Background Check Requirements for Child Care Staff
Federal law requires all states to ensure that all staff in regulated child care programs pass state and federal criminal background checks. Required background checks play an essential role in ensuring your child is safe in a child care program. Child care programs must submit requests for background checks before the staff member is hired and then at least once every 5 years. The background check process ensures staff don’t have a history of convictions that could put your child’s health and safety at risk. For information about offenses that would prevent a person from being employed by a child care provider, please see Section 6 of 922 KAR 2:280.
For more additional information, please visit:
https://www.chfs.ky.gov/agencies/dcbs/dcc/Pages/find-care.aspx
and
https://www.chfs.ky.gov/agencies/dcbs/dcc/Pages/nationalbackgroundcheck.aspx
Changes to License
Any changes to the license (i.e. director, hours, email address, adding classroom, etc.) must be submitted with all qualifying documents to: chfsoigrccportal@ky.gov or fax to: (502) 564-9350. Be sure to write the license # on every piece of paper that is faxed. If you fax, follow up with a phone call to ensure receipt (502) 564-7962 ext.0.
Child Care Regulation Committee
Send regulation questions to the Child Care Regulation Committee at childcare.regulation@ky.gov.
Attach pictures as needed to provide additional clarification. The CCRC will provide a written response regarding regulatory matters.
Note: The CCRC will not respond to a question regarding an active survey or investigation.
Kentucky Child Care Regulations
Regulations are overseen by Cabinet for Health and Family Services, Division of Child Care. A full list of child care regulations is available in Chapter 2 Day Care at: https://apps.legislature.ky.gov/law/kar/TITLE922.HTM
Child-care center staff shall be provided with a copy of 922 KAR 2:090, 922 KAR 2:120, and 922 KAR 2:280.
The KYNECT Public Child Care Search lists providers certified or licensed through the Division of Child Care. You can also view inspection reports, hours of operation, and Kentucky All STARS levels.
Standards of Practice for Child Care Providers
This document is intended to educate and inform child care providers, Cabinet for Health and Family Services Division of Regulated Child Care employees and child care Technical Assistance providers about the regulatory standards for licensed and certified family child care providers.
Updated! Effective 7/21/22
https://apps.legislature.ky.gov/law/kar/922/002/120reg.pdf
- Changes to food preparation and meal requirements for centers who provide meals and centers who do not provide meals
- Changes to screen time limits
- Changes to physical activity requirements
- Changes to serving sugary drinks
- Requirements on lockdown/shelter-in-place drills
- Changes to safe sleep requirements
**Search Tip** On your keyboard, hold down both the Ctrl key and the F key to use the “Find on Page” shortcut. A search bar will appear at the top of your screen that allows you to find words or phrases quickly.
Celebrate a child’s big day with festive yet educational resources for families. Download this free new line of cards designed to help families track developmental milestones and “act early” should any concerns arise.
Administrative Office of the Courts Fast Check
DCC 374 Central Registry Check for Licensed, Certified, Registered- (CAN Check)
DCC 500 Waiver Agreement & Statement
IdentoGo Fingerprint Location Sites
Interstate Background Check Process Flow Chart
KARES Web Portal User Guide and Training Manual
Kentucky State Police Background Check
National Background Check Program – Division of Child Care
Parental Authorization to Complete Comprehensive Background Check
Tip Sheet for the National Background Check Program *Updated 6/2021
Good afternoon, Providers,
Below are reminders about CCAP processes that may help you in your day-to-day operations:
Email CCAPProviderPayments@ky.gov with all CCAP concerns instead of individual DCC staff. Although staff have county caseloads assigned, emailing the inbox first will allow for assistance if the staff person is out of the office or unavailable. When emailing the inbox, include your license number and case number for the enrollment in question.
CCAP has been reimbursing based on enrollment and not attendance since December 2022. This process will continue until 12/31/23.
When using enrollment-based payments, code 40 and 45 should not be used for a child absence. Providers should only code for days the center was closed for a holiday, vacation, training, or other days that care was not offered to families. All providers, Licensed, Certified and Registered, will submit the PBF blank, unless the prefilled codes do not accurately reflect the child’s schedule and an exception needs to be made. A copy of CCAP Exceptions and Care Schedules is attached for your convenience.
CCAP will continue to pay the parent copay portion of the CCAP payment until 12/31/23.
Transitional Child Care (TCC) is designed to assist families whose household income exceeds the CCAP guidelines at recertification or at case change. These families will receive 6 months of CCAP at a reduced rate. Here is how a provider can recognize a TCC case:
- The co-payment is always zero ($0).
- The reduced rate is calculated at 50% of the Provider Subsidized Rate or the State Max Rate (whichever is lower). Example: If the State Max Rate for the child’s care level is $20, during the TCC period, the rate paid by the state would be $10.
- The family is responsible for any overages charged by your center.
- You will receive a DCC-94 – Notice of Change that outlines the new reimbursement rate and end date for each child. This will serve as your notice of eligibility discontinuance.
CCAP reimbursement is not guaranteed until the enrollment process is complete. The attached (CCAP Enrollment Process ) outlines the enrollment process and details the forms that will accompany the process. Allowing families to attend child care without the complete enrollment process is a business decision for each program. DCC discourages providing care without the complete enrollment process.
The Child Care Employee Exclusion allows child care employees to apply for CCAP and have all household income excluded from the case. The application process is the same for employees as other families who apply for CCAP. The household must meet all technical eligibility requirements and verify all household income. Once the income is verified, it will be excluded from the case. By excluding all income from the CCAP case, applicants who were previously over the income guidelines will now qualify for the program and have a $0 copay. Employment must be with a CHFS regulated (licensed or certified) child care provider. The employer must provide a letter stating the employee is not their child’s primary teacher for all Licensed programs. Certified programs with employees seeking the income exclusion, must work at a different child care program than their child attends. For more details or questions concerning this initiative email CCAPProviderPayments@ky.gov
The Employee Partnership Child Care Program (ECCAP) is a program for Kentucky businesses to partner with the state and parent to assist with the cost of quality child care. It is geared toward the Employer as a hiring incentive for employees. Child care employees should apply for CCAP not the Employee Partnership program as CCAP will cover 100% of the costs up to the State Max rate. The ECCAP program requires the Employer to contribute to the total cost of child care.
The DCC website provides valuable information for providers. Exploring the website is beneficial as reference material and all applicable DCC forms can be found there along with the KICCS portal. https://chfs.ky.gov/agencies/dcbs/dcc/Pages/provassist.aspx
Thanks for all you do to support Kentucky’s families and children!
AP Provider Required Forms Available Online
CCAP Overview Website (KYNECT)
Child Care Assistance Program for Families – DCC Website
Child Care Employee Exclusion FAQ
Child Care Employee Exclusion FAQ – Spanish
ECE 080: Child Care Assistance Program: Billing Basics for Providers
DCC 94E Child Care Daily Attendance Record Single Sheet (updated 4.2022)
Example Release to Participate – Extra-Curricular Program
Example Release to Participate on Premises
Example Third Party Professional Services Parental Release Form
Example Transition Plan – Individual Plan for Toddler
Example Transition Plan – Whole Class One’s to Two’s
Example Transition Plan – Whole Class Two’s to Three’s
CDC COVID-19 Guidance for Operating Early Care and Education/Child Care Programs
Example Enhanced Cleaning, Sanitizing, and Disinfecting Plan Template
DCC Plan to Reopen Child Care in Kentucky FAQ
Example Child Care Screening and Temperature Log
Guidance for Operations in Early Care and Education and Child Care Programs *(Updated 1.10.2022)
Healthy at Work Requirements for Child Care Programs
Optional Bug Busting in Early Care and Education Settings Training from the American Academy of Pediatrics
Hello,
Attached are handouts/resources from the Department of Public Health (DPH) that reference COVID-19, colds and RSV.
- From the CDC: COVID-19: Isolation and Precautions in Early Care and Education(ECE) Programs: https://www.cdc.gov/earlycare/infectious-diseases/isolation-and-precautions-in-ECE.html
- Kentucky DPH guidance for COVID-19: kycovid19.ky.gov – KDPH Guidance (egov.com).
- Link for the CDC on COVID-19 guidance: Schools and Childcare Programs | COVID-19 | CDC
Thank you,
DCC
Calculating Clock Hours for New Staff First Year and Second Year
College Coursework Approval for Training Clock Hours Instruction
ECE-TRIS Individual Training Form
ECE-TRIS New Account Instructions
Managing Staff List Instructions
Managing Your Education and Credentials in TRIS
Child Care Emergencies and Disaster Preparedness
County Emergency Management Director Contact Information
Example Emergency Disaster Plan Template for Certified (pdf)
Example Emergency Disaster Plan Template for Certified (word)
Example Emergency Disaster Plan Template for Licensed (pdf)
Example Emergency Disaster Plan Template for Licensed (word)
Example Emergency Drills Form (updated to include Lockdown Drills)
Child and Adult Care Food Program (CACFP) Homepage
Child Care Checklist for Unadulterated Foods and Left Overs
Example Preschool Menu Planning Form
Feeding and Handling Breast Milk
Resources for Child and Adult Meals
Resources for Infant and Young Child Feeding
Bleach Solutions for Cleaning, Rinsing, Disinfecting/Sanitizing
Hazards of Using Portable Sinks in Child Care
List of Reportable Diseases (updated 4.2022)
Reporting Communicable Diseases Form
Tip Sheet for Changing Pull-Ups and Soiled Underwear
Tip Sheet for Supervision for Kentucky Early Childhood Providers
Interstate Background Check Process
The Division of Child Care (DCC) is now responsible for requesting all interstate background checks. We hope this added support will benefit your child care program.
Please see the attached flow chart and the Interstate Background Process below for additional information:
- DCC will request an interstate background check from state(s) the prospective staff member has resided in the last five years. The background check request will include:
- state sex offender registry
- state child abuse and neglect registry and database
- state criminal registry
- DCC will make an eligibility determination within 45 days.
- Based on various states requirements, DCC staff will contact the child care provider or prospective staff member if more information is needed.
- DCC will upload the determination of eligible or ineligible into KARES and notify the child care provider and prospective staff member via email to check KARES for the status change.
- When there is an ineligible determination, DCC will notify the prospective staff member of the results of the background check including information related to each disqualifying crime, and information on the opportunity to appeal the ineligible determination.
- If you have questions regarding background checks, please email CHFSDCCNBCP@ky.govfor assistance.
Additional Background Check Information
- “Provisional” status has been removed from KARES. The new status, “Under Supervision”, shall be chosen for the current or prospective staff member undergoing an active appeal process for the following:
- child abuse or neglect substantiation
- current or prospective staff members rehabilitative review is in process
- The Legal Guardian of a prospective staff member under the age of 18 is required to fill out the “Parental Consent Form” attached. Then, the child care provider will upload that document into the KARES application.
Thank you,
Division of Child Care, Fitness Determination Section
Kentucky One Stop Shop for Starting a Business
Kentucky Small Business Development Center
KOG/KARES/KICCS For New Users (updated 5/2022)
Licensed Initial Application Packet
Licensed Change Application Form *new 8/2024
Notice of Permanent Closure Form
Request for Temporary Closure Form
Tip Sheet for US Department of Labor Wage and Hourly Division
Caring for Our Children, 4th Edition
Child Care Health Consultation Posters and Handouts
Division of Regulated Child Care (DRCC)
Governor’s Office for Early Childhood Education
KYNECT (previously Benefind) Child Care Provider Search Tool
Learn the Signs. Act Early. | CDC
National Association for the Education of Young Children (NAEYC)
Chequeo a Través del Registro Central de Cuidado Infantil – DCC-374 Central Registry Check for Licensed Certified Registered (CAN Check) – Spanish
¿Cuàl es la apariencia de un ambiente seguro para dormer – Safe Sleep Environment – Spanish
Formulario de consentimiento animal – Example Animal Consent Form – Spanish
Formulario de Renovación de la Licencia para el Centro de Cuidado Infantil – Licensed Renewal Packet – Spanish
Hoja de recomendaciones para proveedores acerca del Programa Nacional de Verificación de Antecedentes (NBCP, por sus siglas en inglés) – Tip Sheet for the National Background Check Program – Spanish
Para Cambiar un Pañal – How to Change a Diaper – Diapering Steps Posting – Spanish
Pasos de Lavar las Manos – Steps to Handwashing – Handwashing Posting – Spanish
Annual Professional Development Plan
Approved First Aid and CPR Courses
Director Qualifications Worksheet
Example Job Description – Assistant Director
Example Job Description – Assistant Teacher
Example Job Description – Cook
Example Job Description – Director
Example Job Description – Lead Teacher
Example Job Description – Vehicle Driver
Example Interview Questions – Assistant Director
Example Interview Questions – Assistant Teacher
Example Interview Questions – Cook
Example Interview Questions – Director
Example Interview Questions – Lead Teacher
Example Staff Records Coversheet
Suggested Content for Staff Handbook
Tip Sheet for Calculating Annual Training Hours
Tip Sheet for Establishing a Date of Hire for Child Care Center Staff
Tip Sheet for Hiring Staff under Age 18
Tip Sheet for New Hire *updated 8/24
Tip Sheet for Sharing Staff Within Your Company
Tip Sheet for Substitute Staff from Temporary Staffing Agency
Example Certified Home Release to Transport Form
Example Daily Transportation Log
Example Field Trip Release Form
Example Release to Ride the School Bus
Example Walking Field Trip Roster
Example Monthly Emergency Drills Form
Facility Owned Vehicle – Daily Vehicle Inspection
Facility Owned Vehicle – Field Trip Only Transportation Policies and Procedures
Facility Owned Vehicle – Daily Transportation Policies and Procedures
Heatstroke Safety Tips for Parents and Caregivers
KDE COVID-19 Considerations for Reopening Schools: Pupil Transportation
Kentucky Driver History Records
Kentucky Safety Facts – Child Seat Safety
Third Party Vehicle – Daily Transport Policies and Procedures
Third Party Vehicle – Field Trip Only Transportation Policies and Procedures
Good afternoon,
Governor Beshear has announced an additional $50 million investment in state funds to support child care. The Division of Child Care (DCC) will use these funds to issue another stabilization payment in December 2023. These funds will be issued to regulated (licensed, certified, registered) child care providers who have been open and serving children for at least 6 months as of June 30, 2023. As with all stabilization payments made with federal relief funds, the pay rate for the provider’s award will be based on the program capacity for certified and licensed child care programs. For registered providers, the payment will be based on the CCAP enrollment at the time of the award.
DCC is also pleased to announce that the final American Rescue Plan Act (ARPA) Stabilization Payment to be issued in September 2023 will be higher than previous rounds. You may be questioning how that is possible. Kentucky received $470 million designated specifically for stabilization payments. The Cabinet dedicated 95% of this funding to eligible child care programs opened by the federal cutoff date of March 11, 2021, with the remaining 5% being dedicated to administrative expenses. The estimated administrative expenses were lower than anticipated, leaving approximately $20 million to be included with the last ARPA Stabilization Payment. Please make sure you complete your monthly data sheets and submit them by September 5, 2023 to ensure your program receives the appropriate payment.
DCC and its third-party vendor, PCG, will provide further information and technical assistance about the application process and disbursement of funds in the coming months.
Thank you for all you do to support Kentucky’s families and children!
Division of Child Care