Emerging Provider Experience
Welcome to the first step to opening your child care business!
Child care is anything but a small business, but it is a business. It is a serious endeavor that requires a strong foundation to flourish. With the proper research and preparation, your dream of opening your child care business can become a reality. Still trying to figure out where to begin? You’re at the right place!
GET STARTED
Continue My Journey
Research
Plan
License
Grow
Do you speak a language other than English?
Translation Assistance
Which type of program would you like to open?
HOME
CENTER
MINISTRY
UNDECIDED
How many years of experience do you have in early care & education?
LESS THAN 5
BETWEEN 5-20
MORE THAN 20
When do you expect to open your child care?
WITHIN 1 YEAR
UNSURE
AS SOON AS POSSIBLE
Child care programs provide safe, supervised environments for children in the absence of their parents or guardians.
WHERE TO START?
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LET'S GET STARTED
Are you ready to take the first step to becoming your own boss and changing lives for children and families? You’ve come to the right spot!
This section of the Emerging Provider Experience will help you understand child care needs in your community, learn about types of programs near you and provide you with tools to establish a strong foundation for your business.
PLAN
Already have a business plan and chosen auspice? Are you ready to plan for what you need to get your program running? If so, this phase is for you.
This section of the Emerging Provider Experience will help you understand the fundamentals of operating a child care program, learn how to build your team and provide you with tips for navigating business supports and family engagement.
Do you have a plan for how you’re going to run your child care business? You may be ready to start the licensing/registration process here!
This section of the Emerging Provider Experience will walk you through the licensing/registration process step-by-step and outline the minimum requirements and documents needed to obtain licensure.
Are you looking to grow and expand your licensed/registered child care program? This phase can help!
This section of the Emerging Provider Experience will help you navigate opportunities post-licensure to expand your business, improve your quality of care and engage in professional development for yourself and your care team.
RESEARCH
LICENSE
GROW
Daily care includes activities, learning opportunities and child/staff interactions, all in a safe, playful and educational environment. Programs may operate as full-day care or afterschool or summer support for school-age children, as well as part-day care or part-day preschool. A program can be run as a standalone business, as part of a ministry, out of the home or in a public or private school. While child care programs vary in type, one thing remains the same: high-quality, safe care for children is the top priority for every child care program, no matter how big or small. Early care and education programs play a critical role for families and communities. By offering quality care and education, you create a two-generational economic impact, helping parents go to work and support their families while nurturing the next generation of leaders and thinkers from birth through their early school years. Meanwhile, you have leadership and decision-making opportunities about how you run your program. The following guide provides a general overview of the process for opening and operating a regulated child care program in Indiana, and it includes helpful links and resources for you to consider as you open your child care program. This guide is designed to be accessible to all individuals – from those considering opening a child care business to those ready to expand.
Please note: this guide is not intended to replace any rules and regulations set forth in statute or Indiana Administrative Code, the text of which may be found here and here, respectively. Any questions regarding official guidance or interpretation of specific child care rules and regulations may be directed to the Office of Early Childhood and Out-of-School Learning (OECOSL).
Welcome to the research phase of your business journey. You are taking an important step toward building your future success! In this section you will learn how to connect to free and local support in your area, and you'll be encouraged to think about why now is the time to take this step and establish your business. You will also learn about the supply and demand for child care in communities you plan to serve and create your business plan. Begin by clicking Get Started below. To navigate through the journey, use the navigation toolbar on the left side of your screen to move between sections when needed.
Business Plan
Location
Types of Care
Your Community
Your Why
Starting Point
Glossary
Whether you are experienced or just starting, the Office of Early Childhood and Out-of-School Learning (OECOSL) is ready to assist you with research or any other needs. OECOSL offers free support, and its Emerging Provider Specialists are well-equipped to help you navigate this process. Contact an Emerging Provider Specialist by completing the interest form below. Once you complete the interest form, you will receive a welcome packet to help you along your journey to opening your business!
Contact an Emerging Provider Specialist
Geminus
8400 Louisiana St. Merrillville, IN 46410
Email: elc@geminus.org
Phone: 219-685-1500
Learn More
The Child Care Resource & Referral Network
31 N. 7th Street, Suite B Lafayette, IN 47901
Email: info@thechildcareresourcenetwork.org
Phone: 765-742-7105
Child Care Answers
1776 N. Meridian St., Suite 101 Indianapolis, IN 46202
Email: info@childcareanswers.org
Phone: 317-636-5727
Chances And Services for Youth
1101 South 13th Street Terre Haute, Indiana 47802
Phone: 800-886-3952
Building Blocks
414 SE 4th St., Suite 214 Evansville, IN 47713
Email: info@child-care.org
Phone: 812-423-4008
INTEREST FORM
As a potential child care provider, you can own and operate your own business while engaging in incredibly rewarding work that not only directly impacts the development of Indiana’s children but also ensures the continued success of Hoosier families. From working with children and establishing daily routines to budgeting and community support, there are many aspects to consider before opening your child care business. Use the following questions as a starting point to determine why you want to open a child care program:
Consider Your "Why"
For a more thorough self-assessment, click these buttons to learn more.
QUESTION 1
Do you...
...have experience and enjoy working with young children for several hours at a time?
QUESTION 2
Are you...
...comfortable being your own boss and managing your business’ budget, staffing and marketing needs?
QUESTION 3
...familiar with (or willing to learn) the laws and regulations for operating a child care program in Indiana?
QUESTION 4
...interested in increasing your knowledge of child development, teaching and learning?
HOMES
CENTERS / MINISTRIES
This is the assessment is for centers but can also apply to ministries.
Once you’ve established your “why,” consider how your new program fits into the current landscape. If you live in an area with more than enough child care centers, a family child care home might be your best option. If the reverse is the case, your most successful route might be opening a child care center. Whatever the case, understanding your community’s child care landscape will help you be more prepared for your new business. Click the links below to help you assess your community.
Research Programs in Your Area
How many child care programs are there in your area?
When conducting your research, consider the following questions:
How much do programs charge per week for each age group?
What proportion of providers are high-quality (Paths to QUALITY™ Level 3 or 4)?
What types of care are offered (e.g., family child care homes, child care centers, unlicensed registered ministries)?
Is there a gap between the number of children needing care and existing providers’ licensed capacity?
Once you have researched, consider how your new program fits into the current landscape. If you live in an area with more than enough child care centers, a family child care home might be your best option. If the reverse is the case, your most successful route might be opening a child care center. Whatever the case, understanding your community’s child care landscape will help you be more prepared for your new business.
Resource Links
CHILD CARE FINDER
CENTER ASSESSMENT
MARKETPLACE
DATA CENTER
HOME ASSESSMENT
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CLOSING THE GAP
What Type of Child Care Program is Right For Your Business
The next step in the process is to utilize the market research you completed in the previous step to help you determine which type of child care program you’re interested in opening. You may also find it helpful to consider how many children you intend to serve when deciding which type of program to open. Do you see yourself serving a small group of children within your home or another residential setting? Or are you looking to open a program with a large group of children in a standalone center or registered ministry? OECOSL's Emerging Provider specialists are available to help guide your decision-making for many aspects of the emerging provider process, including choosing a program type, building/location considerations, budgeting and more. The start-up and regulatory process looks different depending on the type of child care program you want to open. Before you start the process, it is important to understand the types of regulated care and to learn more about resources that can help you along the way. In Indiana, there are three different types to choose from - click on the tabs to review the safety regulations for each one. For a quick view of all regulated child care programs for Indiana and general program requirements, please view the chart or consider taking Orientation Training (OT) 1 on Indiana Learning Paths (ILP). Learn more on how to access ILP in License phase.
An unlicensed registered ministry program is operated by a church ministry that is a religious organization exempt from federal income taxation. Like a center, they generally have a dedicated director, multiple team members and the children are grouped by age.
Unlicensed Registered Ministry
A family child care home program is where a small group of children is cared for in a residential structure for payment. In Indiana, a family child care home must be:
Licensed Family Child Care Homes
State violation and inspection reports available online
Comprehensive federal background checks required on staff
Total number of children in a group is limited
Ratio of adults supervising children is required
First aid training is required of all staff members
Caregivers must meet formal educational requirements
Caregivers must meet training requirements
Eligible to participate in Paths to QUALITY™
Child care center-based programs have a dedicated director and multiple team members. Centers are usually in non-residential, commercial buildings, and children are generally grouped by age. Some centers are operated by an individual, faith-based organization, public school, nonprofit organization or government agency. Others operate for profit and are owned by an individual or corporate chain. In Indiana, a center must be:
Licensed Child Care Centers
Click here to learn the laws and regulations for each type of program.
Once you’ve determined which type of child care program fits your situation and vision, it’s time to learn more about the laws and regulations for your chosen program type. Indiana’s child care laws and regulations are complex, however, following these regulations help keep children safe and healthy while they learn. CCRR Network program engagement specialists are available to help you understand the regulations and answer any questions. You may access a list of applicable laws and related policies with the full text on FSSA's website by clicking the button below. One of the most important regulations you need to know is the ratio and licensed capacity.
Learn the Laws & Regulations for your Child Care Program
• Licensed capacity is the number of children allowed to be present at any time.
4 Years: 12 children to 1 adult, max 24 children
Relatives 7 years old and older do not count in capacity
Department of Homeland Security, Fire and Building Safety Division, determine the maximum capacity based on square footage by adding the capacities of the individual rooms/areas. Your licensing team recommends using 35 sq. feet of usable space per child. This does not include office, bathrooms, hallways or built in cabinets.
LAWS & POLICIES
CENTER RULES
HOMES RULES
MINISTRY RULES
Capacity
Child to Adult Ratio per Classroom
Child to adult ratios are set by the Child Care Development Fund (CCDF) laws and rules. Programs with enrollment of 16 or more children, refer to center ratios tab above. For programs with 15 or less children enrolled in their program, refer to the family child care home ratios tab above. You will learn more about CCDF and Voluntary Certification Program in a later section of this guide.
Licensed if at least six children (not including the children for whom the provider is parent, stepparent, guardian, custodian or other relative or any child who is at least 14 years old);
1) 2) 3) 4)
For more than four hours but less than twenty-four hours on each of 10 consecutive days per year, excluding intervening Saturdays, Sundays and holidays.
A toilet must be in a room with a door that opens directly into the toddler room. A sink must be in the toddler room or in a room that opens directly into the toddler room. A sink must be in the infant room or in a room that opens directly into the infant room.
Common Oversights
There must be one toilet and one sink for every 15 children 2 years and older in the center.
Capacity is based on: square footage, age groups, maximum group size, and the number of toilets/sinks designated for children.
Receive child care while unattended by a parent, legal guardian, or custodian;
For regular compensation;
• Licensed capacity is the number of children allowed to be present at any time. • Child to adult ratio is the number of children that one caregiver or adult can supervise. This number is based on the age of the youngest child present.
• Child to adult ratio is the number of children that one caregiver or adult can supervise. This number is based on the age of the youngest child present.
At least 35 sq. ft. per child in each classroom for toddlers through school ages, excluding unusable play space, such as kitchens, restrooms, diapering areas, cubbies, built-in cabinets, teacher desk space, etc. An infant classroom requires at least 50 sq. ft. of usable play space, per child.
An infant classroom requires at least 50 sq. ft. of usable play space, per child.
3 Years: 10 children to 1 adult, max 20 children
30-36 Months: 7 children to 1 adult, max 14 children
2 Years: 5 children to 1 adult, max 10 children
Toddler: 5 children to 1 adult, max 10 children
Infant: 4 children to 1 adult, max 8 children
5 Years: 15 children to 1 adult, max 30 children
Children 14 and older do not count in capacity unless they are enrolled in child care services
Maximum capacity = 12 children, plus three school-age children (before and after school) during the school year
Preschool and older: (3 years and older only) 12 children to 1 adult
Mixed-Age Group: (birth – 6 years) 10 children to 1 adult
Infant/Toddler Mixed: (birth through 24 months) 6 children to 1 adult
Infants: (birth through 12 months) 4 children to 1 adult
Only 3 children can be less than 16 months. Seven of the children must be 16 months of age and walking unassisted.
The next step is to find a location or building for your program. If you are considering opening a child care center, you will need to find an appropriately zoned building, in addition to any changes needed to ensure the building is up-to-code. If you are considering opening a family child care home or unlicensed registered ministry, you may already have a building in mind for your program. In that case, you should check with your local/municipal building planning department to ensure that your building is both appropriately zoned and up-to-code for operating a child care program. If you need help getting in contact, an Emerging Provider Specialist is a good place to start. Additionally, those interested in opening a family child care home should ensure they have approval from their Homeowners’ Association or HOA (if applicable), as some HOAs do not allow family child care homes.
Find a Location or Building
CHOOSE THE RIGHT LOCATION
FIRE CODES
What will it take to open your doors, such as construction costs, permits, furniture, office supplies, curriculum materials, etc.? You will want to keep a record of all expenses you incur before opening. Avoid using cash because it's easy to forget how and where cash was spent without proper documentation. Use a credit/debit card or check to help track your expenses. This information will be very important when you file taxes after your first year in business.
Create a Budget
EXAMPLE
Home Child Care (provider not living in the home)
Total annual expenses = $88,870.00 Total Capacity = 12 children (70% = 8.4 children) $88,870.00 / 8.4 / 52 = $203.46 $203.46 = minimum weekly tuition per child
Draft a Business Plan Outlining Your Intentions
create a budget
Now that you’ve identified which program is right for you, it’s time to create a budget.
A budget will help you understand what it will cost to run your business and the profit you’ll make once your business is open. Learn how to create a business budget.
Draft a plan
Outline the plan for your business using everything you just learned in this section.
Learn how to create a business budget.
Finialize: Review and finalize your business plan. Once you've finished, head back to the main business plan page for next steps.
As your final step in this section, you will need to pull everything you have worked on in the previous steps into a business plan. At a minimum, your business plan should include the following key elements. Hover over the cog icons to learn more.
Supporting Documents: Documentation of any of the other steps
Evaluation: Benchmarks and key performance indicators for success
Financial Analysis: Necessary budget to get started, annual operating budget and financial projections
Service Description: Program goals; Detailed description of the program site and benefits, capacity, services and hours offered; Needed equipment and furnishings; Planned site layout and facility management plan
Marketing Plan: What makes your program unique, marketing goals and potential strategies to reach clients
Company Overview: An explanation of the business structure, services provided, and future goals and needs
Executive Summary: A short overview of the child care business as a whole and your unique mission statement
Market & Industry Analysis: Local family demographics and child care supply and demand metrics
Operations Plan: Management team, organizational chart, staff training and board oversight if needed
Start-up costs
Ongoing costs
What will it take to operate your day-to-day business?
Use the template to begin drafting your budget. Play with the totals to understand how fluctuating costs affect the money you bring in. Once you finalize your budget, analyze the cost of operating your business. Is it sustainable? Is it enough profit for you to build your business and savings?
MONEY MATTERS
FAMILY BUDGET
FAMILY CASH FLOW
EIN NUMBER
HOME BUDGET TEMPLATE
CENTER & MINISTRY BUDGET
FCC TAX RESOURCES
WRITING A PLAN
OPENING A CENTER
HOME BUSINESS GUIDE
MARKETING GUIDE
The next step is to draft a business plan. Creating a strong business plan is a great foundation for your business' long-term success. You'll need to select 'create a budget' to get started, then select 'draft a plan' once you have a budget.
Once your business plan is finished, complete the survey to receive a child care business starter pack!
SURVEY
This example will allow you to break even. It does not consider any profit you may need to make.
The Money Matters button below will open a recording that will define variable and fixed costs, and cost of care. Fast forward to minute 19:40 to see the definitions and budgeting examples.
Fixed costs do not change regardless of how many children are enrolled in your program. Examples include your mortgage payment, insurance premium and any loans.
Variable costs are directly related to how many children are enrolled in your program and can vary monthly. Examples include the cost of food, supplies and professional services.
• Total annual expenses / 70% (capacity) / 52 = minimum tuition per child per week
Determine how much you need to charge for tuition
• Expenses for one month X 12 months = Total annual expenses
Now that you’ve completed Phase I and have your business plan, let’s move to Phase II: Program Opening and Minimum Requirements. This section of your journey is intended to provide you with an outline of the various components needed to open and operate your child care business, regardless of which type of child care program you’ve chosen or whether you intend to complete the licensing process.*
*Please note: this list is meant for your consideration before obtaining licensure/registration and should not be construed as a substitute for the minimum legal requirements to operate. All child care programs must obtain licensure/registration or meet one of the 13 licensure exemptions outlined in IC 12-17.2-2-8 to operate legally in Indiana. Remember that you are limited in the number of children you can serve and the hours your program can operate before you become licensed or registered.
This phase has been broken out into six categories of operations:
Building your team
Family Engagement
Business Supports
Training Requirements
Build Your Team
Learning Environments
Building
Learning environment
Family engagement
Business supports
Training requirements
Every child care program needs a building to operate. Whether you’re planning on opening a family child care home or looking to start a child care center, here are a few things you will need:
A safe and secure building up to code for your type of child care program
The building you choose must be fit for occupancy for your chosen type of child care program. For example, a child care center cannot be operated in a residential building where someone lives, and a family child care home cannot be operated in a commercial building. Unlicensed registered ministries must complete a building inspection with their local fire marshal for a fee.
A building that meets zoning and code requirements
Your building must meet local and state fire and building safety code requirements for a child care program and be appropriately zoned for how you intend to operate it. For example, even if you were to convert a home zoned for residential use into a child care center that’s up to code, you would not be able to legally operate as a child care center within a residentially zoned area.
Space to prepare and/or serve food
Whether you intend to bring in food or require families to bring their own, kids need to eat! Make sure your building has a space to safely store food (i.e., a refrigerator, freezer, etc.), equipment to prepare it with (i.e., microwave, stove, oven, etc.) and a place to serve food (i.e., tables, chairs, desks, etc.).
Sinks for food and handwashing
Almost all children are guaranteed to do two things: eat and make a mess. While you should check the regulations for your auspice, make sure your building has at least one sink where you can wash dishes, pots and pans and a separate sink for washing hands before and after food is served.
Bathrooms
The number of bathrooms required depends on the auspice, but all child care programs need at least one bathroom for occupants.
Enough room for kids to play and learn
Children need room to play, explore and learn both indoors and outside. Make sure your building has rooms large enough for kids to move around in and a safe outdoor space.
Secure area(s) to store and items hazardous to children
Many household items can be hazardous to children, from cleaning chemicals and kitchen knives to dish soap and buckets. Your building needs a safe area (i.e., closet, cabinet, etc.) that can be secured and locked with a lock and key or padlock to store these materials where children can’t reach them (child locks, magnetic locks, barrel bolts and latches do not count as locks).
Learning environments are nurturing spaces that support the development of all young children. They include play spaces, areas for caregiving routines and outdoor areas. Learning environments are well-organized and managed settings. They offer developmentally appropriate schedules, activities, materials, indoor and outdoor opportunities for choice play, exploration and experimentation. They are flexible to changing ages, interests and characteristics of a group of children over time. State regulations will help guide the use of your child care space. Before purchasing equipment and furnishings, you should familiarize yourself with these regulations as they will impact your equipment and material choices as well as room arrangement. It is equally important to remember that these state regulations are minimum standards. While licensed programs are required to meet these standards, many strive to provide a higher level of quality through the programming and learning environment they offer.
Caregiving Routines
Your Physical Environment
Children feel more confident and secure when their daily activities are predictable and familiar. A consistent daily schedule and step-by-step routines give children, and adults, a predictable day.
Toys and Materials
Items should be appealing to children and pleasing to the eye and touch. Colorful items support multisensory play and learning.
SPARK’s Knowledge Center contains a wealth of resources related to child development and growth, health, safety and nutrition, learning environments and curriculum, along with other topics. The Knowledge Center is accessed through My SPARK Learning Lab.
Schedules and routines help children understand the expectations of the environment and reduce the frequency of challenging behaviors, such as tantrums and acts of aggression. Activity schedules that give children choices, balanced and planned activities (small vs. large groups, quiet times vs. active times, teacher-directed vs. child-directed, indoor vs. outdoor) and individualized activities result in a high rate of engagement. In addition, the length of the play period can affect children’s social and cognitive forms of play. Studies show that a play period that is longer than 30 minutes leads to higher levels of social and cognitive play.
Engage in learning
Know how to do an activity or task
Know what is happening now and what comes next
Feel safe, secure and comfortable
Feel in control of their environment
Schedules and routines in the child care setting help children:
IMPORTANCE OF SCHEDULES & ROUTINES
IT'S THE LITTLE THINGS
CREATING ROUTINES ZERO TO THREE
The physical environment is the most visible feature of your program. It’s the first thing families and guests see when visiting your site. Careful planning of your space will help you provide children with the best care and learning experiences. You’ll want to select equipment and materials that make the space usable and comfortable, safe and child friendly, and attractive and functional for the adults who share the space.
OECOSL’s Emerging Provider specialists can provide guidance before scheduling your on-site inspection on your learning environment and curriculum, marketing materials such as your parent handbook, records and budget.
When selecting furnishings and equipment, consider the following:
Physical Environment
Features of the physical and social classroom environment will maximize young children's engagement and learning.
There are several benefits to outdoor learning and play; it’s vital to a child’s education and development. Incorporating engaging and exciting activities for children impacts their physical and psychological health.
*This step is not required, but it is a great way to receive helpful tips and prepare for your licensing inspection.
Addtitional Resources
Focus on quality and durability
Purchase items that will help you create an inviting environment
Select items that will inspire children’s creativity and learning
Look for items that blend well with other features of your space
(click to explore)
Learn more >
Choosing toys and materials for your program can be a lot of fun but can also be overwhelming and expensive. You’ll want to find items that are not only fun for the children but also educational and developmentally appropriate. Developmentally appropriate means that the activities and materials match each child’s development stage. It’s important to have enough toys and materials for the number of children in your care while not having so many that it’s cluttered and overwhelming. There are many things to consider when choosing items for the children in your care, including safety, cost and durability.
Specialists at your local CCRR Network can walk through your home or facility before scheduling your on-site inspection with the state. They can provide guidance on your learning environment and curriculum, marketing materials such as your parent handbook, and records and budget.
(hover to explore)
Child Care Technical Assistance Network will help you think about equipment and learning materials for your students.
Here are some other things to keep in mind when making your selections
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Items should hold the children’s attention. Not only should they capture the children’s attention initially, but they should also be able to hold children's attention over time and through multiple play sessions.
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Items should have multiple or open-ended uses. Multi-purpose and open-ended items generally hold children’s interests for long time periods.
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Items should be of good quality, sturdy and durable. These standards are important for the safety of the children, but it can also impact your budget, as it can be costly to replace items regularly. Ask yourself, does this item look like it can withstand constant use for an extended time period?
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IItems should be washable or easy to clean. It’s a fact that children are messy, so having items that can be washed or wiped down easily will make your life easier and will help your budget.
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Items should be safe for children to use. Safety should be top of mind when choosing items for your program. Make sure the items are developmentally appropriate for the age of the children and are not made with materials that could harm them. For example, small parts represent a choking hazard to children under age 3.
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Items should be cost-effective. Items that meet most, if not all criteria on this list, are often more expensive than those that don’t. Keep in mind paying a little more for quality items can be more cost-effective in the long run.
The National Association for the Education of Young Children has several recommendations for children 0-6 years old. Age-appropriate materials are important for the development of children in your care.
Login to your I-LEAD account and click the green “My SPARK Learning Lab” button to start. Don’t have an account? Head to ilead.in.gov to create your free account and explore what My SPARK Learning Lab offers!
Building a team of talented educators dedicated to your philosophy and inspired to show up for children every day is hard but not impossible! When you’re ready to begin looking for candidates to help you support families in your community, there are a few things to consider.
Building your support team
Before you seek or recruit new team members, you’ll want to consider what skills you need to make your program thrive, including specific experiences your child care employee should already have and the skills you’re willing and able to develop within that employee. You know best as to what you need, but this article may help you consider additional qualifications of an employee. Note: The Program Staff Training Requirements section lists necessary qualifications and training requirements for your team.
Recruiting your all-star team
After identifying the skills and qualifications needed for the new position, you should consider how you will promote your openings. Sharing your open position with friends and family is a helpful way to spread the word. You may also consider posting your openings on an employment website, career pages and through your social media channels. Flip to the Public Relations and Advertising section of this Marketing Best Practices Guide to find helpful strategies to share your opening.
Promoting your openings
Once you’ve shared your opening and have quality resumes to consider, you’re ready to interview potential team members. The interview is the most essential step in the hiring process. It is helpful to conduct the interview in person and have a set list of standardized questions to help guide the conversation, which will also help you compare candidates equally. As you prepare your interview questions, you can use this article to help inspire you.
Interviewing potential team members
Retaining your all-star team
Managing performance
Keeping your all-star team once hired is an essential piece to the team-building puzzle. It’s important to show how much your employees mean to you by providing positive reinforcement and constructive criticism, as well as offering professional development opportunities to continue building their skillsets. The Indiana Association for the Education of Young Children (INAEYC) is an organization that will help connect you to professional development opportunities for you and your team. In addition to INAEYC, review this article which outlines additional retainment strategies.
Sometimes, concerns related to an employee's job performance may develop, and it is always best if you are well-prepared when that time comes. In most situations, performance concerns can be managed through candid conversation with the employee, using the time to clearly share your observations and reset performance expectations. If the performance problem persists, the next step may be a performance improvement plan. If the employee is unsuccessful in addressing the performance issue or depending on the severity of the issue, it may be necessary to separate employment. It is always best to consult a human resources professional or attorney on employment law. Should you decide to separate employment, here are some tips to help you prepare to let someone go.
Managing Performance
All child care providers are required to complete a national criminal history check. This requirement includes the applicant, all staff and volunteers 18 years and older. For family child care homes, anyone living in the home 18 years and older is also required to undergo a criminal history background check. The criminal history background check must be completed no more than 60 days before receipt of the licensing application. You must do this through OECOSL’s provider, IdentoGo. This may cost around $37 per person. Please note: you will need to submit consent forms to release information in I-LEAD for all staff at your program.
Program Staff Training Requirements
The CDA is a nationally recognized credential awarded to early childhood educators who complete coursework, obtain field experience, develop a portfolio and complete an assessment. A total of 120 clock hours of professional development must be completed to apply for the CDA credential. The CDA credential is awarded by the Council for Professional Recognition. For more information, please visit their website. For more information about obtaining a CDA, contact an Emerging Provider Specialist. Many universities, colleges and continuing education programs offer the coursework required to prepare for the CDA assessment. The T.E.A.C.H. Early Childhood® INDIANA program offers scholarships for eligible candidates seeking CDA credentials, associate degrees and bachelor’s degrees in Early Childhood Education. Scholarships are available for individuals working at least 30 hours per week who earn less than $20.00 per hour in licensed, registered or legally licensed-exempt child care programs in Indiana. Scholarship recipients receive funds to cover partial costs of college tuition, books and travel. For more information, contact the Indiana Association for the Education of Young Children (Indiana AEYC).
Health & Safety Training
The applicant, all assistants and volunteers must receive Health and Safety Orientation trainings before licensure. All new employees must receive training within 90 days of hire. These trainings are encouraged by not required for unlicensed registered ministries.
Required Health and Safety training topics include:
INDIANA LEARNING PATHS
The following trainings are required to become a regulated program, regardless of type of child care program. They are available online through Indiana Learning Paths, our state’s training and professional development website. Indiana Learning Paths can be accessed through I-LEAD, found within your Access Indiana account. If you have not yet created your Access Indiana account, check out this tutorial. Once you have access to Indiana Learning Paths, here is a helpful resource for using the platform and locating your required trainings.
FIND A TESTING FACILITY
BACKGROUND CHECK INSTRUCTIONS
These trainings are available on the Indiana Learning Paths Portal:
Several other options are available for you to meet training requirements, including credit for prior trainings and education that applies to the topic areas. Individuals who have already earned a degree, certificate or credential or completed higher education coursework may use these as options to meet one or more of the topic area requirements. Check with your licensing consultant to see if any trainings you have previously completed can help you meet this requirement.
Administration of medication consistent with standards for parental consent
Indiana’s Health and Safety Orientation Training: Module 1 – Child Development
Child Abuse & Neglect Training
CPR, First Aid & Universal Precautions
Orientation 2: Training
Orientation 1: Training for Providers
The applicant, all educators and volunteers must receive training in procedures for preventing, detecting and reporting suspected child abuse and neglect before licensure. All new employees must receive this training within 30 days of hire. These trainings are encouraged but not required for unlicensed registered ministries.
Safe Sleep Practices
The applicant and all caregivers who could work with infants must have Safe Sleep Practices training. These modules focus on actions you and others can take to help the babies in your care sleep safely and reduce the risk of Sudden Unexpected Infant Death (SUID) and other sleep-related causes of infant death and how to implement the practices learned during the training.
Module 1 Reducing Sudden Unexpected Infant Death and Module 2 Implementation in Child Care Settings:
Child Abuse and Neglect Training:
CPR certification - The applicant, all educators and volunteers must have a current certification in pediatric (infant/child) CPR and adult CPR skills for caregivers serving children 8 years and older. Some are available online through Indiana Learning Paths, our state’s training and professional development website. Other trainings like CPR and First Aid, you'll need to schedule on your own with a live skills demonstration." Documentation of current First Aid training, which is valid through the date on the card. Annual Universal Precautions training on Indiana Learning Paths. At least one person with CPR certification must be always present.
CPR, First Aid and Universal Precautions Training:
This session outlines regulatory requirements, licensing steps and resources for providing child care. There is an Orientation 2 training for each type of child care program, or type of regulated care. You will choose and watch the training for the type of child care program you wish to open.
Orientation 2: Unlicensed Registered Child Care Ministry Training Orientation 2: Child Care Centers Licensing Training Orientation 2: Family Child Care Home Licensing Training
There are three options:
This session guides participants through the basic process of becoming licensed or registered and is a mandatory first step.
Orientation 1: Training for Child Care Providers
Family Child Care Home Requirements
Child Care Center Director Qualifications
Caregiver Qualifications
Staff and household members may also be required to complete a drug screen reviewed by a Medical Review Officer (MRO) and a TB screening. You should check with your primary care physician, if available. They can administer the TB screening for you. Keep in mind, screenings need to be dated within 60 days of submitting your licensing application. Each test may cost $50 per person.
All caregivers must be at least 18 years old, but primary caregivers in infant and toddler classrooms must be 21 years old. All caregivers and substitute staff who count in staff-child ratios (excluding ministries) must have a high school diploma or equivalent.
Lead caregivers at licensed centers that do not meet these qualifications shall:
have eight (8) hours additional in-service training per year appropriate to the age group with which the caregiver is working;
All directors must be at least 21 years old, be present onsite for a minimum of 30 hours per week and have a degree from an accredited college or university.
Requirements for a Child Care Center Director Qualifications
A qualified director must be identified and on staff before opening the center. The child care licensing consultant will review all documents to confirm eligibility.
Associate’s degree in Early Childhood Education and a minimum of 3 years of experience in an early childhood program.
The director must have one of the following:
All applicants must be at least 21 years old and have a high school diploma/transcript or GED/high school equivalency certificate from an accredited high school by the date of licensure.
Requirements for a Family Child Care Home
Within three (3) years of licensure, an applicant must have or obtain one (1) of the following postsecondary credentials:
Higher education degree with at least 12 credit hours of Early Childhood Education classes at an accredited college/university
Once you have finished your orientation trainings, email your name, address, phone number, and a screenshot of your certificate of completion to CCRRSupportTeam@earlylearningindiana.org to receive a child care business starter pack!
Once you have finished your orientation trainings, email your name, address, phone number, and a screenshot of your certificate of completion to OECOSLemergingprovidersupport@fssa.in.gov to receive a child care business starter pack!
Lead caregivers at licensed centers must have a minimum of one of the following:
A current CDA credential.
Fifteen (15) credit hours in college level courses with document content relating to the needs, skills, development, or teaching methods of children six (6) years of age or younger and grades of C or better.
A Bachelor of Arts or Bachelor of Science degree in early childhood education or elementary education with a kindergarten endorsement and grades of C or better from an accredited college or university:
A Bachelor of Arts or Bachelor of Science degree from an accredited college or university that includes one (1) of the following;
A two (2) year associate degree in early childhood education from an accredited college or university, with a grade of C or better.
enroll in one (1) of the educational programs listed in subsection (a) within one (1) year of becoming a lead caregiver; and
provide documentation showing successful completion of at least six (6) credit hours per year.
Bachelor's degree in any field, with 15 credit hours related to Early Childhood Education or a Child Development Associate credential (CDA); or
Bachelor’s degree in Early Childhood Education or Elementary Education with a Kindergarten endorsement;
Bachelor’s degree in Early Childhood Education or related field; or
Associate degree in Early Childhood Education;
Child Development Associate credential (CDA);
Prevention and control of infectious disease (including immunizations)
Prevention and response to emergencies due to food and allergic reactions
Building and physical premises safety, including identification of and protection from hazards, bodies of water and vehicular traffic
Emergency preparedness and response planning for emergencies resulting from a natural disaster or a man-caused event
Handling and storage of hazardous materials and appropriate disposal of bio-contaminants
Major domains of child development
Indiana’s Health and Safety Orientation Training: Module 2 – Health
Indiana’s Health and Safety Orientation Training: Module 4 – Child Development (School-Age)
Indiana’s Health and Safety Orientation Training: Module 3 – Safety
This section of phase II in your child care journey will help establish your business and prepare you for success.
Business Permit
Budget
Marketing & Recruitment
Recordkeeping
A business permit is a government-issued document authorizing your business to operate in that area of the state.
It is proof that you are a business and are adhering to relevant laws related to the safety of your business operations and physical structure. You must submit a business permit to operate a child care program for your license. In some counties, however, a business permit is not required. If this is the case, you must submit a statement from the county, city or town that a permit or license to operate a child care program is not required.
CONSULT THIS TABLE FOR YOUR COUNTY'S REQUIREMENTS
Once you have either the business permit or a letter stating that one is not required, you must complete the “Proof of Local Business Permit” for licensed child care programs in Indiana found here.
Use the resources below to determine an operating budget for your program.
If you need a refresher on how to create your budget revisit the Business Plan section of the Research phase.
Brighter Futures Indiana Marketing Best Practices Guide
No matter the size of your team or the number of families you wish to serve, this guide will provide useful tips for creating and improving your marketing tactics for recruiting new team members and enrolling new families.
VIEW THE GUIDE
Recordkeeping helps you ensure licensing compliance and safety, track and predict enrollment and keep track of attendance to ensure you can pay your bills and purchase supplies. It also makes it easier to apply for grants and avoid financial mistakes. Be sure to keep all your files in one place and to track your records! Properly tracking expenses will also be helpful when filing your taxes and noting your deductions. Family child care home providers should save all receipts for expenses associated with your home and track the hours worked in your home. By separating your business and personal accounts, you can build business credit and create streamlined accounting and record-keeping. The IRS website lists and explains each type of business to help you determine which application you should submit for your new business. You may choose between sole proprietorship, partnership, limited liability company (LLC,) or a corporation.
1) Schedule a specific time each week to review business records; 2) Purchase the right accounting software; 3) Keep a complete record of accounting documents. These records must be available updon request, and you must sufficiently explain the transactions; 4) Invest in services from a reputable accountant.
Why You Should Save Your Records:
Meet state child care requirements. According to licensing consultants, the most frequent issue found during inspections is related to recordkeeping. Make sure your records are organized and easy to find.
Protect yourself against lawsuits. Children in your care retain the right to sue until they are 18. You must keep enrollment and termination records, injury reports and notes, and insurance policies. OECOSL recommends keeping records for at least seven years.
Defend your tax deductions in an IRS audit. IRS states three years to maintain records. However, if you have employees, this increases to four years.
Here are tips to remember as you build crucial financial habits:
Keeping records is important to protect you against fraud and lawsuits and help you defend against a tax audit. Here is a chart to help you know which records meet child care requirements in Indiana and how long you should keep them.
This section of Phase II will recommend polices, necessary forms and day-to-day procedures to keep the families you serve informed. We will discuss routines, the information you should share with families and documents you’ll need from your families.
Philosophy
Program Info
Program Overview
Daily Routines
Student Supplies
Policies
Forms
Procedures
Procedures help families understand your expectations. Consider including the following procedures in your handbook: drop-off/pick-up procedures, family contracts, handbook acknowledgement, confidentiality agreement and emergency procedures.
There are several forms you will need families to complete such as a parent/guardian contact form, photo release, emergency release, field trip release and medical information form.
Policies you will need to include in your handbook are as follows: communication policy, transportation policy, accident and expulsion policies, unexpected sickness and anti-discrimination policies.
What will you provide for the child and what items will the family need to provide? Share tips with families about your expectations around labeling and washing items.
Allow families to get a sense of your students' daily routine.
You may include tuition, payments, hours of operation, vacation and holidays, school calendars and a food menu in your program overview.
Program information you may include is phone number, email, address and hours of operation.
The philosophy of any company serves as its blueprint for operation.
This health and safety checklist from Brighter Futures Indiana is directed toward parents and families, but the information can also be helpful as you think about what families will observe during a program tour. You should be proud of the preparation you’ve completed to become a child care provider in Indiana. You have established a strong foundation to move into the next phase of the process, which is the licensure and regulation requirements.
Health & Safety Checklist
VIEW CHECKLIST
Communications
Family engagement is the thoughtful inclusion of families in the philosophy and actions of your child care program. Your initial encounter with a family will often set the tone for the relationship between you, the child and the child’s family. Being transparent about your expectations for the family regarding your program procedures and policies is important. A great way to document this information is within a family handbook, which is also required for each licensed or regulated program. Below are items to think about as you create your program handbook.
Hover over the topics to the left to explore.
Licensure (or registration for unlicensed registered ministries) can be difficult to navigate, but you should never feel alone. If you have not already, we strongly encourage you to contact an Emerging Provider specialist as they have vast experience navigating the licensing/registration process across all type of child care programs. While unlicensed registered ministries obtain registration instead of licensure, we will be using the term “licensing” in lieu of “licensure/registration.” If you have any questions about a particular step for registration, please contact your licensing consultant. In addition to unlicensed registered ministries, some programs are not required to be licensed by OECOSL. There are 13 exemptions under IC 12-17.2-2-8 that allow child care programs to operate without having to be licensed. Additionally, some programs associated with public or private schools may choose to become regulated by the state as legally license exempt providers (LLEPs). This allows them to participate in state-funded opportunities, such as serving children using CCDF vouchers. Not all programs must be licensed in order to provide care, but all programs should be committed to providing healthy, safe and educational care. If you are visiting a program and have questions about what care looks like, review our health and safety checklist.
Disclaimer: While this phase is intended to guide you through the licensing/registration process, completing these steps does not guarantee licensure/registration. It is ultimately your responsibility to complete and submit your application and ensure your program meets the regulations for your type of program. If you have questions regarding any step within this phase, please contact the Office of Early Childhood and Out-of-School Learning (OECOSL).
Obtain License
Inspections
Licensing
Policies & Procedures
Trainings
I-LEAD
Orientations
Connect with a Specialist
Also known as OT 1 and OT 2, Orientation Trainings 1 and 2 are your first official steps towards licensure. Once you have completed OT 2, you will have one year to complete your licensing application. As such, you should wait to complete OT 2 until you are ready to open your child care business within a year. Each of the OTs addresses components of the licensing process. OT 1 is one (1) hour in length and provides a general overview of the licensing process, while OT 2 is four (4) hours and provides a more in-depth overview of the licensing requirements and process for your chosen type of child care program. OT 1 and OT 2 are located on Indiana Learning Paths. To access Indiana Learning Paths, you must create an Access Indiana account and head to I-LEAD.
Attend Orientation Trainings
SET UP YOUR ACCESS INDIANA ACCOUNT
Once you’ve completed OT1 and OT2, you can open your licensing application. After starting a new application, you will include your name and choose which type of business you will be opening. If applicable, there will be a series of questions regarding your age, building type, affiliation, Orientation Training 2 attendance and date, education level and number of children you wish to serve. You’ll complete the pre-application questions and begin your full application.
Open a Licensing Application in I-LEAD
OPEN YOUR LICENSING APPLICATION
Once you have completed OT2 you will be contacted by an Emerging Provider Specialist. We encourage you to engage with them if you have not already. These specialists are knowledgeable about all the requirements for being regulated and are a great resource. Connet with them today!
To find and contact your local CCRR agency, click your county on the map.
Connect with an Emerging Provider Specialist
While this step isn’t technically required for licensure, it’s the most critical step in the process to ensure you are well prepared to obtain licensure and set your child care business up for success.
CONNECT WITH SPECIALIST
Once you have completed OT 2 and connected with your licensing consultant, you will have additional trainings to complete before you are ready to move forward with your application. This information is also included in Plan section of this guide and your OT 2 handbook, but we have listed the required trainings here as well for your convenience, available in both English and Spanish. Each type of child care program has different training requirements, so please select your type of child care program to learn more about what trainings are required for you:
Unlicensed Registered Ministries: CPR, First Aid and Universal Precautions Training: The director, all caregivers and volunteers must have: Annual CPR certification appropriate for all age groups cared for in the child care center Documentation of current First Aid training, which is valid through the date on the card, but no longer than three years Annual Universal Precautions training At least one person certified in CPR must always be present and with children on field trips. Caregivers in the infant and toddler classrooms must have infant and pediatric CPR certification, preschool/Pre-K caregivers must have pediatric CPR certification and caregivers working with children aged 8 or older must have adult CPR certification. For more information on where to complete these certifications, contact your local CCRR. Safe Sleep Practices Training: If the ministry cares for children 12 months or younger, the director must have Safe Sleep Practices training and keep the certificate on file. Safe Sleep Practices training can be found by visiting the Indiana Learning Paths website connected to the I-LEAD portal we discussed earlier. Once certified, it is the director’s responsibility to ensure that all infant caregivers are implementing safe sleep practices at all times. While other trainings such as Child Abuse and Neglect and the Health & Safety Modules are not required for unlicensed registered ministries, consider completing these to learn important information about keeping children safe.
The director, all caregivers and volunteers included in child-to-adult ratio must receive Health and Safety Orientation training before licensure. All new employees must receive training within 90 days of hire.
Child Care Centers Required Trainings
At least one person certified in CPR must always be present and with children on field trips. Caregivers in the infant and toddler classrooms must have infant and pediatric CPR certification. For all other age groups, only one person on site must have CPR certification. If children over the age of 8 are also cared for, CPR certification must include both pediatric and adult CPR.
The director and caregivers must have:
Annual Universal Precautions training
Safe Sleep Practices Trainings:
Safe Sleep Practices modules can be found by visiting the Indiana Learning Paths portal.
The director and all caregivers working with infants must have Safe Sleep Practices training.
Training is available on the Indiana Learning Paths portal.
The director and all caregivers must receive training in procedures for preventing, detecting and reporting suspected child abuse and neglect before licensure. All new employees must receive this training within two weeks of hire and annually after that.
Health and Safety Training:
Several other options are available for you to meet this training requirement, including credit for prior trainings and education that applies to the topic areas. Individuals who have already earned a degree, certificate, credential or completed higher education coursework may be able to use these as options to meet one or more of the topic area requirements. Your licensing consultant can help you determine which trainings you need to take and provide a list of approved options for meeting each Health and Safety topic area.
Find these trainings on the Indiana Learning Paths portal listed as:
Prevention and control of infectious disease (including immunizations) Administration of medication consistent with standards for parental consent Prevention and response to emergencies due to food and allergic reactions Building and physical premises safety, including identification of and protection from hazards, bodies of water and vehicular traffic Emergency preparedness and response planning for emergencies resulting from a natural disaster or a man-caused event Handling and storage of hazardous materials and appropriate disposal of bio-contaminants Major domains of child development Indiana’s Health and Safety Orientation Training: Module 1 – Child Development Indiana’s Health and Safety Orientation Training: Module 2 – Health Indiana’s Health and Safety Orientation Training: Module 3 – Safety Indiana’s Health and Safety Orientation Training: Module 4 – Child Development (School-Age)
Information regarding where to complete these certifications can be found on the resource list in your Orientation 2 Resource Folder.
The applicant, all assistants and volunteers must have the following:
Family Child Care Homes Required Trainings
Licensed Child Care Center
Family Child Care Home
The applicant, all assistants and volunteers must receive Health and Safety Orientation training before licensure. All new employees must receive training within 90 days of hire. Required Health and Safety training topics include:
Several other options are available for you to meet this training requirement, including credit for prior trainings and education that applies to the topic areas. Individuals who have already earned a degree, certificate, credential or completed higher education coursework may be able to use these as options to meet one or more of the topic area requirements. Check with your licensing consultant to see if any trainings you have previously completed can help you meet this requirement.
Once certified, it is the director’s responsibility to ensure that all infant caregivers are implementing safe sleep practices at all times.
At least one person certified in CPR must always be present and with children on field trips. Ministries serving infants and toddlers must have a staff member with current infant and pediatric CPR certification, ministries serving preschool/Pre-K must have a staff member with current pediatric CPR certification and ministries serving children aged 8 or older must have a staff member with current adult CPR certification.
The director, all caregivers and volunteers must have:
Unlicensed Registered Ministries Required Trainings
While other trainings such as Child Abuse and Neglect and the Health & Safety Modules are not required for unlicensed registered ministries, consider completing these to learn important information about keeping children safe.
For more information on where to complete these certifications, contact an Emerging Provider specialist.
Documentation of current First Aid training, which is valid through the date on the card, but no longer than three years
Current CPR certification with live skills demonstration appropriate for all age groups cared for in the child care center
The applicant, all assistants and volunteers must receive Health and Safety Orientation training before licensure. All new employees must receive training within 90 days of hire.
The applicant, all assistants and volunteers must receive training in procedures for preventing, detecting and reporting suspected child abuse and neglect before licensure. All new employees must receive this training within 30 days of hire.
Safe Sleep Practices training can be found by visiting the Indiana Learning Paths portal.
The applicant and all caregivers who could work with infants must have Safe Sleep Practices training.
At least one person present at all times.
Documentation of current First Aid training, which is valid through the date on the card, but no longer than three years.
Current CPR certification with live skills demonstration appropriate for all age groups cared for by the child care home.
Annual Universal Precautions training.
Current CPR certification with live skills demonstration appropriate for all age groups cared for in the registered ministry.
Safe Sleep Practices training can be found by visiting the Indiana Learning Paths website connected to the I-LEAD portal we discussed earlier.
If the ministry cares for children 12 months or younger, the director must have Safe Sleep Practices training and keep the certificate on file.
It is important to keep yourself and your documentation organized. Be sure to keep copies of all required documents for your records. Charts of all required documentation, whether needed as part of the application, your files or both, are located in the Orientation 2 Manual to help you stay organized. You will want to keep all required documentation for yourself, educators, household members and children in a central location. Emerging Provider specialists are available to help you develop policies and procedures that fit your program.
Policies, Procedures and Practices with Licensing/Registration Requirements
In addition to the required documents to keep on file, you will want an enrollment packet or handbook that communicates written agreements, policies and procedures to families. At the minimum, this handbook should include the following:
All programs eligible to accept Child Care and Development Fund (CCDF) vouchers must have a policy on suspension and expulsion. The written policy must be clearly communicated to families before enrollment.
Punishment shall not be associated with food, rest or toileting.
Emergency preparedness and response policy
A copy of enrollment paperwork, including a parent enrollment handbook, must be submitted and approved by your licensing consultant before opening.
Description of program
Statement that discipline policy has been explained and any actions taken will be reported to parents and documented
Abuse and neglect reporting
Prohibition against the use of alcohol, tobacco, illegal substance and firearms
Enrollment Handbook
CCDF Policy Requirements
Discipline Policy
Provisions for treatment of illnesses / written health policy
Written permission for extracurricular activities Policy regarding visits, field trips or excursions off-site Parent communication policy Tuition/payment policy Emergency preparedness and response policy
Name of director Hours of operation Description of program
For a full list of required contents to include in a suspension and expulsion policy, please visit the Office of Early Childhood and Out-of-School Learning
A child cannot be expelled due to behavioral challenges unless the procedures outlined in the suspension and expulsion policy have been followed.
Your licensing consultant will monitor the suspension and expulsion policy. You will want to provide proof that the parent was informed of the policy before enrollment, so a signed statement that they received the parent handbook, or a signed, separate policy must be kept in the child’s file.
Licensed child care centers and licensed family child care homes must have a written policy specifically for discipline and must communicate the policy to families. While this is not required for unlicensed registered ministries, it is best practice to have this policy in place. The discipline policy must include the following:
Policy about unscheduled visits by custodial parent/guardian
Hours of operation
Name of director
Tuition/payment policy
Parent communication policy
Policy regarding visits, field trips or excursions off-site
Written permission for extracurricular activities
The suspension and expulsion policy must clearly define the steps to follow when a child engages in challenging behaviors that cannot be resolved using ordinary classroom strategies.
The policy must promote positive social and emotional growth and include age-appropriate positive behavior. It should limit, or eliminate, the use of expulsion, suspension and other disciplinary practices that center on excluding children.
Suspension and expulsion due to non-payment is a separate issue.
No child shall be placed in a locked or dark room.
Children shall not be humiliated or subjected to yelling, abusive or profane language.
The director shall not use, nor permit any person to use, corporal or other cruel, harsh or unusual punishment.
Educators shall use positive discipline.
Once your paperwork is aligned, you will submit your application and relevant paperwork through your I-LEAD portal profile. After submitting your application, you should contact your licensing consultant to let them know. You can locate your consultant by clicking this link and finding your county. (You will not receive confirmation through I-LEAD that your submission was successful.)
Complete Licensure/Registration Requirements
Application Document List
Locate Your Consultant
An unlicensed registered child care ministry must submit an additional application to the Department of Homeland Security, Fire and Building Safety Division. This application requires a $50 fee.
Download Paper Application
1
2
Submit paperwork to obtain licensure/registration for your type of child care program.
Once you have submitted your paperwork, your licensing consultant will work with you to schedule your inspection. Your consultant will come to your home or facility and use one of the checklists found on FSSA’s website to determine if you’re ready to receive your license/registration.
You may not get approved for licensure/registration during your first inspection, but that’s okay! Your licensing consultant will provide you with a plan of corrections, a chart explaining what needs to be fixed or completed. You will use that chart to explain how you’ll fix the issue and the completion date. You will share it with your consultant, and they will schedule a visit to review the additions or modifications.
Schedule a FREE mock inspection
Schedule today >
Emerging Provider Specialists are available to answer questions related to your learning environment. Connect with them today to receive support before your initial licensing visit. This step is not required, but it is a great way to receive helpful tips and prepare for your licensing inspection.
Correct any issues identified during the inspection
Click on your child care type to review the checklists used for your inspection.
Pre-licensing child care center
state form 52087 (initial inspection)
Proposed child care center review
state form 49450 (initial inspection)
Review/assessment for child care centers
state form 46153 (all other inspections)
state form 46739
Licensing Checklist
state form 49441
Sanitation Survey
Centers and family child care homes will receive a provisional license which lasts for six (6) months, during which they will undergo at least two (2) additional inspections from licensing to ensure compliance with regulations, including child-to-staff ratios. As long as centers and family child care homes demonstrate compliance with all applicable laws and regulations with children present during the provisional period, they will be recommended for a regular license. Once you receive your registration or provisional license, you may begin caring for children.
Obtain Licensure/Registration
Once you have passed your licensing visit, you will receive a provisional license (registration for ministries).
Congratulations!
To receive your final Child Care Business Starter Pack, email your name and phone number to CCRRSupportTeam@earlylearningindiana.org and share your good news!
The next section of your journey, Phase IV, is about growing your program. There are some items listed that you can and should do now, like claiming your profile on Early Learning Marketplace. Others can guide your program’s expansion and your professional development.
Complete intake with your CCRR Once you have obtained licensure/registration for your program, you should notify your CCRR so that they can complete the intake process for your program. Once your CCRR completes your program’s intake, your program will be added to a database of programs to help CCRR staff match your open seats to families in need of care. You can connect with your local CCRR office here: https://brighterfuturesindiana.org/ccrr-network#your-agency.
Renewal
Business Development
Professional Development
Expansion
Accreditation
Paths to QUALITY
Marketplace
Program Participation
CCDF Vouchers
CCDF provides vouchers for low-income families working or attending a school or training program.
ON MY WAY PRE-K
On My Way Pre-K allows 4-year-olds from low-income families access to high-quality pre-K programs.
Learn how your program can offer On My Way Pre-K to families.
Child Care & Development Fund (CCDF)
Once licensed, you may consider becoming an approved On My Way Pre-K program. On My Way Pre-K is a state funding program that awards grants to 4-year-olds from low-income families so they may have access to a high-quality pre-K program the year before they enter kindergarten. Families who receive the grant may use the grant at any approved On My Way Pre-K program. Providers in the On My Way Pre-K program must complete certain requirements throughout the course of the Pre-K year, including family engagement self-assessment/activities and the On My Way Pre-K approved child assessment. To compensate for the additional work associated with administering On My Way Pre-K, reimbursement is provided by the state. Providers are reimbursed based on weekly On My Way Pre-K rates. On My Way Pre-K county reimbursement rates are available by county on the FSSA website.
On My Way Pre-K
The Child Care and Development Fund is a federal program that is authorized by Congress through the U.S. Department of Health and Human Services. In Indiana, the CCDF program is administered by the Office of Early Childhood and Out-of-School Learning under the direction of the Family and Social Services Administration. The CCDF program provides child care subsidies for low-income families working or attending an accredited/certified school or training program. These subsidies are provided as a voucher to attend a CCDF-eligible child care program. If you are a Licensed Child Care Center, a Licensed Class I Child Care Home or a Licensed Class II Child Care Home, you already meet the requirements for CCDF eligibility.
If you are interested in accepting CCDF vouchers let your licensing consultant know, and they can guide you through the process.
PROVIDER APPLICATION
MORE INFO
ELIGIBILITY CRITERIA
Note: As a provider, you do not need to accept CCDF vouchers to participate in the On My Way Pre-K program. However, you do need to meet the CCDF eligibility standards. Unlicensed Registered Ministries must also meet VCP (Voluntary Certification Program) standards.
Several federal and state-funded programs exist to make it easier for you to serve families. Whether you work with families using vouchers to attend your program or receive reimbursement for meals served, participating in these programs can provide you with consistent income and improve your services to families.
CACFP is a federal program that provides reimbursements for healthy meals and snacks to qualifying child care programs.
Child and Adult Care Food Program (CACFP)
LEARN IF YOU ARE ELIGIBLE TO PARTICIPATE
Learn how your program can offer CCDF to families.
There are three steps to becoming an On My Way Pre-K provider. These steps must be completed in order: Step 1: CCDF Eligibility. Obtain licensure, Unlicensed Registered Ministry Certification or LLEP Certification. Step 2: Paths to QUALITY™. Attain Level 3 or Level 4. (Private schools may also be eligible if accredited by one of the approved accrediting bodies) Step 3: On My Way Pre-K. Submit an On My Way Pre-K Provider Application. In general, you can expect the process to take several months. The time to complete the process varies based on the accurate and timely submission of documentation. Therefore, once you’ve determined your eligibility, you should begin the process as soon as possible to ensure that you are approved before the beginning of the next Pre-K school year.
Early Learning Marketplace
LEARN MORE
Now that you’ve started your business, you’re probably thinking about ways to get in touch with families and fill seats in your program. The Early Learning Marketplace makes it easy for child care providers to market their programs and available openings directly to families in need of care. Using the site, providers can maintain their program profiles and highlight unique offerings, communicate directly with families, schedule tours, begin enrollment and more. Best of all, the Marketplace is currently free for providers to use. Setting up your profile takes a few minutes, and you’ll be ready to get started.
CLAIM YOUR PROFILE
Each level builds on the foundation of the previous one, resulting in significant quality improvements at each stage and in national accreditation at the highest level. Click the button below to connect with SPARK Learning Lab. Their team is ready to help you along your Paths to QUALITY journey.
SPARK SUPPORTS
Health & Safety
Learning Environment
Planned Curriculum
National Accreditation
Level 1 programs have demonstrated that they are operating in good standing and have been recognized by the state of Indiana as having met all required health and safety standards.
Level 2 programs have demonstrated a commitment to improve program quality. They offer opportunities for children to grow and develop and have evidence of a consistent daily schedule, planned activities for children, and will provide relevant program information for families.
Level 3 programs demonstrate the knowledge and skill necessary for planning activities that lead children toward school readiness. They have made a significant investment in the professional development of staff and incorporate family and staff input into the program.
Level 4 programs are the highest rated and demonstrate a commitment to the highest level of professionalism in child care—achievement of a nationally recognized accreditation. The managing provider or director has volunteered to provide mentoring to others in the field.
LEVEL 1
LEVEL 2
LEVEL 3
LEVEL 4
Paths to QUALITY™ is a free and voluntary quality rating system for early childhood programs. Paths to QUALITY helps professionals and programs provide high-quality care and education and receive free resources, cash or non-cash incentives, professional development opportunities and one-on-one coaching relationships. Participating in Paths to QUALITY shows families and the community that you are going above and beyond state licensing regulations. Programs must meet regulation/licensing standards and other basic eligibility criteria to enroll in Paths to QUALITY. There are four levels to obtain on PTQ:
Level Four: National accreditation
Level Three: Planned curriculum guides child development and school readiness
Level Two: Environment supports children’s learning
Level One: Health and safety needs of children met
One way to make your child care business stand out as a high-quality program is to obtain accreditation from an early childhood accrediting organization. This accreditation shows families and community partners that your child care program has been evaluated by an accrediting organization and proven to meet their quality standards. While it is up to you to decide which accrediting organization to seek accreditation from, obtaining national accreditation is the main requirement to obtain Paths to QUALITY Level Four. OECOSL recognizes the following national accrediting organizations for Paths to QUALITY Level Four:
Obtain Accreditation(s)
For more information on the accreditation project or to apply for assistance, contact the Indiana Association for the Education of Young Children by calling 800-657-7577.
National Association for the Education of Young Children
National Early Childhood Program Accreditation
Cognia
Council on Accreditation
National Association for Family Child Care
Association of Christian Schools International
While most accreditation options are not free, there are options to help offset the cost and effort needed to obtain accreditation. The Indiana Accreditation Project provides financial support for each phase of the accreditation process and support materials. Trained professionals offer advice to assist programs in achieving accreditation.
APPLY FOR ASSISTANCE
For example, let’s consider the first scenario: You’re operating a family child care home, and your families have been asking for more infant or toddler spots. You aren’t currently enrolled to your full licensed capacity. You should first consider your current staffing – do you have enough staff to serve more young children? Depending on how many infants you’re interested in caring for, you may need to hire additional staff to care for more infants or toddlers based on child-to-adult ratios. If so, you may need to revisit your budget and update your operating costs to cover these new expenses.
For another example, let’s consider the second scenario: you’ve reached your program’s licensed capacity at your child care center, but families are still contacting you asking to enroll. If you find yourself in this position, you have a few things to consider: Are you interested in renovating your current building or moving to a different building to increase your overall licensed capacity? Are you interested in reducing the number of infant seats to allow for more older children? Your answers to these questions should help you decide your next move. If you’re interested in expanding your licensed capacity, you may need to renovate your current building or move to a new location. Doing so may require you to update your license with OECOSL, so check with your licensing consultant for potential next steps. If you’re not interested in moving or renovating, you can increase your overall enrollment by cutting back on the number of infant seats since they require more space than toddlers. However, doing so may also require you to adjust your staffing and could potentially upset families with infants currently enrolled in your care, so keep that in mind as well.
Once you have your business up and running, you may find that your business’ needs change over time. Maybe your families have been asking for more infant or toddler spots at your family child care home, or maybe you’ve reached your program’s licensed capacity at your child care center, but families are still contacting you asking for open spots. If this is true for you, you should consider making some changes to expand your team or business. After reviewing these scenarios, you may also decide not to expand your business, and that’s okay, too! Whatever your decision, it’s your business, so you should choose whatever option works best for you.
You’re operating a family child care home, and your families have been asking for more infant or toddler spots. You aren’t currently enrolled to your full licensed capacity. You should first consider your current staffing Do you have enough staff to serve more young children? Depending on how many infants you’re interested in caring for, you may need to hire additional staff to care for more infants or toddlers based on child-to-adult ratios. If so... You may need to revisit your budget You will need to update your operating costs to cover these new expenses.
Scenario One
Scenario Two
Are you interested in renovating your current building or moving to a different building to increase your overall licensed capacity?
You’ve reached your program’s licensed capacity at your child care center, but families are still contacting you asking to enroll. If you find yourself in this position, you have a few things to consider:
Your answers to these questions should help you decide your next move. If you’re interested in expanding your licensed capacity, you may need to renovate your current building or move to a new location. Doing so may require you to update your license with OECOSL, so check with your licensing consultant for potential next steps. If you’re not interested in moving or renovating, you can increase your overall enrollment by cutting back on the number of infant seats since they require more space than toddlers. However, doing so may also require you to adjust your staffing and could potentially upset families with infants currently enrolled in your care, so keep that in mind as well.
Are you interested in reducing the number of infant seats to allow for more older children?
Indiana Self-Assessment Tool, or I-SAT: The I-SAT is a self-assessment tool designed for early care and education programs to help identify their quality improvement goals and technical assistance needs. By completing the I-SAT, programs receive resources and support based on their specific needs and programmatic goals. Completing the I-SAT is the first step in tailoring your continuous quality improvement goals and receiving the technical assistance to help you get there. Log into your I-LEAD account and access Indiana Learning Paths to find training opportunities during which you can complete the I-SAT with the help of a coach. Local experts, coaches and in-person learning forums: The coaches and content specialists at SPARK Learning Lab are here to support all programs in Indiana, including those participating in Paths to QUALITY. The SPARK team has universally available resources and coaches in their Tier 1 supports, via Indiana Learning Paths and the SPARK Help Desk. Some providers may also work with coaches in group or individual settings, depending on their goals and readiness for technical assistance. SPARK Help Desk: SPARK coaches are available via phone to answer your questions related to licensing, Paths to QUALITY, training and professional development and connections to other statewide services. Early morning, evening and weekend hours are also available to speak with a SPARK teammate. Call 800-299-1627 to connect with the SPARK Help Desk. Regional Advisory Councils: Regional Advisory Councils, or RACs, are critical in identifying recommendations for Indiana’s early childhood education and care systems. Each Regional Advisory Council, or RAC, is comprised of 10-15 voting members. Indiana’s five service delivery areas have their own council and respective members. Membership selections are made to ensure the councils are representative of each region and engage relevant stakeholders, including early childhood education providers — both educators and leadership — who represent all program types at various quality levels, local subject matter experts, such as higher education professionals, and community leaders working in the early childhood education sector. RAC memberships and the application process renew annually; RAC meetings are also open to the public. Follow SPARK to stay aware of the next membership application period. Town Square: Town Square is a website dedicated to supporting family child care programs in providing high-quality care for all children while operating a thriving business. The resources and features on Town Square are all free and available 24 hours a day, seven days per week. The mobile-friendly site is a great way to stay connected to your colleagues and other providers so you never feel alone. Go to Town Square to find various resources, including videos, trainings, message boards and much more. In-person and virtual training: Access an ever-growing library of trainings and resources on Indiana Learning Paths through your I-LEAD account. Choose from in-person, asynchronous and live webinars. Using Indiana Learning Paths, you can register for in-person training events and access free, downloadable resources using the ‘Resources’ tab. Paths to QUALITY Support: To contact SPARK specifically for questions and support relating to Paths to QUALITY, providers can call the Help Desk at 800-299-1627 or email PTQ@indianaspark.com directly.
Seek out professional development opportunities, including trainings, program and business coaching through SPARK Learning Lab
If you or your employees are looking to invest in postsecondary education, there are many options available regardless of current education credentials. Licensed providers without an associate’s degree can pursue a Child Development Associate (CDA), a bachelor’s degree or other certificates. Scholarship opportunities are available to obtain a CDA, an associate or bachelor's degree or other certificates for individuals working in licensed or registered child care programs, in Indiana, through the T.E.A.C.H. Early Childhood® Indiana project. For more information about the Early Childhood Education programs, including online options for the CDA credential at Ivy Tech Community College, contact the Indiana Association for the Education of Young Children.
Postsecondary Credential or Degree Program
https://inaeyc.org/programs/teach/
CHECK OUT SPARK'S KEY SERVICES
Indiana child care programs have access to a multitude of continuous quality improvement supports, including professional development and training, on-site and virtual coaching and many more free or low-cost services. Training and technical assistance services are available to practically all early childhood care and education programs in Indiana, but also specifically for those navigating the Paths to QUALITY system.
SPARK Learning Lab, Indiana’s statewide early childhood technical assistance provider, supports early childhood and out-of-school programs in meeting regulatory requirements, in addition to supporting programs’ individual quality improvement and professional development paths.
SPARK Learning Lab Key Services
Join a dynamic network for family child care professionals near you by connecting with your local CCRR agency. LEARN MORE!
One way you can expand your reach and help your families in and out of the classroom is through partnerships with businesses and community organizations. Partnerships are agreements between your child care business and another organization to provide a product or service at no cost or a reduced cost. For example, a partnership could be working with a local business wanting to provide their employees with child care benefits – the business sends you their employees looking for child care and your child care program could offer their employees a reduced rate in exchange. A partnership could also be with a nonprofit or community organization, such as partnering with a local food bank by hosting an event or creating a food pantry at your business to make it easier for your families to access the resources they need. There’s ultimately no one way to create a partnership, but a good partnership should be mutually beneficial to you and to the organization you’re hoping to partner with. While some organizations may contact your business in the hopes of establishing a partnership, you will likely need to seek out and contact organizations you’re interested in partnering with. When considering which organizations you’d like to partner with, consider the needs of your families, your staff and your business overall. Maybe your families are struggling to make check-up appointments with a pediatrician, so you partner with a local pediatrician’s office to offer a check-up event at your business. Maybe your children are having some behavioral problems, so you partner with a mental health-focused organization to offer screenings. Check out this helpful tool called the Family Resource Navigator to find organizations that fit your families’ needs and are near your business. Regardless of your business’ needs, there are organizations out there that may be willing to help you, so reach out – the worst they can say is no! If you’re not sure where to start or need help with developing a community outreach strategy for your business, contact your local CCRR agency for assistance.
The field of early childhood education includes many organizations that support the professional development of early childhood professionals and promote improvements in services to young children. Often, providers become members of one or more of these associations to help them grow professionally, stay current on early childhood issues and participate in group efforts to promote change. Professional organizations provide early care and education professionals with resources, support and advocacy to be successful. The specific activities of professional organizations vary, but all exist to help current and future providers. Membership with a professional organization can benefit you, and your career, such as:
One way you can expand your reach and help your families in and out of the classroom is through partnerships with businesses and community organizations. Partnerships are agreements between your child care business and another organization to provide a product or service at no cost or a reduced cost.
Establish partnerships with businesses and community organizations
Consider joining a professional organization
The field of early childhood education includes many organizations that support the professional development of early childhood professionals and promote improvements in services to young children. Often, providers become members of one or more of these associations to help them grow professionally, stay current on early childhood issues and participate in group efforts to promote change.
There is a wide variety of early care and education professional groups with diverse focus areas. You should join the ones that fit your focus as a professional. Some of the largest and most active groups include the following:
Conferences: National, regional and state conferences are a great way to meet others in your field. Additionally, conferences offer workshops and panels focused on quality improvement. This combination of networking and professional development can be very beneficial and (after consulting with your financial advisor) may be considered a business expense.
Standards: As with professional organizations in other fields, early childhood groups establish standards of practice and codes of ethics. These standards and codes help you ensure you’re using evidence-based methods in your caregiving and interactions.
Continuing Education: Continuing education and professional development are constantly evolving. Professional organizations help you stay up-to-date on the latest ideas and research. Many groups publish journals covering important issues and studies. Many also offer continuing education courses, workshops and trainings.
Advocacy: Your professional organization can be your voice. Most education professional groups stay abreast of early childhood policies and keep you informed of initiatives and proposed changes. Many also employ advocates to meet with legislators and other policymakers to ensure the opinions of members are heard.
This step is fairly straightforward – you need to make sure your child care program continues to meet the minimum requirements for licensure/registration once your program is approved to operate. In addition to maintaining these minimum standards, centers and family child care homes will also need to host an annual inspection from the state licensing team, while unlicensed registered ministries host two inspections per year. Centers, ministries and homes renew their licensure/registration application every two (2) years. The renewal process is identical to the initial application process, so you’ll need to compile the same application documents (and any updates, if applicable) you submitted when you first applied for licensure/registration, along with any new requirements outlined by OECOSL or the State of Indiana. You will then be required to host an inspection for renewing your licensure/registration. Once approved, you will be issued a new license/registration document with an updated expiration date.
Renew licensure/registration and maintain practices (required) by program type
One inspection per year
Licensure renewal every two (2) years
Two (2) inspections per year
Registration renewal every two (2) years
You’ve reached the end of the Emerging Provider experience! By now, your child care program should have a solid foundation for success, both for your program and the children in your care. While this is the end of the Emerging Provider experience, we hope this is only the beginning of your child care program’s journey into providing high-quality child care for Indiana’s families. Remember, the Office of Early Childhood and Out-of-School Learning (OECOSL) is here to help you should you have any questions about next steps for your program.
OFFICE OF EARLY CHILDHOOD AND OUT-OF-SCHOOL LEARNING
HUBSPOT INTEGRATION - CONCEPT.....
Emerging Providers Questionnaire
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CCRR
