West Virginia Childcare Daycare Inspection Prep (2026)

The Secretary may conduct announced and unannounced inspections of all aspects of the center's operation and premises (W.

W

A regular license/certificate of approval is valid for up to two (2) years (§78-1-4.1.b, §78-1-4.5.b)

§78-1-4.1.b, §78-1-4.5.b

new providers receive an initial six-month license (§78-1-4.5.a)

§78-1-4.5.a

a provisional license is issued to a licensee not in full compliance who does not pose a significant risk (§78-1-4.5.c).

§78-1-4.5.c

Renewal applications are due not less than 60 days before expiration (§78-1-4.2.c).

§78-1-4.2.c

pre-licensing State Fire Marshal and county Department of Health inspections are required at licensure and after operational/structural changes (§78-1-4).

§78-1-4

Operating a child care center without a license when one is required is a misdemeanor: upon conviction, confinement in jail not exceeding one (1) year, or a fine of not more than $500, or both (W.

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Administratively, the Secretary may deny, refuse to renew, or revoke a license, or make it provisional, and may issue an order of closure for an immediate danger of serious harm (W.

W

The Secretary may also obtain injunctive relief pursuant to W.

W

During a West Virginia childcare inspection, staff-to-child ratios are verified: the 6 weeks to 12 months age group must be staffed at no looser than 1:4 (max group size 8).

During a West Virginia childcare inspection, staff-to-child ratios are verified: the 13 to 24 months (1-2 years) age group must be staffed at no looser than 1:4 (max group size 12).

During a West Virginia childcare inspection, staff-to-child ratios are verified: the 25 to 35 months (2 years) age group must be staffed at no looser than 1:8 (max group size 16).

During a West Virginia childcare inspection, staff-to-child ratios are verified: the 36 to 47 months (3 years) age group must be staffed at no looser than 1:10 (max group size 20).

During a West Virginia childcare inspection, staff-to-child ratios are verified: the 48 to 59 months (4 years) age group must be staffed at no looser than 1:12 (max group size 24).

During a West Virginia childcare inspection, staff-to-child ratios are verified: the 60 months to school-age (5 years) age group must be staffed at no looser than 1:12 (max group size 24).

During a West Virginia childcare inspection, staff-to-child ratios are verified: the School-age age group must be staffed at no looser than 1:16 (max group size 32).

West Virginia inspectors verify that the parent handbook includes a written Hours of Operation policy (Days and hours the facility is open; holiday closures; late pick-up policy.) per W. Va. Code R. §78-1-6.2.a.4 (Statement of Purpose must include 'the scheduled days and hours of operations'); see also §78-1-3.19 (Evening Care, after 7:00 p.m.) and §78-1-3.39 (Night Time Care).

W. Va. Code R. §78-1-6.2.a.4 (Statement of Purpose must include 'the scheduled days and hours of operations'); see also §78-1-3.19 (Evening Care, after 7:00 p.m.) and §78-1-3.39 (Night Time Care)

West Virginia inspectors verify that the parent handbook includes a written Behavior Guidance and Discipline Policy policy (Positive guidance techniques used; prohibited discipline methods; progressive steps.) per W. Va. Code R. §78-1-11 (Supervision of the Individual Child) — specifically §78-1-11.1 (Guidance, Behavior Management, and Discipline) and §78-1-11.4 (Handling Behavior Problems; prohibits physical/corporal punishment).

W. Va. Code R. §78-1-11 (Supervision of the Individual Child) — specifically §78-1-11.1 (Guidance, Behavior Management, and Discipline) and §78-1-11.4 (Handling Behavior Problems; prohibits physical/corporal punishment)

West Virginia inspectors verify that the parent handbook includes a written Illness and Exclusion Policy policy (Symptoms requiring exclusion; readmission criteria; communicable disease procedures.) per W. Va. Code R. §78-1-15.4 (Child Illness at the Center) — exclusion criteria at §78-1-15.4.e and re-admittance at §78-1-15.4.f.

W. Va. Code R. §78-1-15.4 (Child Illness at the Center) — exclusion criteria at §78-1-15.4.e and re-admittance at §78-1-15.4.f

West Virginia inspectors verify that the parent handbook includes a written Medication Administration Policy policy (Procedures for administering prescription and non-prescription medications; authorization requirements.) per W. Va. Code R. §78-1-15.4.h (Medication Administration); staff training requirement at §78-1-8.6.g.

W. Va. Code R. §78-1-15.4.h (Medication Administration); staff training requirement at §78-1-8.6.g

How often does West Virginia inspect licensed childcare centers?

The Secretary may conduct announced and unannounced inspections of all aspects of the center's operation and premises (W. Va. Code R. §78-1-5.1). A regular license/certificate of approval is valid for up to two (2) years (§78-1-4.1.b, §78-1-4.5.b); new providers receive an initial six-month license (§78-1-4.5.a); a provisional license is issued to a licensee not in full compliance who does not pose a significant risk (§78-1-4.5.c). Renewal applications are due not less than 60 days before expiration (§78-1-4.2.c). The center rule does not fix a separate fixed annual visit cadence; pre-licensing State Fire Marshal and county Department of Health inspections are required at licensure and after operational/structural changes (§78-1-4).

What do West Virginia inspectors check during a childcare inspection?

West Virginia childcare inspectors typically verify: (1) staff-to-child ratios are met for every age group, (2) staff CPR/First Aid certifications and background checks are current, (3) each child's file contains required enrollment, immunization, and emergency-contact records, (4) fire-drill logs are complete, (5) the parent handbook covers all required policy sections, and (6) the physical environment is free of hazards such as unsecured cleaning supplies and missing outlet covers.

What happens if a West Virginia childcare center fails an inspection?

Operating a child care center without a license when one is required is a misdemeanor: upon conviction, confinement in jail not exceeding one (1) year, or a fine of not more than $500, or both (W. Va. Code §49-2-120). Administratively, the Secretary may deny, refuse to renew, or revoke a license, or make it provisional, and may issue an order of closure for an immediate danger of serious harm (W. Va. Code R. §78-1-4.7, §78-1-4.8, §78-1-24). The Secretary may also obtain injunctive relief pursuant to W. Va. Code §49-2-105 (W. Va. Code R. §78-1-4.9.c).

How can I prepare my West Virginia childcare center for an unannounced inspection?

Use the /inspection-check tool on TotReady to run a pre-inspection self-audit. Key areas: confirm all staff ratios are met and documented, verify CPR and background-check expiration dates, audit every child file for completeness, check that fire-drill logs are current, and walk the facility for physical hazards (unsecured chemicals, missing outlet covers, blocked exits).

Which handbook sections do West Virginia inspectors verify?

West Virginia inspectors check that the parent handbook includes these required sections: Hours of Operation, Behavior Guidance and Discipline Policy, Illness and Exclusion Policy, Medication Administration Policy. Each must be present and comply with the cited West Virginia administrative code.