in the order shown below and post them to your local Childcare Consultation Centre (Hoiku Sōdan Centre). Documents you submit will not be returned. We recommend you save and make copies of everything you submit. We will not accept phone calls with enquiries if your application has arrived. If you wish to track your mail, please use special tracked mail services.

Ｂ Sup. App. Form for Childcare Facility Usage ①

Ｃ Sup. App. Form for Childcare Facility Usage ②

Certificate of Work - (Mother/Father)

Other necessary supplementary documents

Please arrange supplementary documentsin the following order.

1. Form ③ Childcare Situation Declaration ＋ copy of childcare entrance contract

2. Form ④ Certificate of Enrollment (from school in which you wish to enroll)

3. FY2022 Cert. of Taxation (Tax Exemption )4. Copy of residence card 5. A medical certificate from a doctor/ specialist stating why you need childcare 6. Other

A document which proves why you need childcare ・ Certificate of Work ・Form① Declaration & Contract ・Form② Medical Certificate

Ｑ＆ＡＱ If I submit my application faster, am I more likely to get the school I want? Ａ Even if you submit your application quickly, you are not more likely to get the placement of your

choice. We appreciate you sending your documents fully organised, within the submission timeframe.

Ｑ Is there a certain way I should send additional documents? Ａ If you are asked to submit additional documents, please send them in the green envelope and send

them within the submission timeframe. More details can be found on p.39, “Submitting Documents”.

Ｄ My Number - Application Form

Ａ Certification and Usage Application Form

浜松市中区元城町 103－2

浜松市役所

幼児教育・保育課

保育相談センター行

Hamamatsu-shi Naka-ku Motoshiro-cho 103-2

Hamamatsu Shiyakusho Jido Kyōiku/Hoiku ka Hoiku Sōdan Centre

〒430－8652

Without a stamp, I won’t go anywhere! Please put a stamp~

Beware of collection times on the deadline

Please ensure to send your application in

the dedicated envelope (green)!

(Applications for siblings can be mailed in

one envelope)

Checklist for Postal Applications

Make sure to put a

stamp before sending!

When applying for siblings, each child should have their own application (i.e: 2 children, 2 sets of application forms) However for: Ｂ Sup. App. Form for Childcare Facility Usage; Certificate of Work Form; ② Medical Certificate; Cert. of Taxation (Tax Exemption ); copies of documents will be accepted..

- 14 -

4．Applying from Outside Hamamatsu/to Facilities Outside Hamamatsu

People Planning to Move to Hamamatsu

Apply to：Hamamatsu City

[Method] ① Call the Childcare Consultation Centre prior to your application.

② Submit your application to the Childcare Consultation Centre within the timeframe by post. Fill in details of your

moving plans on the reverse of 「ＡCertification and Usage Application Form」.

③ The usage selection standard is as likely for you as for current citizens of Hamamatsu City.

④ The usage selection results will be sent to your home by post from Nursery Education/Childcare Division. (For

offers starting from May, we will contact you)

⑤ For procedures after moving in, please contact the supervisor of Nursery Education/Childcare Division.

＜For offers＞ Contact Entering Childcare Management Group（TEL:053-457-2867）

If you are given a potential offer to join a childcare facility, you must proceed with your moving-in procedures by

the 20th of the month prior to entering the childcare (i.e. offer for April 1st, moving-in procedures by March 20th) .

Furthermore, if you haven’t completed your moving-in procedures, your offer to attend childcare will be withdrawn.

＜For deferment＞Contact the Childcare Consultation Centre.

People not Moving but Applying for Childcare in Hamamatsu

Apply to：The Municipality you live in

[Follow these steps]

① Prior to application, please contact the municipality you live in.

② Please find and fill out the application forms of your current municipality.

③ Please submit your filled-out application forms to the municipality you live in.

The application periods and details can be found on the following reference pages.

When you want to start childcare Reference pg.

From April 2023 P6

From May 2023 onwards P8

Furthermore, processing time and time to send the documents from your municipality to Hamamatsu will require

some time so you should send your application at least 1 week prior to the deadline for submission.

④ Your municipality will send your application on to Hamamatsu, where it will undergo a usage selection process. If

there are missing documents or information in your application, you may be asked to send additional documents.

⑤ The usage selection prioritises citizens of Hamamatsu, so it is less likely for you to be chosen.

⑥ To find out the usage selection result, please contact the municipality you live in.

Applying to Facilities out Hamamatsu Apply to：Hamamatsu City

[Follow these steps]① Please check application details during the timeframe with the municipality of the facility you want to apply to.

② Please contact Hamamatsu Nursery Education/Childcare Division, and collect the application forms.

③ Please organise all documents and submit them to Hamamatsu Nursery Education/Childcare Division.

If it’s possible to apply directly to the municipality you desire, step 2 and onwards are unnecessary.

[Enquiries]: Nursery Education/Childcare Division,

Childcare Consultation Centre. TEL: 053-457-2833

[Enquiries]: Nursery Education/Childcare Division, Entering

Childcare Management Group. TEL: 053-457-2833

[Enquiries]: Nursery Education/Childcare Division, Entering

Childcare Management Group. TEL: 053-457-2833

- 15 -

6．Usage Selection Process

Applications to Extend Childcare Leave (Maternity/Paternity)Applications which chose ① Enrolment, are prioritized over those which chose ② Extension of Childcare Leave.

If you do not wish to enroll in childcare, but rather wish to extend your leave, please check the box ② Extension of Childcare Leave under “Ｂ Supplementary Application Form for Childcare Facility Usage ①”. If you select ②, your User Score will be reduced to 0. If reduced, your likelihood of receiving childcare will be lessened and you may not be put onto a waitlist for selection. Finally, if you want to change your selection midway through the Fiscal Year, please submit the “Change of Details: Childcare Leave Extension” in the June selection and adjustment process supplementary document reception period (details p8).

Rejecting Offers Should you reject an offer from a childcare facility (CF), you cannot be issued a “Childcare Facility Vacancy Waiting List Notification” (Horyū Tsūchi) to prove you did not receive an offer. If you require a document to prove that your child is not currently enrolled in a CF, we can issue you with a “Childcare Facility Waiting Certificate” (Taiki Shōmeisho). Application procedures for these documents can be found on p18.

Ｂ App. Form for

CF Usage ①

(Extract)

(Example)

Eligible Months Application Details Points upon Application

April, 1st Round of Selection

Select “② Extension to Childcare Leave” and submit your application

0 Points

April, 2nd Round of Selection

May, Selection

June Selection

In the June selection and adjustment process supplementary document reception period, please submit the “Change of Details: Childcare Leave Extension” and change your selection to “①Enrolment”

26 Points (Depending on your households situation, this will be the total of your standard points and adjusted points)

July Selection

Waitlist Notification/ Certification Applicants who applied for April 1st/2nd Selection and adjustment process but were unable to enter childcare will be

issued a “Childcare Facility Vacancy Waitlist Notification” (Horyū Tsūchi). If you require documentation to prove that you

could not receive childcare, you may apply for a “Childcare Facility Waiting Certificate” (Taiki Shōmeisho). Details on p.18.

【Fill in if you are currently on childcare leave】Check your preferred option regarding usage of childcare facilities.

□ ① 【Enrolment】 I wish to return to work right away if my child’s enrolment into a childcare facility is accepted.

(I wish to be ranked for further decisions for usage of childcare facilities if our enrolment is rejected.)□ ② 【Extension of Childcare Leave】 If my child can’t enroll in our preferred facilities, I can extend my

childcare leave. (Usage criteria points drop to 0 points which may affect enrolment opportunities)

* If you wish to change your selected option, you must submit an additional form (Ikuji Kyūgyō no Enchō ni Tomonau Nyūen Senko Jun’i ni Kansuru Henkō Todoke) within the submission period.

- 16 -

The Specialised Envelope and Documents can be downloaded here

6．Procedures After Applying for Usage (Waiting Period)

If you are moving out of the cityIf you are moving out of the city, you cannot continue your application. Please fill out Form 4 Cancellation of

Application for Certified Education and Childcare and post it to the Childcare Consultation Centre.

Changes to details of your application

If there were documents you didn’t have time to submit in order to meet the application deadline, or there have

been changes to your situation since you applied and you need to send supplementary documents, please gather the

required supplementary documents within the deadline for the month of the change (p8), put them into the dedicated

envelope and send by post to the Childcare Consultation Centre (postmarks on the day of the deadline are accepted).

For more on sending supplementary documents, please see p22 for reference. Documents sent within the deadline will

be applicable and used in the selection and adjustment of points.

Situation Necessary Procedures and Documents Changes

to Working Situation

Changes to workplace, working hours, amount of days worked

Certificate of Employment (Shūrō Shōmeisho) Parent was moved alone on a work assignment

Child’s Situation

has Changed

Started using a certified kindergarten, uncertified childcare facility, corporate daycare facilities (for workers), business led nursery

Form ③ Declaration of Childcare Situation & Contract for Entering Childcare (copy) orForm ④ Certificate of Child Attending Childcare (plans to)

You asked a relative to care for your child

Form ③ Declaration of Childcare Situation ＋【If relative lives outside the city】

I.D. for the person caring for the child (copy –I.D. which proves their address)

Started bringing the child to work Form ③ Declaration of Childcare Situation (Hoiku Jōkyō Shinkokusho)

Childcare Leave related

Changes

Extended childcare leave Form ⑤ Certificate of Taking Childcare Leave (Ikuji Kyūgyō Shutoku Shōmeisho)

Shortened childcare leave & returned to work Applied when expecting, and started taking childcare ①【Wanted to send to childcare】②【Wanted to extend childcare leave】 Notification of Changes which notes the changes to preferences

for Childcare Facilities and Extending Childcare Leave ②【Wanted to extend childcare leave】①【Wanted to send to childcare】

Other

Someone in the same household (as on Cert. of Residence) received a disability or rehabilitation handbook

Physical disability handbook or rehabilitation handbook (copy - page with the person’s name, disability rank and handbook validity)

Pregnant with another child Mother and Child Handbook (Copy - front page & page with due date)

Started receiving Public Assistance (Seikatsu Hogo) Public Assistance Certificate (Copy) Organised all tax documents and have to hand 2022FY Municipal Tax (Tax-Exempt) Certificate (Hikazei

Shōmeisho) The child requires group childcare, according to a doctor’s/expert’s opinion

Medical Certificate or Doctors Opinion (Any Format)

You want to change your preferred CF/sibling classification

Please see p.52

- 17 -

Procedures for Changes to Childcare Authorisation Certificate (Kyōiku Hoiku Nintei Henkō)

If any changes have occurred while applying for Certification to use Authorised Childcare, please fill out “Form 6:

Application for Changes to Certification for Authorised Education and Childcare” and send it to the Childcare Consultation

Centre, alongside any other supporting documents (documents which prove your changes) in the dedicated envelope by the

deadline below. Postmarks on the day of the deadline are valid.

Information regarding supplementary documents can be found on p22.

Changes to be Made Documents Required for Submission Reason why childcare is needed has

changed

Your reasons for childcare such as:

“You were searching for work, but decided on

somewhere to work”, “You quit your job and

are looking for work etc.” have changed

A document to prove the new reason why you need

childcare (p10 for reference)

Change of Standard

/Short Time

There have been changes to your working

times, so you want to make changes to the

Childcare Time(Standard/Short) you have

Certificate of Employment (Shūrō Shōmeisho)

Household’s Situation has

Changed

Divorce/Started living separately (Different

resident’s certificate)

None

Divorce Proceedings have started and you

have started living apart (with a different

resident certificates)

A court document to prove that your divorce

proceedings have started

Marriage/Adoption of a child A document to prove new additions to your household

(Certificate of Employment) (p10 for reference)

Deadlines for Changes to Childcare Authorisation Certificate for Preschool Education and Childcare

Month the Changes Applied Deadline for Changes

2023 April 2023 March 6 (Mon)

May April 5 (Wed)

June May 8 (Mon)

July June 5 (Mon)

August July 5 (Wed)

September August 4 (Fri)

October September 5 (Tue)

November October 5 (Thu)

December November 6 (Mon)

2024 January December 5 (Tue)

February 2024 January 5 (Fri)

March February 5 (Mon) The Specialised Envelope and Documents can be downloaded here!

- 18 -

Other Procedures

Re-Issuance of the Certificate for Authorised Childcare Support (Shien Ninteishō)

If you have lost the Certificate of Authorised Childcare Support and you need it to be reissued, please fill out “Form

8 Application for Re-issuance of the Certificate of Authorised Childcare Support” and post it to the Childcare

Consultation Centre. Form 8 can be downloaded from the childrearing website, Pippi. Once your application for

re-issuance has been received, we will send you the “Certification of Authorised Childcare Support” (Shikyū Ninteishō).

Re-Issuance of Childcare Facility Waiting Certificate (Taiki Shōmeisho)

If you require proof that you are waiting for a childcare facility as you did not receive a “Waitlist Notification”, we

can issue you with a Childcare Facility Waiting Certificate. If you require proof, please fill out “Request Form for

Creation of Childcare Facility Waiting Certificate” and send it to the Preschool Education and Childcare Division via

post. The request form can be downloaded from the childrearing website, Pippi. Once your request has been received, we

will send you the “Childcare Facility Waiting Certificate” (Taiki Shōmeisho).

You no longer require your application for childcare

If you no longer require childcare, and as such no longer require the usage of childcare facilities, please fill out

Form 4: Cancellation of Application for Certified Education and Childcare and send it in the post to the Childcare

Consultation Centre.

※ Information regarding supplementary documents can be found on p22.

(Postal Address) 〒430-8652

浜松市中区元城町 103 番地の 2

浜松市役所幼児教育・保育課

保育相談センター

Hoiku Sōdan Centre,

Hamamatsu Shiyakusho Yoji Kyōiku Hoiku-ka

Hamamatsu-shi Naka-ku Motoshiro-cho 103-2

〒430-8652

- 19 -

7．Enrolment Offers and After Entering Childcare

Gradual Entry to Childcare (Settling-in Period)Many childcare facilities/nurseries employ gradual entry to childcare to help children get used to group childcare. Please ask the childcare facility about their system when visiting or at the interview stage.

Ending your Childcare LeaveIf you wish to end your childcare (maternity/paternity) leave midway and put your child back into a childcare facility,

you must return to work within the month. Alongside this, you must fill out “Form 5: Certificate of Taking Childcare Leave” (Ikuji Kyūgyō Shutoku Shōmeisho)

with the “Taking Childcare Leave” section filled in with the amended leave period details. Send this by the end of the month prior to ending leave via post (in the dedicated envelope) to the Preschool Education and Childcare Division. Details for submission of documents can be found on p22.

Form ⑤ Certificate of Taking Childcare Leave (Excerpt) E.g. A child entering childcare in April 2023

Leaving Childcare① Moving out of the city:

If moving out of the city after enrolling in childcare, please withdraw from the facility by the end of the month you intend to move out. If you wish to continue using the facility, you must inform the municipality of your new home via the “Application for Education and Childcare Authorisation Certificate and Usage Application” (Kyōiku Hoiku Kyūfu Nintei Shinsei). Your usage of the facility will need to be reassessed, so there is a possibility you may not be able to continue using the facility depending on the result.

※If you are no longer a Hamamatsu Citizen on the 1st of the month, you will lose usage rights from then on. ② If your child hasn’t attended childcare for at least one day in a month (In the case of returning to your hometown to

give birth, one day in two months) ③ If your period for using childcare for job searching etc. comes to an end.

Procedures for Leaving ChildcareTo leave childcare, you must contact the childcare facility by the 10th of the month you wish to leave the facility and submit a Notification of Leaving (Taien Todoke).

Changing FacilitiesIf you wish to change facilities, you will need to be reassessed (selected) for usage, so you will need to reapply from scratch, as new applicants do. Submit your application for change of facilities within the application reception period (p8 Reference). First-time applicants will be prioritized in the selection and adjustment process. After changing facilities, you will not be able to return to the facility you used previously.

Returning to Childcare during Childcare (Maternity/Paternity) LeaveIf you have recently given birth, it is possible to use a childcare facility for your older child whilst on Childcare Leave for the younger child. If you wish to stop using Childcare Leave, you must submit Form 5: Certificate of Taking Childcare Leave (Ikuji Kyūgyō Shutoku Shōmeisho)

Name

D.o.B

Applicable Child ※２

ExtendingLeave

Taking Childcare Leave

Leave Period

Amended Leave Period

- 20 -

Wish to Make Changes to Childcare Authorisation Certificate (Kyōiku Hoiku Kyūfu Nintei)If there are some changes to your situation after entering childcare, you must apply to change your childcare details.

When changing your details, please send “Form 6: Application for Changes to Certification for Authorised Education and Childcare” alongside the Certificate of Receipt (Shikyū Ninteishō) and any supplementary documents (which prove your changes) required before the deadline (found in the below table). Once you have gathered the necessary documents, please send them to the Preschool Education and Childcare Division via post using the dedicated envelope (Postmarks on the day of the deadline will be accepted). Information regarding submission of documents can be found on p22.

Changes to be Made Document Required Reason for

Childcare has Changed

Your reasons for childcare, such as: “You were

searching for work, but decided on somewhere to

work”,“You quit your job and are looking for work

etc.” have changed

Certificate to prove why you need a

new childcare facility (Reference p10)

Changes to Standard/Short

Term Childcare

There have been changes to your working times, so

you want to make changes to the Childcare

Time(Standard/Short Term) you have Certificate of Employment

You want to amend the Childcare Time(Standard/Short

Term) due to your commute times or gaps between

pick-up/drop-off time

None

Changes to the Household

Divorce, Living Apart (different Certificate of

Residence)

None

Marriage, Adoption of Child

Document which proves any additions

to the household (Certificate of

Employment）(Ref. p10)

Deadlines for Changes to Childcare Authorisation Certificate for Preschool Education and Childcare

Month the Changes Applied Deadline for Changes

2023 April 2023 March 13(Mon)

May April 12 (Wed)

June May 12 (Fri)

July June 12 (Mon)

August July 12 (Wed)

September August 14 (Mon)

October September 12 (Tue)

November October 12 (Thu)

December November 13 (Mon)

2024 January December 12 (Tue)

February 2024 January 12 (Fri)

March February 13 (Tue) The Specialised

Envelope and Documents can be downloaded here!

- 21 -

Prioritisation for Childcare of Siblings

What is the Prioritisation of Siblings?…If an older sibling is currently attending childcare and has a younger sibling

born into the family, then the younger sibling will generally be prioritised for entry to the same facility as their

sibling.

Those who have a childcare leave system

In Hamamatsu Childcare facilities, the attendance of childcare by the older child during the younger child’s

childcare leave period (maternity/paternity) is accepted. Similarly, the facility the older child attends will prioritise

the younger child, until they turn 1 year and 6 months old. If an application for the younger child to a childcare

facility is made once they turn 1 year and 6 months, their application will be treated as a regular application (no

priority).

Those who do not have a childcare leave system

The newborn child (of an employee whose workplace does not offer any system of childcare leave to them) will be

prioritised for entry to childcare until they are seven months old. Similarly, if the parent does not return to work or

send their newborn child to childcare, any currently enrolled older children will become unable to continue

attending childcare.

Applications to childcare facilities that care for children up to 2 years old, Attending facilities from which you

received a notification

Your younger child will be given prioritized entry to the same facility as their sibling when they are over 2 if they

apply to/receive a notification from a corporate daycare facility (for workers) which cares for children under 2 or

are attending a hospital daycare/corporate daycare (certified).

※For local Childcare Business, the younger child will be prioritized if there are available spaces only.

※In the case of 3 siblings, where two of the siblings are attending different childcare facilities, the 3rd child will

receive priority to attend the same facility as the 2nd child.

※Applications for the younger child’s application will be given to you directly by the facility and should be submitted

directly to the childcare facility.

※If the younger child enters a childcare facility between age 1 and 1 and 6 months, then neither the Childcare Facility

Vacancy Waiting List Notification (Horyū Tsūchi) nor the Childcare Facility Waiting Certificate (Taiki Shōmeisho)

(necessary for taking and extending Childcare Leave) will generally not be issued to you. Please confirm with your

workplace if you can take your Childcare Leave without having the Childcare Facility Vacancy Waitlist Notification

etc.

- 22 -

① Download and print off the dedicated envelope

from Childrearing website Pippi.

② Follow the instructionsto

make the envelope.

※ If using a regular

enevelope,you must write out

all the details as on the

dedicated envelope as shown

below.

③ Put a tick in either “Offer/Attending

Childcare Facility” or “Currently Applying”,

fill in the senders details and place a stamp.

④ Send off in the post (Envelopes with

postmark deadline valid) Be careful of collection times on the deadline day

8．Submitting your ApplicationWhen submitting your documents by post, we ask you to make and use the following dedicated envelope, enclose

your documents and send the contents to the Preschool Education and Childcare Division.

Making the dedicated envelope

Download the envelope from here

Registered Post Cost (Reference)

Under 25ｇ＝ 84 yen Under 50ｇ＝ 94 yen

Cut Here Cut Here

② Fold ①Fold

Cut Here

③ Fold and Glue

⑤ Fold + Seal Cut Here

- 23 -

9．Childcare Usage Fees (Age 0-2 Class)/Snack Fee Exemption (Age 3-5 Class)Enquiries: Preschool Education and Childcare Division, Entry Management Group; TEL:053-457-2867

Childcare Usage Fees

The running and maintenance of childcare facilities are funded both nationally (by the state) and locally (by the prefecture and city). However some contribution (based on income) from the caregivers, i.e. Childcare Facility usage fees, are also necessary to cover all costs (to cover fees for child carers etc.).

The usage fee (for childcare), is set within certain parameters by the state, which the city then chooses. In Hamamatsu, the city has tried to lower the burden of the fees for caregivers, and chosen the lowest fee possible within the range set by the state. However, in order for childcare facilities to care for children and to continue to help children to develop and grow, certain fees are required (a fee table can be found on p43) ※The childcare fee does not include any childcare extension fees. Other separate fees may be charged by the facility (e.g.

Education Fees, uniform, P.E. clothes, food for children aged 3 and above, and snack fees etc.)

Decision of Childcare Usage Fees・Exemptions from Snack Fee

The decisions for Childcare Usage fees and Exemption from Snack fees are based upon the amount of municipal tax the child’s caregiver pays in one fiscal year (the prior fiscal year to attendance), the type of education/childcare authorisation certificate they have, and the number of siblings they have. Furthermore, if a caregiver (mother or father) has income which falls below the standard amount, the amount of income that a grandparent living with the family can also be used to decide the rate of the fees.

Changeover for Municipal Tax Fiscal Year

Childcare Fees for April to August are calculated on the amount of tax paid in the previous tax fiscal year. Fees for September onward are calculated from that year’s Municipal Income Tax. The amount you pay may change in the year.

Period Affected Municipal Tax Fiscal Year

April 2023 ～ August 2023 Fees 2022FY

September 2023 ～ March 2024 Fees 2023FY

＊In the 2023FY, Children in the age 2 class group (born between April 2, 2020 and April 1, 2021) approaching their 3rd

birthday will be required to change from Certification Type 3 to Type 2 midway through the year. However, Childcare Usage Fees for Certificate 3 will still apply for 2023FY.

★Multiply Gross Income ③ by 0.06 to find an estimate for childcare fees based on Municipal Income Tax

(Exc. Deductions) If your income has separate taxation, the calculation will be different.

Municipal Income Tax (From which usage fee calculation, snack fee exemption are decided）※Those eligible only

＝ Municipal Income Tax (before deductions) － Adjusted Deductions － Adjusted Tax Measures

Donation, special housing loan, dividend etc. deductions are not reflected in the calculation of usage fees

Gross Income ③

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Usage Fees (for Childcare), Snack Fee Exemptions

Your standard fee is calculated based on the Municipal Resident Tax and any amendments to that will affect the usage fee you pay. If there is a change in your taxation, the change will be effective from the start of the month it occurs in (in one fiscal year). A statement of money owed or rebate will be issued to you with the change.

In the case of marriage, divorce, or change to the family structure, fees for childcare will also be affected.

Reduction of Fees for those with Multiple ChildrenSnack fees for caregivers with multiple children are calculated based on Municipal Resident Income Tax and the

amount of (eligible and counted) children that they have. The system for counting children is shown below.

Households that pay over 57,700 yen in Municipal Res. Income Tax (77,101 yen & over for single parent households) If you have more than 2 children that are under elementary schooling age, then the eldest will be counted as your 1st,

second eldest as your 2nd and so on.

※If the eldest child becomes an Elementary 1st Grader, then the 2nd oldest will now be counted as the 1st.※In the case that the second child doesn’t go to childcare and is kept home, the other child is still eligible for a reduction on snack fees from the following institutions: ・Private kindergartens who did not move to the new system

・Special Support Kindergartens in Schools, Preschool Development Support Facilities, Home Visit Style Preschool Development Support Facilities The reduction starts the day after you submit the certificate. If you do not submit the certificate, the siblings will not be eligible to receive any reduction on multiple children attending childcare. （If unsure whether the childcare facility will provide reductions, please contact the Preschool Education and Childcare Division)

・Documents to be submitted…Form ④Certificate of Child Attending Childcare (plans to) Documents available for download from childrearing website, Pippi.

Households that pay under 57,700 yen in Municipal Income Tax (77,101 yen and under for single parent households) All children in the same household (※) which are on one budget, regardless of age. The eldest shall be considered the 1st

child, the 2nd eldest the 2nd etc.

※On one household budget: Those on one household budget will be considered not only as those who live together but also those who live apart due to work, education, or medical treatment but live together in their spare time or those who receive remittances for same daily life fees, pay for education, medical treatment, etc. If the child lives in the same house as the caregiver, they will be treated as one household budget, unless there is clear proof of the contrary.

N.B. If the next points are applicable to you, please contact the Preschool Education and Childcare Division ・The child’s sibling is working, studying, receiving medical treatment and living apart from you ・The child’s sibling is above the age of 18 as of April 1, 2023

Documents available for download here

3rd Child

Free

2nd Child

Half Price

Children above Elementary 1st

Grade Count

Children above Elementary 1st Grade Don’t Count 3rd Child

Free

2nd Child

Half Price

1st Child

Full Price

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Free Preschool Education and Childcare (Class Groups of Ages 3-5) Excludes Certificate Type 1 Users

Usage Fees (for Childcare): Fees for class groups of ages 3-5 are free (0 yen) Snack Fee: A portion of children from class groups of ages 3-5 will be exempt from paying snack fees.

Those exempt from paying snack fees will be sent a Snack Fee Exemption Notification from the city. Applicable to: > Children of caregivers (mother & father) whose total Municipal Resident Income Tax is under 57,700

yen・(for single parent households, under 77,101 yen) > 3rd child onwards (children counted until they reach the end of elementary school)

Other Exemptions

If one of the following situations below applies to you, Usage Fees (for Childcare) and Snack Fee exemptions may become applicable to you.

Household Situation Required Documents People receiving Social Welfare (Seikatsu Hogo) Social Welfare Certificate (copy)

Households with one of the following on the same Certificate of Residence

Someone who holds a Physical disability handbook, Health and Welfare Handbook for those with Mentally Disabilities or Rehabilitation Handbook

Handbook (copy)

Someone who receives a Basic Pension for Disabilities under the National Pension

Pension Certificate or Deposit Notice (copy)

A child who receives Special Child Benefit Notification of Receipt or Certification (copy)

Reading the Usage Fees (for Childcare) Table

※Each row is split into two, with a figure on the bottom and top. The top figure corresponds to the cost for your 1st

child, the bottom for your 2nd. Your 3rd child onwards is free of charge.

How children are counted depends on the amount of Income Tax you pay. See p24 for details.

Example: You have a 2 year old son, and they can used Standard Time Childcare

The father pays 20,000 yen in Income Tax, The mother pays 10,000 yen

Father’s Income Tax 20,000 ＋Mother’s Income Tax 10,000 ＝30,000 yen (Caregivers Total)

Municipal Income Tax at 30,000 puts the household at level 5, the amount listed in level 5 [52.

“All Other Households” is confirmed.

In this case, childcare facility usage fees come out to 13,200 yen per month.

Table (excerpt)

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(Reference)

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10．Paying Usage Fees for Childcare Facilities (CF) Enquires: Preschool Education and Childcare Division, Facility Invoicing and Settlement Group TEL: 053-457-2826

ECEC (Nintei Kodomo-en), Small Scale Nurseries (Shōkibō Hoiku Jigyō), Corporate Daycare Facilities (Jigyō Shonai Hoiku Jigyō)

Usage Fees (for Childcare) must be paid to the facilities. Contact the CF on how to pay and how long you have to pay.

Nursery (Hoiku-en)Usage Fees (for Childcare) must be paid to the CF. You should pay either by bank transfer or through invoice slips. Payments should be made by the following dates - usually by the last day of the month. (On bank holidays, payments should be made the following day).

Paying Usage Fees (for Childcare)・Paying via Invoice Slips : The CF will give you an invoice every month to pay. Please use the slip to pay at the

counter of your financial institution. ・Paying by Bank Transfer: You will receive a “Direct Debit (Bank Transfer) Request Form” (Kōza Furikomi Nōfu

Iraishō) with your Childcare Entrance Notification. Use this to set up a direct debit from a bank account in one of the financial institutions below. Please go to the counter and use the slip to set up the bank transfer.

For Rakuten Bank, please consult their website.Payments processed before the 25th (day before, if 25th is a bank holiday) of the month will be used for the next month’s direct debit. If you are late, you will need to use an invoice to pay directly at the bank counter.

※Direct Debit (Bank Transfer) Request Forms are not available at the bank counter. If you require one, please contact the Preschool Education and Childcare Division（TEL:053-457-2826）※You will not receive a receipt from payment. Please bring your passbook if you wish to have it notarised. ※If you wish to change payment methods invoices to bank transfer, follow the above “Paying by Bank Transfer.”

Financial Institutions which allow Bank Transfers:

Payments via invoice slips cannot be made through Yūcho Bank or Rakuten Bank.

Fees for... Fee Withdrawal Date (Bank Transfer) Fees for... Fee Withdrawal Date (Bank Transfer)

April 2023 May 1 (Mon) October October 31 (Tue)

May May 31 (Wed) November November 30 (Thu)

June June 30 (Fri) December 2024 January 4 (Thu)

July July 31 (Mon) January January 31 (Wed)

August August 31 (Thu) February January 29 (Thu)

September October 2 (Mon) March April 1 (Mon)

Type Name of Financial Institution

Bank Shizuoka, Mizuho, Mitsui Sumitomo, Risona, MUFJ, Suruga, Shimizu, Nagoya, Shizuoka

Central, Japan Post Bank (Yūcho)*, Rakuten (Web Application)*

Shintaku Ginko Mizuho Bank Shinyō Ginko Hamamatsu Iwata, Enshū

Other

Shizuoka Labour Bank (Rōkin), JA Topia Hamamatsu (Topia Hamamatsu Nōkyo), JA

Enshu Central (Enshū-chō Nōgyō Kyōdō Kumiai), JA Mikkabi (Mikkabi Nōgyō Kyōdō

Kumiai) JA Higashi Nihon (Higashi Nihon Shinyō Gyogyō Kyōdō Kumiai Renpōkai)

e.g.: Finished Procedures on March 24 2024 → Direct Debit starts for April Fees Finished Procedures on March 27 2024 → Direct Debit starts for May Fees

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11．Temporary Childcare ServicesEnquires: Preschool Education and Childcare Division, Facility Invoicing and Settlement Group TEL: 053-457-2826

Temporary Childcare Services

If the caregiver works intermittently, or faces a sudden illness etc., and cannot care for their child and thus requires

childcare/pre-school education for a temporary period of time

If the childcare facility (CF) does not offer care for your child’s class group, you may be refused care for your child.

Eligible Children for CF UsageIf the caregiver: uses Short Time Childcare, works intermittently, is at work training, receives education, etc. and requires childcare 3 days or less per week.If the caretaker requires childcare due to temporary or emergency childcare difficulties as a result of socially unavoidable reasons, such as a natural disasters, accidents, childbirth, nursing, care, or attending an important familial event (coming of age, wedding, funeral etc.).If your child has a mental or physical issue which requires temporary group childcare to resolve If your child has a disability or needs to be settled into group/social life

※Children cannot make use of these if they already attend ECEC (Nintei Kodomo-en) with a nursery function, kindergartens, small-scale nurseries or corporate daycare facilities. ※You cannot use temporary childcare at multiple CFs at once.

Facilities which provide this

ECEC (Nintei Kodomo-en), nursery (Hoiku-en), small-scale nurseries (Shōkibō Hoiku Jigyō), corporate daycare facilities

(Jigyō Shonai Hoiku Jigyō)

Daily Fees for 1 Day of Childcare (Usage and Snack Fees)

Age Groups Usage Fees Snack Fee

Under 3’s Daily Fee 2,000 yen ―

Over 3’s Daily Fee 800 yen Daily Fee 200 yen

※Exemptions for Usage and Snack Fees exist for households with certain levels of Municipal Tax

Application for Usage・ When using the service, apply directly at the CF. Depending on the facilities situation, acceptance may not be guaranteed.

Temporary Childcare at Other CFs

・ Certified kindergartens, Uncertified Childcare Facilities, etc. may also provide temporary daycare services. For further details, please enquire with each facility directly.

Further Details can be found here!

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12．Illness, Childcare after IllnessEnquiries: Preschool Education and Childcare Division, Planning and Organisation Group TEL：053-457-2827

Eligible Children・ Infants and Elementary School children who live in Hamamatsu City are eligible for this childcare. ・ If the child becomes sick or if an illness returns and the child does not require hospitalization, but group childcare is

unavailable and the caregiver cannot care for the child (due to work, accident and illness, pregnancy and childbirth, major life event), then child can use a childcare facility (CF).

Childcare after Child’s Illness and Recovery, Usage Period etc. (1) Everyday Illness (cough, indigestion etc.) …………………………………After taking necessary period of rest (2) Transmissible Illnesses (Measles, Mumps, Rubella etc.) ………………………After the infectious period is over (3) Asthma and other chronic conditions………………………………………………………Once episodes are over (4) Broken Bones and Physical Illnesses………………………………………………Once the illness has stabilised

Eligible Time

Generally, up to 7 concurrent days

Daily Usage and Snack Fees (2022)

※ Exemptions for Usage and Snack Fees exist for households with certain levels of Municipal Tax

Opening Days and Usage Times

Please check directly with the facility.

Usage Registration You must register in advance to use the below facilities. When registering, you must submit an “Illness/Post-Illness

Childcare Facility Usage Registration and Child Form” ※ The above document is available at the Preschool Childcare and Education Department or any childcare facilities.

Similarly, they can be downloaded from childrearing website, Pippi. Applying for UsagePlease apply at least a day in advance to the CF you wish to use. At the time of usage, bring the following documents with you. Documents Required

・ Doctors Contact Form/Contact Form about symptoms from caregiver ※ The above document can be found on Preschool Childcare and Education Department or

any of the CFs. Similarly, it can be downloaded from childrearing website, Pippi. ※ Depending on the CF, they may require you to submit other supplementary documents. Ask the facility

directly which documents they require.

Reference: 2023FY CF List

Ward Type Staff Facility Name Address Contact No. 1 Naka-ku Illness, Post-Illness 4 Chuo Nagakami Hoiku-en Nakashima Ni-chome 7-8 467-6600

2 Naka-ku Illness, Post-Illness 6 Illness, Post-Illness Hoiku Mitsubachidai2 Hoiku-en

Waziyama Ichi-chome 12-32 2023 April Newly established

3 Naka-ku Post-Illness 4 Seirei Kodomo-en Megumi Wago-cho 555-1 401-1212

4 Higashi-ku Illness, Post-Illness 4 Midori Hoiku-en Aritama Nishi-cho 1222 433-9734

5 Minami-ku Illness, Post-Illness 4 Mitsubachi Hoiku-en Uriuchi-cho 844-3 444-3282

6 Kita-ku Post Illness 4 Seirei Kodomo-en Wakaba Nearai-cho 645-1 437-0822

7 Hamakita-ku Illness, Post-Illness 6 Sakura-machi Clinic Dohon 28-3 585-3230

Age Group Usage Fees Snack Fee

Under 3’s Daily Fee 1,500 yen －

Over 3’s Daily Fee 1,300 yen Daily Fee 200 yen

Download Forms from here:

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13．Childcare on Saturdays General Outline: ・ Collaborative Childcare on Saturdays refers to childcare facilities (CF) which provide collaborative childcare on Saturdays,

during Obon in August and the New Year period for children attending other CFs. ・ The following facilities provide collaborative childcare. The opening hours for CFs can be found in the below table, with ○ denoting the periods they are open.

※ Addresses and contact details can be found on the lists of CFs, p31- p38.

ist of Facilities in 2023:

Please Note: If caregivers wish to make Usage (avail of Childcare) from the above CFs and wish to use Saturday Childcare, they must check the details with the CF itself. The number in the brackets () beside the facility name can be used to find the facility on the Cumulative Certified Childcare Facility List.

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14．Childcare Facility (CF) List

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Points of Contact for the

Preschool Education and Childcare Division

Enquiries Regarding Contact Number Applications to Certified Childcare Facilities Procedure for Changing Details of Wait-Listed Children

Childcare Consultation Centre 053-457-2833

Consultations while attending a CF Entry Management Group 053-457-2867 Paying Childcare Fees, Temporary Minding Services

Facility Fee Issuing and Settlement Group

053-457-2826

Illness/Post-Illness Planning & Organisation Group 053-457-2827

Certified Childcare Facility Usage Guide Published October 2022 Edited and Published: Hamamatsu Children and Families Department, Preschool Education and Childcare Division

〒430-8652 浜松市中区元城町 103 番地の 2

(103-2 Motoshiro-cho Naka-ku Hamamatsu-shi 〒430-8652)

: 053-457-2833 FAX: 053-457-2039