Kansas Childcare Licensing Requirements
Kansas childcare centers must include 13 mandatory sections in parent handbooks per K.A.R. 28-4-426(a) (Administration; line of authority - written delegation of administrative authority designating the person in charge in the facility for all hours of operation) [umbrella; no dedicated hours-of-operation rule exists for KS centers].
Last updated: April 2026
Researched by the TotReady Research TeamRequired Handbook Sections
The following sections must appear in every Kansas childcare parent handbook per state licensing rules.
| Section | Description | Citation | Status |
|---|---|---|---|
| Hours of Operation | Days and hours the facility is open; holiday closures; late pick-up policy. | K.A.R. 28-4-426(a) (Administration; line of authority - written delegation of administrative authority designating the person in charge in the facility for all hours of operation) [umbrella; no dedicated hours-of-operation rule exists for KS centers] | Required |
| Behavior Guidance and Discipline PolicyGuide → | Positive guidance techniques used; prohibited discipline methods; progressive steps. | K.A.R. 28-4-132(b)(3) (Child care practices; behavior management - written discipline policy indicating methods of guidance, parents informed); prohibited punishment under K.A.R. 28-4-132(c) | Required |
| Illness and Exclusion PolicyGuide → | Symptoms requiring exclusion; readmission criteria; communicable disease procedures. | K.A.R. 28-4-430(c) (Health practices; illness and abuse - (c)(1) communicable disease notice to parents, (c)(2) report communicable disease to local health dept, (c)(4) written sick-child care plans referencing K.A.R. 28-1-2 and 28-1-6 for infectious/contagious disease and isolation/quarantine, (c)(5) quiet area for sick children) | Required |
| Medication Administration PolicyGuide → | Procedures for administering prescription and non-prescription medications; authorization requirements. | K.A.R. 28-4-132(i) (Medication administration - (i)(1) medication administration training per K.A.R. 28-4-114a and 28-4-428a; (i)(2) nonprescription medication on written parental permission, original container, labeled with child's name; (i)(3) prescription medication in original pharmacy-labeled container administered only to the designated child per label; (i)(4)-(5) documentation on department form in each child's file, copy available to parent) | Required |
| Emergency ProceduresGuide → | Fire, severe weather, lockdown, and medical emergency procedures; evacuation routes. | K.A.R. 28-4-127 (Telephone; emergency medical treatment; reporting requirements - posted emergency numbers, written parental permission for emergency medical treatment under (b)(1)(A), reporting illnesses/injuries/deaths) and K.A.R. 28-4-128 (Safety and emergency procedures - written emergency plan, monthly fire drills and monthly tornado drills under (a)(6), first-aid supplies under (c)) | Required |
| Arrival and Departure Procedures | Sign-in/sign-out requirements; authorized pick-up persons; late pick-up fees. | K.A.R. 28-4-426(e)(1) (daily attendance record) & K.A.R. 28-4-426(e)(2)(D) (persons authorized to remove the child from the facility); see also K.A.R. 28-4-123 (Parental access during all hours of operation) [umbrella; no dedicated sign-in/sign-out rule] | Required |
| Nutrition and Meals Policy | Meals and snacks provided; food allergy procedures; outside food policy. | K.A.R. 28-4-439 (Child care centers: food service - meal/snack frequency by length of stay, nutritional content, food safety); see also K.A.R. 28-4-434(b) (Preschools; nutrition - daily nutritious snack requirements) | Required |
| Parent Communication Policy | Daily report procedures; how to reach staff; parent conference schedule. | K.A.R. 28-4-133 (Reporting critical incidents - (a) critical incidents immediately reported to parents/legal guardians); see also K.A.R. 28-4-426(b)(3) (each parent informed of services offered) and K.A.R. 28-4-430(c)(1) (communicable-illness notice to parents) | Required |
| Grievance and Complaint Procedure | Steps for resolving concerns; contact for unresolved complaints. | K.S.A. 65-504(c), (d) & (f) (license denial by order stating reasons with right to a hearing under the Kansas Administrative Procedure Act; revocation after notice and hearing; appeal of a final order under the Kansas Judicial Review Act) [umbrella; no dedicated K.A.R. grievance-procedure rule exists for centers] | Required |
| Child Abuse and Neglect Reporting | Mandatory reporter obligations; reporting procedures; state hotline. | K.A.R. 28-4-430(c)(3) (each staff member shall report within 24 hours to the Kansas Department for Children and Families any suspected child abuse or neglect); statutory mandatory-reporter authority and penalty K.S.A. 38-2223 | Required |
| Enrollment, Fees, and Payment Policy | Enrollment process; tuition rates; payment schedule; refund policy. | K.A.R. 28-4-422 (Applicant requirements; exclusions; application process; amended license; renewal; exceptions; advertising) and K.A.R. 28-4-426(e)(3) (file per child including application for enrollment); license fee fixed by the secretary under K.S.A. 65-505 and K.A.R. 28-4-92 (License fees) | Required |
| Health and Safety Policies | Handwashing procedures; diapering; sunscreen; rest time policies. | K.A.R. 28-4-430 (Health practices; illness and abuse; general health requirements for staff) and K.A.R. 28-4-423 (Physical plant; premises, water supply, toilet/lavatory, laundry, and locked storage of hazardous items, medications, tobacco, and weapons under (e) and (a)(23)-(24)) | Required |
| Nondiscrimination Policy | Statement of equal access; protected classes covered. | K.A.R. 28-4-426(b)(2) (Each admission policy shall be non-discriminatory in regard to race, color, religion, national origin, ancestry, disability, or sex, in accordance with K.S.A. 44-1009) | Required |
| Transportation Policy | Vehicle safety requirements; car seat policy; authorization procedures. | K.A.R. 28-4-130 (Transportation; driver age/license requirements, vehicle safety, accident and liability insurance, seat belts and child safety seats, in-transit child safety) | Recommended |
| Field Trip Policy | Authorization requirements; supervision ratios during off-site activities. | K.A.R. 28-4-124 (Parental permission for children to go off-premises - written permission on department form, destination/departure/return information provided to parents); see also K.A.R. 28-4-426(e)(3)(E) (signed parental permission for field trips on file) | Recommended |
Staff-to-Child Ratios
Kansas mandates the following maximum staff-to-child ratios by age group.
| Age Group | Staff-to-Child Ratio |
|---|---|
| Infants | 1:3 (max 9 per unit) or 1:4 (max 8 per unit); only one staff-child ratio may be used at any one time for each infant unit (K.A.R. 28-4-428(a)(2), eff. 8/2/2024) |
| Infants and other children under the age of 6 (mixed) | 1:6 (including not more than 3 infants); max 12 per unit (including not more than 6 infants) |
| Toddlers (learned to walk, 12 to 30 months) | 1:6 (max 12 per unit) |
| Children at least 2 years but under 3 years | 1:7 (max 14 per unit) |
| Children at least 2.5 years but under school-age | 1:12 (max 24 per unit) |
| School-age (will attain kindergarten eligibility, not yet 16) | 1:16 (max 32 per unit) |
Immunization Requirements
- Diphtheria, tetanus, and pertussis (DTaP)
- Poliomyelitis (polio)
- Measles, mumps, and rubella (MMR)
- Hepatitis B
- Hepatitis A
- Varicella (chickenpox)
- Haemophilus influenzae type B (Hib)
- Pneumococcal disease (PCV)
- Required current and age-appropriate for child care/preschool per K.A.R. 28-1-20(d); immunization records maintained on each child's medical record per K.A.R. 28-4-430(a)(5); exceptions permitted for medical reasons (certification from a licensed physician) or religious reasons per K.S.A. 65-508(h) (cross-referenced for child care by K.A.R. 28-4-430(a)(6))
Background Check Requirements
- Fingerprint-based background check for the applicant, the licensee, each employee in a preschool or child care center, each volunteer counted in the staff-child ratio, and any other individual regularly in the facility with unsupervised access to children, submitted to the Kansas Bureau of Investigation (KBI) and FBI for national criminal history record check (K.A.R. 28-4-125(b); K.S.A. 65-516(e)-(f)); $48 fee per individual (K.A.R. 28-4-95)
- Name-based background checks through the Kansas Bureau of Investigation (KBI) and the Kansas Department for Children and Families (DCF) for individuals specified in K.A.R. 28-4-125(d)
- Kansas DCF child abuse and neglect central registry check (K.S.A. 65-516(a)(4), referencing K.S.A. 38-2226)
- Kansas offender registration act / national sex offender registry check (K.S.A. 65-516(a)(3), referencing the Kansas offender registration act, K.S.A. 22-4901 et seq.)
- No individual shall work, regularly volunteer, or reside in the facility until the results of the individual's background checks verify the individual is not prohibited under K.S.A. 65-516 (K.A.R. 28-4-125(e))
Inspection Frequency
At least once every 12 months (K.S.A. 65-512(a)). KDHE shall also conduct an inspection upon receiving a complaint, prior to issuance of a license for any new facility, may inspect a facility with a record of repeated complaints or serious violations at any time, and shall inspect any facility serving military families receiving military child care assistance every 12 months (K.S.A. 65-512(b)(2)).
Penalties for Non-Compliance
Criminal: a violation of article 5 of chapter 65 is a misdemeanor punishable by a fine of not less than $5 nor more than $50, and each day the person fails or refuses to comply is a separate offense (K.S.A. 65-514). Civil fine: KDHE may assess a civil fine not exceeding $500 per violation of statute or rules and regulations that significantly and adversely affect the health, safety, or sanitation of children, with each day of a continuing violation a separate violation (K.S.A. 65-526). Administrative: KDHE may limit, modify, suspend, or revoke a license or temporary permit for violations (K.S.A. 65-523; emergency suspension prior to hearing under K.S.A. 65-524); a licensee who is a repeat (three or more times) violator or who is found to have contributed to the death or serious bodily harm of a child shall be permanently prohibited from applying for a new license or seeking employment under another licensee (K.S.A. 65-504(e)). Willful and knowing failure to report suspected child abuse or neglect is a class B misdemeanor (K.S.A. 38-2223).
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Frequently Asked Questions
How many sections must be in a Kansas childcare parent handbook?
Kansas childcare centers are required to include at least 13 mandatory sections in their parent handbooks per state licensing regulations enforced by the Kansas Department of Health and Environment (KDHE), Division of Public Health, Bureau of Family Health, Child Care Licensing Program.
Who oversees childcare licensing in Kansas?
Childcare licensing in Kansas is regulated by the Kansas Department of Health and Environment (KDHE), Division of Public Health, Bureau of Family Health, Child Care Licensing Program. You can find official licensing information at https://www.kdhe.ks.gov/280/Child-Care-Licensing.
What happens if a Kansas childcare center doesn't have a compliant handbook?
Non-compliance with Kansas parent handbook requirements can result in: Criminal: a violation of article 5 of chapter 65 is a misdemeanor punishable by a fine of not less than $5 nor more than $50, and each day the person fails or refuses to comply is a separate offense (K.S.A. 65-514). Civil fine: KDHE may assess a civil fine not exceeding $500 per violation of statute or rules and regulations that significantly and adversely affect the health, safety, or sanitation of children, with each day of a continuing violation a separate violation (K.S.A. 65-526). Administrative: KDHE may limit, modify, suspend, or revoke a license or temporary permit for violations (K.S.A. 65-523; emergency suspension prior to hearing under K.S.A. 65-524); a licensee who is a repeat (three or more times) violator or who is found to have contributed to the death or serious bodily harm of a child shall be permanently prohibited from applying for a new license or seeking employment under another licensee (K.S.A. 65-504(e)). Willful and knowing failure to report suspected child abuse or neglect is a class B misdemeanor (K.S.A. 38-2223).
How often are Kansas childcare centers inspected?
Kansas childcare centers are subject to the following inspection schedule: At least once every 12 months (K.S.A. 65-512(a)). KDHE shall also conduct an inspection upon receiving a complaint, prior to issuance of a license for any new facility, may inspect a facility with a record of repeated complaints or serious violations at any time, and shall inspect any facility serving military families receiving military child care assistance every 12 months (K.S.A. 65-512(b)(2)).
Detailed Kansas Requirements
Go deeper on a single Kansas licensing topic — each page covers the statute-cited specifics for that requirement.
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Staff-to-Child Ratio Calculator
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