Is a daycare welcome packet required by law?

There is no single law that says "welcome packet." But every state requires licensed childcare providers to keep specific enrollment records on file for each child and to give families written policies at enrollment. The welcome packet is simply how most providers deliver and collect those required documents in one place. Skipping it usually means missing forms in a child's file — one of the most common findings during a licensing inspection.

What forms do parents need to fill out when enrolling in daycare?

Most states require an enrollment or admission agreement, an emergency contact and medical authorization, the child's immunization record, a medication administration authorization, and a signed acknowledgment that the family received your parent handbook. Many states add their own state-specific forms with official form numbers — for example, California uses LIC forms and New York uses OCFS forms. Check your state's exact list before you build your packet.

When should families return the daycare welcome packet?

Set a return deadline a few days before the child's first day. Most states require a complete file — including an up-to-date immunization record — to be on hand before a child can attend. Collecting the packet early gives you time to chase any missing signature or form rather than turning a family away on the morning of day one.

Daycare Welcome Packet for New Families (What to Include)

A good welcome packet does two jobs at once: it collects the enrollment records your licensor expects in every child's file, and it answers the questions new parents ask before day one. Here is exactly what to put in it — and the forms your state requires.

Last updated: June 2026

By the TotReady Research Team

In short: A daycare welcome packet for new families should include the enrollment forms your state requires on file — an enrollment agreement, an emergency contact and medical authorization, the child's immunization record, a medication authorization, and a signed parent handbook acknowledgment — plus a welcome letter and the first-day practical basics. The exact required forms are set by your state licensing agency.

Start with a welcome letter

The first page of the packet should not be a form. It should be a short letter that makes the family feel they made the right choice. Keep it to one page: your name, your hours, your phone and email, the child's start date, and one line on what to bring on the first day. Sign it yourself.

A warm opening matters more than it sounds. Enrolling a child is a stressful decision for a parent. A packet that opens with paperwork feels transactional. A packet that opens with a real welcome — then gets the paperwork done — builds the trust you need on day one.

The enrollment forms your state requires

This is the part that keeps your license clean. Every state requires specific records to be on file for each enrolled child, and a licensing inspector will check the file during a routine visit. Missing or incomplete enrollment forms are one of the most common deficiency findings. Your welcome packet is how you collect them all in one pass.

Key point: Every state requires licensed childcare providers to keep enrollment records on file for each child and to give families written policies at enrollment. The specific forms — and their official form numbers — are set by each state's licensing agency.

Across nearly every state, the same five documents appear in some form. Build your packet around these, then swap in your state's exact form names from the table below.

✓
Enrollment / admission agreement
The core contract: child and family details, authorized pick-up persons, your tuition and termination terms.
✓
Emergency contact + medical authorization
Multiple contacts, the child's physician, hospital preference, and written consent to seek emergency care.
✓
Immunization record
Required in every state. Most states require an up-to-date record on file before a child's first day.
✓
Medication administration authorization
Written permission and dosing instructions before you give any prescription or over-the-counter medication.
✓
Signed parent handbook acknowledgment
The page the parent signs to confirm they received your written policies. This is what inspectors check for.

See the full licensing requirements for your state — forms, ratios, and required policies.

Check My State

Required enrollment forms by state

The forms below are drawn from each state's published licensing requirements. Where a state uses an official form number — like California's LIC 627 or New York's OCFS-6010 — we list it so you can match the exact document your licensor expects. Always confirm against your state's current forms before you finalize a packet; agencies revise form numbers from time to time.

State	Required enrollment forms
Alabama	Application for a License to operate a day care center / nighttime center (DHR application form, Appendix A, per 660-5-26-.02(1)); Licensing Application Attachment (Appendix B); Alabama Department of Human Resources Request for Clearance of State Central Registry on Child Abuse/Neglect - DHR-DFC Form 1598 (per 660-5-26-.07(2)(b)); Initial medical examination report form for staff (DHR-CDC-737, 'Medical Report for Persons Giving Care to Children'), signed by a licensed MD, physician's assistant, or certified nurse practitioner, documenting a tuberculin skin test or chest x-ray (per 660-5-26-.06(2) and 660-5-26-.06(3)); State of Alabama Certificate of Immunization for each enrolled child (per 660-5-26-.08(4)(b)3); or State of Alabama Certificate of Medical Exemption; or Alabama Certificate of Religious Exemption (rule text does not name a specific form number such as IMM 50); Child's Pre-Admission Record (required form, Appendix G, per 660-5-26-.08(4)(b)1); Authorization for administering medication or medical procedures form (required, non-blanket, valid max 7 days without a physician's statement; Appendix H, per 660-5-26-.04(6)(a)6); Transportation checklist (required form for loading/unloading each child at each location; Appendix N, per 660-5-26-.05(1)(c)); Vehicle safety check form (annual, signed by a certified mechanic; Appendix O, per 660-5-26-.05(1)(g)); Reference form - written reference statements per applicant/director/staff (Appendix E, per 660-5-26-.07(2)(a))
Alaska	CC52 — Application for Provisional Child Care License (submitted online via the Alaska Child Care Information System, AKCCIS, at akccis.com); CC94 — Application for Biennial Child Care License (biennial renewal); CC77 — Child Care Facility Parent Policies Checklist (7 AAC 57.410); CC10 — Approved Child Care Provider Disaster Preparedness and Emergency Evacuation Plan; CC63 — Emergency Evacuation Drill Report; CC61 — Parents' Guide to Licensed Care (Teddy Bear Letter; provided to parents under 7 AAC 57.410); Background check / fingerprint-based criminal history check submission to the Background Check Program (per AS 47.05.300-.390 and 7 AAC 10.900-10.990)
Arizona	Enrollment Form; Emergency Medical Authorization; Health and Medical Record; Immunization Documentation; Medication Consent; Parent Handbook Receipt
Arkansas	Minimum Licensing Requirements for Child Care Centers — publication PUB-002 (the governing standards document; Rev. 12/01/2020); Signed Application for a Child Care Facility License with a designated person assuming legal responsibility (MLR Section 103), submitted to the Office of Early Childhood (Child Care Licensing Unit); Arkansas Child Maltreatment Central Registry Check request — DHS Division of Children and Family Services (MLR Section 109; required at application/employment and every two (2) years thereafter); Arkansas State Police statewide criminal records check plus nationwide FBI fingerprint criminal background check, applied through the Identification Bureau of the Arkansas State Police (MLR Sections 109/110; individual bears the cost of the nationwide check); Staff current health card or licensed physician's statement (MLR Section 603 staff records; physician's statement may be required by Child Care Licensing); Child enrollment/children's record including emergency contacts and written parental authorization for emergency medical care and for transportation/field trips (MLR Section 604); Authorized record of up-to-date immunizations, or documentation of a religious or medical exemption (MLR Section 604, item h)
California	Enrollment/Admission Agreement (LIC 9224); Personal Rights Form (LIC 613A); Emergency Information and Physician Consent (LIC 627); Physician Report (LIC 701); Immunization Record; Medication Consent and Administration Record (LIC 9221); Parent Acknowledgment of Policies
Colorado	Pre-Licensing Orientation registration (completed through CDEC before applying); Application for a License to Operate a Child Care Center (submitted via the CDEC Provider Hub; original application fee per 8 CCR 1402-1, Rule 2.111 (Fees)); Annual declaration of compliance / continuation declaration with annual continuation fee (8 CCR 1402-1, Rule 2.107(B) and Rule 2.111); Colorado Bureau of Investigation (CBI)/FBI fingerprint-based criminal record check request, submitted through a CBI-approved fingerprint vendor (8 CCR 1402-1, Rule 2.121 - Criminal Record Check); Trails child abuse/neglect background inquiry request - state-prescribed form (8 CCR 1402-1, Rule 2.120 - Child Abuse or Neglect for Background and Employment Inquiries); Notification of Name Removal form - to remove a departed employee from the facility license number in the CBI database (8 CCR 1402-1, Rule 2.121(D)(1)); CDPHE Certificate of Immunization, or Certificate of Medical Exemption, or Certificate of Nonmedical Exemption (6 CCR 1009-2); Statement of the child's current health status signed by a health care provider (8 CCR 1402-1, Rule 2.219(B)(2) - Statements of Health Status); Department-approved health care plan for a child with an identified health/developmental condition (8 CCR 1402-1, Rule 2.218(B)(3) - Admission); Written medication order/authorization with parental consent, and written medication log (8 CCR 1402-1, Rule 2.220(B) and (L))
Connecticut	Child Care Center / Group Child Care Home Initial License Application — Connecticut OEC Division of Licensing; Licensure fee submitted with application/renewal (CGS 19a-80(b)(2): $500 center / $250 group child care home per four-year term); Local building/fire official approval (written approval by local building inspector / local director of health / fire marshal submitted with the application); Comprehensive background check / fingerprint submission package (state and national criminal history records check per CGS 29-17a, plus state child abuse registry check per CGS 17a-101k; initiated via OEC); Health assessment / physician-signed physical examination form and immunization record for each enrolled child (RCSA 19a-79-5a(a)(2) and 19a-79-6a(e)); Enrollment and specific written parental permission forms, including written transportation authorization (RCSA 19a-79-5a(a)(1))
Delaware	Center Initial License Application (DELACARE Appendix I); Center Renewal and Relocation License Application (DELACARE Appendix II); Variance Request (DELACARE Appendix III); Medication Administration Record (MAR) (required under 14 DE Admin. Code 933 §63.5; not a numbered DELACARE appendix); Administration of Medication Self-Training Guide (DELACARE Appendix V); Parent's Right To Know information (required under 14 DE Admin. Code 933 §38); Child Health Appraisal with immunization record (or notarized statement / health-care-provider certification for a religious or medical immunization exemption under §41.3); Delaware State Police fingerprint-based SBI and FBI comprehensive background check (verification of fingerprinting form; CHU eligibility letter); Adult Abuse Registry check (DHSS)
Florida	Child Enrollment Form (CF-FSP 5268); Emergency Contact Form; Health Appraisal / Physical Exam Record; Immunization Record (Florida Certificate of Immunization); Medication Authorization Form; Signed Parent Handbook Receipt; Transportation Consent Form (if applicable)
Georgia	Enrollment Application; Emergency Medical Consent; Health and Immunization Record; Medication Authorization; Parent Handbook Receipt; USDA Food Program Enrollment (if applicable)
Hawaii	DHS 951 — Application for License to Operate a Group Child Care Center or Group Child Care Home; DHS 950 — Guide for GCC, GCH, BAS, IT Licensing; DHS 952 — Statement of Operation Policies; DHS 953 — Statement of Legal Authority; DHS 954 — Child Care Center Staff and Volunteer Listing; DHS 957 — Staff Sequence Form; DHS 948 — Authorization for Background Check and to Release Information (DHS 948A instructions; DHS 948B Non-Criminal Justice Applicant Privacy Rights); DHS 961A / DHS 961D — Instructions for Background Checks (Oahu / Neighbor Island); DHS 958 / DHS 959 / DHS 959A — Instructions for Employment History Clearance, Employment History Form, Self-Certification of Employment; DHS 962 — Synopsis of Criminal History Law Requirements; DHS 969 — Child Care Licensing Self-Certification Form; DHS 974A — Notification of Change(s) Form; DHS 975 / DHS 975A — Request to Increase or Determine License Capacity and Agreement (with instructions); DHS 970 / DHS 971 / DHS 972 — Reference Guides for Preschool / Infant-Toddler / Before-After School Staff Qualifications; DOE Form 14 — Child's Health Record (physical examination, immunizations); DHS 908 / DHS 908A — Early Childhood Pre-K Health Record Supplement (with instructions); DHS 984 / DHS 984A — Medical Report (with instructions)
Idaho	Completed Licensing Application for a daycare license (collected by IdahoSTARS Customer Support Specialists; apply via idahostars.org/Child-Care-Providers/Child-Care-Licensing or Idaho CareLine / 2-1-1; IDAPA 16.06.03.121.01); Fire safety / fire inspection report by a fire department or fire district official (IDAPA 16.06.03.360.01 and Idaho Code § 39-1104); Health and safety inspection report ordered by the Department once application is complete and fee paid (IDAPA 16.06.03.121.09 / 16.06.03.380; Idaho Code § 39-1104); Inspection reports per IDAPA 16.06.03.121.03 (building code IDAPA 24.39.30 where required; electrical code IDAPA 24.39.10 where required; fire code per Idaho Code § 41-253 where required; local planning & zoning compliance); Proof of current fire and liability insurance (IDAPA 16.06.03.121.04); Department enhanced background check clearance (IDAPA 16.06.03.121.05 and 16.06.03.009; conducted under IDAPA 16.05.06; Idaho Code §§ 39-1105, 39-1113); Statement to Comply, including 45 CFR 98.41 maltreatment certification (IDAPA 16.06.03.121.06); Statement Disclosing Revocation or Disciplinary Actions (IDAPA 16.06.03.121.07); Child immunization record or waiver/exemption form or statement (Idaho Code § 39-1118; IDAPA 16.06.03.201.05.a)
Illinois	Child Enrollment Form; Emergency Contact Form; Health and Medical Information Record; Immunization Record; Medication Authorization Form; Parent Handbook Acknowledgment
Indiana	Child Care Center license application - submitted online through the FSSA I-LEAD provider portal (no paper State Form number; apply at https://www.in.gov/fssa/carefinder/become-a-child-care-provider/); Physical Form for Child - State Form 49969 (R6/01-25), physical examination + age-appropriate immunization record per 470 IAC 3-4.7-86 and IC 12-17.2-4-18.1; State Form 49970 - Physical Form for Adult Caregiver (R7/01-25) (licensed homes and centers); State Form 53323 - Consent to Release Information (for licensed centers, licensed homes, unlicensed registered ministries, and CCDF LLEPs) - submitted as part of background-check requirements; Signed parental consent forms - required per 470 IAC 3-4.7-37 (e.g., transportation, field trips, emergency medical treatment, photographs); Children's medication record / medication authorization - required per 470 IAC 3-4.7-40 and -88; Emergency information file - required per 470 IAC 3-4.7-42; National criminal history (FBI) fingerprint background check application via IdentoGO/IDEMIA - required per IC 12-17.2-4-3
Iowa	Form 470-4834 - Child Care Center Licensing Application and Invoice; Form 470-3301 - Authorization for Release of Child and Dependent Adult Abuse Information (used when registry checks are requested directly by the provider/center director, in lieu of 470-0643); Form 470-0643 - Request for Child and Dependent Adult Abuse Information (used by state agencies or state-contracted entities); Department-prescribed Certificate of Immunization / Certificate of Immunization Exemption (medical or religious) / Provisional Certificate of Immunization, per Iowa Admin. Code ch. 641-7 (required in the child's file per 441-109.9(2)(h)); Child physical examination report - required for each child not yet enrolled in kindergarten, submitted at enrollment but no later than four weeks after admission, per 441-109.9(2)(i) (NOT 109.10(1)); Department criminal history record check form plus fingerprint submission to the Iowa Department of Public Safety, and Iowa record checks via the Single Contact Repository (SING), per 441-109.6(4); Staff physical examination report (preemployment, on a department-prescribed form) per 441-109.9(1)(b) / Iowa Code 237A.5
Kansas	CCL 312 - Staff Qualifications Chart (K.A.R. 28-4-429); Application for License to Operate a Child Care Center or Preschool (KDHE Child Care Licensing Program, K.A.R. 28-4-422(d)); Amended License Application (change of license capacity, age of children enrolled, or number of units - K.A.R. 28-4-422(i)); Fingerprint-Based Background Check submission / KBI fingerprint card (K.A.R. 28-4-125; $48 fee per K.A.R. 28-4-95); Medical record / Child Health Assessment and immunization record form (K.A.R. 28-4-430(a)); Emergency medical treatment / written parental permission form (K.A.R. 28-4-127(b)(1)(A)); Critical Incident Report form (K.A.R. 28-4-133(b)); Off-Premises (field trip) Parental Permission form (K.A.R. 28-4-124(b)); Medication Administration documentation form (K.A.R. 28-4-132(i)(4))
Kentucky	OIG-DRCC-01, Initial Child-Care Center License Application; OIG-DRCC-06, Licensed Provider (Child-Care Center) License Renewal Form; OIG-DRCC-02, Licensed Provider Request for Appeal; Commonwealth of Kentucky Certificate of Immunization Status (required to attend, beginning at age 3 months) — 902 KAR 2:060; Commonwealth of Kentucky Parent or Guardian's Declination on Religious Grounds to Required Immunizations (religious exemption; sworn and notarized) — 902 KAR 2:060; Signed parent permission form for each off-premises/field trip — 922 KAR 2:090 Section 9(1)(b)3.g
Louisiana	Early Learning Center initial licensing application submitted via the LDOE online electronic system (§701); renewal application via the online electronic system (§711); Child's Information Form / Cumulative File information form signed and dated by parent (§1515); Emergency Medical Treatment Authorization, written, signed and dated by parent (§1515); Child Release Authorization listing first and last names of persons to whom the child may be released (§1515); Medication Authorization Form / written parental authorization with medication administration record (§1917); Critical/Reportable Incident notifications (§1103); Field Trip Authorization (§2105) and Non-Vehicular Excursion authorization (§2109); Daily Attendance Records for children, staff, owners, contractors, trainees, and visitors (§1507); CCCBC (Child Care Criminal Background Check) request / fingerprint submission for CCCBC-based determination of eligibility (Chapter 18, §1807, §1811); Application of Topical Products form (LDOE Licensed Center Forms - administrative form, not a numbered LAC requirement)
Maine	License application submitted via the OCFS 'Baxter' online provider portal (create/submit/manage Child Care Licensing applications, inspections, action plans) - 10-148 C.M.R. ch. 32 § 2(C) (Application); Center Pre-Licensing Checklist; Zoning and Code Compliance Letter; Authorization for Release of Personal History Information; Serious Injury and Illness Report; Sample Child Enrollment Form; Sample Child Care Contract; Sample Emergency Medical Treatment Release; Sample Medication Administration Permission Form and Medication Administration Record; Certificate of Immunization (per Maine Childcare Immunization Standards; on file within 30 days of admission, updated annually); Immunization Medical Exemption documentation (physician statement that immunization is medically inadvisable); Sample Health Care Consultant Agreement; Sample Accident / Incident Report; Provider (Parent) Handbook (required content under § 2(F)); Comprehensive Background Check request per 10-148 C.M.R. ch. 34 (Child Care Provider Background Check Licensing Rule), fingerprint-based, via OCFS Background Check Unit
Maryland	OCC 1214 — Emergency Form (child emergency/medical information; updated at least annually); OCC 1215 — Health Inventory (child health assessment; Box A by parent, Box C by health care provider); OCC 1216 — Medication Administration Authorization Form; OCC 1216a — Asthma Action Plan and Medication Administration Authorization Form (supplemental medication form; related variants OCC 1216b allergy/anaphylaxis, OCC 1216c seizure, OCC 1216d special health condition individualized care plan); MDH Form 896 — Maryland Department of Health Immunization Certificate; Child Care Center / Letter of Compliance License Application (submitted via Maryland OneStop, onestop.md.gov); CPS Background Clearance / Adam Walsh Background Clearance Form (Maryland Dept. of Human Services, Child Protective Services); Criminal History Records Check / fingerprint application via CJIS (Maryland Dept. of Public Safety & Correctional Services)
Massachusetts	Child Enrollment Form; Emergency Contact and Permission Form; Physical Exam Record; Immunization Record; Medication Administration Authorization; Parent Handbook Acknowledgment; CORI Acknowledgment Receipt
Michigan	Child Enrollment Record; Emergency Medical Authorization; Health Assessment; Immunization Record; Medication Authorization; Parent Handbook Acknowledgment
Minnesota	Applicant Agreement, Acknowledgement, and Verification Form (submitted via DCYF Provider Hub; notarized original required per application); Child Care Emergency Plan, DHS-7955; Maltreatment of Minors Mandated Reporting Policy, DHS-7634A; Child Care Center Serious Injury and Death Reporting Form (DCYF fillable PDF); Swaddling Consent for an Infant, DHS-7218; Directive for Alternative Infant Sleep Position, DHS-7216; Individual Child Care Program Plan (ICCPP), DHS-7995; Background study via NETStudy 2.0 (Minn. Stat. ch. 245C) — electronic submission, no paper form number; Childcare Annual Immunization Status Report (AISR), submitted electronically to the Minnesota Department of Health (Minn. Stat. 121A.15)
Mississippi	MSDH Form #121 — Certificate of Immunization Compliance (required for each enrolled child before enrollment, and for staff and volunteers; child/staff authority at Rule 1.6.3(10); volunteer Form 121 at Rule 1.5.2(6)); MSDH Form #122 — Certificate of Medical/Religious Exemption (immunization exemption for children; religious-exemption portion does not apply to staff; Rule 1.6.3(10)); MSDH Form #333 — Fire Department Certificate of Inspection (submitted with application and license fees; Rule 1.2.4 Certificate of Inspection by Fire Department); Online Application for License (filed via www.healthyms.com; Rule 1.2.3, with fees under Rule 1.2.4); Online License Renewal form (Rule 1.2.7); Letter of Suitability — issued by the MSDH Criminal Records Check Unit after a fingerprint-based comprehensive background check; required before any prospective staff member may begin work, and for volunteers serving 120+ hours/licensure year (Rule 1.5.2)
Missouri	MO 500-3293 — Application for License to Operate a Child Care Facility; MO 500-3291 — Annual Declaration for Licensed Facility; MO 500-3290 — Center Director / Group Child Care Home Provider Approval Request; MO 500-3296 — Center Director / Group Child Care Home Provider Certification Request; MO 500-3294 — Religious Organization Child Care Facility Notice of Parental Responsibility; MO 500-3295 — Request for Revision; MO 500-3307 — Child Care Facility Overlap Request; MO 500-3303 — Child Medical Examination Report (Infant/Toddler/Pre-School) (kept on file); MO 500-3304 — Medical Examination Report for Caregivers and Staff (kept on file); MO 500-3317 — Child Care Enrollment Form (kept on file); MO 500-3299 — Comprehensive Background Check Notification form (submitted to OCBackgroundChecks@dese.mo.gov per RSMo 210.1080); Imm.P.14 — Missouri DHSS Immunizations In Progress form (per 19 CSR 20-28.040); related exemption forms are Imm.P.11 (Parent/Guardian exemption) and Imm.P.12 (Medical exemption)
Montana	Child Care License / Registration Application — DPHHS ECFSD Child Care Licensing Program (ARM 37.96.107); Emergency contact and consent form retained in children's records (ARM 37.96.308); Authorization of persons allowed to pick up the child (ARM 37.96.308); Documentation of immunization status; Montana Certificate of Immunization, Form HES-101 (ARM 37.96.806; immunization schedule per ARM 37.96.802); Conditional/grace-period enrollment documentation prescribed by the department (ARM 37.96.802; ARM 37.96.806); Affidavit of Exemption on Religious Grounds, Form HES-113 (ARM 37.96.805); Medication administration record and written parent/guardian medication authorization (ARM 37.96.502; ARM 37.96.303(1)(f)); Incident/injury report with parent notification (ARM 37.96.303(1)(d); ARM 37.96.307)
Nebraska	Complete, accurate, written and signed application and disclosure of ownership on a form provided by the Department (DHHS Application for Child Care Center license) - 391 NAC 3-003.01A(1); U.S. citizen / qualified alien attestation (Neb. Rev. Stat. ss 4-108 to 4-114) - 391 NAC 3-003.01A(2); Consent for Central Registry Checks and Authorization for Release of Information (applicant, all staff/volunteers age 13+, household members age 13+ if home-based) - 391 NAC 3-003.01A(3); Documentation of Criminal History Record Check (Nebraska State Patrol / local law enforcement; applicant, staff/volunteers age 19+, household members age 19+) - 391 NAC 3-003.01A(4), 3-006.03A; Report of Law Enforcement Contact (applicant/director, staff/volunteers/household members age 19+; updated annually) - 391 NAC 3-003.01A(5), 3-006.03C; Health Information Report for the director (form provided by the Department) - 391 NAC 3-003.01A(6), 3-006.03F; Documentation of director qualifications - 391 NAC 3-003.01A(7), 3-006.04; Sketch/diagram/blueprint of facility (dimensions, room arrangement, outdoor play area) - 391 NAC 3-003.01A(8); Copies of zoning approval from the relevant jurisdiction - 391 NAC 3-003.01A(9); Fire Inspection Approval (fire marshal's office) - 391 NAC 3-003.01A(10); Sanitation Inspection Approval (Department or delegated authority) - 391 NAC 3-003.01A(11); Written Description of Services - 391 NAC 3-003.01A(12), 3-006.14A; Sample daily schedule for each age group - 391 NAC 3-003.01A(13); Sample weekly menu of snacks and/or meals - 391 NAC 3-003.01A(14); Required licensing fee (see 3-004.08) - 391 NAC 3-003.01A(16); Child immunization record obtained within 30 days of each child's enrollment (not part of the initial license application) - 391 NAC 3-006.18, 3-006.18A; annual immunization reporting per 173 NAC 4
Nevada	Consent and Release Form for Fingerprinting and Criminal/Child Abuse & Neglect Background Check (submitted via the Nevada Automated Backgrounds System, NABS); Application for License to Operate a Child Care Facility (submitted via the CCL Online Licensing System); Certificate of Immunization (required for each child prior to admission per NRS 432A.230); State Immunization Exemption Form (medical or religious; provided by DPBH/Division, submitted to facility); CCL Complaint Form; CCL Facility/Incident Report Form (e.g., for accidents/injuries/communicable disease per NAC 432A.378); Written Emergency/Disaster Plan (required and posted under NAC 432A.280)
New Hampshire	Application for a License to Operate a Child Care Program (NH DHHS CCLU); Application for a Family Child Care Program / Family Child Care license (NH DHHS CCLU); Child Care Registration and Emergency Information form (NH DHHS CCLU); Child health/physical examination record (health assessment required per He-C 4002.10); Child Care Personnel Health Form; Staff and Household List; Background record check / employment eligibility submission via NH Connections (per He-C 4002.41)
New Jersey	Registration Form; Emergency Medical Consent; Physical Examination Report; Immunization Record; Medication Consent Form; Parent Handbook Acknowledgment
New Mexico	Child Care License Application (new license / renewal) — submitted via the NM Child Care Licensing and Registration Portal (Wonderschool) as of Feb 14, 2026, or the ECECD application packet for Centers/Licensed Homes/Registered Homes; Notarized Renewal Application (8.16.2.11(B) NMAC) — due at least 30 days before license expiration; $25 late fee if postmarked <30 days prior; Amended License Application (8.16.2.11(A)(3) NMAC) — change of director or capacity, $20 fee; Background check / fingerprint forms and employment history verification forms per 8.8.3 NMAC (provided by the department per 8.16.2.21(A)(2) NMAC); Notice of Provisional Employment (per 8.8.3 NMAC, prior to staff start; 8.16.2.19 NMAC); Form I-9, Employment Eligibility Verification (8.16.2.22(F)(1)(q) NMAC); Annual signed staff statement of non-disqualification as a direct provider of care (8.16.2.22(F)(1)(f) NMAC); Child enrollment agreement and signed parent-handbook acknowledgment (8.16.2.22(E)(1)(k)-(l) NMAC); Authorization-to-pick-up form signed by parent/guardian (8.16.2.22(E)(1)(c) NMAC); Written field-trip/off-site activity authorization (8.16.2.22(E)(1)(h) NMAC); Medication authorization (written parent permission + physician directions) (8.16.2.26(C)(2) NMAC); Child immunization record or NM Department of Health Public Health Division-approved Certificate of Exemption (8.16.2.22(E)(1)(e) NMAC; exemptions per NMSA 1978 § 24-5-3 and 7.5.3.8 NMAC); Universal precaution acknowledgment form and confidentiality form (8.16.2.22(F)(1)(j),(k) NMAC); W-9 (for child care assistance participation by DoD-licensed military centers) (8.16.2.11(A)(5)(b)(v) NMAC)
New York	Enrollment Agreement; Child Health Examination Report (OCFS-6010); Emergency Contact and Medical Authorization; Immunization Record; Medication Administration Authorization; Sunscreen/Insect Repellent Authorization; Parent Handbook Acknowledgment
North Carolina	Enrollment Form; Emergency Contact Form; Medical Examination Report; Immunization Record; Medication Administration Authorization; Parent Handbook Acknowledgment
North Dakota	Personal Authorization for Criminal History Record Information Inquiry (SFN 829) — verified at nd.gov/eforms/Doc/sfn00829.pdf; Criminal History Record Check Request Pursuant to N.D.C.C. 12-60-24 (SFN 60688) — verified at attorneygeneral.nd.gov SFN60688; Fingerprint Identity Verification (SFN 836) — completed by law enforcement; listed on the HHS child care provider background-check page; Child Abuse and Neglect Background Inquiry (SFN 433) — required for household members ages 12-17 when care is provided in a residence; verified at nd.gov/eforms/doc/sfn00433.pdf; Department-approved authorization for background check form — required no later than the first day of employment per N.D. Admin. Code 75-03-10-28(2); Child care center license application (submitted via the online Child Care Licensing (CCL) System, in the form and manner prescribed by the Department per N.D. Admin. Code 75-03-10-07; license fees per N.D.C.C. 50-11.1-03(7)); Written parental authorization for emergency medical care and written permission to dispense medication (record-keeping requirements under N.D. Admin. Code 75-03-10-22(2)(d) and 75-03-10-26(7); no single mandated SFN-numbered statewide form)
Ohio	Enrollment Agreement; Emergency Medical Authorization; Health Assessment Record; Immunization Record; Medication Administration Record; Handbook Acknowledgment
Oklahoma	OKDHS Form 07LC004E – Request for License, Child Care Program (application for a child care center/program license) [verified; form rev. 2/12/2024]; OKDHS Publication No. 14-05 – Licensing Requirements for Child Care Programs (the rule book providers must follow; effective 11-1-2025) [verified]; OKDHS Publication No. 14-07 – Child Care Restricted Registry (Joshua's List) notice (paper-only posted item) [verified]; Criminal History Review request (OKDHS Office of Background Investigations criminal-history review process, with fingerprint submission for the national/FBI check) per OAC 340:110-3-282(a) [verified]; Restricted Registry (Joshua's List) online search documentation per OAC 340:110-3-282(b) [verified]
Oregon	Child Care Center Certification Application (initial/renewal) — submitted to CCLD with non-refundable filing fee per OAR 414-305-0130; CCLD-0084 — Rules for Certified Child Care Centers (official OAR 414-305 + 414-075 rule book; Jan. 2024 edition, eff. 01/01/2024); CCLD-0105 — Guide to Certified Child Care Centers; CCLD-0090 — CC Health and Safety Review Checklist; CCLD-0093 — CC Monitor Visit Checklist; CEN-0001 — Instructions and Application for Enrollment in the Central Background Registry (CBR), required for all staff/operators/owners/adults on premises per OAR 414-061-0000 through 414-061-0120 and OAR 414-305-0310; FBI fingerprint card (or electronic livescan) for CBR national criminal history check per OAR 414-061-0080; Floor plan, fire/Deputy State Fire Marshal inspection approval, and environmental health/sanitation inspection approval submitted with the application
Pennsylvania	Child Enrollment Form; Health Assessment/Physical Exam; Emergency Contact and Authorization; Immunization Record; Medication Administration Consent; Parent Handbook Acknowledgment; Child Abuse History Clearance Receipt
Rhode Island	Child care licensing application submitted through the Rhode Island Start Early System (RISES) Workforce Registry profile — DHS licensing system of record (no standalone 'Universal Child Care Application' PDF; application is completed digitally in RISES); Child Enrollment Form; Child Information Form; Infant-Preschool Information Form; Preadmission Interview Form; Physician's Reference Form; Staff Immunization Form; Allergy Information Form; Medication Authorization Form; Consent for Use of Topical Creams; Parent Authorization for Emergency Treatment Form; Injury Report Form; First-Aid Kit Inventory; Emergency Preparedness Plan Template; Daily Attendance Form; Activities Consent Form; Photo Consent Form; Transportation Policy Permission Form; Health Care Consultant Form; Personnel Sheet; Sample Visitor Log; Family Handbook and Staff Handbook (program-developed, DHS-approved per 218-RICR-70-00-1.13(E)); Comprehensive background-check employer affidavit submitted to the RI Attorney General's office (BCI) for fingerprinting
South Carolina	DSS Form 2902 — Application to Operate a Child Care Facility; DSS Form 2905 — Health/Fire Inspection Request; DSS Form 2964 — Child Care Facility Staff/Caregiver List (director plus at least two additional staff); DSS Form 2924 — Consent to Release Information and Compliance Statement (background-check consent; operator, caregivers, household members 18+); DSS Form 2901 — Staff Medical Statement; DSS Form 2926 — Staff Health Assessment; DHEC Form 2740 — South Carolina Certificate of Immunization (current certificate required in each child's health record per 114-503.G.(6)(b))
South Dakota	OLA-102 — Application for Admission to Child Care (enrollment/admission form); OLA-100 — Background Screening Information Authorization (background-check consent); OLA-103 — Child Care Declaration of Prior Criminal Conviction and Military History; OLA-106 — Immunization Affidavit / Certification of Objection to Immunization; OLA-107 — Medication Administration Form; OLA-109 — Serious Incident Report Form; OLA-111 — Emergency Preparedness Drill Log; OLA-112 — Procedures for Identifying Child Abuse and Neglect (acknowledgement of responsibility to report); OLA-113 — Sample Emergency Preparedness Plan; OLA-116 — Floor Plan Review Process and Program Proposal; OLA-118 — Written Care Plan for a Child with Allergies
Tennessee	Child Care License Application (completed via TDHS eLicensing Provider Portal / TN Login); HS-2779 Child Care Criminal/Juvenile History & State Registry Review Disclosure Form; HS-3275 / HS-3554 Child Care Emergency Preparedness Plan Checklist and Template; HS-30051 Child Care Observation Documentation Form; HS-3005 Center TN-ELDS Documentation Form / HS-3006 Home TN-ELDS Documentation Form; HS-2984 Personal Safety Curriculum Notification Form (HS-2994 for Drop-In Centers); HS-2583 Kindergarten Parent Acknowledgement Form; Child Care Provider Medical Report; Tennessee Department of Health Official Certificate of Immunization (TennIIS); Vehicle Inspection Sheet (and Vehicle Inspection Sheet - Bus); First Aid Kit Checklist; Serious Injury/Incident Report (submitted through eLicensing Provider Portal)
Texas	Child Enrollment Form; Emergency Contact and Medical Authorization; Medication Authorization Form; Immunization Records; Signed Parent Handbook Acknowledgment; Transportation Authorization (if applicable); Photo/Media Release
Utah	Child care center application (submitted via the DLBC provider portal: provider.dlbc.utah.gov); Background check / clearance submission via the DLBC/Office of Background Processing provider portal (fingerprint-based, BCI/DPS + FBI; required for all covered individuals age 16+, plus household members 12+); Affidavit of Lawful Presence in the United States (may be required; proof of citizenship/lawful presence shown at pre-license inspection); Admission and health assessment form (per R381-100-6 — completed by parent before child is admitted; reviewed, updated, and signed/initialed by parent at least annually); Copy of current business license (or written statement from city that none is required); Copy of current fire inspection (or written statement from fire authority that none is required); Copy of current kitchen/food-service inspection (or written statement from local health department that none is required); Copy of educational credentials for the program director; Copy of facility floor plans; Immunization record / Utah USIIS documentation or signed exemption (medical, religious, or personal) per R396-100 (for children under 5)
Vermont	Records Check Authorization form (background-check authorization submitted to the Division for all new staff/individuals regularly present — Rule 7.2.1, 7.2.2); Fingerprinting Authorization Certificate (issued by the Division prior to fingerprinting — Rule 7.2.2); Vermont Child Care Immunization Report (submitted at least once every 365 days to the Vermont Department of Health, Immunization Office — Rule 5.1.4, per 18 V.S.A. §§ 1120-1129); Vermont Department of Health immunization documentation / approved exemption form for each child's file (Rule 5.1.3); CBCCPP child care license application (submitted through the Bright Futures Information System / BFIS, which is defined at Rule 2.2.3; issuance/initial-application requirements at Rules 2.3.2 and 2.3.8); Written parental permission forms for medication administration (Rule 5.6.4), transportation (Rule 5.10.6.6.1), swimming (Rule 5.10.5.1), and field trips/walking trips (Rule 5.10.7.1)
Virginia	Enrollment Application; Emergency Contact Form; Physical Exam/Health Assessment; Immunization Record; Medication Administration Authorization; Parent Handbook Receipt
Washington	Enrollment Agreement; Emergency Contact and Authorization; Health Information Form; Immunization Record; Medication Authorization; Parent Handbook Acknowledgment
West Virginia	Child Care Center License Application (application as prescribed by the Secretary, per §78-1-4.2.a); Letter of Intent and Needs Assessment Form (Child Care Center Information Packet / Needs Assessment and Letter of Intent, per bfa.wv.gov/child-care-centers); WV CARES self-disclosure application and consent form (signed; on file and uploaded to WV CARES no later than date of hire, per §78-1-8.4.c.1; W. Va. Code §16-49-1 et seq. / 69 CSR 10); Child immunization record / plan for completion signed by a licensed health care provider (§78-1-15.1.a); Child Health Assessment signed by a licensed health care provider (on file no later than 30 days after admission, §78-1-15.2); Signed parent permission for emergency medical treatment and transportation (§78-1-7.4.f); Signed parent permission to release child to designated persons (§78-1-7.4.g); State Fire Marshal inspection report (pre-licensing); County Department of Health Child Care Center Inspection Report (pre-licensing); Emergency/Disaster Planning Form (Bureau for Family Assistance); Request to Amend a License (Bureau for Family Assistance)
Wisconsin	Child Care Enrollment, DCF-F-CFS0062-E; Child Health Report - Child Care Centers, DCF-F-CFS0060-E; Health History and Emergency Care Plan, DCF-F-CFS2345-E; Intake for Children Under 2 Years - Child Care Centers, DCF-F-CFS0061-E; Child Record Checklist - Child Care Centers, DCF-F-CFS1675-E; Daily Attendance Record - Child Care (DCF form); Field Trip or Other Activity Notification/Permission (DCF form); Staff-To-Child Ratio Worksheet - Group Child Care Centers, DCF-F-CFS0078-E (R. 08/2025) [directly verified]; Licensing Checklist - Group Child Care Centers - DCF 251, DCF-F-CFS0063; Required Immunizations for Admission to Wisconsin Child Care Centers, DHS F-44001A / Child Care Immunization Record DHS F-44192 (DHS immunization record)
Wyoming	DFS-205 — Facility Staff Record (owner/director/staff/employees/household members/substitutes/volunteers; name/DOB, qualifications, training, and background-check results) — Ch. 11 Section 6(c); CCL-605 (or equivalent) — Serious Injury/Illness Report (incidents resulting in medical care; reportable to Licensing within 24 hours and filed on CCL-605 within 3 days) — Ch. 11 Section 7(a)(ii); Child Care License Application packet (initial license; submitted to the local DFS Child Care Licenser; includes a $25 application fee) — Ch. 2 Section 2 (Application Process); Request for Renewal of a License (with $25 renewal fee) — Ch. 2 Section 9 (Licensure Fees) & Ch. 2 Section 10 (Renewal of a License); Wyoming Department of Health immunization record / approved Religious or Medical Waiver Request form (child immunization documentation and exemptions) — Ch. 11 Section 16(f); statutory basis W.S. § 14-4-116; Allergy emergency care plan (Ch. 11 Section 16(c)) and special-health-care-needs care plan (Ch. 11 Section 16(d)), documented in the child's record (Ch. 11 Section 6(d)(viii))

Alabama

✓Application for a License to operate a day care center / nighttime center (DHR application form, Appendix A, per 660-5-26-.02(1))
✓Licensing Application Attachment (Appendix B)
✓Alabama Department of Human Resources Request for Clearance of State Central Registry on Child Abuse/Neglect - DHR-DFC Form 1598 (per 660-5-26-.07(2)(b))
✓Initial medical examination report form for staff (DHR-CDC-737, 'Medical Report for Persons Giving Care to Children'), signed by a licensed MD, physician's assistant, or certified nurse practitioner, documenting a tuberculin skin test or chest x-ray (per 660-5-26-.06(2) and 660-5-26-.06(3))
✓State of Alabama Certificate of Immunization for each enrolled child (per 660-5-26-.08(4)(b)3); or State of Alabama Certificate of Medical Exemption; or Alabama Certificate of Religious Exemption (rule text does not name a specific form number such as IMM 50)
✓Child's Pre-Admission Record (required form, Appendix G, per 660-5-26-.08(4)(b)1)
✓Authorization for administering medication or medical procedures form (required, non-blanket, valid max 7 days without a physician's statement; Appendix H, per 660-5-26-.04(6)(a)6)
✓Transportation checklist (required form for loading/unloading each child at each location; Appendix N, per 660-5-26-.05(1)(c))
✓Vehicle safety check form (annual, signed by a certified mechanic; Appendix O, per 660-5-26-.05(1)(g))
✓Reference form - written reference statements per applicant/director/staff (Appendix E, per 660-5-26-.07(2)(a))

Alaska

✓CC52 — Application for Provisional Child Care License (submitted online via the Alaska Child Care Information System, AKCCIS, at akccis.com)
✓CC94 — Application for Biennial Child Care License (biennial renewal)
✓CC77 — Child Care Facility Parent Policies Checklist (7 AAC 57.410)
✓CC10 — Approved Child Care Provider Disaster Preparedness and Emergency Evacuation Plan
✓CC63 — Emergency Evacuation Drill Report
✓CC61 — Parents' Guide to Licensed Care (Teddy Bear Letter; provided to parents under 7 AAC 57.410)
✓Background check / fingerprint-based criminal history check submission to the Background Check Program (per AS 47.05.300-.390 and 7 AAC 10.900-10.990)

Arizona

✓Enrollment Form
✓Emergency Medical Authorization
✓Health and Medical Record
✓Immunization Documentation
✓Medication Consent
✓Parent Handbook Receipt

Arkansas

✓Minimum Licensing Requirements for Child Care Centers — publication PUB-002 (the governing standards document; Rev. 12/01/2020)
✓Signed Application for a Child Care Facility License with a designated person assuming legal responsibility (MLR Section 103), submitted to the Office of Early Childhood (Child Care Licensing Unit)
✓Arkansas Child Maltreatment Central Registry Check request — DHS Division of Children and Family Services (MLR Section 109; required at application/employment and every two (2) years thereafter)
✓Arkansas State Police statewide criminal records check plus nationwide FBI fingerprint criminal background check, applied through the Identification Bureau of the Arkansas State Police (MLR Sections 109/110; individual bears the cost of the nationwide check)
✓Staff current health card or licensed physician's statement (MLR Section 603 staff records; physician's statement may be required by Child Care Licensing)
✓Child enrollment/children's record including emergency contacts and written parental authorization for emergency medical care and for transportation/field trips (MLR Section 604)
✓Authorized record of up-to-date immunizations, or documentation of a religious or medical exemption (MLR Section 604, item h)

California

✓Enrollment/Admission Agreement (LIC 9224)
✓Personal Rights Form (LIC 613A)
✓Emergency Information and Physician Consent (LIC 627)
✓Physician Report (LIC 701)
✓Immunization Record
✓Medication Consent and Administration Record (LIC 9221)
✓Parent Acknowledgment of Policies

Colorado

✓Pre-Licensing Orientation registration (completed through CDEC before applying)
✓Application for a License to Operate a Child Care Center (submitted via the CDEC Provider Hub; original application fee per 8 CCR 1402-1, Rule 2.111 (Fees))
✓Annual declaration of compliance / continuation declaration with annual continuation fee (8 CCR 1402-1, Rule 2.107(B) and Rule 2.111)
✓Colorado Bureau of Investigation (CBI)/FBI fingerprint-based criminal record check request, submitted through a CBI-approved fingerprint vendor (8 CCR 1402-1, Rule 2.121 - Criminal Record Check)
✓Trails child abuse/neglect background inquiry request - state-prescribed form (8 CCR 1402-1, Rule 2.120 - Child Abuse or Neglect for Background and Employment Inquiries)
✓Notification of Name Removal form - to remove a departed employee from the facility license number in the CBI database (8 CCR 1402-1, Rule 2.121(D)(1))
✓CDPHE Certificate of Immunization, or Certificate of Medical Exemption, or Certificate of Nonmedical Exemption (6 CCR 1009-2)
✓Statement of the child's current health status signed by a health care provider (8 CCR 1402-1, Rule 2.219(B)(2) - Statements of Health Status)
✓Department-approved health care plan for a child with an identified health/developmental condition (8 CCR 1402-1, Rule 2.218(B)(3) - Admission)
✓Written medication order/authorization with parental consent, and written medication log (8 CCR 1402-1, Rule 2.220(B) and (L))

Connecticut

✓Child Care Center / Group Child Care Home Initial License Application — Connecticut OEC Division of Licensing
✓Licensure fee submitted with application/renewal (CGS 19a-80(b)(2): $500 center / $250 group child care home per four-year term)
✓Local building/fire official approval (written approval by local building inspector / local director of health / fire marshal submitted with the application)
✓Comprehensive background check / fingerprint submission package (state and national criminal history records check per CGS 29-17a, plus state child abuse registry check per CGS 17a-101k; initiated via OEC)
✓Health assessment / physician-signed physical examination form and immunization record for each enrolled child (RCSA 19a-79-5a(a)(2) and 19a-79-6a(e))
✓Enrollment and specific written parental permission forms, including written transportation authorization (RCSA 19a-79-5a(a)(1))

Delaware

✓Center Initial License Application (DELACARE Appendix I)
✓Center Renewal and Relocation License Application (DELACARE Appendix II)
✓Variance Request (DELACARE Appendix III)
✓Medication Administration Record (MAR) (required under 14 DE Admin. Code 933 §63.5; not a numbered DELACARE appendix)
✓Administration of Medication Self-Training Guide (DELACARE Appendix V)
✓Parent's Right To Know information (required under 14 DE Admin. Code 933 §38)
✓Child Health Appraisal with immunization record (or notarized statement / health-care-provider certification for a religious or medical immunization exemption under §41.3)
✓Delaware State Police fingerprint-based SBI and FBI comprehensive background check (verification of fingerprinting form; CHU eligibility letter)
✓Adult Abuse Registry check (DHSS)

Florida

✓Child Enrollment Form (CF-FSP 5268)
✓Emergency Contact Form
✓Health Appraisal / Physical Exam Record
✓Immunization Record (Florida Certificate of Immunization)
✓Medication Authorization Form
✓Signed Parent Handbook Receipt
✓Transportation Consent Form (if applicable)

Georgia

✓Enrollment Application
✓Emergency Medical Consent
✓Health and Immunization Record
✓Medication Authorization
✓Parent Handbook Receipt
✓USDA Food Program Enrollment (if applicable)

Hawaii

✓DHS 951 — Application for License to Operate a Group Child Care Center or Group Child Care Home
✓DHS 950 — Guide for GCC, GCH, BAS, IT Licensing
✓DHS 952 — Statement of Operation Policies
✓DHS 953 — Statement of Legal Authority
✓DHS 954 — Child Care Center Staff and Volunteer Listing
✓DHS 957 — Staff Sequence Form
✓DHS 948 — Authorization for Background Check and to Release Information (DHS 948A instructions; DHS 948B Non-Criminal Justice Applicant Privacy Rights)
✓DHS 961A / DHS 961D — Instructions for Background Checks (Oahu / Neighbor Island)
✓DHS 958 / DHS 959 / DHS 959A — Instructions for Employment History Clearance, Employment History Form, Self-Certification of Employment
✓DHS 962 — Synopsis of Criminal History Law Requirements
✓DHS 969 — Child Care Licensing Self-Certification Form
✓DHS 974A — Notification of Change(s) Form
✓DHS 975 / DHS 975A — Request to Increase or Determine License Capacity and Agreement (with instructions)
✓DHS 970 / DHS 971 / DHS 972 — Reference Guides for Preschool / Infant-Toddler / Before-After School Staff Qualifications
✓DOE Form 14 — Child's Health Record (physical examination, immunizations)
✓DHS 908 / DHS 908A — Early Childhood Pre-K Health Record Supplement (with instructions)
✓DHS 984 / DHS 984A — Medical Report (with instructions)

Idaho

✓Completed Licensing Application for a daycare license (collected by IdahoSTARS Customer Support Specialists; apply via idahostars.org/Child-Care-Providers/Child-Care-Licensing or Idaho CareLine / 2-1-1; IDAPA 16.06.03.121.01)
✓Fire safety / fire inspection report by a fire department or fire district official (IDAPA 16.06.03.360.01 and Idaho Code § 39-1104)
✓Health and safety inspection report ordered by the Department once application is complete and fee paid (IDAPA 16.06.03.121.09 / 16.06.03.380; Idaho Code § 39-1104)
✓Inspection reports per IDAPA 16.06.03.121.03 (building code IDAPA 24.39.30 where required; electrical code IDAPA 24.39.10 where required; fire code per Idaho Code § 41-253 where required; local planning & zoning compliance)
✓Proof of current fire and liability insurance (IDAPA 16.06.03.121.04)
✓Department enhanced background check clearance (IDAPA 16.06.03.121.05 and 16.06.03.009; conducted under IDAPA 16.05.06; Idaho Code §§ 39-1105, 39-1113)
✓Statement to Comply, including 45 CFR 98.41 maltreatment certification (IDAPA 16.06.03.121.06)
✓Statement Disclosing Revocation or Disciplinary Actions (IDAPA 16.06.03.121.07)
✓Child immunization record or waiver/exemption form or statement (Idaho Code § 39-1118; IDAPA 16.06.03.201.05.a)

Illinois

✓Child Enrollment Form
✓Emergency Contact Form
✓Health and Medical Information Record
✓Immunization Record
✓Medication Authorization Form
✓Parent Handbook Acknowledgment

Indiana

✓Child Care Center license application - submitted online through the FSSA I-LEAD provider portal (no paper State Form number; apply at https://www.in.gov/fssa/carefinder/become-a-child-care-provider/)
✓Physical Form for Child - State Form 49969 (R6/01-25), physical examination + age-appropriate immunization record per 470 IAC 3-4.7-86 and IC 12-17.2-4-18.1
✓State Form 49970 - Physical Form for Adult Caregiver (R7/01-25) (licensed homes and centers)
✓State Form 53323 - Consent to Release Information (for licensed centers, licensed homes, unlicensed registered ministries, and CCDF LLEPs) - submitted as part of background-check requirements
✓Signed parental consent forms - required per 470 IAC 3-4.7-37 (e.g., transportation, field trips, emergency medical treatment, photographs)
✓Children's medication record / medication authorization - required per 470 IAC 3-4.7-40 and -88
✓Emergency information file - required per 470 IAC 3-4.7-42
✓National criminal history (FBI) fingerprint background check application via IdentoGO/IDEMIA - required per IC 12-17.2-4-3

Iowa

✓Form 470-4834 - Child Care Center Licensing Application and Invoice
✓Form 470-3301 - Authorization for Release of Child and Dependent Adult Abuse Information (used when registry checks are requested directly by the provider/center director, in lieu of 470-0643)
✓Form 470-0643 - Request for Child and Dependent Adult Abuse Information (used by state agencies or state-contracted entities)
✓Department-prescribed Certificate of Immunization / Certificate of Immunization Exemption (medical or religious) / Provisional Certificate of Immunization, per Iowa Admin. Code ch. 641-7 (required in the child's file per 441-109.9(2)(h))
✓Child physical examination report - required for each child not yet enrolled in kindergarten, submitted at enrollment but no later than four weeks after admission, per 441-109.9(2)(i) (NOT 109.10(1))
✓Department criminal history record check form plus fingerprint submission to the Iowa Department of Public Safety, and Iowa record checks via the Single Contact Repository (SING), per 441-109.6(4)
✓Staff physical examination report (preemployment, on a department-prescribed form) per 441-109.9(1)(b) / Iowa Code 237A.5

Kansas

✓CCL 312 - Staff Qualifications Chart (K.A.R. 28-4-429)
✓Application for License to Operate a Child Care Center or Preschool (KDHE Child Care Licensing Program, K.A.R. 28-4-422(d))
✓Amended License Application (change of license capacity, age of children enrolled, or number of units - K.A.R. 28-4-422(i))
✓Fingerprint-Based Background Check submission / KBI fingerprint card (K.A.R. 28-4-125; $48 fee per K.A.R. 28-4-95)
✓Medical record / Child Health Assessment and immunization record form (K.A.R. 28-4-430(a))
✓Emergency medical treatment / written parental permission form (K.A.R. 28-4-127(b)(1)(A))
✓Critical Incident Report form (K.A.R. 28-4-133(b))
✓Off-Premises (field trip) Parental Permission form (K.A.R. 28-4-124(b))
✓Medication Administration documentation form (K.A.R. 28-4-132(i)(4))

Kentucky

✓OIG-DRCC-01, Initial Child-Care Center License Application
✓OIG-DRCC-06, Licensed Provider (Child-Care Center) License Renewal Form
✓OIG-DRCC-02, Licensed Provider Request for Appeal
✓Commonwealth of Kentucky Certificate of Immunization Status (required to attend, beginning at age 3 months) — 902 KAR 2:060
✓Commonwealth of Kentucky Parent or Guardian's Declination on Religious Grounds to Required Immunizations (religious exemption; sworn and notarized) — 902 KAR 2:060
✓Signed parent permission form for each off-premises/field trip — 922 KAR 2:090 Section 9(1)(b)3.g

Louisiana

✓Early Learning Center initial licensing application submitted via the LDOE online electronic system (§701); renewal application via the online electronic system (§711)
✓Child's Information Form / Cumulative File information form signed and dated by parent (§1515)
✓Emergency Medical Treatment Authorization, written, signed and dated by parent (§1515)
✓Child Release Authorization listing first and last names of persons to whom the child may be released (§1515)
✓Medication Authorization Form / written parental authorization with medication administration record (§1917)
✓Critical/Reportable Incident notifications (§1103)
✓Field Trip Authorization (§2105) and Non-Vehicular Excursion authorization (§2109)
✓Daily Attendance Records for children, staff, owners, contractors, trainees, and visitors (§1507)
✓CCCBC (Child Care Criminal Background Check) request / fingerprint submission for CCCBC-based determination of eligibility (Chapter 18, §1807, §1811)
✓Application of Topical Products form (LDOE Licensed Center Forms - administrative form, not a numbered LAC requirement)

Maine

✓License application submitted via the OCFS 'Baxter' online provider portal (create/submit/manage Child Care Licensing applications, inspections, action plans) - 10-148 C.M.R. ch. 32 § 2(C) (Application)
✓Center Pre-Licensing Checklist
✓Zoning and Code Compliance Letter
✓Authorization for Release of Personal History Information
✓Serious Injury and Illness Report
✓Sample Child Enrollment Form
✓Sample Child Care Contract
✓Sample Emergency Medical Treatment Release
✓Sample Medication Administration Permission Form and Medication Administration Record
✓Certificate of Immunization (per Maine Childcare Immunization Standards; on file within 30 days of admission, updated annually)
✓Immunization Medical Exemption documentation (physician statement that immunization is medically inadvisable)
✓Sample Health Care Consultant Agreement
✓Sample Accident / Incident Report
✓Provider (Parent) Handbook (required content under § 2(F))
✓Comprehensive Background Check request per 10-148 C.M.R. ch. 34 (Child Care Provider Background Check Licensing Rule), fingerprint-based, via OCFS Background Check Unit

Maryland

✓OCC 1214 — Emergency Form (child emergency/medical information; updated at least annually)
✓OCC 1215 — Health Inventory (child health assessment; Box A by parent, Box C by health care provider)
✓OCC 1216 — Medication Administration Authorization Form
✓OCC 1216a — Asthma Action Plan and Medication Administration Authorization Form (supplemental medication form; related variants OCC 1216b allergy/anaphylaxis, OCC 1216c seizure, OCC 1216d special health condition individualized care plan)
✓MDH Form 896 — Maryland Department of Health Immunization Certificate
✓Child Care Center / Letter of Compliance License Application (submitted via Maryland OneStop, onestop.md.gov)
✓CPS Background Clearance / Adam Walsh Background Clearance Form (Maryland Dept. of Human Services, Child Protective Services)
✓Criminal History Records Check / fingerprint application via CJIS (Maryland Dept. of Public Safety & Correctional Services)

Massachusetts

✓Child Enrollment Form
✓Emergency Contact and Permission Form
✓Physical Exam Record
✓Immunization Record
✓Medication Administration Authorization
✓Parent Handbook Acknowledgment
✓CORI Acknowledgment Receipt

Michigan

✓Child Enrollment Record
✓Emergency Medical Authorization
✓Health Assessment
✓Immunization Record
✓Medication Authorization
✓Parent Handbook Acknowledgment

Minnesota

✓Applicant Agreement, Acknowledgement, and Verification Form (submitted via DCYF Provider Hub; notarized original required per application)
✓Child Care Emergency Plan, DHS-7955
✓Maltreatment of Minors Mandated Reporting Policy, DHS-7634A
✓Child Care Center Serious Injury and Death Reporting Form (DCYF fillable PDF)
✓Swaddling Consent for an Infant, DHS-7218
✓Directive for Alternative Infant Sleep Position, DHS-7216
✓Individual Child Care Program Plan (ICCPP), DHS-7995
✓Background study via NETStudy 2.0 (Minn. Stat. ch. 245C) — electronic submission, no paper form number
✓Childcare Annual Immunization Status Report (AISR), submitted electronically to the Minnesota Department of Health (Minn. Stat. 121A.15)

Mississippi

✓MSDH Form #121 — Certificate of Immunization Compliance (required for each enrolled child before enrollment, and for staff and volunteers; child/staff authority at Rule 1.6.3(10); volunteer Form 121 at Rule 1.5.2(6))
✓MSDH Form #122 — Certificate of Medical/Religious Exemption (immunization exemption for children; religious-exemption portion does not apply to staff; Rule 1.6.3(10))
✓MSDH Form #333 — Fire Department Certificate of Inspection (submitted with application and license fees; Rule 1.2.4 Certificate of Inspection by Fire Department)
✓Online Application for License (filed via www.healthyms.com; Rule 1.2.3, with fees under Rule 1.2.4)
✓Online License Renewal form (Rule 1.2.7)
✓Letter of Suitability — issued by the MSDH Criminal Records Check Unit after a fingerprint-based comprehensive background check; required before any prospective staff member may begin work, and for volunteers serving 120+ hours/licensure year (Rule 1.5.2)

Missouri

✓MO 500-3293 — Application for License to Operate a Child Care Facility
✓MO 500-3291 — Annual Declaration for Licensed Facility
✓MO 500-3290 — Center Director / Group Child Care Home Provider Approval Request
✓MO 500-3296 — Center Director / Group Child Care Home Provider Certification Request
✓MO 500-3294 — Religious Organization Child Care Facility Notice of Parental Responsibility
✓MO 500-3295 — Request for Revision
✓MO 500-3307 — Child Care Facility Overlap Request
✓MO 500-3303 — Child Medical Examination Report (Infant/Toddler/Pre-School) (kept on file)
✓MO 500-3304 — Medical Examination Report for Caregivers and Staff (kept on file)
✓MO 500-3317 — Child Care Enrollment Form (kept on file)
✓MO 500-3299 — Comprehensive Background Check Notification form (submitted to OCBackgroundChecks@dese.mo.gov per RSMo 210.1080)
✓Imm.P.14 — Missouri DHSS Immunizations In Progress form (per 19 CSR 20-28.040); related exemption forms are Imm.P.11 (Parent/Guardian exemption) and Imm.P.12 (Medical exemption)

Montana

✓Child Care License / Registration Application — DPHHS ECFSD Child Care Licensing Program (ARM 37.96.107)
✓Emergency contact and consent form retained in children's records (ARM 37.96.308)
✓Authorization of persons allowed to pick up the child (ARM 37.96.308)
✓Documentation of immunization status; Montana Certificate of Immunization, Form HES-101 (ARM 37.96.806; immunization schedule per ARM 37.96.802)
✓Conditional/grace-period enrollment documentation prescribed by the department (ARM 37.96.802; ARM 37.96.806)
✓Affidavit of Exemption on Religious Grounds, Form HES-113 (ARM 37.96.805)
✓Medication administration record and written parent/guardian medication authorization (ARM 37.96.502; ARM 37.96.303(1)(f))
✓Incident/injury report with parent notification (ARM 37.96.303(1)(d); ARM 37.96.307)

Nebraska

✓Complete, accurate, written and signed application and disclosure of ownership on a form provided by the Department (DHHS Application for Child Care Center license) - 391 NAC 3-003.01A(1)
✓U.S. citizen / qualified alien attestation (Neb. Rev. Stat. ss 4-108 to 4-114) - 391 NAC 3-003.01A(2)
✓Consent for Central Registry Checks and Authorization for Release of Information (applicant, all staff/volunteers age 13+, household members age 13+ if home-based) - 391 NAC 3-003.01A(3)
✓Documentation of Criminal History Record Check (Nebraska State Patrol / local law enforcement; applicant, staff/volunteers age 19+, household members age 19+) - 391 NAC 3-003.01A(4), 3-006.03A
✓Report of Law Enforcement Contact (applicant/director, staff/volunteers/household members age 19+; updated annually) - 391 NAC 3-003.01A(5), 3-006.03C
✓Health Information Report for the director (form provided by the Department) - 391 NAC 3-003.01A(6), 3-006.03F
✓Documentation of director qualifications - 391 NAC 3-003.01A(7), 3-006.04
✓Sketch/diagram/blueprint of facility (dimensions, room arrangement, outdoor play area) - 391 NAC 3-003.01A(8)
✓Copies of zoning approval from the relevant jurisdiction - 391 NAC 3-003.01A(9)
✓Fire Inspection Approval (fire marshal's office) - 391 NAC 3-003.01A(10)
✓Sanitation Inspection Approval (Department or delegated authority) - 391 NAC 3-003.01A(11)
✓Written Description of Services - 391 NAC 3-003.01A(12), 3-006.14A
✓Sample daily schedule for each age group - 391 NAC 3-003.01A(13)
✓Sample weekly menu of snacks and/or meals - 391 NAC 3-003.01A(14)
✓Required licensing fee (see 3-004.08) - 391 NAC 3-003.01A(16)
✓Child immunization record obtained within 30 days of each child's enrollment (not part of the initial license application) - 391 NAC 3-006.18, 3-006.18A; annual immunization reporting per 173 NAC 4

Nevada

✓Consent and Release Form for Fingerprinting and Criminal/Child Abuse & Neglect Background Check (submitted via the Nevada Automated Backgrounds System, NABS)
✓Application for License to Operate a Child Care Facility (submitted via the CCL Online Licensing System)
✓Certificate of Immunization (required for each child prior to admission per NRS 432A.230)
✓State Immunization Exemption Form (medical or religious; provided by DPBH/Division, submitted to facility)
✓CCL Complaint Form
✓CCL Facility/Incident Report Form (e.g., for accidents/injuries/communicable disease per NAC 432A.378)
✓Written Emergency/Disaster Plan (required and posted under NAC 432A.280)

New Hampshire

✓Application for a License to Operate a Child Care Program (NH DHHS CCLU)
✓Application for a Family Child Care Program / Family Child Care license (NH DHHS CCLU)
✓Child Care Registration and Emergency Information form (NH DHHS CCLU)
✓Child health/physical examination record (health assessment required per He-C 4002.10)
✓Child Care Personnel Health Form
✓Staff and Household List
✓Background record check / employment eligibility submission via NH Connections (per He-C 4002.41)

New Jersey

✓Registration Form
✓Emergency Medical Consent
✓Physical Examination Report
✓Immunization Record
✓Medication Consent Form
✓Parent Handbook Acknowledgment

New Mexico

✓Child Care License Application (new license / renewal) — submitted via the NM Child Care Licensing and Registration Portal (Wonderschool) as of Feb 14, 2026, or the ECECD application packet for Centers/Licensed Homes/Registered Homes
✓Notarized Renewal Application (8.16.2.11(B) NMAC) — due at least 30 days before license expiration; $25 late fee if postmarked <30 days prior
✓Amended License Application (8.16.2.11(A)(3) NMAC) — change of director or capacity, $20 fee
✓Background check / fingerprint forms and employment history verification forms per 8.8.3 NMAC (provided by the department per 8.16.2.21(A)(2) NMAC)
✓Notice of Provisional Employment (per 8.8.3 NMAC, prior to staff start; 8.16.2.19 NMAC)
✓Form I-9, Employment Eligibility Verification (8.16.2.22(F)(1)(q) NMAC)
✓Annual signed staff statement of non-disqualification as a direct provider of care (8.16.2.22(F)(1)(f) NMAC)
✓Child enrollment agreement and signed parent-handbook acknowledgment (8.16.2.22(E)(1)(k)-(l) NMAC)
✓Authorization-to-pick-up form signed by parent/guardian (8.16.2.22(E)(1)(c) NMAC)
✓Written field-trip/off-site activity authorization (8.16.2.22(E)(1)(h) NMAC)
✓Medication authorization (written parent permission + physician directions) (8.16.2.26(C)(2) NMAC)
✓Child immunization record or NM Department of Health Public Health Division-approved Certificate of Exemption (8.16.2.22(E)(1)(e) NMAC; exemptions per NMSA 1978 § 24-5-3 and 7.5.3.8 NMAC)
✓Universal precaution acknowledgment form and confidentiality form (8.16.2.22(F)(1)(j),(k) NMAC)
✓W-9 (for child care assistance participation by DoD-licensed military centers) (8.16.2.11(A)(5)(b)(v) NMAC)

New York

✓Enrollment Agreement
✓Child Health Examination Report (OCFS-6010)
✓Emergency Contact and Medical Authorization
✓Immunization Record
✓Medication Administration Authorization
✓Sunscreen/Insect Repellent Authorization
✓Parent Handbook Acknowledgment

North Carolina

✓Enrollment Form
✓Emergency Contact Form
✓Medical Examination Report
✓Immunization Record
✓Medication Administration Authorization
✓Parent Handbook Acknowledgment

North Dakota

✓Personal Authorization for Criminal History Record Information Inquiry (SFN 829) — verified at nd.gov/eforms/Doc/sfn00829.pdf
✓Criminal History Record Check Request Pursuant to N.D.C.C. 12-60-24 (SFN 60688) — verified at attorneygeneral.nd.gov SFN60688
✓Fingerprint Identity Verification (SFN 836) — completed by law enforcement; listed on the HHS child care provider background-check page
✓Child Abuse and Neglect Background Inquiry (SFN 433) — required for household members ages 12-17 when care is provided in a residence; verified at nd.gov/eforms/doc/sfn00433.pdf
✓Department-approved authorization for background check form — required no later than the first day of employment per N.D. Admin. Code 75-03-10-28(2)
✓Child care center license application (submitted via the online Child Care Licensing (CCL) System, in the form and manner prescribed by the Department per N.D. Admin. Code 75-03-10-07; license fees per N.D.C.C. 50-11.1-03(7))
✓Written parental authorization for emergency medical care and written permission to dispense medication (record-keeping requirements under N.D. Admin. Code 75-03-10-22(2)(d) and 75-03-10-26(7); no single mandated SFN-numbered statewide form)

Ohio

✓Enrollment Agreement
✓Emergency Medical Authorization
✓Health Assessment Record
✓Immunization Record
✓Medication Administration Record
✓Handbook Acknowledgment

Oklahoma

✓OKDHS Form 07LC004E – Request for License, Child Care Program (application for a child care center/program license) [verified; form rev. 2/12/2024]
✓OKDHS Publication No. 14-05 – Licensing Requirements for Child Care Programs (the rule book providers must follow; effective 11-1-2025) [verified]
✓OKDHS Publication No. 14-07 – Child Care Restricted Registry (Joshua's List) notice (paper-only posted item) [verified]
✓Criminal History Review request (OKDHS Office of Background Investigations criminal-history review process, with fingerprint submission for the national/FBI check) per OAC 340:110-3-282(a) [verified]
✓Restricted Registry (Joshua's List) online search documentation per OAC 340:110-3-282(b) [verified]

Oregon

✓Child Care Center Certification Application (initial/renewal) — submitted to CCLD with non-refundable filing fee per OAR 414-305-0130
✓CCLD-0084 — Rules for Certified Child Care Centers (official OAR 414-305 + 414-075 rule book; Jan. 2024 edition, eff. 01/01/2024)
✓CCLD-0105 — Guide to Certified Child Care Centers
✓CCLD-0090 — CC Health and Safety Review Checklist
✓CCLD-0093 — CC Monitor Visit Checklist
✓CEN-0001 — Instructions and Application for Enrollment in the Central Background Registry (CBR), required for all staff/operators/owners/adults on premises per OAR 414-061-0000 through 414-061-0120 and OAR 414-305-0310
✓FBI fingerprint card (or electronic livescan) for CBR national criminal history check per OAR 414-061-0080
✓Floor plan, fire/Deputy State Fire Marshal inspection approval, and environmental health/sanitation inspection approval submitted with the application

Pennsylvania

✓Child Enrollment Form
✓Health Assessment/Physical Exam
✓Emergency Contact and Authorization
✓Immunization Record
✓Medication Administration Consent
✓Parent Handbook Acknowledgment
✓Child Abuse History Clearance Receipt

Rhode Island

✓Child care licensing application submitted through the Rhode Island Start Early System (RISES) Workforce Registry profile — DHS licensing system of record (no standalone 'Universal Child Care Application' PDF; application is completed digitally in RISES)
✓Child Enrollment Form
✓Child Information Form
✓Infant-Preschool Information Form
✓Preadmission Interview Form
✓Physician's Reference Form
✓Staff Immunization Form
✓Allergy Information Form
✓Medication Authorization Form
✓Consent for Use of Topical Creams
✓Parent Authorization for Emergency Treatment Form
✓Injury Report Form
✓First-Aid Kit Inventory
✓Emergency Preparedness Plan Template
✓Daily Attendance Form
✓Activities Consent Form
✓Photo Consent Form
✓Transportation Policy Permission Form
✓Health Care Consultant Form
✓Personnel Sheet
✓Sample Visitor Log
✓Family Handbook and Staff Handbook (program-developed, DHS-approved per 218-RICR-70-00-1.13(E))
✓Comprehensive background-check employer affidavit submitted to the RI Attorney General's office (BCI) for fingerprinting

South Carolina

✓DSS Form 2902 — Application to Operate a Child Care Facility
✓DSS Form 2905 — Health/Fire Inspection Request
✓DSS Form 2964 — Child Care Facility Staff/Caregiver List (director plus at least two additional staff)
✓DSS Form 2924 — Consent to Release Information and Compliance Statement (background-check consent; operator, caregivers, household members 18+)
✓DSS Form 2901 — Staff Medical Statement
✓DSS Form 2926 — Staff Health Assessment
✓DHEC Form 2740 — South Carolina Certificate of Immunization (current certificate required in each child's health record per 114-503.G.(6)(b))

South Dakota

✓OLA-102 — Application for Admission to Child Care (enrollment/admission form)
✓OLA-100 — Background Screening Information Authorization (background-check consent)
✓OLA-103 — Child Care Declaration of Prior Criminal Conviction and Military History
✓OLA-106 — Immunization Affidavit / Certification of Objection to Immunization
✓OLA-107 — Medication Administration Form
✓OLA-109 — Serious Incident Report Form
✓OLA-111 — Emergency Preparedness Drill Log
✓OLA-112 — Procedures for Identifying Child Abuse and Neglect (acknowledgement of responsibility to report)
✓OLA-113 — Sample Emergency Preparedness Plan
✓OLA-116 — Floor Plan Review Process and Program Proposal
✓OLA-118 — Written Care Plan for a Child with Allergies

Tennessee

✓Child Care License Application (completed via TDHS eLicensing Provider Portal / TN Login)
✓HS-2779 Child Care Criminal/Juvenile History & State Registry Review Disclosure Form
✓HS-3275 / HS-3554 Child Care Emergency Preparedness Plan Checklist and Template
✓HS-30051 Child Care Observation Documentation Form
✓HS-3005 Center TN-ELDS Documentation Form / HS-3006 Home TN-ELDS Documentation Form
✓HS-2984 Personal Safety Curriculum Notification Form (HS-2994 for Drop-In Centers)
✓HS-2583 Kindergarten Parent Acknowledgement Form
✓Child Care Provider Medical Report
✓Tennessee Department of Health Official Certificate of Immunization (TennIIS)
✓Vehicle Inspection Sheet (and Vehicle Inspection Sheet - Bus)
✓First Aid Kit Checklist
✓Serious Injury/Incident Report (submitted through eLicensing Provider Portal)

Texas

✓Child Enrollment Form
✓Emergency Contact and Medical Authorization
✓Medication Authorization Form
✓Immunization Records
✓Signed Parent Handbook Acknowledgment
✓Transportation Authorization (if applicable)
✓Photo/Media Release

Utah

✓Child care center application (submitted via the DLBC provider portal: provider.dlbc.utah.gov)
✓Background check / clearance submission via the DLBC/Office of Background Processing provider portal (fingerprint-based, BCI/DPS + FBI; required for all covered individuals age 16+, plus household members 12+)
✓Affidavit of Lawful Presence in the United States (may be required; proof of citizenship/lawful presence shown at pre-license inspection)
✓Admission and health assessment form (per R381-100-6 — completed by parent before child is admitted; reviewed, updated, and signed/initialed by parent at least annually)
✓Copy of current business license (or written statement from city that none is required)
✓Copy of current fire inspection (or written statement from fire authority that none is required)
✓Copy of current kitchen/food-service inspection (or written statement from local health department that none is required)
✓Copy of educational credentials for the program director
✓Copy of facility floor plans
✓Immunization record / Utah USIIS documentation or signed exemption (medical, religious, or personal) per R396-100 (for children under 5)

Vermont

✓Records Check Authorization form (background-check authorization submitted to the Division for all new staff/individuals regularly present — Rule 7.2.1, 7.2.2)
✓Fingerprinting Authorization Certificate (issued by the Division prior to fingerprinting — Rule 7.2.2)
✓Vermont Child Care Immunization Report (submitted at least once every 365 days to the Vermont Department of Health, Immunization Office — Rule 5.1.4, per 18 V.S.A. §§ 1120-1129)
✓Vermont Department of Health immunization documentation / approved exemption form for each child's file (Rule 5.1.3)
✓CBCCPP child care license application (submitted through the Bright Futures Information System / BFIS, which is defined at Rule 2.2.3; issuance/initial-application requirements at Rules 2.3.2 and 2.3.8)
✓Written parental permission forms for medication administration (Rule 5.6.4), transportation (Rule 5.10.6.6.1), swimming (Rule 5.10.5.1), and field trips/walking trips (Rule 5.10.7.1)

Virginia

✓Enrollment Application
✓Emergency Contact Form
✓Physical Exam/Health Assessment
✓Immunization Record
✓Medication Administration Authorization
✓Parent Handbook Receipt

Washington

✓Enrollment Agreement
✓Emergency Contact and Authorization
✓Health Information Form
✓Immunization Record
✓Medication Authorization
✓Parent Handbook Acknowledgment

West Virginia

✓Child Care Center License Application (application as prescribed by the Secretary, per §78-1-4.2.a)
✓Letter of Intent and Needs Assessment Form (Child Care Center Information Packet / Needs Assessment and Letter of Intent, per bfa.wv.gov/child-care-centers)
✓WV CARES self-disclosure application and consent form (signed; on file and uploaded to WV CARES no later than date of hire, per §78-1-8.4.c.1; W. Va. Code §16-49-1 et seq. / 69 CSR 10)
✓Child immunization record / plan for completion signed by a licensed health care provider (§78-1-15.1.a)
✓Child Health Assessment signed by a licensed health care provider (on file no later than 30 days after admission, §78-1-15.2)
✓Signed parent permission for emergency medical treatment and transportation (§78-1-7.4.f)
✓Signed parent permission to release child to designated persons (§78-1-7.4.g)
✓State Fire Marshal inspection report (pre-licensing)
✓County Department of Health Child Care Center Inspection Report (pre-licensing)
✓Emergency/Disaster Planning Form (Bureau for Family Assistance)
✓Request to Amend a License (Bureau for Family Assistance)

Wisconsin

✓Child Care Enrollment, DCF-F-CFS0062-E
✓Child Health Report - Child Care Centers, DCF-F-CFS0060-E
✓Health History and Emergency Care Plan, DCF-F-CFS2345-E
✓Intake for Children Under 2 Years - Child Care Centers, DCF-F-CFS0061-E
✓Child Record Checklist - Child Care Centers, DCF-F-CFS1675-E
✓Daily Attendance Record - Child Care (DCF form)
✓Field Trip or Other Activity Notification/Permission (DCF form)
✓Staff-To-Child Ratio Worksheet - Group Child Care Centers, DCF-F-CFS0078-E (R. 08/2025) [directly verified]
✓Licensing Checklist - Group Child Care Centers - DCF 251, DCF-F-CFS0063
✓Required Immunizations for Admission to Wisconsin Child Care Centers, DHS F-44001A / Child Care Immunization Record DHS F-44192 (DHS immunization record)

Wyoming

✓DFS-205 — Facility Staff Record (owner/director/staff/employees/household members/substitutes/volunteers; name/DOB, qualifications, training, and background-check results) — Ch. 11 Section 6(c)
✓CCL-605 (or equivalent) — Serious Injury/Illness Report (incidents resulting in medical care; reportable to Licensing within 24 hours and filed on CCL-605 within 3 days) — Ch. 11 Section 7(a)(ii)
✓Child Care License Application packet (initial license; submitted to the local DFS Child Care Licenser; includes a $25 application fee) — Ch. 2 Section 2 (Application Process)
✓Request for Renewal of a License (with $25 renewal fee) — Ch. 2 Section 9 (Licensure Fees) & Ch. 2 Section 10 (Renewal of a License)
✓Wyoming Department of Health immunization record / approved Religious or Medical Waiver Request form (child immunization documentation and exemptions) — Ch. 11 Section 16(f); statutory basis W.S. § 14-4-116
✓Allergy emergency care plan (Ch. 11 Section 16(c)) and special-health-care-needs care plan (Ch. 11 Section 16(d)), documented in the child's record (Ch. 11 Section 6(d)(viii))

Form data reflects published state licensing requirements and is provided for general guidance. Verify current form names and numbers with your state childcare licensing agency before use.

Include the handbook — and the signed acknowledgment

Your parent handbook is the document that carries your required written policies: illness exclusion, discipline, emergency procedures, medication, and more. The welcome packet is when you hand it over. Include the handbook itself plus a one-page acknowledgment for the parent to sign and return.

The signed acknowledgment is the part that protects you. It is the proof a licensing inspector looks for to confirm the family actually received your policies — not just that the handbook exists. Without a signed page in the file, "we gave it to them" is hard to defend during an inspection.

Key point: All 50 states require licensed childcare providers to give families written policies at enrollment. A parent handbook is the standard way to meet that requirement, and inspectors verify the family received it — typically through a signed acknowledgment in the child's file.

Need the handbook itself? See what a complete, state-specific parent handbook covers.

Build a Parent Handbook

The first-day practical basics

The forms keep your license clean. This section keeps the family calm. New parents have a short list of real questions — where do I park, what do I pack, when do they nap, who do I call. Answer them in the packet and you cut down the day-one confusion that makes a first morning harder than it needs to be.

Welcome letter

One page, warm, signed by you. Name, hours, your phone and email, the child's start date, and a single line on what makes your program a good fit. This is the first thing the family reads.

Drop-off and pick-up routine

Where to park, where to sign in, who is allowed to pick up, and what photo ID you ask for from anyone you do not recognize. Spell out your late pick-up fee here too.

What to bring and label

A short, specific packing list — spare clothes, diapers or pull-ups, a labeled water bottle, a nap comfort item, sunscreen. Tell families to label everything with the child's name.

Daily schedule

A simple time-blocked outline of the day: arrival, meals and snacks, outdoor time, nap, and pick-up. New parents relax once they can picture their child's day.

Sick-child policy in plain language

Your full illness-exclusion policy lives in the handbook, but new families need a one-paragraph version up front: when to keep a child home, and when they can return.

How you communicate

How you send daily updates, how parents reach you during the day, and how you handle non-emergency questions. Set this expectation before day one, not after.

Collect the packet before the first day

A welcome packet only works if it comes back complete. Give families a clear return deadline a few days before the start date, and check every form against your state's list as it arrives. The immunization record is the one to watch — most states require an up-to-date record on file before a child can attend, and chasing it on the morning of day one is the worst time to discover it is missing.

Build a simple intake checklist. List every required form for your state and check it off per child as it comes in. An incomplete file is the gap inspectors find — and it is the easiest one to prevent.

Keep the completed packet in each child's file and store it the way your licensing agency requires. Many states set a minimum retention period for enrollment and health records even after a child leaves your program — confirm the period for your state.

Coming soon — the Enrollment Kit

The whole welcome packet, built for your state

We're building the TotReady Enrollment Kit: a ready-to-use welcome packet with your state's required enrollment forms, a welcome letter template, the handbook acknowledgment, and a first-day basics sheet — so you can hand new families a complete packet instead of assembling one form at a time.

✓State-specific required enrollment forms
✓Welcome letter you can personalize
✓Parent handbook acknowledgment page
✓First-day basics + intake checklist

See TotReady Pricing →

Free compliance check · State-specific

Frequently asked questions about daycare welcome packets

What should be included in a daycare welcome packet for new families?: A complete welcome packet has two halves. The compliance half is the paperwork your licensor expects in each child's file: the enrollment agreement, an emergency contact and medical authorization, the immunization record, a medication authorization, and a signed parent handbook acknowledgment. The hospitality half is the practical first-day information — a welcome letter, drop-off and pick-up routine, what to pack and label, the daily schedule, and the sick-child policy in plain language. The exact required forms are set by your state licensing agency.
Is a daycare welcome packet required by law?: There is no single law that says “welcome packet.” But every state requires licensed childcare providers to keep specific enrollment records on file for each child and to give families written policies at enrollment. The welcome packet is simply how most providers deliver and collect those required documents in one place. Skipping it usually means missing forms in a child's file — one of the most common findings during a licensing inspection.
What forms do parents need to fill out when enrolling in daycare?: Most states require an enrollment or admission agreement, an emergency contact and medical authorization, the child's immunization record, a medication administration authorization, and a signed acknowledgment that the family received your parent handbook. Many states add their own state-specific forms with official form numbers — California uses LIC forms, New York uses OCFS forms. Check your state's exact list before you build your packet.
When should families return the daycare welcome packet?: Set a return deadline a few days before the child's first day. Most states require a complete file — including an up-to-date immunization record — to be on hand before a child can attend. Collecting the packet early gives you time to chase a missing signature rather than turning a family away on the morning of day one.
Should the daycare welcome packet include the parent handbook?: Yes. The parent handbook carries your required written policies — illness exclusion, discipline, emergency procedures, medication, and more. Include the handbook itself plus a one-page acknowledgment for the parent to sign and return. The signed acknowledgment is what a licensing inspector checks to confirm the family received your policies.

State Childcare Licensing Requirements

Required forms, ratios, and policies for your state.

Check your state →

Inspection Frequency & Penalties by State

How often inspectors visit — and what a missing-file finding can cost.

See the data →

How to Start a Daycare

The full path from program type through opening day.

Read the guide →

How to Increase Daycare Enrollment

Fill your open spots with a simple inquiry-to-enrollment system.