DHS is required to convene regional stakeholder meetings with child care providers and licensors to discuss posting of child care licensing information. Enhanced background study requirements, emergency preparedness plans and Fix-It Tickets will also be discussed. Providers can attend any location that is convenient to them. You can find the invitation to those meeting here.
The Guidelines for the Posting of Child Care Licensing Information describe the way public licensing information for child care programs is currently displayed on the website Licensing Information Lookup (https://licensinglookup.dhs.state.mn.us/). It explains the changes and improvements we are making and when they will take effect. It also summarizes the stakeholder input we received before making the changes. (April 2018)
County licensors issue fix-it tickets rather than correction orders for 19 types of violations. The new Fix-it Ticket form, effective Jan. 1, 2018, has further details about the process, including:
Family child care violations eligible for Fix-it Tickets:
* Items marked with an asterisk are violations that stakeholders and/or county partners requested be made eligible for a fix-it ticket.
For additional details, see Licensed Child Care Fix-It Ticket Implementation DHS-7657 (PDF).
Family child care providers can now subscribe to receive important information, including legislative changes, from DHS Licensing.
Do not reply to emails sent to you, as they will not be read or forwarded for handling. Your email address is used only to deliver the information you requested.
DHS is preparing to implement the enhanced background studies that will impact all licensed child care programs starting this fall. This also impacts all certified licensed-exempt centers. (Non-licensed providers participating in the Child Care Assistance Program (CCAP) are also impacted by these changes.) These new enhanced background studies are required by changes in federal law. For more information on the new study requirements, go to Minnesota child care provider background studies.
The federal Office of Child Care has informed states that they are able to use certain child care block grant funds to help providers pay for the new enhanced background studies.
Accordingly, DHS will pay for the cost of the new background studies for existing providers and their staff/family members who already have a current background study when the new enhanced studies are rolled out. (Non-licensed providers participating in CCAP will also have their costs covered and will receive a separate letter from DHS.)
When a child is admitted in a child care program a Family Child Care Admission and Arrangement Form must be signed completed and kept in the child’s record. Within this form the license holder needs to complete the liability insurance notification, permission to obtain emergency medical care and authorization to transport a child. Prior to transporting children under the age of nine the caregiver must complete the required training.
License holders must notify parents in writing if they have or do not have liability insurance prior to admission. This notification may be included on the Admission and Arrangement form. If the license holder does not have liability insurance coverage they must provide annual notice to parents on this DHS form. If the license holder has coverage and the policy changes or lapses they must provide notice to parents on this DHS form; however, if there are no changes to the continuous coverage no further notices are required.
Documentation of immunizations must be in a child’s record. The Minnesota Department of Health (MDH) has issued a clarification on the documentation needed to meet the immunization documentation requirement.
When a child has an allergy, the parent must complete and sign the DHS approved Family Child Care Allergy Information Form. This must be completed before the child is admitted. The signed form must be in the child’s records.
Caregivers are legally required to report suspected abuse or neglect of children. Providers are required to have a written policy regarding mandated reporting, this form may be used to fulfill this requirement.
When an infant is present in a program, parents or a physician may need to complete the following forms if they apply. The signed and completed form must be in the child’s records. See Minnesota Statue 245A.1435.
Placing a swaddled infant down to sleep in a licensed setting is not recommended and is prohibited for any infant who has begun to roll over independently. However, with written consent of the parent and a one-piece sleeper equipped with an attached system that fasten securely only across the upper torso, with no constriction of the hips or legs a license holder may swaddle an infant. The DHS required form must be completed and signed in the child’s record.
When an infant is present in the program the caregiver must place the infant to sleep on its back to sleep. An infant who independently rolls onto its stomach after being placed to sleep on its back may be allowed to remain sleeping on its stomach if the infant is at least six months of age or the license holder has a signed statement from the parent indicating that the infant regularly rolls over at home. This documentation must be in a child’s record. This form may be used to fulfil this requirement.
When an infant is present the license holder must place the infant to sleep on its back unless the license holder has documentation from the infant’s physician directing an alternative sleeping position for the infant. This DHS required permission form must be completed and signed in the child’s record.
Only when a swimming pool or wading pool is in use the following forms would need to be completed
When a wading pool is used these forms are required for each child in care. The risk sheet will be given to parents and the permission form must be signed in the child’s records.
When a swimming pool is used these forms are required for each child in care. The risks sheet will be given to parents and the permission form must be signed in the child’s records.
The licensed program must maintain annual documentation on cribs against the United States Consumer Product Safety Commission Web to check equipment for recalls. Monthly safety inspections on every crib, portable crib, mesh-sided or fabric-sided play yard, pack and play, or playpen used by or accessible to any child in care must be conducted and documented. This form may be used to fulfill this requirement.
The licensed program must have a written fire escape plan and a log of monthly fire and storm drills. This form may be used to fulfil this requirement.
License holders are required to complete the Certificate of Compliance of Minnesota Workers’ Compensation Law form with each application (initial and renewal)
License holders, employees, subcontractors, and volunteers, when directly caring for children from abusing prescription medication or being in any manner under the influence. This policy can be contained within the license holders written policies to fulfil this requirement or this form may be used.
License holders must have a program grievance procedure for parents. This policy can be contained within the license holders written policies to fulfill this requirement or this form may be used.
License holders must have a written emergency plan for emergencies. This DHS required form must be completed in the license holders records and a copy provided to the parent or guardian. Keeping Kids Safe is a planning guide that can be used to help create a plan.
License holders must have emergency phone numbers of the parents and the child’s physician and dentist must be readily available. This form may be used to fulfill this requirement.
Providers are required to maintain a log of monthly fire and storm drills. This form may be used to meet that requirement.
License holders’ policies must have written information available for discussion with parents or the agency. They must contain the following information:
This document offers definitions for age groups along with a chart of child/adult ratios.
Providers are required to obtain written permission to administer prescription and non-prescription medication. This form may be used to meet this requirement.
This is a guide to understanding safe sleep and training requirements for infants.
This form may be used to report a serious injury or death of a child in care to your county agency.
Once the viewing of the off year video training is completed you may use this document to offer verification that you met this requirement.
This form may be used to authorize permission for the provider to transport children in a vehicle, use public transportation or participate in an activity away from childcare setting.
Minnesota counties perform the major functions related to licensing of family child care programs. County responsibilities include:
Licensed Family Child Care Providers are required to follow Minnesota Statues, Chapter 245A and Minnesota Rule 9502 that is also known as Rule 2. Rules and Statues are available on-line at the following links or you may order the book. Be aware the book may change with each legislative session. Licensed Holders are responsible for understanding and following these laws:
The 2018 Legislature changed several laws that impact family child care programs, including licensing requirements and background study requirements. Many of the changes clarify licensing requirements or make it easier for providers to comply with requirements.
Second adult caregivers are used 30 or more days in a 12-month period. They are required to:
Substitute means an adult at least 18 years of age who assumes the responsibility of the provider. Substitutes that are used 31 hours to 30 days in a 12-month period are required to:
Substitutes (also known as Emergency Substitutes) that are used 30 hours or less in a 12-month period are required to:
Helper means a person at least 13 years of age and less than 18 years of age who assists the provider with the care of children. A helper can never be left alone with children. Helpers are required to:
Helpers who assists with care on a regular basis (at least monthly) must complete six hours of training within one year after the date of initial employment.
This 4-page fact sheet, Training Requirements for Licensed Family Child Care Providers DHS-7672 (PDF), answers questions providers may have, including requirements for different roles, initial training requirements ongoing training requirements, definition of "annual", training not required annually, and resources.
Sixteen hours per licensing year must be completed.
Child Development and Learning or Behavior Guidance is required each licensing year. You can choose one or the other from the following to meet this requirement: 1) Knowledge & Competency Framework (KCF) I; 2) Knowledge and Competency Framework (KCF) II.C
Sudden unexpected infant death (SUID) training and Abusive head trauma (AHT) training is required for all license holders, staff persons, caregivers, and helpers who assist in the care of infants. All Achieve Minnesota Center for Professional Development (MNCPD) approved training counts; on-line or classroom.
Active Supervision (also known as Supervising for Safety). There are several options to meet this two hour per year requirement. Most course titles start with "Active Supervision" however; Health and Safety I or II count toward this requirement in the year it was taken.
Health and Safety I must be completed by 12/31/2022 and then every five years thereafter.
Health and Safety II must be completed by 12/31/2022 and then every five years thereafter.
Sudden Unexpected Infant Death (SUID) videos
The Department of Human Services has approved the following series of videos to meet the SUID component when individuals are not receiving face-to-face, classroom, or online SUID training. All videos must be viewed to meet the SUID training requirement.
Please Note: The videos below include portrayals of infant sleep environments in private, non-licensed, homes that are not subject to the requirements of Minnesota Statutes, section 245A.1435. Licensed child care providers must comply with statutory safe sleep requirements when sleeping infants including nothing in the crib except for an infant’s pacifier. In addition, attachments or modifications to the crib are prohibited.
Abusive Head Trauma (AHT) videos
The Department of Human Services has approved the following series of videos to meet the AHT component when license holders are not receiving face-to-face, classroom, or online AHT training. All videos must be viewed to meet the AHT training requirement.
While no specific method of verification is required, you may print and sign the Family Child Care SUID/AHT 'Off-year' Video Training Verification DHS-3803 (PDF) to document that you watched each of the videos to fulfill your training requirement
CPR every two years that must include techniques for infants and children.
First Aid every two years
Child Restraint Systems (C.A.R.S.) training must be completed every five years if transporting children under the age of nine. If you are not transporting children you do not need to complete this course.
Provides financial assistance to help families with low incomes pay for child care. For more information, visit the department's child care and early education webpage, email firstname.lastname@example.org or call 651-431-3809.
Expands access to high quality programs by partnering with local entities to renovate or construct new early learning facilities. Grants are provided under a competitive request for proposals process administered by the department's Office of Economic Opportunity. For more information call 651-431-3808 or email email@example.com.
Child Care Aware of Minnesota offers a number of grants and scholarships to people in the field, including regional grants, R.E.E.T.A.I.N. Bonuses, T.E.A.C.H. Scholarships, CDA Scholarships and Foreign Credential Evaluation Scholarships.
Family child care providers are encouraged to submit questions to the Licensing Division for review. These provider questions allow the Licensing Division to determine where more clarification on licensing requirements can be provided. Your question will be sent to DHS. DHS will consult with your county licensor before replying with an answer to your question. Your county licensor will be copied on DHS’ response to your question.
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