Minnesota Childcare Licensing Requirements
Minnesota childcare centers must include 13 mandatory sections in parent handbooks per Minnesota Rules, part 9503.0045, subp. 1 (Child Care Program Plan); disclosed to parents under part 9503.0090, subp. 1, item B ('hours and days of operation').
Last updated: April 2026
Researched by the TotReady Research TeamRequired Handbook Sections
The following sections must appear in every Minnesota 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. | Minnesota Rules, part 9503.0045, subp. 1 (Child Care Program Plan); disclosed to parents under part 9503.0090, subp. 1, item B ('hours and days of operation') | Required |
| Behavior Guidance and Discipline PolicyGuide → | Positive guidance techniques used; prohibited discipline methods; progressive steps. | Minnesota Rules, part 9503.0055 (Behavior Guidance) | Required |
| Illness and Exclusion PolicyGuide → | Symptoms requiring exclusion; readmission criteria; communicable disease procedures. | Minnesota Rules, part 9503.0080 (Exclusion of Sick Children) | Required |
| Medication Administration PolicyGuide → | Procedures for administering prescription and non-prescription medications; authorization requirements. | Minnesota Rules, part 9503.0140, subp. 7 (Health — Administration of medicine) | Required |
| Emergency ProceduresGuide → | Fire, severe weather, lockdown, and medical emergency procedures; evacuation routes. | Minnesota Rules, part 9503.0110 (Emergency and Accident Policies and Records) | Required |
| Arrival and Departure Procedures | Sign-in/sign-out requirements; authorized pick-up persons; late pick-up fees. | No dedicated childcare-rule part; verified umbrella = Minnesota Rules, part 9503.0125 (Children's Records), item D (names/telephone numbers of persons authorized to take the child from the center) and item I (the hours and days of the week the child will attend the center) | Required |
| Nutrition and Meals Policy | Meals and snacks provided; food allergy procedures; outside food policy. | Minnesota Rules, part 9503.0145 (Food and Water) | Required |
| Parent Communication Policy | Daily report procedures; how to reach staff; parent conference schedule. | Minnesota Rules, part 9503.0090 (Information for Parents); see also part 9503.0095 (Parent Visitation) | Required |
| Grievance and Complaint Procedure | Steps for resolving concerns; contact for unresolved complaints. | No dedicated childcare-rule part; verified umbrella = Minnesota Rules, part 9503.0090, subp. 1, item O (center must give parents the telephone number of the Department's Licensing Division for complaints), the DCYF report-a-concern process (DCYF Intake Unit 651-539-8222; health/safety 651-431-6015), and Minnesota Statutes, section 142B.16 (Correction Order and Conditional License — enforcement) | Required |
| Child Abuse and Neglect Reporting | Mandatory reporter obligations; reporting procedures; state hotline. | Minnesota Statutes, section 260E.06 (Maltreatment Reporting — mandated reporters, subd. 1); center internal maltreatment-review / risk-reduction policy required under Minnesota Statutes, section 142B.54 (Requirements; Maltreatment of Minors or Vulnerable Adults; formerly Minn. Stat. 245A.66, subd. 2-3); reporting also required by Minnesota Rules, part 9503.0130 (Reporting), which incorporates ch. 260E | Required |
| Enrollment, Fees, and Payment Policy | Enrollment process; tuition rates; payment schedule; refund policy. | No dedicated childcare-rule part specifying fees; verified umbrella = Minnesota Rules, part 9503.0125 (Children's Records — admission/enrollment information) and part 9503.0090 (Information for Parents, including part 9503.0090, subp. 1, items A and B) | Required |
| Health and Safety Policies | Handwashing procedures; diapering; sunscreen; rest time policies. | Minnesota Rules, part 9503.0140 (Health) and part 9503.0155 (Facility) | Required |
| Nondiscrimination Policy | Statement of equal access; protected classes covered. | No childcare-specific rule part; verified state umbrella = Minnesota Statutes, section 363A.12 (Minnesota Human Rights Act — Public Services; discrimination in access to/benefit from public services prohibited) | Required |
| Transportation Policy | Vehicle safety requirements; car seat policy; authorization procedures. | Minnesota Rules, part 9503.0150 (Transportation) | Recommended |
| Field Trip Policy | Authorization requirements; supervision ratios during off-site activities. | Minnesota Rules, part 9503.0100 (Participation in Field Trips) | Recommended |
Staff-to-Child Ratios
Minnesota mandates the following maximum staff-to-child ratios by age group.
| Age Group | Staff-to-Child Ratio |
|---|---|
| Infant (6 weeks up to 16 months; per 9503.0040, subp. 4 may extend up to 18 months) | 1:4 (maximum group size 8) |
| Toddler (16 months up to 33 months; per 9503.0040, subp. 4 may extend up to 35 months) | 1:7 (maximum group size 14) |
| Preschooler (33 months to first day of kindergarten) | 1:10 (maximum group size 20) |
| School-age (attending kindergarten and older) | 1:15 (maximum group size 30) |
Immunization Requirements
- Diphtheria, tetanus, pertussis (DTaP) — primary schedule for children under 7; Td/Tdap for children 7+
- Polio (IPV)
- Hepatitis B
- Measles, mumps, rubella (MMR) — measles after 12 months
- Haemophilus influenzae type b (Hib)
- Pneumococcal conjugate (PCV)
- Hepatitis A
- Varicella (chickenpox)
- Required for each child over 2 months enrolled in a child care facility per Minn. Stat. 121A.15; medical exemption (signed physician statement, subd. 3(c)) or conscientious/non-medical exemption (notarized parental statement, subd. 3(d)) permitted — note subd. 3(d) does not apply to a child in a child care center/family child care program that has adopted a policy under subd. 3b; minimum-dose schedule per the MDH Vaccine Doses Guide
Background Check Requirements
- Background study required for every person required to be studied under Minnesota Statutes, chapter 245C, conducted through the commissioner via the NETStudy 2.0 system (Minn. Stat. 245C.05)
- Each subject must provide a set of classifiable fingerprints and a photograph (Minn. Stat. 245C.05, subd. 5)
- Fingerprints submitted to the Minnesota Bureau of Criminal Apprehension (BCA) for state criminal history and, when required, to the FBI for a national criminal history record check
- Review includes Minnesota court records and national crime information databases, plus maltreatment (child abuse/neglect) records
- Studies conducted by the licensing-agency commissioner (DCYF; predecessor DHS); recurring/continuous monitoring under NETStudy 2.0
Inspection Frequency
At least one unannounced licensing inspection of each licensed child care center once per calendar year (statutory authority Minn. Stat. 142B.10, subd. 11 ('Inspections; waiver'); predecessor Minn. Stat. 245A.04/245A.16). New centers in their first year receive four DCYF 'Early and Often' visits: an initial scheduled technical-assistance visit approximately 3 months after the license is issued, with the remaining first-year visits unannounced.
Penalties for Non-Compliance
For child care centers under the DCYF chapter, the commissioner may issue a correction order or conditional license (Minn. Stat. 142B.16), and may suspend or revoke a license, impose a fine, or seek other sanctions (Minn. Stat. 142B.18, 'SANCTIONS'). Fine schedule (Minn. Stat. 142B.18, subd. 4(c)(4); parallel/predecessor Minn. Stat. 245A.07, subd. 3(c)(4)): $1,000 for each determination of maltreatment of a child under ch. 260E; $5,000 for each determination of serious maltreatment; $200 for each occurrence of a violation of law or rule governing health, safety, or supervision (including staff-to-child ratio violations and background-study noncompliance); and $100 for each occurrence of any other violation. In lieu of a correction order, the commissioner may issue a 'fix-it ticket' for eligible non-imminent-danger violations correctable at inspection or within 48 hours (Minn. Stat. 142B.17, 'Child Care Fix-it Ticket'; predecessor 245A.065). Failure of a mandated reporter to report suspected child maltreatment is a misdemeanor (Minn. Stat. 260E.08; reporting duty under 260E.06).
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Frequently Asked Questions
How many sections must be in a Minnesota childcare parent handbook?
Minnesota childcare centers are required to include at least 13 mandatory sections in their parent handbooks per state licensing regulations enforced by the Minnesota Department of Children, Youth, and Families (DCYF), Child Care Centers Licensing. Note: child care center licensing transferred from the Department of Human Services (DHS) to DCYF effective June 18, 2025. Existing DHS-issued licenses remain valid and license holders need not reapply; the governing rules (Minn. Rules ch. 9503) remain in force, and the licensing statutes formerly in Minn. Stat. ch. 245A have been recodified into Minn. Stat. ch. 142B (licensing) and ch. 142C (certification)..
Who oversees childcare licensing in Minnesota?
Childcare licensing in Minnesota is regulated by the Minnesota Department of Children, Youth, and Families (DCYF), Child Care Centers Licensing. Note: child care center licensing transferred from the Department of Human Services (DHS) to DCYF effective June 18, 2025. Existing DHS-issued licenses remain valid and license holders need not reapply; the governing rules (Minn. Rules ch. 9503) remain in force, and the licensing statutes formerly in Minn. Stat. ch. 245A have been recodified into Minn. Stat. ch. 142B (licensing) and ch. 142C (certification).. You can find official licensing information at https://dcyf.mn.gov/child-care-center-licensing.
What happens if a Minnesota childcare center doesn't have a compliant handbook?
Non-compliance with Minnesota parent handbook requirements can result in: For child care centers under the DCYF chapter, the commissioner may issue a correction order or conditional license (Minn. Stat. 142B.16), and may suspend or revoke a license, impose a fine, or seek other sanctions (Minn. Stat. 142B.18, 'SANCTIONS'). Fine schedule (Minn. Stat. 142B.18, subd. 4(c)(4); parallel/predecessor Minn. Stat. 245A.07, subd. 3(c)(4)): $1,000 for each determination of maltreatment of a child under ch. 260E; $5,000 for each determination of serious maltreatment; $200 for each occurrence of a violation of law or rule governing health, safety, or supervision (including staff-to-child ratio violations and background-study noncompliance); and $100 for each occurrence of any other violation. In lieu of a correction order, the commissioner may issue a 'fix-it ticket' for eligible non-imminent-danger violations correctable at inspection or within 48 hours (Minn. Stat. 142B.17, 'Child Care Fix-it Ticket'; predecessor 245A.065). Failure of a mandated reporter to report suspected child maltreatment is a misdemeanor (Minn. Stat. 260E.08; reporting duty under 260E.06).
How often are Minnesota childcare centers inspected?
Minnesota childcare centers are subject to the following inspection schedule: At least one unannounced licensing inspection of each licensed child care center once per calendar year (statutory authority Minn. Stat. 142B.10, subd. 11 ('Inspections; waiver'); predecessor Minn. Stat. 245A.04/245A.16). New centers in their first year receive four DCYF 'Early and Often' visits: an initial scheduled technical-assistance visit approximately 3 months after the license is issued, with the remaining first-year visits unannounced.
Detailed Minnesota Requirements
Go deeper on a single Minnesota licensing topic — each page covers the statute-cited specifics for that requirement.
Related Tools
Free tools to help your Minnesota 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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