Licensed child care centers

What: A free web-based information session offered about the application process and requirements for licensed child care centers.

The session is offered quarterly. Participation is not a requirement of the licensing process for child care centers. This session is intended to support applicants, provide guidance, and offer resources related to applying for a child care center license. Participants may be more engaged if they use the supplemental handout and resource guide provided.

The license application process will be discussed, including steps necessary to complete the application and required supplemental documents. Topics include: interaction of other agencies for required facility inspections, background studies, engaging a health consultant, understanding equipment and supply requirements, guidelines for developing policies and procedures, and required records. What to expect during the pre-licensing visit and key considerations for the first year of operating will also be discussed. 

The introduction presents an overview of Phase I of the application process, completing and submitting the application to DHS. Topics include an overview of the application process for a child care center license and walking through the requirements for the supplemental required documents that must be submitted with the application. 

Next, an overview of Phase II of the application process, which begins after the application has been submitted to DHS for review, will be discussed. During this phase, the application is assigned a licensor. DHS Licensing and applicants work on several tasks simultaneously. Topics include the interaction of other agencies for required facility inspections, background studies, engaging a health consultant, understanding equipment and supply requirements for a child care center, and an overview of required administrative records. 

The final section of the session presents an overview of when an applicant is ready to have a pre-licensing visit scheduled and what an applicant might expect to see and do during this visit from the assigned DHS licensor. The pre-licensing visit verifies that the applicant is compliant with all applicable Minnesota Rules and Statutes required to be granted a license. Key considerations for the first year of operating when a license is granted are also introduced. Topics include preparing the facility for the pre-licensing visit, having administrative records ready for review, ensuring staffing requirements are met, and need-to-know. A collection of resources will be shared that may support new license holders. 

Date and time: 05/15/2025, 9:00am-12:00pm

Register for this event >>

Presented by: Department of Human Services: Child Care Center Licensing Unit Training Team

Contact the DHS Child Care Center Training Team: If you have questions about the training, please direct them to dhs.ccclictraining@state.mn.us.

Professional development

Develop learning record

The information session is Develop-approved for 3 hours of training in the Knowledge and Competency Framework Content Area: VI: Professionalism.  If you have a Develop account and want to have this training appear on your Learning Record:

• Include your Develop ID number when you register; and
• Attend the entire training event.

If both of these conditions are met, credit for attending the training will be logged on your Learning Record within 3 days after the training ends.  For trainings with large numbers of attendees, it may take longer to see this training on your Learning Record. If you do not have a Develop account and want to learn more, visit the Develop webpage. To sign up for an Individual Develop account, go the registration link on Develop’s homepage.  Develop also has a help desk available Mondays, Wednesdays, and Fridays from 8:00 a.m. to 5:00 p.m. and Tuesdays and Thursdays from 8:00 a.m. to 7:00 p.m. The Develop Help Desk is reachable by email and phone: 1 (844) 605-6938.

Licensing in-service record

Licensing does not issue attendance certificates for trainings. However, participating in a training held by the Child Care Licensing Team does count toward an individual's in-service training requirement.

• Recorded webinar: November 2024 live session

Child Care Wayfinder is a one-stop navigation network for starting and growing child care programs in Minnesota. Local navigators act as resource guides, connecting individuals to the many resources available. When starting a program, local navigators accompany individuals through the licensing process. Local navigators access initial business and program needs, make referrals to partners, and help bring together and put to use all of the support individuals receive. After a program is open, local navigators can help sustain it. Local navigators connect individuals to resources to help increase enrollment, strengthen relationships with children and families, improve staff retention and address educator burnout. 

If interested in expanding a current licensed program, local navigators are available to connect license holders to resources for opening more locations, increasing licesnsed capacity, and changing license type. 

To get more information and find a local navigator, visit ChildCareWayfinder.org or call 888.986.8207

In anticipation of family child care and child care center licensing, child care center certification, and child foster care licensing moving to the new Department of Children, Youth, and Families (DCYF) next year, the 2024 legislature made technical changes to many parts of statute. Existing licensing and certification standards currently found in Minnesota Statutes, chapter 245A and chapter 245H are moving to new Minnesota Statutes chapters 142B (licensing) and 142C (certification). Requirements found in Minnesota Rules are not moving. The new statute locations will be effective after child care licensing, child care certification, and child foster care licensing transfer from the Department of Human Services (DHS) to DCYF next year (anticipated June 2025). The licensing and certification requirements remain the same, only the location of where to find them is changing. This document outlines where requirements are currently found and where they will be found in the new chapter of statute.

On December 5, the Department of Human Services (DHS) Licensing Division offered an opportunity for licensed child care centers to join us for an informational webinar presentation. Individuals from various areas of DHS shared information and updates related to the upcoming legislative session, background studies, Provider Hub, and the Regulation Modernization Project. Individuals from the Department of Children, Youth, and Families shared about the Great Start Compensation Payment Program. Individuals from the Department of Health shared about immunization reporting.

• Recording now available
• Handout - Outreach Connection December 2024

The Provider Hub learning team has created a Provider Hub: Getting started webpage with learning resources for child care providers who are new to the Provider Hub or preparing for the application process.

Laws passed by the 2024 Legislature include changes that impact Department of Human Services licensed child care centers. The Department of Human Services prepared the Implementation Plan for 2024 Legislative Changes to assist licensed child care centers.

Minnesota Department of Health has created an optional guidance document for child care settings, Minnesota Outdoor Air Quality Guidance for Schools and Child Care. The goal of the outdoor guidance is to lower the risk of negative impacts to children’s health due to poor air quality events.

The Minnesota Children’s Cabinet and the Departments of Education, Health, Human Services, and Children, Youth, and Families offer quarterly Early Childhood Connector provider calls to child care providers and early educators in Minnesota.

The purpose of Connector Calls is to answer clarifying questions related to legislation, licensing, programs, grants and more from providers and improve state communications. Calls are recorded and available on the Early Childhood Connector webpage.

Educators of all types are invited to these calls. We welcome questions from licensed programs, certified centers, exempt programs, legally nonlicensed providers, Family, Friend and Neighbor caregivers, and individuals interested in starting a child care business.

Learn more about Early Childhood Connector calls, including upcoming dates, and submit your questions here.

The next call will be on Tuesday, April 29, from 7 to 8 p.m. Central Time. During the call, state staff will answer questions related to legislation, licensing, programs, grants and more. The purpose of the call is to answer clarifying questions that providers may have. Educators of all types, from licensed to Family, Friend and Neighbor caregivers, are invited to these calls.

Early Childhood Connector Call details

• Next call date: Tuesday, April 29, at 7 p.m. Central Time
• Where: Hosted virtually on WebEx
• Meeting link: https://minnesota.webex.com/minnesota/j.php?MTID=m62fd4e54008f5f9df93e4b04d3deff24
• Purpose: For the state to answer clarifying questions for child care providers and early educators. The state will not address individual grievances during this time.

On a quarterly basis, the state is hosting Connector Calls with child care providers and early educators to answer questions related to legislation, licensing, programs, grants and more. The purpose of the calls is to answer clarifying questions that providers may have. Whether you've attended every call or none, we want to know your feedback on Connector Calls! Please fill out the short Early Childhood Connector Call survey. Your answers are anonymous and will help the state improve Early Childhood Connector communications. Your feedback is appreciated!

In 2021, the Minnesota legislature passed legislation and allocated federal funding to support regulation modernization projects for both licensed family child care and child care centers. Visit the Child Care Regulation Modernization page to learn more about these ongoing efforts.

Get updates on work in progress by committees, work groups and teams. Also reports, data and interpretation, including performance dashboards: Child care and early education: News, reports and work groups

Through the Systems Transformation initiative, we have established the Provider Hub and Agency Hub designed to streamline interactions between providers and agency workers. Visit the Child Care Systems Transformation page to learn more.

As of January 1, 2025, DPS has fully transitioned from C.A.R.S. training to B.E.S.T. (Basic Education for Safe Travel). The Minnesota Department of Public Safety updated its BuckleUpMN.org website to include information for caregivers, including licensed providers. On the website is a flyer about B.E.S.T. and how to complete the two-step training. There is also a tool for locating B.E.S.T. facilitators. Questions can be submitted on their Contact Us page.

As a reminder, the B.E.S.T. training is intended to remove barriers and increase access across the state for child passenger restraint training. B.E.S.T. is comprised of two parts: online training and in-person training. The online Car Seat Basics course takes about 1 hour to complete with a 10-question quiz at the end. The in-person portion will take approximately 1 hour and function similarly to a car seat checkup.

For more information, including recordings of live virtual trainings offered by the Minnesota Safety Council, visit the MSC website.

New License Holders: An organization that does not currently operate a licensed center will create a new License Holder account in the Provider Hub in order to submit an application for a program to become licensed. For more information, visit the Provider Hub: Getting started webpage.

The Applying for a Child Care Center License webpage has additional information about completing an application under the section Phases of the application process for child care center licensure. 

Resources:

• Provider Hub: Create a New Provider Hub Account
• Licensed Providers: How to Complete Phase 1 of an Application
• Licensed Providers: How to Complete Phase 2 of an Application (login required)
• Licensed Providers: How to Complete Phase 3 of an Application (login required)

Existing License Holders: Current license holders have a License Holder account which the Authorized Agent manages and should not create a new account. Authorized Agents assign access levels to other users for the licenses they manage under their License Holder account. People associated with a program that need access to the Provider Hub should not create their own accounts; they must be added by the Authorized Agent. 

If you are an existing license holder and need assistance accessing the Hub, call our Product Experience Support Team at (651) 431-6075.

Resource:

• Provider Hub: Create a New Provider Hub Account

If you already have access to the Provider Hub, you can find a support article on How to Add New Hub Users. The support article contains additional information including roles of users for Great Start Applications and Enrollment/Attendance features of the Provider Hub.

Resource:

• Provider Hub: How to Add New Hub Users

Support articles, sometimes called knowledge articles or help articles, are resources to assist with completing tasks in the Provider Hub. Support articles are only available within the Provider Hub, therefore only available to those who have an account. To access these resources, navigate to the Help & Resources tab on the Provider Hub homepage and search for a topic. Support articles can also be searched by navigating to Product Support on the bottom toolbar.

To view and print a license certificate in the Provider Hub, see the support article Licensed Providers: Printing a License Certificate.

Resource:

• Licensed Providers: Printing a License Certificate (login required)

Changes can be made at two levels within the Provider Hub: the Account/License Holder level and the Program/License level. If you already have access to the Provider Hub, you can find a support article on What is a Change Request. The support article gives additional details on Account/License Holder changes and Program/License-level changes.

Note: It is recommended, at this time, that license holders contact their licensor prior to requesting a change to discuss how to complete the change request in the Provider Hub.

Resource:

• Licensed Providers: What Is a Change Request? (login required)

Changes at the Account/License Holder level

Examples of Account/License Holder level changes include: 

• License Holder Address Change 
• License Holder Name Change 
• Change Authorized Agent, and 
• Update Controlling Individuals 

Resource:

• Licensed Providers: How to Change the Authorized Agent (login required)

Changes at the Program/License level

Examples of Program/License-level changes include: 

• Program Details (program name, phone or email) 
• Increase Location Capacity 
• Change Age Categories Served, and Room Usage 

Some change requests will result in automatic approval, such as updating a phone number. Other change requests will require licensor approval and additional time. 

The information the provider is required to submit will depend on the type of change requested. Some changes will require the provider to submit documentation, such as policy updates. Some change requests may require inspections to be conducted by other agencies, such as a fire inspection. Licensors are notified when change requests are submitted and will communicate with providers.

Resources:

• Licensed Providers: List of License Change Requests (login required)
• Licensed Providers: How to Request a Program-Level Change (login required)

Changes to the Authorized Agent need to be requested at the Account/License Holder level by the current Authorized Agent. If you already have access to the Provider Hub, you can find a support article on How to Change the Authorized Agent.

Changes to the Authorized Agent will not be approved until a NetStudy 2.0 background study clearance is received.

If an Authorized Agent is no longer with the program and a change to the Authorized Agent is needed, please work directly with your licensor. In the unique circumstance that the Authorized Agent is also the background study Sensitive Information Person and is no longer with the program, additional steps will need to be taken to initiate a background study before a change can be made. It is critical that providers work with their licensor to avoid program interruption.

Resource:

• Licensed Providers: How to Change the Authorized Agent (login required)

Only the Authorized Agent can request changes to the Authorized Agent information in the Provider Hub. Updating the Authorized Agent information is done at the Account/License Holder level. If you have access to the Provider Hub, you can find a support article on How to Update the Authorized Agent’s Information.

Resource:

• Licensed Providers: How to Update the Authorized Agent's Information (login required)

Variances

Due to the complete rebuild of the personnel area in the Provider Hub, Licensing is not requiring that personnel information be entered into the Provider Hub, with the exception of variances. All personnel variances are submitted on the Personnel tab and require providers to go through the process of entering the personnel record, including experience and education, before a variance can be requested. If the staff person does not meet the education or experience requirements for the selected role, you select to either Submit a Variance request or Update the Role. 

Note: If you already have access to the Provider Hub, you can find a support article on Add or Update Personnel and Request any Personnel-Related Variances. Additional information on Staff Qualification Variances can be found in the Variances section at the bottom of this page. 

Other Personnel Information 

Until the rebuild of the personnel area is completed, when licensors send a notice of reinspection email, licensors will ask providers to submit personnel documentation via email including a Summary of Personnel Information and Personnel Information Forms. 

Note: The Great Start Compensation Support Application does require licensed centers to enter the first and last name of staff members. Submitting personnel is not required. After entering just the first and last name, the status of the staff members will show as “Action Required”; however, no additional action is required. If you already have access to the Provider Hub, support articles can be found on the Great Start Compensation Support Application.

Resources:

• Licensed Providers: Add or Update Personnel/Request Personnel-Related Variances (login required)
• Provider Hub: Great Start Compensation Support Application / Adding Personnel to a Licensed Child Care Center (only used for staff who do not require variances, and who are being added to the Hub solely for the Great Start application)

Notices of Action are official notifications to providers. In a Notice of Action, documents are issued to the provider, such as a correction order, order of conditional license, or fine. If you have access to the Provider Hub, you can find support articles on responding to and asking for reconsideration of a Notice of Action. 

Providers receive a bell notification and an email notification when there is a Notice of Action.  

Follow the instructions on the document for reconsideration and response requirements, including timelines. A response to the order or a reconsideration request needs to be drafted outside of the Provider Hub. If you already have access to the Provider Hub, you can find support articles on how to Respond to a Notice of Action including Correction Orders, How to Request Appeal/Reconsideration of a Notice of Action, and Pay a Fine or Fee.

Resources:

• Provider Hub: How to Respond to a Notice of Action Including Correction Orders (login required)
• Provider Hub: How to Request Appeal/Reconsideration of a Notice of Action (login required)
• Licensed Providers: How to Pay a Fine or Fee (login required)

Note: Fix-it tickets and Review Report-No Violation documents are not Notices of Action. 

• Fix-it tickets are not Notices of Action. They are issued for certain violations identified by the Commissioner that do not imminently endanger the health, safety, or rights of children (See Minnesota Statutes, section 245A.065). Fix-it tickets are issued to providers outside of the Provider Hub. 
• Review Report-No Violation is a document that communicates that a licensing review took place and no violations were found. No response is required from the provider for these. Because no response is required, these are not Notices of Action. These documents can be found in the Documents tab in the Provider Hub (Navigate to the Business License. Click on the Documents tab). Note: If a Fix-it Ticket is issued, a Review Report-No Violations will not be issued.

Main phone: 651-431-6015            Fax: 651-431-7673

To report possible licensing violations, contact the child care center licensor on call at 651-431-6015.  A licensor on call answers phones Monday-Friday (excluding holidays) from 8 AM to 4:30 PM.

Email: dhs.ccc.licensing@state.mn.us 

Mailing address: Minnesota Department of Human Services, Licensing Division, P.O. Box 64242, St. Paul, MN 55164-0242

The Minnesota Child Care Assistance Program (CCAP) has created the CCAP Provider Guide to explain what providers need to know to receive payment for families who get benefits from the Child Care Assistance Program (CCAP). 

Email CCAP.Providers.DCYF@state.mn.us or call 651-431-4848.

Sign up to receive child care licensing information by email 

The licensed child care center email listserv provides information and updates, including legislative changes, for licensed child care centers, from DHS Licensing. If you are the authorized agent for your center, you will automatically receive an email with the same information so you do not need to sign up for this listserv.

Email Updates

To sign up for updates or to access your subscriber preferences, please enter your contact information below.

1. Email Address

Sign up to receive communications from the Early Childhood Connector, a cross-agency effort to provide updates to child care providers and early educators in Minnesota. By signing up, you can expect to receive a quarterly newsletter highlighting resources, supports and updates on child care and early education from the Minnesota Children’s Cabinet and Departments of Education, Health, Human Services, and Children, Youth, and Families. Content will be tailored to licensed and nonlicensed child care, Head Start, and prekindergarten programs. In addition to the Early Childhood Connector newsletter, occasional updates will be sent.

Minnesota law requires certain individuals to have a completed background study in licensed child care programs. License holders are responsible for ensuring background studies are completed as required.

To assist you in determining whether an individual needs a background study, based on their role in the child care center, consult the Child Care Centers Background Study Worksheet. 

The study for a background study subject who currently lives out of state or who has lived outside of Minnesota in the last five years requires a search of the criminal, sex offender and maltreatment databases from the other state(s) where the individual lived during those five years. If another state has not responded to the requested information after at least 10 days since DHS submitted the request — and this is the only reason that the study could not be cleared — DHS can issue a clearance notice. This clearance notice may be rescinded if the results from the other state(s) contains disqualifying information.  

Anyone required to have a study cannot have direct contact with children until you have received a notice from DHS about the results of the background study. For a majority of studies, this process results in a clearance notice about two or three business days after the person is fingerprinted.  The process takes longer if the results from one of the databases show the individual may have disqualifying information. In which case, the center will get a notice stating more time is needed to complete the study. The notice will indicate whether or not the person can work with or without supervision.

Individuals affiliated with a licensed or certified child care center must complete an enhanced background study every five years. To comply with this requirement, new studies must be submitted, and should be initiated no more than 90 calendar days before the study's expiration date. Further details about the renewal process are available.

Background Studies Division contact for CANR-related items for child care: dhs.backgroundcc@state.mn.us

Background Studies Division contact for NetStudy 2.0 technical assistance and all other child care background study related questions: dhs.netstudy2@state.mn.us 

Background Studies Division contact center: 651-431-6620 (available Monday through Friday from 10 a.m. to 3 p.m.) 

• Note: The contact center is for incoming calls only. They do not utilize a voicemail function.

For more information on background studies for child care centers, please visit the Minnesota child care provider background studies page. 

For more information on initiating studies and using NETStudy 2.0, please visit the Entities initiating studies background studies page. There is a training and support resources area that offers training including links to several YouTube videos that demonstrate how to initiate a background study request in NETStudy2.0 as well as all other key features of the system.

Legal authority: Minnesota Statutes, Chapter 245C.

Centers are required to use the DHS-created policy for reporting suspected child maltreatment. See Maltreatment of Minors Mandated Reporting Policy.

The DHS Maltreatment Investigations in DHS-licensed Programs webpage has additional information on: 

• The maltreatment investigation process;
• Mandated reporter resources including a Resource Guide for Mandated Reporters of Child Maltreatment Concerns and mandated reporter training videos; and
• Alerts for providers to reduce risks in child care centers.

Any individual engaging in licensing functions and activities, including authorities delegated under section 245A.16, must immediately report any suspected fraud to county human services investigators or the Department of Human Services Office of Inspector General.

By the first date of attendance, the center must obtain documentation of a child’s current immunization information according to Minnesota Statutes, section 121A.15. Each child two months of age and older must be appropriately immunized against certain diseases or have a medical or non-medical exemption.

The Minnesota Department of Health (MDH) has a website, Child Care Provider Information for Minnesota’s Immunization Law, where providers can find additional information including fact sheets, resources, and tips. See Are Your Kids Ready? Child Care and Early Childhood Programs Immunization Law (PDF) (Updated 8/16/24) Use this document to see what vaccines are required for children to enroll in child care and early childhood programs in Minnesota, and to document medical and non-medical exemptions.

Additional resources:

• The Docket app from the Minnesota Department of Health provides an option for parents to securely access their children's immunization history by downloading the app and creating an account. Parents will need to download a PDF of the immunization record and print to give to the licensed center.
• Licensed child care centers can access MIIC directly to look up immunization records. Contact the MIIC Help Desk at 651-201-5207 for assistance, or go to MIIC and Child Care Resources.
• Licensed child care centers need to complete the Child Care Annual Immunization Status Report (AISR). Go to Child Care Providers Immunization Reporting for more information.

Legal authority: Minn. Rule 9503.0125, Minn. Rule 9503.0140, subpart 5 and Minn. Stat. 121A.15, subd. 1

• Monthly Crib Safety Inspection (PDF)
• Optional Form for Parent Statement: Infant Less Than Six Months of Age Regularly Rolling Over (DHS-7219) (PDF)
• Swaddling Consent for an Infant (DHS-7218) (PDF)  
• Directive for Alternative Infant Sleep Position (DHS-7216) (PDF)
• Helmet Approval for Sleeping Infant (DHS-8531) (PDF)

The Department of Human Services (DHS) may grant a variance within the Provider Hub to a license holder to permit the use of a cradleboard in a licensed setting, when requested by a parent or guardian for a cultural accommodation, pursuant to Minnesota Statutes, section 245A.1435 (g) and Minnesota Statutes, section 245A.16, subd. 1 (a) (9).

• Parent Cradleboard Request and Monthly Cradleboard Check Form (DHS-8536) (PDF)

When a license holder admits a child with special needs, the licensed child care center must ensure that an individual child care program plan is developed to meet the child’s individual needs. The individual child care program plan must be reviewed and followed by all staff who interact with the child. The DHS licensing Individual Child Care Program Plan (ICCPP) is an interactive form that can be used by child care centers to meet and document these requirements. For additional information on the requirements associated with enrolling a child with special needs, centers should review Minn. Rule 9503.0065, subp. 3.

Legal authority: Minn. Rule 9503.0065, subp. 3

Before admitting a child for care, the center must obtain documentation of any known allergy from the child's parent or legal guardian or the child's source of medical care. If a child has a known allergy, the center must maintain current information about the allergy in the child's record and develop an individual child care program plan as specified in Minnesota Rules, part 9503.0065, subpart 3. The DHS licensing Individual Child Care Program Plan (ICCPP) can be used by child care centers to meet these requirements.

To comply, providers must: 

• Create a policy for preventing and responding to allergies that complies with the requirements. It is recommended you work with your health consultant when creating this policy.
• Train all staff on your allergy policy during orientation training and at least once per calendar year. Training must be documented in each staff person’s personnel file.
• For each child with a known allergy, maintain current allergy information in the child's record and develop an individual child care program plan as required under Minnesota Rules, part 9503.0065, subpart 3. The individual child care program plan must include but not be limited to a description of the allergy, specific triggers, avoidance techniques, symptoms of an allergic reaction, and procedures for responding to an allergic reaction, including medication, dosages, and a doctor's contact information. 
• Ensure that each staff person who is responsible for carrying out an individual child care program plan for a child with a known allergy reviews and follows the plan. Maintain documentation of each staff person's review of the individual child care program plan on site.
• At least once each calendar year, review the child's individual child care program plan, update if needed, and train each staff person who is responsible for carrying out the plan. This documentation must be kept onsite.
• Following any changes made to the child's individual child care program plan, inform each staff person who is responsible for carrying out the plan of the change. This documentation must be kept onsite.
• Ensure that a child's allergy information be available at all times including on site, when on field trips, or during transportation. A child's food allergy information must be readily available to a staff person in the area where food is prepared and served to the child.
• Contact the child's parent or legal guardian as soon as possible in any instance of exposure or allergic reaction that requires medication or medical intervention. Call emergency medical services when epinephrine is administered to a child in the center’s care.

Legal authority: Minn. Stat. 245A.41, subd. 1

Centers must have an emergency preparedness plan for emergencies that require evacuation, sheltering, and other protection of children. The plan must be written on a Child Care Emergency Plan PDF form developed by the commissioner and updated at least annually. Keeping Kids Safe DHS-7414 (PDF) includes detailed emergency planning resources for licensed child care centers. 

Licensed centers must conduct monthly fire drills and document the time and date of the drills. Licensed centers must also conduct monthly tornado drills from April to September and document the time and date of the drills. DHS has created the Licensed Child Care Center Drill Log form DHS-8339 that centers may use to document required drills.

Legal Authority: Minn. Stat. 245A.41, subd. 3 and Minn. Rule 9503.0110, subp. 3

Centers must develop a risk reduction plan as specified in Minnesota Statutes, section 245A.66, subdivision 2 that identifies the general risks to children served by the center with a plan to minimize those risks. Centers may use the DHS Risk Reduction Plan form to meet this requirement. 

In addition to current requirements for first aid and safety policies and diapering procedures, centers must meet requirements for handling and disposing of potentially infectious bodily fluids, such as blood and vomit.

The licensed child care center must comply with the following procedures for safely handling and disposing of bodily fluids:

• Surfaces that come in contact with potentially infectious bodily fluids, including blood and vomit, must be cleaned and treated to reduce microorganism contamination after an object has been cleaned. Disinfection must be done by rinsing or wiping with a solution of one-fourth cup chlorine bleach plus water to equal one gallon, or an equivalent product or process approved by your health care consultant.
• Blood-contaminated material must be disposed of in a plastic bag with a secure tie.
• Sharp items used for a child with special care needs must be disposed of in a "sharps container." The sharps container must be stored out of reach of a child.
• The license holder must have the following bodily fluid disposal supplies in the center: disposable gloves, disposal bags, and eye protection and
• The license holder must ensure that each staff person follows universal precautions to reduce the risk of spreading infectious disease.

Legal authority: Minn. Stat. 245A.41, Subd. 2; Minn. Rules 9503.0005, subp. 11 

By law, a number of infectious diseases must be reported to the Minnesota Department of Health. Learn more about what to report and the methods for reporting.

For purposes of licensed child care centers, "supervision" means when a program staff person:

• Is accountable for the child's care.
• Can intervene to protect the health and safety of the child and
• Is within sight and hearing of the child at all times except as described in the following situations.
  • When an infant is placed in a crib room to sleep, supervision occurs when a program staff person is within sight or hearing of the infant. When supervision of a crib room is provided by sight or hearing, the center must have a plan to address the other supervision components.
  • When a single school-age child uses the restroom within the licensed space, supervision occurs when a program staff person has knowledge of the child's activity and location and checks on the child at least every five minutes. When a school-age child uses the restroom outside the licensed space, including but not limited to field trips, supervision occurs when staff accompany children to the restroom.
  • When a school-age child leaves the classroom but remains within the licensed space to deliver or retrieve items from the child's personal storage space, supervision occurs when a program staff person has knowledge of the child's activity and location and checks on the child at least every five minutes.
  • When a single preschooler uses an individual, private restroom within the classroom with the door closed, supervision occurs when a program staff person has knowledge of the child’s activity and location, can hear the child, and checks on the child at least every five minutes.

Legal Authority: Minn. Stat. 245A.02, subd. 18

Centers must allow an enrolled child’s parent or legal guardian access to their child at any time while the child is in care. This is in addition to the requirement to allow parents or legal guardians of enrolled children to visit the center any time during the hours of operation as specified in Minnesota Rules, part 9503.0095.

Legal authority: Minn. Stat. 245A. 14, subd. 15

Centers must use the fillable form Child Care Center Serious Injury and Death Reporting Form (PDF) to report any serious injury or death of a child in care.

The PDF version (when opened in Internet Explorer) is the preferred version for centers to use since it will automatically create an email and attach the completed form once the submit button is clicked. If you are unable to open in Internet Explorer or you need to use the Word DOC version, you will have to manually attach the completed form to the email before sending. 

A serious injury is an injury that requires treatment by a physician or dentist. This means that if a child sees a physician or dentist for evaluation of an injury, but no treatment is given, the injury does not meet the definition of serious and does not need to be reported to DHS. Treatment does not include application of or recommendation to use nonprescription medication or diagnostic testing (such as x-rays).

For additional information on other child care center reporting requirements, please see Minnesota Rules, part 9503.0130.  The Child Care Center Serious Injury & Death Reporting Form is to be used for reporting serious injuries and deaths only.  Other types of information required to be reported to DHS under 9503.0130 can be done by submitting your center-specific form by email or fax, by calling the center’s assigned licensor or by calling the main Licensing Division number at 651-431-6500.

Each licensed child care center is required to have a health consultant to review all of the center’s health policies and practices. A health consultant is a physician, public health nurse, or registered nurse.

The center must have a health consultant review the center's health policies and practices and certify that they are adequate to protect the health of children in care.

The review must be done before initial licensure, submitted with the application for initial licensure and repeated every year after the date of initial licensure. For programs serving infants, this review must be done initially and monthly thereafter. Additionally, the license holder must request a review by the health consultant of the center's health policies and practices if there is a proposed change in the center's health policies or practices or an outbreak of contagious reportable illness. A copy of the consultant's findings must be placed in the center's administrative record.

Legal Authority: Minn. Rule 9503.0140 subp. 2

Minnesota Department of Health has created an optional guidance document for professionals, providers, and others working with children in schools and child care settings, Minnesota Outdoor Air Quality Guidance for Schools and Child Care. The goal of the outdoor guidance is to lower the risk of negative impacts to children’s health due to poor air quality events.

For the purposes of training requirements, the following roles are defined as:

"Substitute" means an adult who is temporarily filling a position as a director, teacher, assistant teacher, or aide in a licensed child care center for less than 240 hours total in a calendar year due to the absence of a regularly employed staff person. 

"Staff person" means an employee of a child care center who provides direct contact services to children.

"Unsupervised volunteer" means an individual who: 

1. Assists in the care of a child in care.
2. Is not under the continuous direct supervision of a staff person and 
3. Is not employed by the child care center.

Defining these roles in statute provides clarity for the training requirements in 245A.40 to those terms. The definition of staff person includes all employees who provide direct contact services to children. Parents or other volunteers who are always supervised and never alone with children are considered supervised volunteers and do not require training. For a list of defined roles with their accompanying training requirements, see: Training Requirements for Licensed Child Care Centers. For assistance on qualifying a person, see:  Personnel Information (PIF).

Licensed child care centers must establish a process for tracking substitute hours to ensure those who work more than 240 hours in a calendar year complete the required trainings. The 240 hours is site-specific. If a substitute works more than 240 hours in a calendar year, then the substitute needs all the training required of a staff person. The licensed child center must also establish a process for tracking volunteers to identify volunteers who are always supervised and those who are unsupervised at any time. An example of an unsupervised volunteer is a parent who accompanies a child to the bathroom and is not directly supervised by another staff person.  

Legal authority: Minn. Stat. 245A.40, subd.1a

The center director, staff persons, substitutes, and unsupervised volunteers must be given orientation training and successfully complete the training before starting assigned duties. According to MN Statutes, section 245A.40, subdivision 1, training for orientation cannot be used to meet in-service training requirements. Documentation of orientation is required. The DHS licensing Orientation Training Record can be used by child care centers to meet these requirements.

The license holder must ensure that all required content is included in each orientation training requirement:

• Abusive Head Trauma training for individuals working with a child under school age per MN Statutes, section 245A.40, subd. 5a; Can be N/A for centers with only school age children.
• Allergy Prevention and Response training on details of center policy per MN Statutes, section 245A.41, subd. 1 
• Behavior Guidance training on details of center policy per MN Rules, part 9503.0055 
• Child Development and Learning training as required per MN Statutes, section 245A.40, subd. 2 Training Hours 
• Center Child Care Program Plan training on details of the center’s child care program plan per MN Rules, part 9503.0045 
• Emergency Preparedness training on details of the center’s Emergency Plan per MN Statutes, section 245A.41, subd. 3
• Handling and Disposal of Bodily Fluids training on details of center policy per MN Statutes, section 245A.41, subd. 2 
• Handling Emergencies and Accidents training on details of center policy per MN Rule, part 9503.0110, subp. 1 
• Health Policies training on details of center policy per MN Rules 9503.0140, subp. 1 
• Individual Child Care Program Plan training on details of individual child care program plans for all children that the staff will interact with per MN Rules 9503.0065 and MN Statutes, section 245A.41, subd. 1, if applicable
• Job Responsibilities specific to the individual’s position at the center per MN Statutes, section 245A.40, subd. 1 (1) 
• Program Drug and Alcohol Policy training on the details of the center’s policy per MN Statutes, section 245A.04, subd. 1c 
• Reporting Responsibilities and training per MN Statutes, Chapter 260E and MN Rules, part 9503.0130 
• Risk Reduction Plan training on details of the center’s Risk Reduction Plan per MN Statutes, 245A.66, subd. 2 
• Sudden Unexpected Infant Death training for individuals working with infants per MN Statutes, section 245A.40, subd. 5; Can be N/A for centers not serving infants.

In addition, before having unsupervised direct contact with a child, the director and staff persons within the first 90 days of employment, and substitutes and unsupervised volunteers within 90 days after the first date of direct contact with a child, must complete: 

• Pediatric First Aid training for individuals as required per MN Statutes, section 245A.40, subd. 3 
• Pediatric Cardiopulmonary Resuscitation (CPR) for individuals as required per MN Statutes, section 245A.40, subd. 4 

In addition, the director and all staff persons, substitutes, and unsupervised volunteers shall complete child development and learning within the first 90 days of employment:

• Child Development and Learning training as required per MN Statutes, section 245A.40, subd. 2 For the purposes of orientation, “child development and learning training” means any training that covers an understanding in how children develop physically, cognitively, emotionally and socially, and learn as part of the children’s family, culture and community. Knowledge and Competency Area I: Child Development and Learning training may be used to meet this requirement. Child development and learning training taken within the previous two years satisfies this requirement. 

Legal Authority: Minn. Stat. 245A.40 Subd. 1 and Minn. Stat. 245A.40 Subd. 10

The center director, staff persons, substitutes, and unsupervised volunteers must receive ongoing training each calendar year according to MN Statute, section 245A.40, subdivision 7. Documentation of in-service training is required.

• Training required to be completed every year can be completed at any time within each calendar year. 
• The center director and staff persons who work more than 20 hours per week must complete 24 hours of in-service training each calendar year.
• Staff persons who work 20 hours or less per week must complete 12 hours of in-service training each calendar year.
• Substitutes and unsupervised volunteers are required to complete ongoing training on health and safety topics; mandated reporting; the risk reduction plan; child development and learning, pediatric first aid, pediatric CPR, cultural dynamics; disability training, and child passenger restraint training, if applicable. All content must be covered, but there is no requirement for training length for substitutes and unsupervised volunteers.
• The number of in-service training hours may be prorated for individuals not employed for an entire year.

Training topics to be completed each calendar year:

• Abusive Head Trauma training for individuals working with a child under school age per MN Statutes, section 245A.40, subd. 5a; Can be N/A for centers with only school age children 
• Allergy Prevention and Response training on details of center policy per MN Statutes, section 245A.41, subd. 1 
• Center child care program plan training on details of the center’s child care program plan, per MN Rules, part 9503.0045 
• Emergency Preparedness training on the details of the center’s Emergency Plan per MN Statutes, section 245A.41, subd. 3 
• Handling and Disposal of Bodily Fluids training on details of center policy per MN Statutes, section 245A.41, subd. 2 
• Handling Emergencies and Accidents training on details of center policy per MN Rule, part 9503.0110, subp. 1 
• Health policies training on details of center policy per MN Rules 9503.0140, subp. 1 
• Reporting Responsibilities and training per MN Statutes, Chapter 260E and MN Rules, part 9503.0130 
• Sudden Unexpected Infant Death training for individuals working with infants per MN Statutes, section 245A.40, subd. 5; Can be N/A for centers not serving infants. 

Each year or when a change is made, whichever is more frequent, training must be provided on:

• Risk Reduction Plan Training must include details on center’s Risk Reduction Plan per MN Statutes, 245A.66, subd. 2 
• A child’s individual child care program plan as required under Minnesota Rules, part 9503.0065, subp. 3.
  
  

Training topics to be completed every other calendar year: 

• Child Development and Learning training as required per MN Statutes, section 245A.40, subd. 2 
  • The director and staff must complete at least two hours of child development and learning training every other year. 
  • Substitutes and unsupervised volunteers must complete child development and learning training every other year, but it is not required to be a minimum length.  
• Cultural Dynamics training as required per MN Statutes, section 245A.40, subd. 7 (4) 
• Disabilities training as required per MN Statutes, section 245A.40, subd. 7 (5) 

Training topics to be completed every 5 calendar years: 

• Child passenger restraint training for individuals that place children in child restraint systems per MN Statutes, section 245A.40, subd. 6 

The remaining hours of the in-service training requirement must be met by completing training in the following content areas of the Minnesota Knowledge and Competency Framework:

• Content area I: child development and learning; "Child development and learning training" means training in understanding how children develop physically, cognitively, emotionally, and socially and learn as part of the children's family, culture, and community.
• Content area II: developmentally appropriate learning experiences; "Developmentally appropriate learning experiences" means creating positive learning experiences, promoting cognitive development, promoting social and emotional development, promoting physical development, and promoting creative development.
• Content area III: relationships with families; "Relationships with families" means training on building a positive, respectful relationship with the child's family.
• Content area IV: assessment, evaluation, and individualization; "Assessment, evaluation, and individualization" means training in observing, recording, and assessing development; assessing and using information to plan; and assessing and using information to enhance and maintain program quality.
• Content area V: historical and contemporary development of early childhood education; "Historical and contemporary development of early childhood education" means training in past and current practices in early childhood education and how current events and issues affect children, families, and programs.
• Content area VI: professionalism; "Professionalism" means training in knowledge, skills, and abilities that promote ongoing professional development.
• Content area VII: health, safety, and nutrition; "Health, safety, and nutrition" means training in establishing health practices, ensuring safety, and providing healthy nutrition.
• Content area VIII: application through clinical experiences. "Application through clinical experiences" means clinical experiences in which a person applies effective teaching practices using a range of educational programming models.

In-service training completed by a staff person that is not specific to that child care center is transferable upon a staff person's change in employment to another child care program.

Legal Authority: Minn. Stat. 245A.40, subd. 7

Ongoing training required every other calendar year (not counted toward in-service training hours) 

• Pediatric First Aid training for individuals as required per MN Statutes, section 245A.40, subd. 3; The director, staff persons including aides, substitutes and unsupervised volunteers must receive pediatric first aid training before having unsupervised direct contact with a child, not to exceed the first 90 days of employment, and again every other year. It is not acceptable to only train teachers and assistant teachers on first aid. Substitutes must complete first aid training within 90 days from their first day working at the center. Volunteers who have unsupervised direct contact with a child will also need to complete pediatric first aid training within 90 days from their first day volunteering at the center. Pediatric first aid training taken within the previous two years satisfies this requirement. Pediatric first aid training cannot be counted toward meeting the yearly required number of in-service hours.

Legal Authority: Minn. Stat. 245A.40, subd. 3

• Pediatric Cardiopulmonary Resuscitation (CPR) for individuals as required per MN Statutes, section 245A.40, subd. 4; The director, staff persons including aides, substitutes and unsupervised volunteers must receive pediatric CPR training before having unsupervised direct contact with a child, not to exceed the first 90 days of employment, and again every other year. It is not acceptable to only train teachers and assistant teachers on CPR. The training must include hands-on practice and an in-person skills assessment by a CPR instructor. There is not a minimum length required for the training. Pediatric CPR training taken within the previous two years satisfies this requirement. Pediatric CPR cannot be counted toward the number of yearly required in-service hours.

Legal Authority: Minn. Stat. 245A.40, subd. 4

You must document and maintain on site, completed training for the director, staff persons, substitutes and unsupervised volunteers. Documentation must also be available that shows the individual’s start date, date of first direct contact with children and date of first unsupervised direct contact with children. Direct contact means when the individual begins assisting in the care of a child. Unsupervised direct contact means when the individual begins assisting in the care of a child without any supervision by a staff person.  As is current practice, for employees hired prior to Sept. 30, 2019, licensors will look to see that employee documentation includes the start date and date of first direct contact with children. For employees hired after Sept. 30, 2019, licensors will look to see that employee documentation includes the start date, date of first direct contact with children and date of first unsupervised direct contact with children. The license holder must ensure that documentation identifies the number of hours completed for each topic with a minimum training time identified, if applicable, and that all required content is included. 

To assist in the required documentation of in-service training each calendar year, the Licensed Child Care Center Yearly In-Services Training Record form has been developed.  

Legal Authority: Minn. Stat. 245A.40 subd. 10

Sudden Unexpected Infant Death (SUID) videos

The Department of Human Services has approved the following series of videos which can be used, but are not required when providing SUID training. Centers are responsible for meeting all SUID training requirements as outlined in MN Statutes, section 245A.40, subd. 5, including the standards in MN Statutes, section 245A.1435. 

Please note: The videos below include portrayals of infant sleep environments in private, non-licensed homes that are not subject to the requirements of MN Statutes, section 245A.1435. Licensed child care providers must comply with statutory safe sleep requirements when sleeping infants including nothing in the crib except for an infant’s pacifier. In addition, attachments or modifications to the crib are prohibited. The videos below do not meet the minimum of 30 minutes required for training on Sudden Unexpected Infant Death. If providers choose to use the videos for training on SUID, additional training time will be required.

• Safe Sleep (produced by Hennepin County, 4:17)
• Safe Sleep Practices (Produced by Eastern Virginia Medical School, 5:50)
• Sleep On It - Preventing Unsafe Sleep Practices (Produced by Dakota County, 6:28)

Abusive Head Trauma (AHT) videos

The Department of Human Services has approved the following videos which can be used, but are not required when providing AHT training. Centers are responsible for meeting all AHT training requirements as outlined in MN Statutes, section 245A.40, subd. 5a.

• Never Shake: Preventing Shaken Baby Syndrome (Produced by the Missouri Children's Trust Fund, 7:48)
• Forever Shaken (Produced by the Brain Injury Association of Nebraska, 33:17)

The DHS Licensed Child Care Center E-learning videos can be used for training purposes. Certificates of completion are not provided. It is up to the individual center to document the training in the center’s records, including determining if the information meets a KCF area. Develop credit is not provided.

• Defining Licensed Child Care in Minnesota
• Business of Licensed Child Care Centers
• Facility
• Staffing Requirements
• Policies and Procedures

• ICCPP training (July 2024): Webinar recording  |  Handout
• Behavior Guidance Requirements training (May 2024): Webinar recording  |  Handout
• Outreach Connection webinar (June 2024): Webinar recording  |  Handout

Visit the Provider Hub: Getting started webpage for learning resources about logging in to the Provider Hub or preparing for the application process.

• Applicant Agreement, Acknowledgement, and Verification Form. An original notarized copy of the Applicant Agreement, Acknowledgement, and Verification Form is required for each application.
• Emergency Plan. Each center must have a site-specific emergency plan using the required Child Care Emergency Plan DHS-7955 (PDF) (4/24).
• Maltreatment of Minors Mandated Reporting Policy. Centers are required to use the Maltreatment of Minors Mandated Reporting policy (DHS-7634A) (PDF) (10/24).
• Serious Injury and Death Reporting Form. Centers must use the required DHS fillable Child Care Center Serious Injury and Death Reporting Form (PDF) to report any serious injury or death of a child in care.
• Swaddling Consent for an Infant. Prior to swaddling an infant, centers must use the Swaddling Consent for an Infant (DHS-7218) (2/24).

Child care centers may use the DHS forms in this section to keep records and document compliance with requirements.

• Child Care Center Medication Authorization DHS-8373 (1/24)
• Directive for Alternative Infant Sleep Position DHS-7216 (PDF) (1/24)
• Equipment and Supplies – Infant (PDF)
• Equipment and Supplies – Preschool (PDF)
• Equipment and Supplies – School Age (PDF)
• Equipment and Supplies – Toddler (PDF)
• Experienced Aide Report DHS-5271 (PDF) (1/18)
• Field Trip Authorization for Licensed Child Care Centers DHS-8414 (3/23)
• Health Care Summary (PDF) (1/01)
• Helmet Approval for Sleeping Infant DHS-8531 (PDF) (1/24)
• Individual Child Care Program Plan (ICCPP) DHS-7995 (PDF) (7/24)
• In-service Training Record (PDF) (11/20)
• Licensed Child Care Center Drill Log (10/22)
• Monthly Crib Safety Inspection (PDF) (8/13)
• Optional Form for Parent Statement: Infant Less Than Six Months of Age Regularly Rolling Over DHS-7219 (PDF) (1/24)
• Orientation Record (PDF) (3/22)
• Parent Cradleboard Request and Monthly Cradleboard Check Form DHS-8536 (PDF) (1/24)
• Personnel Information Form DHS-7994 (PDF) (9/23)
• Risk Reduction Plan (PDF) (7/24)
• Separation Report DHS-5862 (PDF) (7/21)
• Staffing Patterns for Licensed Child Care Centers DHS-7999 (PDF) (3/25)
• Summary of Personnel Information for Licensed Child Care Centers DHS-4681 (PDF) (5/22)
• Training Requirements for Licensed Child Care Centers (PDF) (12/19)
• Unqualified Substitute Report (PDF) (1/01)

Child care centers may use the DHS resources in this section to maintain compliance with licensing standards and requirements.

• Accepted College Courses to Qualify Classroom Staff DHS-7886A-ENG (PDF) (7/19)
• Checklist for Administrative Records for Licensed Childcare Centers DHS-8229 (PDF) (3/24)
• Checklist for Children's Records for Licensed Childcare Centers DHS-8227 (PDF) (3/24)
• Checklist for Personnel Records for Licensed Childcare Centers DHS-8228 (PDF) (3/24)
• Child Care Centers Background Study Worksheet: Is a background study required? DHS-7733A (PDF)
• Guidelines for Developing Policies and Procedures DHS-4719 (PDF) (10/23)
• Licensing Checklist for Licensed Child Care Centers (Excel) (4/24)
• Supervision Fact Sheet for Licensed Child Care Centers (PDF) (7/24)
• Who or what are your controlling individuals? DHS-8000A (PDF) (1/20)

Pre-licensing inspections are completed prior to being issued a license during the application process.

To promote license holder success and ensure the health and safety of children, DHS established an Early and Often licensor team. The Early and Often licensors support applicants through the application process and continue to work with and support the license holder during the center’s first year of operation. The Early and Often licensor conducts four center visits during a provider’s first year of operation. The first visit is a scheduled, technical assistance visit that occurs approximately three months after the license is issued. The remaining visits in the first year are unannounced. This supportive approach has decreased the number of conditional licenses issued by the commissioner to child care centers after their first year of operation.

DHS Licensing conducts unannounced, annual inspections of licensed child care centers once each calendar year. Conducting annual inspections allows us to provide more one-on-one technical assistance, answer questions, and assist you in better understanding the licensing standards. 

Legal authority: Minn. Stat. 245A.04, subd. 4 and Minn. Stat. 245A.09, subd. 7

DHS Licensing issues amended correction orders when one or more violations on a correction order are rescinded as a result of the licensed center’s request for reconsideration from DHS. This practice is now required by state law. DHS will continue to distribute the reconsideration decision and amended correction order, when applicable, to the licensed center. 

The department posts results of all child care licensing inspections on Licensing Information Lookup. 

The aggregate number of deaths, serious injuries, and instances of substantiated maltreatment that occurred in licensed child care settings each year are also posted publicly on the MN Parent Aware website.

Licensors are required to issue a fix-it ticket for certain violations identified by the Commissioner that do not imminently endanger the health, safety, or rights of children. The list of violations eligible for a fix-it ticket was expanded by the Commissioner effective April 15, 2019.

A fix-it ticket will be issued for each eligible violation if you did not receive a fix-it ticket or correction order for the same violation at your last annual licensing inspection. The fix-it ticket provides an opportunity for the center to correct eligible violations and avoid receiving a correction order for these violations if they are corrected within the allotted timeframe.

Upon receipt of a fix-it ticket, you may:

• Correct the violation at the time of inspection or within 48 hours (excluding Saturdays, Sundays, and holidays). For violations corrected within 48 hours, the provider must submit evidence to the licensor that the violation has been corrected within one week. If the evidence is sufficient, the fix-it ticket violation(s) are considered resolved.

If the center does not correct the violation onsite or within 48 hours and/or fails to submit evidence that the violation was corrected, the licensor must issue a correction order for the violation(s) listed in the fix-it ticket.

The fix-it ticket does not have its own appeal rights. If you disagree with a fix-it ticket violation, you can choose to not respond to the fix-it ticket within the allotted time and the licensor will issue a correction order for the violation. Upon receipt of a correction order, you will have the right to request reconsideration.

Legal authority: Minn. Stat. 245A.065

Exit interviews are required as a part of annual licensing inspections. Licensors cannot issue a correction order or other licensing action for violations of rule or law that are not discussed during an exit interview, unless the provider does not participate in or complete the exit interview. Licensors must offer an alternative time to complete the exit interview if it cannot be completed at the conclusion of an annual licensing review/inspection. The exit interview is an opportunity for you to discuss the licensing review/inspection with your licensor. The goal is to have open communication and transparency about licensing requirements in order to assist you in achieving ongoing compliance. If you do not participate in the alternate date, or return the phone call or email of your licensor, the correction order or other licensing action will be completed without additional discussion. 

Legal authority: Minn. Stat. 245A.04, subd. 4

For licensing purposes, a license holder must maintain and store records in a manner that will allow for review by the commissioner.  The following records must be maintained as specified and in accordance with applicable state or federal law, regulation, or rule:

1. Service recipient records, including verification of service delivery, must be maintained for a minimum of five years follow discharge or termination of service.
2. Personnel records must be maintained for a minimum of five years following termination of employment and
3. Program administration and financial records must be maintained for a minimum of five years from the date the program closes.

A license holder who ceases to provide services must maintain all records related to the licensed program for five years from the date the program closes.  The license holder must notify when the commissioner of the location where the licensing records will be stored and the name of the person responsible for maintaining the stored records.

If the ownership of a licensed program or service changes, the transferor, unless otherwise provided by law or written agreement with the transferee, is responsible for maintaining, preserving, and making available to the commissioner on demand the license records generated before the date of the transfer.

In the event of a contested case, the license holder must retain records as required in paragraph (a) or until the final agency decision is issued and the conclusion of any related appeal, whichever period is longer.

Legal authority: Minn. Stat. 245A.041, subdivision 3 

Find answers to questions frequently asked about licensing actions and maltreatment investigations involving DHS-licensed providers.

General variance requests are submitted on the Variance tab within the Provider Hub.

In licensed child care centers, variance requests can be submitted for requirements to Rule 3 (Chapter 9503).

Examples of general variances that have been requested by child care centers:

• A child who is developmentally ready to transition to the next age group but does not quite meet the age requirement as defined in Rule 3. For example, a variance may be granted for an infant who is 15 months old and developmentally ready to move into the toddler classroom, as agreed upon by the center and the child’s parent(s).
• Hand sink in the diaper changing area is more than three feet from the diaper changing surface. A variance may be granted if the hand sink is slightly further than three feet away from the diaper changing table.

Resources:

• Licensed Providers: List of Variance Request Options (login required)
• Licensed Providers: How to Submit a Variance Request - Non-Personnel (login required)

Staff qualification variances are submitted on the Personnel tab within the Provider Hub. After the personnel record is created for the staff person and the required information is entered, the Hub will give the provider the option to request a variance. The option to request a variance will only show if the staff person does not qualify for the position entered.

There are two types of staff qualification variance requests:

Track 1 variances:

This type of variance is for staff who are working toward meeting one of the qualification options for director, teacher, or assistant teacher in Rule 3. Variances are granted for the staff person's experience and/or post-secondary education for a time period in which the staff person gains the experience and/or post-secondary education needed to qualify for the position.

For a Track 1 variance, the provider will be required to request the variance and upload education and experience information on the staff person’s personnel record within the Provider Hub.

Track 2 variances:

This type of variance is for staff 18 years of age or older who are not directly working toward the full qualification requirements for one of the options for director, teacher, or assistant teacher in Rule 3. For this variance type, the staff person is required to have experience working in a licensed child care center, completed a minimum number of training hours (education) from a list of approved training organizations, and commit to completing additional training each calendar year.

Eligibility for Track 2 variances

The eligibility requirements for Track 2 variances are based on the position for which the variance is being requested:

• Director: 1040 experience hours with 100 education hours.
• Teacher: 1040 experience hours (640 at the current center) with 100 education hours or 4160 experience hours (640 at the current center) with 50 education hours.
• Assistant teacher: 640 hours of experience at the current center with 50 education hours.

The education hours a staff person must complete for Track 2 variances must be from the list of approved training organizations or the list of accepted college courses for Track 2 variances. The education must be completed within the last five years. Training in first aid, CPR, SUID, and AHT are not counted toward education hours for Track 2 variances.

When requesting a Track 2 variance, the provider will be required to request the variance and upload education and experience information on the staff person’s personnel record within the Provider Hub. Additionally, the provider will need to submit short and long term career goals for the staff person and attest that the staff person will complete additional training while the variance is in effect.

For help finding training and creating your short and long-term career goals, contact your local Child Care Aware Office for support from a Professional Development Advisor.

If the Track 2 variance is approved 

Track 2 variances are granted until the end of the current calendar year and require that the staff person completes ongoing training (education) requirements from the list of approved training organizations or the list of accepted college courses for Track 2 variances. The amount of training required is based on the position for which the Track 2 variance was granted:

• Director: 20 hours of approved trainings each calendar year
• Teacher: 14 hours of approved trainings each calendar year
• Assistant Teacher: 10 hours of approved trainings each calendar year

Licensors review the individual’s progress for ongoing training. If the individual does not complete the training as required, the variance approval may be rescinded, additional variances will not be granted, and ultimately, the individual would no longer be able to work in the position approved through the variance.

Resource:

• Licensed Providers: How to Submit a Personnel Variance (login required)

The following rules and statutes guide licensing activities:

Licensed Child Care Centers: Minnesota Rules, Chapter 9503

Certified License-Exempt Child Care Centers: Minnesota Statutes, Chapter 245H

Human Services Licensing Act: Minnesota Statutes, Chapter 245A

Human Services Background Studies Act: Minnesota Statutes, Chapter 245C

Maltreatment of Minors Act: Minnesota Statutes, Chapter 260E

Qualifications are determined by a combination of education and experience. This list of accepted post-secondary courses to determine teacher and assistant teacher qualifications in licensed child care centers is based on MN Rules, part 9503.0030, subp. 1.B. 

The capacity on your license refers to the number of children you are licensed to serve. Your capacity is determined by multiple factors including your city zoning requirements, fire and building code requirements, the size of the physical space used to provide child care in your facility and your ability to meet equipment requirements. For further information: 

• Ratio and group size requirements in licensed child care (PDF)
• Rule 3 (9503.0155) for facility requirements
• Rule 3 (9503.0060) for equipment requirements

• Great Start Compensation Support Payment Program (Minnesota Department of Children, Youth, and Families)
• Minnesota Child Care Assistance Program (CCAP) Child Care Provider Guide
• Childcare Development Services Resource
• Child Care Aware MN (including Wayfinder and Empower to Educate)
• First Children’s Finance
• Think Small
• Develop MN
• Achieve - MN Center for Professional Development
• Center for Inclusive Child Care (CICC)
• Help me Grow MN
• Center for Early Education and Development (CEED University of MN)
• Minnesota Association for the Education of Young Children
• MN Department of Education Early Learning
• Minnesota Department of Education Knowledge and Competency Framework 
• MMB Children's Cabinet
• State Fire Marshal website (including a link to Interagency Inspection Requests for DHS Licensed or Certified Child Care Facilities)
• Parent Aware - For Programs
• Minnesota dual-training pipeline