Kentucky Childcare Licensing Requirements
Kentucky childcare centers must include 13 mandatory sections in parent handbooks per 922 KAR 2:090, Section 1(13) (definition of nontraditional hours: 7 p.m.–5 a.m. weekdays / 7 p.m. Fri–5 a.m. Mon) & Section 6(7)(e) (nontraditional hours specified on the license).
Last updated: April 2026
Researched by the TotReady Research TeamRequired Handbook Sections
The following sections must appear in every Kentucky 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. | 922 KAR 2:090, Section 1(13) (definition of nontraditional hours: 7 p.m.–5 a.m. weekdays / 7 p.m. Fri–5 a.m. Mon) & Section 6(7)(e) (nontraditional hours specified on the license) | Required |
| Behavior Guidance and Discipline PolicyGuide → | Positive guidance techniques used; prohibited discipline methods; progressive steps. | 922 KAR 2:120, Section 2 (Child Care Services; behavior management — prohibits corporal/physical discipline and loud, profane, threatening, frightening, humiliating, or abusive language; specific prohibition at Section 2(11)) | Required |
| Illness and Exclusion PolicyGuide → | Symptoms requiring exclusion; readmission criteria; communicable disease procedures. | 922 KAR 2:120, Section 7 (First Aid and Medicine; a child showing signs of a communicable illness shall not be admitted to the regular child-care program) — communicable-disease reporting per 922 KAR 2:090, Section 13(1)(a) (which reports pursuant to 902 KAR 2:020 and to the local health department) | Required |
| Medication Administration PolicyGuide → | Procedures for administering prescription and non-prescription medications; authorization requirements. | 922 KAR 2:120, Section 7 (First Aid and Medicine; medication requires written parental/prescriber request and must be administered per label directions) | Required |
| Emergency ProceduresGuide → | Fire, severe weather, lockdown, and medical emergency procedures; evacuation routes. | 922 KAR 2:090, Section 5 (written evacuation plan for fire, natural disaster, or other threatening situation) & 922 KAR 2:120, Section 3 (General Requirements; fire drills at least monthly, plus quarterly earthquake/tornado/lockdown/shelter-in-place drills) | Required |
| Arrival and Departure Procedures | Sign-in/sign-out requirements; authorized pick-up persons; late pick-up fees. | 922 KAR 2:120, Section 2 (Child Care Services; adequate supervision of each child at all times by qualified staff) & 922 KAR 2:090, Section 9 (records, including authorization for emergency care and release information) | Required |
| Nutrition and Meals Policy | Meals and snacks provided; food allergy procedures; outside food policy. | 922 KAR 2:120, Sections 9–11 (Food and Drink Requirements; Meal Planning Requirements for centers that do and do not provide meals; drinking water freely available throughout the day) | Required |
| Parent Communication Policy | Daily report procedures; how to reach staff; parent conference schedule. | 922 KAR 2:090, Section 10(1)(l) (director shall notify the parent immediately of an accident or incident requiring medical treatment of a child) & Section 13(1)(b) (24-hour report of an accident or injury requiring medical care) | Required |
| Grievance and Complaint Procedure | Steps for resolving concerns; contact for unresolved complaints. | 922 KAR 2:090, Sections 19–20 (Section 19 Right of Appeal via form OIG-DRCC-02; Section 20 Informal Dispute Resolution) — verified umbrella provision | Required |
| Child Abuse and Neglect Reporting | Mandatory reporter obligations; reporting procedures; state hotline. | 922 KAR 2:090, Section 13(2) (an incident of child abuse or neglect shall be reported to the cabinet pursuant to KRS 620.030) & Section 13(1)(e) (24-hour report of accepted child abuse/neglect reports naming staff as alleged perpetrators) | Required |
| Enrollment, Fees, and Payment Policy | Enrollment process; tuition rates; payment schedule; refund policy. | 922 KAR 2:090, Section 9 (Records; written enrollment records completed by the parent with identifying, health, and emergency information) — verified umbrella provision; Kentucky child-care regulations do not set a tuition/fee schedule for parents (the only fees in the KAR are the licensing fees in Section 7: $50 initial, $25 renewal) | Required |
| Health and Safety Policies | Handwashing procedures; diapering; sunscreen; rest time policies. | 922 KAR 2:120 (Child-care center health and safety standards) — full regulation | Required |
| Nondiscrimination Policy | Statement of equal access; protected classes covered. | 922 KAR 2:090, Section 8 (General; implementation of children's and parents' rights under KRS 199.898, including posting and distribution) — verified umbrella provision; Kentucky child-care KARs contain no standalone nondiscrimination operational rule | Required |
| Transportation Policy | Vehicle safety requirements; car seat policy; authorization procedures. | 922 KAR 2:120, Section 14 (Transportation; driver age/background requirements, supervision limits, and child restraints — the appropriate car safety seat meeting 49 C.F.R. 571.213 and KRS 189.125 for each child) | Recommended |
| Field Trip Policy | Authorization requirements; supervision ratios during off-site activities. | 922 KAR 2:090, Section 9(1)(b)3.g (a permission form for each trip off the premises, and allergy care plan if applicable, signed by the child's parent) & 922 KAR 2:120, Section 14 (transportation for off-premises trips) | Recommended |
Staff-to-Child Ratios
Kentucky mandates the following maximum staff-to-child ratios by age group.
| Age Group | Staff-to-Child Ratio |
|---|---|
| Infant (0–12 months) | 1:5 (max group size 10, Type I centers only) |
| Toddler (12–24 months) | 1:6 (max group size 12, Type I centers only) |
| Toddler/2-year-old (24–36 months) | 1:10 (max group size 20, Type I centers only) |
| Preschool (3 to 4 years) | 1:12 (max group size 24, Type I centers only) |
| Preschool (4 to 5 years) | 1:14 (max group size 28, Type I centers only) |
| School-age (5 to 7 years) | 1:15 (max group size 30, Type I centers only) |
| School-age (7 years and older), full-day | 1:20 (max group size 30, Type I centers only) |
| School-age (7 years and older), before/after school only | 1:25 (max group size 30, Type I centers only) |
Immunization Requirements
- Current Commonwealth of Kentucky Certificate of Immunization Status required to attend a child-care center, certified family child-care home, or other licensed facility, beginning at age 3 months (902 KAR 2:060)
- Hepatitis B (HepB)
- Diphtheria, Tetanus, acellular Pertussis (DTaP/DTP)
- Poliovirus (IPV/OPV)
- Haemophilus influenzae type b (Hib)
- Pneumococcal conjugate (PCV)
- Measles, Mumps, Rubella (MMR)
- Varicella (chickenpox)
- Hepatitis A (HepA)
- Medical exemption via Certificate marked to designate a medical contraindication; religious exemption via the notarized Declination on Religious Grounds form (902 KAR 2:060)
Background Check Requirements
- State and national fingerprint-supported criminal history background check performed by the Department of Kentucky State Police (KSP) and the FBI, including the FBI rap back system (922 KAR 2:280)
- Child Abuse and Neglect Central Registry check via the cabinet
- National Sex Offender Public Website (NSOPW) check
- Kentucky Sex Offender Registry check
- Out-of-state criminal and child-abuse/neglect registry checks for any state of residence within the applicable look-back period (922 KAR 2:280)
- Required for: an owner/operator/employee of a child-care provider; a licensee or director; an adult household member of a Type II center; an employee present while a child is receiving care; any person with supervisory or disciplinary control over a child in care; and any person having unsupervised contact with a child in care (922 KAR 2:280); cross-references federal 42 U.S.C. 9858f and 45 C.F.R. 98.43
Inspection Frequency
A child-care center shall allow the cabinet or its designee, another agency with regulatory authority, and a parent of an enrolled child unannounced access during hours of operation; inspections of licensed centers are unannounced (922 KAR 2:090). Where a license is granted after the seven-year period referenced in 922 KAR 2:090 Section 5(a), the licensee serves a two-year probationary period during which the center shall be inspected no less than semi-annually. (Note: contrary to the draft, the 2-year probationary/semi-annual-inspection rule is not a blanket requirement for all newly licensed centers — it is tied to that re-issuance scenario.)
Penalties for Non-Compliance
Civil penalties under 922 KAR 2:190 (authorized by KRS 199.990): Type A violation (creates harm or imminent danger) — no more than $1,000 for each occurrence, correctable within five (5) working days; Type B violation (concern or risk, not imminent danger) — $250 for each occurrence, with a corrective action plan due within fifteen (15) days. Monetary credits: $50 if no violations were cited during the three years prior, $50 for a timely accepted corrective action plan, and a 25 percent credit of the civil penalty for waiving appeal rights. Continued or serious noncompliance can result in denial, suspension, probation, or revocation of the license (922 KAR 2:090, Sections 16–17). Appeal rights via 922 KAR 2:090 Sections 19–20 (form OIG-DRCC-02).
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Frequently Asked Questions
How many sections must be in a Kentucky childcare parent handbook?
Kentucky childcare centers are required to include at least 13 mandatory sections in their parent handbooks per state licensing regulations enforced by the Kentucky Cabinet for Health and Family Services, Office of Inspector General — Division of Regulated Child Care (DRCC), which licenses and investigates complaints against licensed child-care centers and certified family child-care homes; child-care standards developed in coordination with the Department for Community Based Services (DCBS) Division of Child Care.
Who oversees childcare licensing in Kentucky?
Childcare licensing in Kentucky is regulated by the Kentucky Cabinet for Health and Family Services, Office of Inspector General — Division of Regulated Child Care (DRCC), which licenses and investigates complaints against licensed child-care centers and certified family child-care homes; child-care standards developed in coordination with the Department for Community Based Services (DCBS) Division of Child Care. You can find official licensing information at https://www.chfs.ky.gov/agencies/os/oig/drcc/Pages/default.aspx.
What happens if a Kentucky childcare center doesn't have a compliant handbook?
Non-compliance with Kentucky parent handbook requirements can result in: Civil penalties under 922 KAR 2:190 (authorized by KRS 199.990): Type A violation (creates harm or imminent danger) — no more than $1,000 for each occurrence, correctable within five (5) working days; Type B violation (concern or risk, not imminent danger) — $250 for each occurrence, with a corrective action plan due within fifteen (15) days. Monetary credits: $50 if no violations were cited during the three years prior, $50 for a timely accepted corrective action plan, and a 25 percent credit of the civil penalty for waiving appeal rights. Continued or serious noncompliance can result in denial, suspension, probation, or revocation of the license (922 KAR 2:090, Sections 16–17). Appeal rights via 922 KAR 2:090 Sections 19–20 (form OIG-DRCC-02).
How often are Kentucky childcare centers inspected?
Kentucky childcare centers are subject to the following inspection schedule: A child-care center shall allow the cabinet or its designee, another agency with regulatory authority, and a parent of an enrolled child unannounced access during hours of operation; inspections of licensed centers are unannounced (922 KAR 2:090). Where a license is granted after the seven-year period referenced in 922 KAR 2:090 Section 5(a), the licensee serves a two-year probationary period during which the center shall be inspected no less than semi-annually. (Note: contrary to the draft, the 2-year probationary/semi-annual-inspection rule is not a blanket requirement for all newly licensed centers — it is tied to that re-issuance scenario.)
Detailed Kentucky Requirements
Go deeper on a single Kentucky licensing topic — each page covers the statute-cited specifics for that requirement.
Related Tools
Free tools to help your Kentucky childcare center stay compliant.
Staff-to-Child Ratio Calculator
Enter your enrollment and staff count to verify you meet state ratio requirements.
Open tool →Inspection Checklist
Step-by-step checklist to prepare your center for a state licensing inspection.
Open tool →Free Compliance Check
Answer a few questions about your current handbook and see where you stand.
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