Vermont Childcare Licensing Requirements
Vermont childcare centers must include 13 mandatory sections in parent handbooks per Code Vt. R. 13-171-004 (Licensing Regulations for Center Based Child Care and Preschool Programs, eff. April 17, 2022) Rule 4.7 (Communicating CBCCPP Policies and Procedures — written info to parents must include "Information about hours of operation and closings"); scope of regulated service at Rule 2.1.1 ("less than twenty-four (24) hours per day") and exemptions from licensure at Rule 2.1.2.
Last updated: April 2026
Researched by the TotReady Research TeamRequired Handbook Sections
The following sections must appear in every Vermont 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. | Code Vt. R. 13-171-004 (Licensing Regulations for Center Based Child Care and Preschool Programs, eff. April 17, 2022) Rule 4.7 (Communicating CBCCPP Policies and Procedures — written info to parents must include "Information about hours of operation and closings"); scope of regulated service at Rule 2.1.1 ("less than twenty-four (24) hours per day") and exemptions from licensure at Rule 2.1.2 | Required |
| Behavior Guidance and Discipline PolicyGuide → | Positive guidance techniques used; prohibited discipline methods; progressive steps. | Code Vt. R. 13-171-004 Rule 6.2.7 (Positive Guidance and Behavior Management) — written positive-guidance/behavior-management policy required by Rule 6.2.7.1, and inappropriate discipline/corporal punishment prohibited by Rule 6.2.7.4; "Corporal Punishment" defined at Rule 2.2.14; no abuse/neglect/mistreatment per Rule 2.1.5. (Rule 6.2 is the umbrella "Building Healthy Relationships.") | Required |
| Illness and Exclusion PolicyGuide → | Symptoms requiring exclusion; readmission criteria; communicable disease procedures. | Code Vt. R. 13-171-004 Rule 5.3.3 (Exclusion of Children from Care) under Rule 5.3 (Managing Infectious Diseases); exclusions follow the Signs and Symptoms of Illness Chart (Appendix A) per Rule 5.3.3.1 | Required |
| Medication Administration PolicyGuide → | Procedures for administering prescription and non-prescription medications; authorization requirements. | Code Vt. R. 13-171-004 Rule 5.6 (Administration of Medication) | Required |
| Emergency ProceduresGuide → | Fire, severe weather, lockdown, and medical emergency procedures; evacuation routes. | Code Vt. R. 13-171-004 Rule 3.7 (Emergency Preparedness), including Rule 3.7.1 (Emergency Planning) and Rule 3.7.2 (Building Evacuation) | Required |
| Arrival and Departure Procedures | Sign-in/sign-out requirements; authorized pick-up persons; late pick-up fees. | Code Vt. R. 13-171-004 Rule 3.6 (Safe Release of Children); attendance/sign-in-and-out recordkeeping at Rule 3.4.3 | Required |
| Nutrition and Meals Policy | Meals and snacks provided; food allergy procedures; outside food policy. | Code Vt. R. 13-171-004 Rule 5.11 (Food and Nutrition), including Rule 5.11.1 (Meals and Snacks) and Rule 5.11.2 (Nutritional Content of Meals and Snacks) | Required |
| Parent Communication Policy | Daily report procedures; how to reach staff; parent conference schedule. | Code Vt. R. 13-171-004 Rule 4.4 (Parent Communication); broader Section 4 (Parent/Family Engagement in Their Children's Care) and Rule 4.7 (Communicating CBCCPP Policies and Procedures) | Required |
| Grievance and Complaint Procedure | Steps for resolving concerns; contact for unresolved complaints. | Code Vt. R. 13-171-004 Rule 2.3.6 (Complaint Procedure), incl. 2.3.6.2 (investigation when a complaint pertinent to the regulations is received); licensee appeal rights at Rule 2.6 (Right to Appeal Regulatory Actions); complaint/illness/policy info must be disclosed to parents per Rule 4.7 | Required |
| Child Abuse and Neglect Reporting | Mandatory reporter obligations; reporting procedures; state hotline. | Code Vt. R. 13-171-004 Rule 3.3 (Legal Mandates Regarding Child Abuse and Neglect), Rule 3.3.2 citing mandated-reporter statute 33 V.S.A. § 4913 (report to the 24-hour Child Abuse Hotline within 24 hours) | Required |
| Enrollment, Fees, and Payment Policy | Enrollment process; tuition rates; payment schedule; refund policy. | Code Vt. R. 13-171-004 Rule 3.4.4 (Children's Files), esp. Rule 3.4.4.1 (enrollment/admission file contents); fee and payment-policy disclosure required by Rule 4.7 ("Information about fees and payment policies"); non-discriminatory enrollment at Rule 3.5 | Required |
| Health and Safety Policies | Handwashing procedures; diapering; sunscreen; rest time policies. | Code Vt. R. 13-171-004 Section 5 (Health, Safety and Nutrition), esp. Rule 5.10 (Physical Environment and Safety) and Rule 5.1 (Child Health Promotion and Protection) | Required |
| Nondiscrimination Policy | Statement of equal access; protected classes covered. | Code Vt. R. 13-171-004 Rule 3.5 (Non-Discriminatory Enrollment) | Required |
| Transportation Policy | Vehicle safety requirements; car seat policy; authorization procedures. | Code Vt. R. 13-171-004 Rule 5.10.6 (Transportation), including Rule 5.10.6.2 (Car Seats and Seat Belts) and Rule 5.10.6.6 (Safety and Supervision of Transported Children) | Recommended |
| Field Trip Policy | Authorization requirements; supervision ratios during off-site activities. | Code Vt. R. 13-171-004 Rule 5.10.7 (Field Trips) | Recommended |
Staff-to-Child Ratios
Vermont mandates the following maximum staff-to-child ratios by age group.
| Age Group | Staff-to-Child Ratio |
|---|---|
| Birth – 18 months (infants) | 1:4 (max group size 8) |
| 18 months – 30 months | 1:4 (max group size 10) |
| 24 months – 36 months | 1:5 (max group size 10) |
| 32 months – 42 months | 1:6 (max group size 15) |
| 36 months – Kindergarten (preschool) | 1:10 (max group size 20) |
| 1st grade and up (school age) | 1:13 (max group size 26) |
Immunization Requirements
- Each child's file must document the child's current immunization status (Rule 5.1.3)
- Immunization records must list each immunization administered and its date, updated after each additional dose (Rule 5.1.3)
- Children in the process of complying per the Vermont recommended immunization schedule must have the required Vermont Department of Health form on file (Rule 5.1.3)
- Children with a Vermont-allowed exemption must have the required Vermont Department of Health form on file (Rule 5.1.3)
- Licensee must submit a Vermont Child Care Immunization Report to the VT Dept. of Health, Immunization Office at least once every 365 days, per 18 V.S.A. §§ 1120-1129 (Rule 5.1.4)
Background Check Requirements
- Records Check Authorization form submitted to the Division before any new staff/auxiliary staff/individual regularly present works with children (Rule 7.2.1, 7.2.2)
- Fingerprint-based criminal background check; fingerprinting occurs after the Division issues a Fingerprinting Authorization Certificate, and the Vermont Crime Information Center (VCIC) processes the clearance within 45 days of receiving all documentation (Rule 7.2.2, 7.2.5)
- Child abuse/neglect substantiation check (prohibited if substantiated under Chapters 49 and 69 of Title 33 V.S.A.) (Rule 7.2.6)
- State sex offender registry and National Sex Offender Registry check (registry established under the Adam Walsh Child Protection and Safety Act of 2006) (Rule 7.2.6)
- Ongoing re-check: a new Records Check Authorization form (and fingerprinting as required) must be submitted at least once every 5 years (Rule 2.3.9.3; the Division may reuse a check on file completed within the last 5 years per Rule 7.2.3); no person may be left alone with children without Division approval based on results (Rules 7.2.4, 6.2.6.6)
Inspection Frequency
The Division conducts a licensing visit at least once every 365 days (annually) at each center-based program (Rule 2.3.9.4). A full license is effective for 3 years from issuance (Rule 2.3.7.1.2). Complaint-driven investigations occur whenever a complaint pertinent to the regulations is received (Rule 2.3.6.2). Evacuation drills are required at least once a month (Rule 3.7.2.2).
Penalties for Non-Compliance
Enforcement is administrative, not a fixed monetary fine schedule. Statutory authority: 33 V.S.A. § 3502 (a person shall not operate a child care facility without a license) and 33 V.S.A. § 105(b). When violations are found, the Division offers the licensee a program improvement plan / corrective action within a mutually agreeable timeframe (Rule 2.4.1). For violations posing an imminent risk of harm, a pattern of repeated non-compliance, or failure to complete corrective action, the Division may take additional regulatory action (Rule 2.4.2): immediate license suspension by written order when children's health/safety/well-being is in serious or imminent danger (Rule 2.5.1), and denial or revocation of a license for good cause (Rule 2.5.2). The licensee has appeal rights to the Human Services Board (Rule 2.6; the Board is defined at Rule 2.2.23 per 3 V.S.A. §§ 3090-3091). Vermont's center-based child care licensing regulations (Title 33, Chapter 35) do not publish a per-violation civil fine dollar schedule.
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Frequently Asked Questions
How many sections must be in a Vermont childcare parent handbook?
Vermont childcare centers are required to include at least 13 mandatory sections in their parent handbooks per state licensing regulations enforced by the Vermont Department for Children and Families (DCF), Child Development Division (CDD) — Child Care Licensing Unit.
Who oversees childcare licensing in Vermont?
Childcare licensing in Vermont is regulated by the Vermont Department for Children and Families (DCF), Child Development Division (CDD) — Child Care Licensing Unit. You can find official licensing information at https://dcf.vermont.gov/cdd/laws-rules/licensing.
What happens if a Vermont childcare center doesn't have a compliant handbook?
Non-compliance with Vermont parent handbook requirements can result in: Enforcement is administrative, not a fixed monetary fine schedule. Statutory authority: 33 V.S.A. § 3502 (a person shall not operate a child care facility without a license) and 33 V.S.A. § 105(b). When violations are found, the Division offers the licensee a program improvement plan / corrective action within a mutually agreeable timeframe (Rule 2.4.1). For violations posing an imminent risk of harm, a pattern of repeated non-compliance, or failure to complete corrective action, the Division may take additional regulatory action (Rule 2.4.2): immediate license suspension by written order when children's health/safety/well-being is in serious or imminent danger (Rule 2.5.1), and denial or revocation of a license for good cause (Rule 2.5.2). The licensee has appeal rights to the Human Services Board (Rule 2.6; the Board is defined at Rule 2.2.23 per 3 V.S.A. §§ 3090-3091). Vermont's center-based child care licensing regulations (Title 33, Chapter 35) do not publish a per-violation civil fine dollar schedule.
How often are Vermont childcare centers inspected?
Vermont childcare centers are subject to the following inspection schedule: The Division conducts a licensing visit at least once every 365 days (annually) at each center-based program (Rule 2.3.9.4). A full license is effective for 3 years from issuance (Rule 2.3.7.1.2). Complaint-driven investigations occur whenever a complaint pertinent to the regulations is received (Rule 2.3.6.2). Evacuation drills are required at least once a month (Rule 3.7.2.2).
Detailed Vermont Requirements
Go deeper on a single Vermont licensing topic — each page covers the statute-cited specifics for that requirement.
Related Tools
Free tools to help your Vermont childcare center stay compliant.
Staff-to-Child Ratio Calculator
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Open tool →Inspection Checklist
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