Tennessee Childcare Licensing Requirements
Tennessee childcare centers must include 13 mandatory sections in parent handbooks per Tenn. Comp. R. & Regs. 1240-04-01-.05 (Ownership, Organization, and Administration) — applicant must describe hours of operation at .05(1)(a)(3); children shall not be in care more than twelve (12) hours in a twenty-four (24) hour period except in special circumstances per .05(5)(c).
Last updated: April 2026
Researched by the TotReady Research TeamRequired Handbook Sections
The following sections must appear in every Tennessee 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. | Tenn. Comp. R. & Regs. 1240-04-01-.05 (Ownership, Organization, and Administration) — applicant must describe hours of operation at .05(1)(a)(3); children shall not be in care more than twelve (12) hours in a twenty-four (24) hour period except in special circumstances per .05(5)(c) | Required |
| Behavior Guidance and Discipline PolicyGuide → | Positive guidance techniques used; prohibited discipline methods; progressive steps. | Tenn. Comp. R. & Regs. 1240-04-01-.15 (Program, Language, and Literacy Development) — positive guidance/discipline; shaming, humiliating, frightening, verbally abusive, injurious, or isolating discipline methods prohibited at .15(5)(c) | Required |
| Illness and Exclusion PolicyGuide → | Symptoms requiring exclusion; readmission criteria; communicable disease procedures. | Tenn. Comp. R. & Regs. 1240-04-01-.12 (Health and Safety) — a child showing signs of illness shall be cared for apart from other children at .12(6); communicable-disease/readmission provisions at .12(11) | Required |
| Medication Administration PolicyGuide → | Procedures for administering prescription and non-prescription medications; authorization requirements. | Tenn. Comp. R. & Regs. 1240-04-01-.12 (Health and Safety) — receiving, administering, and storing medications at .12(12); medication received from parent/guardian by designated staff at .12(12)(a)(1); medication inaccessible to children at .12(12)(c)(1) | Required |
| Emergency ProceduresGuide → | Fire, severe weather, lockdown, and medical emergency procedures; evacuation routes. | Tenn. Comp. R. & Regs. 1240-04-01-.18 (Emergency Preparedness) — written multi-hazard plan for fires, tornados, earthquakes, chemical spills, floods; evacuation, relocation, shelter-in-place, lock-down, training/drills, communication and reunification with families | Required |
| Arrival and Departure Procedures | Sign-in/sign-out requirements; authorized pick-up persons; late pick-up fees. | Tenn. Comp. R. & Regs. 1240-04-01-.11 (Supervision) — release of children only to authorized persons; and 1240-04-01-.12(3) (Health and Safety — the receiving educator shall observe each child upon arrival each day) | Required |
| Nutrition and Meals Policy | Meals and snacks provided; food allergy procedures; outside food policy. | Tenn. Comp. R. & Regs. 1240-04-01-.13 (Food and Food Service) — food provided in accordance with USDA CACFP nutritional guidelines; mealtime supervision; food allergies posted; infant feeding | Required |
| Parent Communication Policy | Daily report procedures; how to reach staff; parent conference schedule. | Tenn. Comp. R. & Regs. 1240-04-01-.05 (Ownership, Organization, and Administration) — ongoing parent communication at .05(9)(d); immediate parental access at .05(9)(j); information about benefits of immunizing children at .05(9)(e) | Required |
| Grievance and Complaint Procedure | Steps for resolving concerns; contact for unresolved complaints. | Tenn. Comp. R. & Regs. Chapter 1240-04-05 (Procedures Affecting Licenses of Child Care Agencies — complaint/appeal process; see 1240-04-05-.01 Purpose and Scope) and T.C.A. 71-3-509 & 71-3-510 (Child Care Agency Board of Review) [verified umbrella; Chapter 1240-04-01 has no standalone parent-grievance rule] | Required |
| Child Abuse and Neglect Reporting | Mandatory reporter obligations; reporting procedures; state hotline. | Tenn. Comp. R. & Regs. 1240-04-01-.10 (Duty to Report Child Abuse and Neglect — every operator/owner/director/educator/staff member is individually required to immediately report reasonable suspicion to DCS and/or law enforcement; annual Department-approved training), implementing T.C.A. 37-1-403 and 37-1-605 | Required |
| Enrollment, Fees, and Payment Policy | Enrollment process; tuition rates; payment schedule; refund policy. | Tenn. Comp. R. & Regs. 1240-04-01-.08 (Record Keeping) — enrollment/admission information form at .08(2)(d); Tennessee Department of Health Official Immunization Certificate required before accepting any child age 2 months or older at .08(2)(e); and 1240-04-01-.05(9)(b) (Ownership, Organization, and Administration — written policies must include late fees and rates) | Required |
| Health and Safety Policies | Handwashing procedures; diapering; sunscreen; rest time policies. | Tenn. Comp. R. & Regs. 1240-04-01-.12 (Health and Safety) and 1240-04-01-.16 (Physical Facilities — fire marshal/environmental health inspections, building safety, indoor temperature 68-78F, minimum 50 sq ft usable outdoor play space per child using the area at any one time) | Required |
| Nondiscrimination Policy | Statement of equal access; protected classes covered. | T.C.A. 71-3-501 et seq. (Part 5, Child Care Agencies) and Tenn. Comp. R. & Regs. 1240-04-01-.03 (Requirements for Licensure as a Child Care Agency) [verified umbrella — Chapter 1240-04-01 contains no standalone nondiscrimination rule section] | Required |
| Transportation Policy | Vehicle safety requirements; car seat policy; authorization procedures. | Tenn. Comp. R. & Regs. 1240-04-01-.17 (Transportation — driver qualifications, passenger logs, child restraints, prior Department approval, quarterly vehicle evacuation drills, accountability that each child is off the vehicle) | Recommended |
| Field Trip Policy | Authorization requirements; supervision ratios during off-site activities. | Tenn. Comp. R. & Regs. 1240-04-01-.17 (Transportation — agencies not licensed to transport on a regular basis may provide transportation for up to four (4) field trips per calendar year) and 1240-04-01-.11 (Supervision — supervision of children, including during field trips) | Recommended |
Staff-to-Child Ratios
Tennessee mandates the following maximum staff-to-child ratios by age group.
| Age Group | Staff-to-Child Ratio |
|---|---|
| 6 weeks - 15 months (infants) | 1:4 (max group size 8) |
| 12 - 30 months | 1:6 (max group size 12) |
| 24 - 35 months (2 years) | 1:7 (max group size 14) |
| 3 years | 1:9 (max group size 18) |
| 4 years | 1:13 (max group size 20) |
| 5 years | 1:16 (max group size 20) |
| School-age | 1:20 (no maximum group size) |
Immunization Requirements
- Hepatitis B (HBV)
- Diphtheria-Tetanus-Pertussis (DTaP; DT if appropriate)
- Poliomyelitis (IPV or OPV)
- Haemophilus influenzae type B (Hib) - required for age under 5 only
- Pneumococcal conjugate vaccine (PCV) - required for age under 5 only
- Measles, Mumps, Rubella (MMR) - 1 dose each
- Varicella - 1 dose or credible history of disease
- Hepatitis A - 1 dose, required by 18 months of age or older
- Documented on the Tennessee Department of Health Official Certificate of Immunization (TennIIS); positive serology with year documented accepted as alternative for measles/mumps/rubella/hepatitis A/hepatitis B/varicella; medical and religious exemptions permitted
- Per Tenn. Comp. R. & Regs. 1240-04-01-.08(2)(e), the agency must have the Official Immunization Certificate before accepting any child age 2 months or older
Background Check Requirements
- Fingerprint-based criminal background check for owners/operators, employees, directors, managers, substitutes working 36+ hours/year in adult:child ratios, and any person age 15 or older who resides in the child care agency (Tenn. Comp. R. & Regs. 1240-04-01-.07; fingerprinting per T.C.A. 71-3-507 and the federal Child Care and Development Block Grant Act)
- Tennessee Bureau of Investigation (TBI) state criminal history check
- FBI national fingerprint-based criminal history check
- Sex Offender Registry check (listing on the registry is disqualifying)
- Department of Children's Services (DCS) substantiated abuse/neglect records check
- Tennessee Vulnerable Persons Registry check
- Background checks required at least every five (5) years; non-waivable disqualifiers include appearing on a state sex offender registry and felony convictions for murder, child abuse or neglect, or a crime against children
Inspection Frequency
Minimum of four (4) monitoring visits per year per licensed agency using a standardized observation tool (typically two announced and two unannounced); additional complaint-based investigations occur as needed.
Penalties for Non-Compliance
Under T.C.A. 71-3-509, TDHS may assess a civil penalty for each separate violation ranging from fifty dollars ($50) for minor violations up to a maximum of one thousand dollars ($1,000) for major violations or violations resulting in death or injury to a child; each day of continued violation constitutes a separate violation. The Department may also place a license on probation, or suspend, deny, restrict, or revoke a license. Appeals are filed in writing with the commissioner within ten (10) days and heard by the Child Care Agency Board of Review (T.C.A. 71-3-509 & 71-3-510). Procedures are detailed in Tenn. Comp. R. & Regs. Chapter 1240-04-05.
Generate a Tennessee-Compliant Handbook
TotReady generates a fully compliant parent handbook for your Tennessee childcare center in minutes — with every required section, your branding, and regulatory citations included.
Frequently Asked Questions
How many sections must be in a Tennessee childcare parent handbook?
Tennessee childcare centers are required to include at least 13 mandatory sections in their parent handbooks per state licensing regulations enforced by the Tennessee Department of Human Services (TDHS), Child Care Services.
Who oversees childcare licensing in Tennessee?
Childcare licensing in Tennessee is regulated by the Tennessee Department of Human Services (TDHS), Child Care Services. You can find official licensing information at https://www.tn.gov/humanservices/for-families/child-care-services.html.
What happens if a Tennessee childcare center doesn't have a compliant handbook?
Non-compliance with Tennessee parent handbook requirements can result in: Under T.C.A. 71-3-509, TDHS may assess a civil penalty for each separate violation ranging from fifty dollars ($50) for minor violations up to a maximum of one thousand dollars ($1,000) for major violations or violations resulting in death or injury to a child; each day of continued violation constitutes a separate violation. The Department may also place a license on probation, or suspend, deny, restrict, or revoke a license. Appeals are filed in writing with the commissioner within ten (10) days and heard by the Child Care Agency Board of Review (T.C.A. 71-3-509 & 71-3-510). Procedures are detailed in Tenn. Comp. R. & Regs. Chapter 1240-04-05.
How often are Tennessee childcare centers inspected?
Tennessee childcare centers are subject to the following inspection schedule: Minimum of four (4) monitoring visits per year per licensed agency using a standardized observation tool (typically two announced and two unannounced); additional complaint-based investigations occur as needed.
Detailed Tennessee Requirements
Go deeper on a single Tennessee licensing topic — each page covers the statute-cited specifics for that requirement.
Related Tools
Free tools to help your Tennessee 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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