New York Childcare Licensing Requirements
New York childcare centers must include 13 mandatory sections in parent handbooks per New York Code of Rules and Regulations 18 NYCRR §418-1.3.
Licensing Agency
New York State Office of Children and Family Services →Last updated: April 2026
Researched by the TotReady Research TeamRequired Handbook Sections
The following sections must appear in every New York 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. | New York Code of Rules and Regulations 18 NYCRR §418-1.3 | Required |
| Behavior Guidance and Discipline Policy | Positive guidance techniques used; prohibited discipline methods; progressive steps. | New York Code of Rules and Regulations 18 NYCRR §418-1.11 | Required |
| Illness and Exclusion Policy | Symptoms requiring exclusion; readmission criteria; communicable disease procedures. | New York Code of Rules and Regulations 18 NYCRR §418-1.12(d) | Required |
| Medication Administration Policy | Procedures for administering prescription and non-prescription medications; authorization requirements. | New York Code of Rules and Regulations 18 NYCRR §418-1.12(f) | Required |
| Emergency Procedures | Fire, severe weather, lockdown, and medical emergency procedures; evacuation routes. | New York Code of Rules and Regulations 18 NYCRR §418-1.9 | Required |
| Arrival and Departure Procedures | Sign-in/sign-out requirements; authorized pick-up persons; late pick-up fees. | New York Code of Rules and Regulations 18 NYCRR §418-1.10 | Required |
| Nutrition and Meals Policy | Meals and snacks provided; food allergy procedures; outside food policy. | New York Code of Rules and Regulations 18 NYCRR §418-1.14 | Required |
| Parent Communication Policy | Daily report procedures; how to reach staff; parent conference schedule. | New York Code of Rules and Regulations 18 NYCRR §418-1.3(a) | Required |
| Grievance and Complaint Procedure | Steps for resolving concerns; contact for unresolved complaints. | New York Code of Rules and Regulations 18 NYCRR §418-1.3(b) | Required |
| Child Abuse and Neglect Reporting | Mandatory reporter obligations; reporting procedures; state hotline. | New York Social Services Law §413; 18 NYCRR §418-1.11(f) | Required |
| Enrollment, Fees, and Payment Policy | Enrollment process; tuition rates; payment schedule; refund policy. | New York Code of Rules and Regulations 18 NYCRR §418-1.3(c) | Required |
| Health and Safety Policies | Handwashing procedures; diapering; sunscreen; rest time policies. | New York Code of Rules and Regulations 18 NYCRR §418-1.12 | Required |
| Nondiscrimination Policy | Statement of equal access; protected classes covered. | New York Human Rights Law §296; 18 NYCRR §418-1.4 | Required |
| Transportation Policy | Vehicle safety requirements; car seat policy; authorization procedures. | New York Code of Rules and Regulations 18 NYCRR §418-1.16 | Recommended |
| Field Trip Policy | Authorization requirements; supervision ratios during off-site activities. | New York Code of Rules and Regulations 18 NYCRR §418-1.10(k) | Recommended |
Staff-to-Child Ratios
New York mandates the following maximum staff-to-child ratios by age group.
| Age Group | Staff-to-Child Ratio |
|---|---|
| Infant (6 weeks-18 months) | 1:4 |
| Toddler (18-36 months) | 1:5 |
| Preschool (3-4 years) | 1:7 |
| Preschool (4-5 years) | 1:8 |
| School Age (5-6 years) | 1:10 |
Immunization Requirements
- DTaP
- Polio
- MMR
- Varicella
- Hib
- Hepatitis B
- Pneumococcal
- Meningococcal (required per NY Public Health Law)
Background Check Requirements
- New York State criminal history check (DCJS)
- FBI fingerprint background check
- Statewide Central Register (SCR) database check for child abuse/maltreatment
- Sex offender registry check
Inspection Frequency
Annual inspection plus unannounced visits; complaint-based inspections
Penalties for Non-Compliance
Fines up to $500/violation; corrective action plan; revocation under Social Services Law §390
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Generate a New York-Compliant Handbook for $29Frequently Asked Questions
How many sections must be in a New York childcare parent handbook?
New York childcare centers are required to include at least 13 mandatory sections in their parent handbooks per state licensing regulations enforced by the New York State Office of Children and Family Services.
Who oversees childcare licensing in New York?
Childcare licensing in New York is regulated by the New York State Office of Children and Family Services. You can find official licensing information at https://ocfs.ny.gov/programs/childcare/.
What happens if a New York childcare center doesn't have a compliant handbook?
Non-compliance with New York parent handbook requirements can result in: Fines up to $500/violation; corrective action plan; revocation under Social Services Law §390
How often are New York childcare centers inspected?
New York childcare centers are subject to the following inspection schedule: Annual inspection plus unannounced visits; complaint-based inspections