Child Care as a Profession

More than half of the U.S population consists of working parents with children under the age of 6 and require child care services outside of their home. The Virginia Department of Social Services (VDSS) understands that choosing a safe, quality childcare provider or facility can be an overwhelming task for parents.  VDSS is committed to providing parents with the highest quality child care programs in Virginia, staffed with caring, knowledgeable, nurturing and dedicated individuals. As a child care professional, you can be a part of Virginia’s commitment to providing safe, quality child care!

As a child care professional you most likely work for a child day program. Child day programs are defined as regularly-operating service arrangement for children where, during the absence of a parent or guardian, a person or organization has agreed to assume responsibility for the supervision, protection and well-being of a child under the age of 13 years for less than a 24-hour period.

In Virginia, there are two types of child day programs for which you may work: child day centers (center-based) and family day homes (family-based).

Child Day Centers

Child day centers provide care for (i) two or more children under the age of 13 years in a facility that is not the residence of the provider or of any of the children in care or (ii) 13 or more children at any location.

Family Day Homes

Family day-homes provide care in the residence of the provider or the home of any of the children in care for up to 12 children under the age of 13 years, not including the provider's own children and any children who reside in the home, when at least one child receives care for compensation.

Requirements for Becoming a Child Care Professional

As a child care professional in Virginia, you will be required to meet certain standards to ensure your level of knowledge and competency. Qualifications will vary based on the type of program.

For Licensed Child Day Centers

What educational qualifications are needed to work in a child day center in Virginia?
Qualifications vary for program directors, program leaders, and aides. Program directors can meet one of the following criteria with education in a child-related field:

• Graduate degree
• An endorsement or bachelor’s degree
• College credits: 48 semester hours with 12 being in a child-related field or 72 quarter hours with 18 being in a child-related field
• Two years of programmatic experience with one year in a supervisory capacity and other advanced educational requirements

For Licensed Family Day Homes

What educational qualifications are needed to be a family day home provider in Virginia?
Providers are required to have (i) a high school diploma or the equivalent or (ii) evidence of having met the requirements for admission to an accredited college or university.

What are the annual training requirements?
In addition to cardiopulmonary resuscitation (CPR) and first aid certification, providers are required to have a minimum of 16 clock hours of training annually in areas relevant to their job responsibilities.

What certifications are required?

• Current certifications in cardiopulmonary resuscitation (CPR) and first aid appropriate to the age of children in care are required for providers.
• Current certification in Medication Administration Training (MAT) is required members for providers that administer prescription and/or non-prescription medications. Click here

For additional requirements read Part III, Personnel and VI, Caregiver Training in the Standards for Licensed Family Day Homes. Click Here

Business Resources

Low Interest Loan Program

The Virginia Small Business Child Care Financing Program (CCFP) is designed to assist Virginia child care providers in obtaining financing for fixed asset needs and educational materials.

Virginia Shared Services Network

The Virginia Shared Services Network is a program of Child Care Aware of Virginia. It’s goal is to assist child care centers and family child care providers to support and strengthen the quality of early learning settings and to improve financial stability.

• Current certifications in cardiopulmonary resuscitation (CPR) and first aid appropriate to the age of children in care are required for at least one staff member who is on the premises during the center’s hours of operation and also one person on field trips and wherever children are in care.
• Current certification in Medication Administration Training (MAT) is required for staff members that administer prescription and/or non-prescription medications. Click here

Become a Licensed Provider

What are the benefits to becoming a licensed provider/program?

As a licensed provider, you have a competitive advantage over unlicensed and unregistered providers. Your licensed program is held to a higher standard that provides accountability to health and safety standards enforced by the Commonwealth of Virginia.

Becoming a licensed provider creates opportunities to:

• Become established as a professional in your field
• Demonstrate a commitment to providing a safe and healthy environment for children
• Have an assigned licensing inspector who is available to answer questions and provide technical assistance
• Receive increased subsidy payments for eligible children in your care
• Be better prepared to voluntarily participate in Virginia Quality,  the Commonwealth’s child care quality rating and improvement system (QRIS)
• Be included in a searchable, free listing of your center or family day home on the VDOE and Child Care Aware of Virginia websites and/or referral services
• Use your licensure status as a marketing tool to solicit and educate prospective parents
• Influence parents with online health and safety inspection reports
• Access relevant, up-to-date training and resources
• Be connected to the front line of federal/state child care news and provider requirements
• Be eligible to participate in the USDA food program
• Be proud of the quality child care you are providing to your community

How do I get my program licensed with the state?

Applicants are required to attend the Pre-licensure Orientation-Phase 2 training provided by the Virginia Department of Education (VDOE) that includes an overview of the Code of Virginia, regulations, completing the application, licensee responsibilities, inspections/role of the licensing inspector, and program requirements. Applicants are provided with specific information on health and safety standards and required background checks.

Applicants are encouraged to contact the Office of Child Care Health and Safety in their region or email childcarelicensing@doe.virginia.gov if they have any questions about licensing and the licensing process.

Note: A general business license to operate from the county within which the provider conducts business is not the same as a child day care license obtained from the Virginia Department of Education (VDOE) which holds the child day care provider accountable to the health and safety standards set forth by the Commonwealth of Virginia.

Information about Inspections

The Virginia Department of Education (VDOE) inspects licensed child care programs prior to operation, bi-annually, during program development, and in response to complaints. The bi-annual mandated inspections are unannounced. Licensing inspectors conduct a participant-centered inspection using tools and strategies to help providers understand the extent to which their program is compliant with Virginia regulations.

Licensed Child Day Centers

Child day centers are child day programs offered to (i) two or more children under the age of 13 years in a facility that is not the residence of the provider or of any of the children in care or (ii) 13 or more children at any location. A child day program is a regularly operating service arrangement for children where, during the absence of a parent or guardian, a person or organization has agreed to assume responsibility for the supervision, protection and well-being of a child under the age of 13 years for less than a 24-hour period.

Licensed programs must meet the standards promulgated by the Virginia Board of Education. The Virginia Department of Education (VDOE) enforces these standards by inspecting centers at least twice a year and investigating complaints.

Need assistance? Contact your licensing inspector or the Office of Child Care Health and Safety in your region.

HOW TO BECOME A LICENSED CHILD DAY CENTER (CDC)

1. Review the Phase I: Pre-Application Training for Child Day Centers (this is highly recommended, but not required)

2. Review the following information:

• Welcome Letter

• Regulations for General Procedures and Standards for Licensed Child Day Centers

• Information about Background Checks for Child Day Programs

3. Contact the Office of Child Care Health and Safety in your region to register for the Pre-Licensure Orientation – Phase 2 for Licensed Child Day Centers. In this class, licensing inspectors will focus on the Standards for Licensed Child Day Centers and answer any of your questions.

4. Create and submit a functional design plan to the licensing office in your region as soon as the location is identified.

5. Submit a complete initial application for licensure through the Child Care Application Processing System (CCAPS) online portal. Click here to begin the application process. If you are unable to access the online portal or encounter difficulties using the online portal, please email ccapshelpdesk@doe.virginia.gov.

   Note: To ensure timely processing, you must submit a complete application to the Office of Child Care Health and Safety in your region 60 days prior to your planned opening date. Submission of an incomplete application will delay the review process. If you need assistance, contact your licensing inspector.

6. Prepare for your facility inspection. After you have completed Steps 3-5,  a licensing inspector will contact you to schedule an inspection of your facility.

HOW TO RENEW YOUR LICENSE

To ensure timely processing, you must submit a complete renewal application to the Office of Child Care Health and Safety in your region at least 60 days prior to the expiration date of the current license. A complete renewal application includes the following forms, required attachments, and the renewal fee. No fee is required for a renewal application following a conditional license.

• Renewal Application for Licensure

• Staff Information Sheet

MODEL FORMS

• Allergy Care Plan (PDF)

• Allergy List (PDF)

• Annual Operating Budget (with instructions)

• Approval of Functional Design Features (PDF)

• Authorization for Non-prescription Over-the-Counter Skin Products Licensed Child Day Centers (PDF)

• Child Registration (PDF)

• CPR/First Aid Training and Certification (PDF)

• Daily Attendance (PDF)

• Daily Health Screening Training (PDF)

• Emergency Drill Record (PDF)

• Emergency Preparedness Plan (PDF)

• Field Trip Permission Regularly Scheduled (PDF)

• Field Trip Permission Special (PDF)

• Injury Accident Report (PDF)

• Licensed Child Day Center Suggested Format for Asbestos Statements from Inspectors (PDF)

• Licensed Child Day Center Suggested Format for Written Asbestos Statements (PDF)

• Medication Administration Log for Child Day Programs - Individual Child (PDF)

• Medication Administration Log for Child Day Programs - Multiple Children (PDF)

• Medication Authorization (PDF)

• Orientation Written Policies for Staff (PDF)

• Parent Notification of Allergic Reaction or Exposure (PDF)

• Report of Environmental Sanitation Inspection

• Report of Tuberculosis Screening - Children's Programs (PDF)

• School Entrance

Licensed Family Day Homes

Family day home care is the most common form of child care in this country, especially for younger children. Parents may choose family child care for its intimate, home-like setting, flexible hours, consistency of care-giver, and small group size.

The Code of Virginia mandates the licensure of family day homes that provide care for five through twelve children (exclusive of the provider's own children and any children who reside in the home). The care may be offered in the home of the provider or in the home of any of the children in care.

A family day home caring for more than four children under the age of two, including the provider's own children and any children who reside in the home, must be licensed or voluntarily registered. A family day home where the children in care are all related to the provider by blood or marriage is not required to be licensed.

During the (less than 24 hour) absence of a parent or guardian, the licensed family day home provider assumes responsibility for the supervision, protection, and well-being of a child under 13 years of age.

Licensing standards, which are proposed by the Virginia Board of Education and enforced by the Virginia Department of Education, ensure that the activities, services, and facilities of the family day home are conducive to the welfare of the children in care.

Need assistance? Contact your licensing inspector or the Office of Child Care Health and Safety in your region.

How to Become a Licensed Family Day Home Provider (FDH)

1. View the Phase I: Pre-Application Training for Family Day Homes (this is highly recommended, but not required)

2. Review the following information:

1. Regulations for General Procedures and Standards for Licensed Family Day Homes

2. Information about Background Checks for Child Day Programs

3. Contact the Office of Child Care Health and Safety in your region to sign up for Pre-Licensure Orientation for Licensed Family Day Homes – Phase 2. In this class, licensing inspectors will focus on the Standards for Licensed Family Day Homes and answer any of your questions.

4. Contact your local zoning office to determine the number of children you may request to care for in your home.

5. Submit a complete initial application for licensure through the Child Care Application Processing System (CCAPS) online portal. Click here to begin the application process. If you are unable to access the online portal or encounter difficulties using the online portal, please email ccapshelpdesk@doe.virginia.gov.

*Note: To ensure timely processing, the applicant must submit a complete application to the Office of Child Care Health and Safety at least 60 days prior to the facility’s planned opening date.

6.  Prepare for your home inspection. After you have completed steps 3-5, a licensing inspector will contact you to schedule an inspection of your home.

How to Renew Your License

To ensure timely processing, you must submit a complete renewal application to the Office of Child Care Health and Safety at least 60 days prior to the expiration date of the current license. A complete renewal application includes the following forms, required attachments, and the renewal fee.  No fee is required for a renewal application following a conditional license.  Note that a contact with local zoning administrator form is only needed if you are requesting a change in address, capacity or stipulation since the issuance of your last license.

• Renewal Application for Licensure

• Contact with Local Zoning Administrator

• Staff Information Sheet

MODEL FORMS

• Assistant/Substitute Provider Record (PDF)

• Authorization to Apply a Non-Prescription Topical Skin Product (PDF)

• Budget Form (with instructions)

• Caregiver Reference (PDF)

• Checklist for Adult Household Members (PDF)

• Child's Record (PDF)

• Contact with Zoning Administrator

• Documentation of Assistant & Substitute Provider Orientation Training (PDF)

• Emergency Preparedness & Response Plan (PDF)

• General Permission for Regularly Scheduled Trips (PDF)

• Information for Parents (PDF)

• Injury Record (PDF)

• Liability Insurance Declaration (PDF)

• Medication Administration - Decision to Administer (PDF)

• Medication Administration Log for Child Day Programs - Individual Child (PDF)

• Medication Administration Log for Child Day Programs - Multiple Children (PDF)

• Medication Authorization (PDF)

• Permission to Participate in Swimming or Wading Activities (PDF)

• Provider Record Checklist (PDF)

• Provisions of the Emergency Preparedness and Response Plan (PDF)

• Record of Annual Training (PDF)

• Record of Daily Attendance (PDF)

• Record of Emergency Response Drills (PDF)

• Report of Tuberculosis Screening Evaluation (PDF)

• School Entrance Health Form

• Special Field Trip Permission (PDF)

• Staffing Recommendations for a Child with Special Needs (PDF)

• Substitute Provider Time Sheet (PDF)

• Weekly Menu (PDF)

Background Checks

State and federal law require employees and volunteers in all child day programs and adult household members in family day homes to undergo comprehensive background checks pursuant to Article 5, Chapter 14.1 of Title 22.1 of the Code of Virginia. There are three required components of a background check, described in more detail below. Anyone who has committed a barrier crime as defined in § 19.2-392.02 is considered ineligible for employment or a volunteer position.

Review the instructions for completing the background check process and reach out to the Office of Child Care Health and Safety at childcarelicensing@doe.virginia.gov for assistance.

Background Check Portability (for a Criminal Record and Central Registry check) is NOW in effect.

Effective January 1, 2022, a background check is not required for any individual who is being hired by or will be volunteering at a Child Day Program or Family Day System and the individual has completed a background check under § 22.1-289.035 within the previous five years, provided that:

(iv)   such background check was conducted after July 1, 2017;

(v)    the results of such background check indicated that the individual had not been convicted of any barrier crime as defined in § 19.2-392.02 and was not the subject of a founded complaint of child abuse or neglect within or outside the Commonwealth; and

(vi)   the individual is currently or has been, within the previous 180 days, employed by or a volunteer at a child day center, family day home, family day system, or child day program described in subsection A of § 22.1-289.035.

To make a background portability request, a Child Day Program or facility seeking a background check relative to portability, must FULLY complete the PDF document and submit it to the Office of Background Investigations via email to portabilityrequest@dss.virginia.gov. It is HIGHLY recommended that you download the form and complete it in Adobe Acrobat READER, so that you can sign it electronically and then return it to OBI without having to print it.  Adobe Acrobat READER is a free program and can be downloaded by clicking here.  Completing the form electronically will also allow OBI to process the request more quickly.  If you have any questions about the OBI request form or process please email OBI at portabilityrequest@dss.virginia.gov.  This is the only email address that will address portability.

There is no fee to request portability using this form.  This form will not be accepted when all background check applications will be initiated online in February 2022.  At that time, there will be a $15 fee to request portability.  More information will be distributed the first of February. 

Sworn Statement

A sworn disclosure or affirmation (PDF) is a statement completed by a person attesting to whether he/she has ever been: (i) convicted of or the subject of pending charges of any crime within the Commonwealth or equivalent offense outside the Commonwealth, or (ii) the subject of a founded complaint of child abuse or neglect within or outside the Commonwealth. Additionally for family day homes, the person affirms if he, or if he knows that any person who resides in the home, has a sex offense conviction or is the subject of a founded complaint of child abuse or neglect within or outside the Commonwealth.

Criminal History Record Check

The criminal history record check is the process of the Virginia Department of State Police to generate a criminal record report on a person. The report will be either the criminal history record report or the criminal record clearance. The criminal history record report shows all convictions. The criminal record clearance shows whether the person is guilty of:

1. A barrier crime (PDF), and/or

2. Any other felony not included in the definition of barrier crime unless five years have elapsed since the conviction.

VDOE and VDSS work with a fingerprinting vendor called Fieldprint to collect all identifying information on the application, take fees, take fingerprints, and electronically submit the information to the Virginia State Police (VSP), the Federal Bureau of Investigations (FBI), and OBI. Find a Fieldprint office near you and learn learn how to register for an appointment (PDF).

Central Registry

Voluntary Registration for Family Day Homes

Voluntary Registration is a form of regulation available to family day homes that are not required to be licensed. These homes have four or fewer children in care at any one time, not including the provider's own child and any children who legally reside in the home. Voluntary Registration is not available in areas where local ordinances regulate unlicensed providers (Alexandria, Arlington, and Fairfax). The program is administered by the Office of Child Care Health and Safety and community-based agencies that have a contract with the Virginia Department of Education (VDOE) to administer the program in specific areas of the state. Regulations for voluntarily registered programs are set forth in 8VAC20-850.

To become registered, a family day home provider must submit an application, a $50.00 non-refundable application fee, and the results of a TB screening and the results of a criminal history search and a child abuse registry search, and a submit a sworn statement or affirmation for themselves, any adults that reside in the home, any assistants or any substitute providers. Additional requirements include a child abuse search for children in the home age 14 - 17. Lastly, they must complete a self-assessment of their compliance with the health and safety requirements using the health and safety checklist.

The contract agency or the Office of Child Care Health and Safety will conduct a home inspection to confirm compliance with the health and safety requirements. Upon recommendation for approval, the Superintendent for Public Instruction issues a two-year certificate of registration. During the two-year period, the contracting agency and VDOE licensing staff monitor a sample number of registered homes for compliance with the requirements.

Are you interested in becoming a voluntarily registered family day home?

Start by reviewing the welcome letter and review the resources below:

• Voluntary Registration of Family Day Homes: Requirements for Providers (regulation)
• Information on background checks for child day programs

Ready to apply?

Complete and submit the following forms.

• VRFDH Application (PDF)

• Report of Tuberculosis Screening Evaluation (PDF)

• Health and Safety Checklist (Word)

You will also need to complete all background investigation requirements. Background checks must be completed 90 days prior to submitting an application. Original background checks MUST be available at the home for inspection.

Complete applications and required fees may be submitted to the Office of Child Care Health and Safety or contract agency in your region. If submitting to VDOE, make your check or money order payable to the “Treasurer of Virginia.” If submitting to a contract agency, contact the representative for payment information. Applications and fees submitted to the incorrect agency will delay processing.

VDOE recommends submitting your completed application at least 60 days prior to your planned opening date. If you need help completing your application, email childcarelicensing@doe.virginia.gov. 

Already a registered provider?

Using these model forms will help ensure you are meeting VR health and safety requirements:

• Asthma Action Plan (PDF)

• Children's Emergency Medical Authorization (PDF)

• Children's Record (PDF)

• Emergency Escape Plan (PDF)

• Health and Safety Checklist (Word)

• Individual Health Care/Asthma (PDF)

• Individual Health Care/Special Needs (PDF)

• Information for Parents Statement (PDF)

• Injury or Accident Report (PDF)

• Liability Insurance Declaration (PDF)

• Log of Administration (PDF)

• Medication Consent (PDF)

• Medication Error Report (PDF)

• Permission to Take Child on Trips or Outings (PDF)

• Program Decision to Administer Medications (PDF)

• Program Decision to Not Administer Prescription Medication (PDF)

• Record of Emergency Evacuation Drills (PDF)

• Report of Tuberculosis Screening Evaluation (PDF)

• Request for Search of the Child Protective Services (CPS) Central Registry (PDF)
• School Entrance Health Form

Religiously-Exempt Child Day Centers (RECDC)

Code of Virginia § 22.1-289.031 exempts from licensure a child day center operated or conducted under the auspices of a religious institution if the religious institution meets certain requirements and files certain documentation with the Virginia Department of Education (VDOE) prior to opening and then annually.  

• Certification that the center has disclosed to parents or guardians in writing that the center is exempt from licensure, and has posted such information in a visible location on the premises (see model form); 

• Certification that employees meet the required professional qualifications and are in good health required to provide care for children (see model form for staff health report);

• Evidence of tax-exempt status under § 501(c) of the Internal Revenue Code of 1954, as amended, or that the real property owned and exclusively occupied by the religious institution is exempt from local taxation;

• Local health department and fire marshal inspection results; 

• Certification that the center meets certain staff-child ratio requirements (model form); and

• Certification that the center is aware of and will abide by the basic health and safety requirements in § 22.1-289.031.

This documentation must also be submitted on an annual basis prior to the expiration date of the exemption. Documentation should be submitted to the Office of Child Care Licensing in your region.

The VDOE Office of Child Care Licensing will conduct inspections to monitor the RECDC's compliance with Code requirements, investigate complaints if noncompliance with Code requirements is alleged, and monitor compliance with subsidy health and safety inspection requirements (if a program participates in subsidy).

Certified Preschools

Section 22.1-289.032 of the Code of Virginia allows preschool programs operated by private schools that are accredited by a statewide accrediting organization (or another accrediting organization recognized by the Board of Education) to be exempt from licensure.

The State Board of Education recognizes the accreditation process for private schools administered through the Virginia Council for Private Education (VCPE) Commission on Accreditation. Accrediting organizations that are approved by VCPE administer their own accrediting process for schools in their organizations.

In order for preschool and nursery school programs operated by accredited private schools to be certified, programs must file for exemption before the beginning of the school year or calendar year and annually thereafter. The filing information includes, but is not limited to, verification of accreditation or accreditation candidacy, documentation that the parents or guardians of children in care have received written notification that the preschool is exempt from licensure, documentation that the school requires criminal record clearances on all employees of the preschool, a list of staff qualifications and health and fire inspections reports.

INITIAL FILINGS

Initial filings for exemption as a certified preschool must be submitted through the Child Care Application Processing System (CCAPS) online portal.  Click here to begin the initial filing process.  If you are unable to access the online portal or encounter difficulties using the online portal, please email ccapshelpdesk@doe.virginia.gov.

ANNUAL FILINGS

Annual filings for exemption as a certified preschool must be submitted to the appropriate Office of Child Care Health and Safety within your region using the Documentation for Certification of Preschool Programs exemption packet.  If you have any questions about the annual filing process, contact your licensing representative for assistance.

Approved by Local Ordinance: Homes and Centers

Approved child day care programs are regulated by an entity other than VDOE. At present, three localities have the authority to approve by local ordinance certain family day homes and center-based programs:

• Arlington County (homes and centers)

• Alexandria City (homes only)

• Fairfax County (homes only)

Exempt Child Day Program Filing

In addition to religiously exempt child day programs (§ 22.1-289.031) and certified preschool or nursery school programs (§ 22.1-289.032), certain child day programs are also not required to be licensed and are considered exempt from licensure per § 22.1-289.030 of the Code of Virginia.

Effective July 1, 2019, child day programs that are exempt from licensure pursuant to the Code of Virginia §§ 22.1-289.030B, excluding religiously exempt child day centers and certified preschool or nursery programs, must file a Statement of Exemption with the Superintendent of Public Instruction of the Virginia Department of Education (VDOE) prior to beginning operation of a child day program and annually.

INITIAL FILINGS

Initial filings for exemption must be submitted through the Child Care Application Processing System (CCAPS) online portal.  Click here to begin the initial filing process.  You will be asked to provide operational information such as facility address, age range of children to be served, hours of operation and which exemption your program meets.  If you are unable to access the online portal or encounter difficulties using the online portal, please email ccapshelpdesk@doe.virginia.gov. 

ANNUAL FILINGS

Programs submitting an annual filing for exemption shall complete the Statement of Exemption in its entirety, as appropriate. Retain a copy for your records. Please email cclexemptions@doe.virginia.gov if you have any questions related to completion of this document.

Licensed Family Day System

The Code of Virginia requires licensure of any person who approves family day care homes as a member of its system and who refers children to available day care homes in that system.

The system refers children to member homes, as well as provides the operators with training, technical assistance and consultation, inspection, supervision, and monitoring. The system is also responsible for referring children to available health and social services.

The system is inspected at least twice a year by licensing inspectors. Regulations require the system to visit member homes quarterly (two visits must be unannounced) to ensure compliance with the system's policies and procedures. Licensing inspectors may make unannounced visits to member homes at any time.

A member home of a system may provide child day care for a maximum of 9 children. The operator of the home is subject to the same requirements for criminal record checks, child abuse/neglect central registry checks, and tuberculosis screenings as a licensed family day home provider.

Currently, the only licensed Family Day Home System in Virginia is operated by Infant/Toddler Family Day Care. 

Applying to Become a Licensed Family Day System

• Review the General Procedures and Information for Licensure and Minimum Standards for Family Day-Care Systems 

• Review information about background check requirements

• Submit a complete initial application for licensure through the Child Care Application Processing System (CCAPS) online portal. Click here to begin the application process. If you are unable to access the online portal or encounter difficulties using the online portal, please email ccapshelpdesk@doe.virginia.gov.

Renewing a Family Day System License

• FDS Renewal Application (PDF)

• Staff Information (PDF) 

Model forms - All Other

• Liability Insurance Declaration (Word)

• License Modification Request for Facility Change of Location (Word)

• Medication Administration Log for Child Day Programs - Individual Child (PDF)

• Medication Administration Log for Child Day Programs - Multiple Children (PDF)

• Medication Authorization (PDF)

• Request for Search of the Child Protective Services (CPS) Central Registry (PDF)

• School Health Entrance (PDF)

Become a Child Care Subsidy Program Vendor

The Child Care Subsidy Program helps eligible families pay for child care, allowing parents or caregivers to work or participate in education and training and for children to experience high-quality early learning opportunities. The Virginia Department of Education (VDOE) oversees the Child Care Subsidy Program, which is administered by the Virginia Department of Social Services and local departments of social services across the Commonwealth.

Child Care SUBSIDY Program VENDOR APPROVAL PROCESS

Child care providers must be approved by VDSS before they can be paid by the state for providing care to children enrolled in the Child Care Subsidy Program. Providers that service children enrolled in the program are referred to as "Subsidy Vendors."

Child Care Subsidy Program Orientation

The Child Care Subsidy Program partners with Child Care Aware to deliver the Child Care Subsidy Orientation to child care providers. Prospective providers should read Steps 1-5 before completing the application.

• Step 1: Attend the Child Care Subsidy Orientation – Contact Child Care Aware for enrollment information or questions. This orientation is free and offered twice a month. Participants will receive technical assistance with application and form completion. Applicants are strongly encouraged to attend prior to submitting the Child Care Subsidy Program Vendor Application.

Child Care Subsidy Program Vendor Application

All providers must provide the information and documents listed in both Step 2 and Step 3 below.

• Step 2:  All providers must complete the online Child Care Subsidy Program Vendor Application.

• Step 3: Attach required documentation listed below and submit with the application:

1. Documentation of operating status (Not required for In-Home Care Providers or Unlicensed Family Day Homes) – Examples of operating status are:
   1. Certificate of Registration;
   2. Exemption Letter;
   3. License; or
   4. Permit.
2. IRS Documentation: Form W-9 - Be sure the social security number (SSN) or FEIN and name of the child care facility are correct. This should be the same filing information reported to the IRS.
3. IRS Documentation: Supporting Documentation for Form W-9 - Examples of supporting documentation are:
   1. copy of social security card (SSN), or
   2. IRS Notification Letter 147C, or
   3. IRS Notification Letter SS-4
4. Professional Development Certificate of Completion of Virginia Preservice Training for Child Care Staff. The Program Director/Owner or Designee must complete and submit a certificate with the Child Care Subsidy Program Vendor Application.
5. VERY IMPORTANT: Additional documentation will be required based upon your program’s category of care. Review the chart and submit all additional documentation electronically with the online application.

6. All incomplete applications will be denied.

Subsidy Monitoring Inspection

• Step 4: All applicants are required to undergo a subsidy monitoring inspection prior to approval and once annually, thereafter.

  Once the completed Child Care Subsidy Program Vendor Application is received, the applicant will be contacted by a licensing representative from the Office of Child Care Licensing and an initial subsidy monitoring inspection will be scheduled within 30 days of referral by the Child Care Subsidy Program staff.

  Inspection requirement resources for homes or centers are available. All subsidy inspection results are posted.

  Note: Child care programs approved under local ordinance have additional inspection requirements.

Subsidy Vendor Approval

• Step 5: After receipt of (a) a completed Child Care Subsidy Program Vendor Application and subsidy monitoring inspection results, the applicant will either be approved or denied. Child care providers will be notified by letter or email of their approval or denial within 45 days.

  Vendor Agreement

  The Vendor Agreement is the contract between the Virginia Department of Social Services and the approved Child Care Subsidy Program vendor for the provision of child care services.

  If approved, an electronic Vendor Agreement for homes or centers will be emailed. The vendor shall review the agreement, accept all terms, and electronically sign the agreement before returning it to the Child Care Subsidy Program.

  Local departments of social services will use the completion of the Vendor Agreement as verification of the vendor’s participation in the Child Care Subsidy Program. The date of the signed Vendor Agreement is the effective date of approval for the subsidy vendor.

  Note: A vendor cannot be reimbursed for services provided until a signed Purchase of Service Order (POSO) dated within the start and end dates of the Vendor Agreement has been created by a local department of social services.

  Once approved by the Child Care Subsidy Program, if the child care facility’s Director/Owner changes, subsidy payment will be suspended until a new owner applies and is approved by the Program.

Benefits to Becoming a Subsidy Vendor

Any legally operating child care provider may choose to become an approved Subsidy Vendor!
Subsidy Vendors are choosing to make a difference for children, families and the community by serving low-income families who are working or attending an approved school or training program.
Becoming a Subsidy Vendor creates opportunities to:

• Make a difference by delivering services that allow parents to work and stay (or become) self-sufficient
• Make a difference by providing healthy, safe and quality environments where children spend a significant number of hours each week, which has a direct impact on their development and well-being
• Receive payments for the Subsidy children you serve through convenient and regular direct deposits to your banking account or a debit card
• Use your approved Subsidy Provider status as a marketing tool to solicit and educate prospective parents
• Influence parents with online health and safety inspection reports
• Access relevant, up-to-date training and resources
• Receive federal and state child care news and updates through email blasts

Subsidy Payment Levels

The Child Care Subsidy Program does a statewide survey every 3 years to gather information about the rates charged by child care providers. This information is used to help set the payment rates for the Subsidy Program. In general, licensed providers are paid by the Subsidy Program at a rate higher than unlicensed providers.

• Level 1 - Unlicensed providers are considered to be “Level 1” providers. Voluntarily registered family day homes, religious exempt centers, certified preschools, local government approved recreation programs and in home providers who are not licensed or regulated by VDSS are included in this group.
• Level 2 – Licensed providers are considered to be “Level 2” providers. Providers who are licensed by VDSS or are approved and/or operated by a Licensed Family Day System, the Department of Defense, or under local ordinance according to §15.2-914 of the Code of Virginia are included in this group. 

The payment amounts received by providers for services provided depend on the locality, the age of the child, the provider level and also the type of care (center or family day home). The payment rates and amounts for all Subsidy providers are determined by VDSS. Level 2 providers are eligible to receive payment for absences, holidays and registration fees.

Vendor Agreements/Inspection Requirements

• Child Day Center Subsidy Inspection Requirements
• Family Day Home Subsidy Inspection Requirements
• Vendor Agreement System User Guide
• Family Day Home Vendor Agreement
• Child Day Center Vendor Agreement

Notices

• Subsidy Vendors- Injury of a Child Requiring Outside Medical Treatment/ Death Report (IROMT) For Providers Only
• 2018-08-02 Child and Adult Food Care Program
• 2017-04-05 Vendor Update Letter (PDF)
• 2017-04-05 Health and Safety Inspection BROCURE (PDF)
• 2017-04-05 HOME Subsidy Program TRAINING (PDF)
• 2017-04-05 CENTER Subsidy Program TRAINING (PDF)
• 2016-12-16 CENTER Subsidy Vendor Letter (PDF)

Virginia Quality

Committed to Quality Early Learning

Virginia Quality is the state’s voluntary Quality Rating and Improvement System. Quality Rating and Improvement Systems are a proven method to improve the quality of child care and early learning programs. Virginia Quality awards quality levels to child care and preschool programs based on four quality standards and best practices:

1. The education and qualifications of the staff
2. The curriculum or intentional teaching approach the program uses to guide children’s learning
3. The learning environment
4. Teacher-child interactions

Training and Professional Development

A skilled and well-trained workforce is essential to providing high-quality early care and education services to children and their families. Through professional development, child care providers acquire knowledge and skills needed to plan and implement quality early learning experiences. If you are a child care provider looking for professional development opportunities, the Virginia Department of Education (VDOE) collaborates with partners to provide training opportunities throughout the state for child care providers in both classroom-based and distance learning formats. VDOE offers a variety of training, education, and resources to help you earn the continuing education and training needed to be successful in the early childhood and school-age care workforce which are described here.

VIRGINIA PRESERVICE TRAINING FOR CHILD CARE STAFF - VIRGINIA'S HEALTH AND SAFETY TRAINING COURSE

Virginia Preservice Training for Child Care Staff - 10 hour course

This free On Demand orientation course provides an overview of basic health and safety requirements and best practices in ten of the topic areas outlined in the Child Care and Development Block Grant (CCDBG) Reauthorization; and was specifically created for professionals who work with children and families in Virginia.

This free 10-hour course was created to introduce child care staff to important health and safety information critical for professionals to know for working in a child care setting. The Virginia Preservice Training for Child Care Staff, sponsored by the Department of Education, is required for prospective vendors to complete prior to approval as a Subsidy Vendor. Once the program is an approved vendor, current staff that work directly with children shall complete this training within 90 days of the program becoming a Subsidy Vendor. New staff hired, that work directly with children, shall complete this training within 90 days of employment.

Effective October 13, 2021 this course is also required for staff who work in Licensed Child Day Centers and shall be completed within 90 days of employment.

The FREE, 10-hour course covers the following topics:

• Emergency Preparedness
• Prevention and Control of Infectious Disease
• Food and Allergic Reactions
• Shaken Baby Syndrome/Abusive Head Trauma
• Safe Sleep and SUIDS Prevention
• Safe Spaces
• Transportation Safety
• Handling and Storage of Hazardous Materials
• Medication Safety
• Inclusion of All Children
• Healthy Teeth for Children
• Recognition and Reporting of Child Abuse and Neglect
• Foundations of Child Development and Approaches to Learning
• Introduction to Virginia’s Child Care Subsidy Program and Benefits of Program Licensure

To access the course, click on "Start Training" below. If you already have an account with Better Kid Care, sign in to On-Demand, and select "Virginia Preservice Training for Child Care Staff" at the bottom of the alphabetical listing. If you have not used Better Kid Care" website before, you will need to register as a new user first, and then choose the Virginia Preservice Training from the alphabetical listing.

If you have any issues accessing the training, please contact call the Better Kid Care HELP line at (800) 452-9108.

The Virginia Health and Safety Update Training

This free On Demand annual health and safety update training is a follow-up to the Virginia Preservice Training for Child Care Staff training. This training course is required for all staff that work directly with children in a child care program (center-based and family) that participates in the Virginia Child Care Subsidy Program (aka subsidy vendors). This training is to be taken annually, with the first update completed within one year after completing the Virginia Preservice Training for Child Care Staff.

Guidance on how to be in compliance for the Virginia Annual Health and Safety Update Training for Child Care Staff:

• For a person who completed the Virginia Preservice Training for Child Care Staff in 2021, they will complete the Virginia Annual Health and Safety Update Training for Child Care Staff within one year of taking the Virginia Preservice Training for Child Care Staff. Example: If a person completed the Virginia Preservice Training for Child Care Staff on June 13, 2021, they shall complete this update training by June 12, 2022.

Start Training Annual Virginia Health and Safety Update Training Information Flyer

The Virginia Department of Education partners with Pennsylvania State University's Better Kid Care Program to bring this course to you. For more information, see the Frequently Asked Questions.

If you have any issues accessing the training, please contact Better Kid Care HELP Line at (800) 452-9108.

Are There Scholarships to Help Me Pay for Education?

The Virginia Child Care Scholarship Program provides tuition assistance to child care providers to obtain foundational knowledge and skills in the care and development of children at a Virginia college or university. This program is funded by the federal Child Care and Development Fund and allows early educators to take undergraduate courses. To learn more about this program visit vaccscholarship.com

The Virginia Association for Early Childhood Education (VAECE) is an organization that acts and speaks on behalf of all young children in Virginia. The organization has established an annual scholarship project to assist providers working with young children to obtain their Child Development Associate (CDA) Credential.  VAECE will reimburse half of the direct assessment credentialing fee, or half of the renewal fee paid by candidates.

Project Pathfinders is administered by the Virginia Early Childhood Foundation to increase the skills of early childhood professionals by accessing community college coursework and credentials. All applications must be submitted through their online system.

MAT Training Program - Medication Administration Training Program

The MAT Program trains and certifies Virginia child day program providers and private school employees to safely give medications to children (ages infant through high school graduation) in their care. The MAT Program DOES NOT certify providers who work in a residential care setting or who provide care for adults.

First Aid / CPR Free Training

Child Care Aware provides First Aid and CPR training on behalf of the Virginia Department of Education. There is no cost to Child Care Providers that participate in the Child Care Subsidy program or provide child care for infants and toddlers. For more information click here.

Child Development Associate (CDA) Credential

• Council for Professional Recognition
• Better Kid Care CDA Overview
• Better Kid Care CDA Webinars

Better Kid Care Directors’ Training

Better Kid Care offers lessons designed specifically to address the professional development needs of center directors with content on program leadership and administration. Click here for Better Kid Care Directors’ Training.

Classroom-Based Courses

Virginia’s Community Colleges offer short term certificate programs and 2-year Associate Degrees in Early Childhood Development.

• Early Childhood Certificate

  A certificate is a short term educational program consisting of a minimum of 30 semester hours.

• Early Childhood Development Degrees

  The Virginia Community Colleges offer an Associate of Applied Science degree for child care providers.

Career Pathways for Early Childhood and Out-of-School Time Practitioners

Virginia Career Pathways for Early Childhood and Out-of-School Time Practitioners is a resource that recognizes the hours of informal training, formal education and credentials of practitioners in the field of early childhood and school-age care. The purpose of the Career Pathways is to help practitioners plan their training, education and career development goals so they may be well-prepared to educate, nurture and meet the needs of young children and their families.

OTHER TRAINING AND DEVELOPMENT OPPORTUNITIES

Child Abuse and Neglect – Recognizing, Reporting and Responding for Educators
This training module prepares Virginia teachers who are mandated by law to report suspected child abuse and neglect.

Child Care Aware of Virginia
CCA of Virginia offers a variety of professional development opportunities for professionals that include training sessions that can be used to obtain a CDA credential or as in-service training hours;  offered in-person or online.

Preparedness for Child Care Providers
This course from FEMA will provide child care providers, in a variety of settings, with the information they need to identify, assess, and plan for hazards at their child care site.

First Aid and CPR
The American Red Cross offers training in First Aid, CPR, and/or AED.

Virginia Early Intervention eLearning Center - Social Emotional Development of Young Children:
The VA EI eLearning Center is designed to provide practitioners with high quality, interactive professional development on early intervention topics. Each module is available as a free resource and results in a certificate of completion.

Community College Workforce Alliance (CCWA) - CCWA, in partnership with the Commonwealth of Virginia, offers childcare provider training classes to support the professional development and training needs of the early care and education workforce across the state.  Effective July 1, 2021, VDOE will offer two free online classes: Health Screening for Childcare Professionals, and Child Abuse and Neglect: Recognition and Reporting.

Resources for Providers

Regulations Crosswalks

These charts show how new VDOE regulations align with previous regulations at VDSS. Minor technical edits were made to the regulations to reflect Education code, but the requirements for child care programs have not changed.

• Child Care Program
• Child Care Scholarship Program
• General Procedures and Information for Licensure
• Standards for Licensed Child Day Centers
• Standards for Licensed Family Day Homes
• Standards for Licensed Family Day Systems
• Voluntary Registration of Family Day Homes
• Background Checks for Child Day Programs and Family Day Systems

OFFICE OF CHILD CARE HEALTH AND SAFETY INFORMATION AND TRAINING- REVISED STANDARDS FOR LICENSED CHILD DAY CENTERS, (EFFECTIVE OCTOBER 13, 2021)

• Statewide Introductory Information Session Webinar: Revised Standards for Licensed Child Day Centers (8VAC20-780)
• Recording
• Presentation Slides: Overview of CDC regulation changes
• Revised Standards for Licensed Child Day Centers, effective October 13, 2021- Final regulation text from Virginia Regulatory Town Hall
• Revised regulation for Licensed Child Day Centers effective 10-13-2021
• Regional Training Session; In-Depth Provider Training- Standards for Licensed Child Day Centers (8VAC20-780), Effective October 13, 2021
• Recording
• Presentation Slides (PDF)
• Statewide Q&A Webinar- Standards for Licensed Child Day Centers (8VAC20-780), Effective October 13, 2021
• Recording
• Revised FAQ - Standards for Licensed Child Day Centers (8VAC20-780) effective October 13, 2021 (PDF)

Guidance & Resources

Emergency Preparedness
Learn how to plan, organize and practice emergency procedures so that you will be able to keep children safe and calm if an actual emergency arises.

Family and Community Engagement
Learn how to enhance parent, family, and community engagement practices in your program. The Early Childhood Learning & Knowledge Center (ECLKC) has a wealth of resources, strategies, assessments, newsletters, PD opportunities and more for building strong partnerships with families.

Fostering Healthy Social & Emotional Development in Young Children
Tips for Early Childhood Teachers and Providers

Low Interest Loan Program
The Virginia Small Business Child Care Financing Program (CCFP) is designed to assist Virginia child care providers in obtaining financing for fixed asset needs and educational materials.

Project Hope - Virginia’s Program for the Education of Homeless Children and Youth
These resources provide an overview of issues related to the education of children and youth experiencing homelessness and resource to support these children and their families.

• Homelessness Awareness
• Supporting Young Children Experiencing Homelessness
• What Educators Can Do

Screening: The First Step to Getting to Know a Child
The Early Childhood Health and Wellness portal on the Early Childhood Learning and Knowledge Center (ECLKC) offers facts and tools about screening for early childhood staff and families.

Virginia Infant & Toddler Specialist Network
The ITSN provides on-site services that include individualized consultation, targeted training, classroom-focused mentoring, and feedback as well as resources and materials related to increasing the quality of care provided to infants and toddlers.

Shaken Baby Awareness/ Abusive Head Trauma
The Head Start - Early Childhood Learning & Knowledge Center ECLKC has an hour long video on Shaken Baby and Abusive Head Trauma as well as a PDF with additional resources on this subject.  The National Center on Shaken Baby Syndrome is also a great resource.

The Pyramid Model
The Pyramid Model is a conceptual framework of evidence-based practices for promoting young children’s healthy social and emotional development. The Pyramid Model was created by the Center for the Social and Emotional Foundations for Early Learning (CSEFEL). This model is used to support the Technical Assistance Center on Social Emotional Intervention for Youth Children (TACSEI) and other organizations focused on positive behavioral support and interventions. Resources for the Pyramid Model include - Training Modules, Webinars, Book Nooks, and Parent Tools.

Publications and Resources

Best Practice Recommendations for the Prevention of Suspension and Expulsion of Young Children
Research indicates that high-quality early learning is a critical first step to creating equity in access to early education and ensuring that all children begin kindergarten with an equal opportunity to learn. Suspensions and expulsions of young children deprive them of enriching learning experiences and have a negative impact that extends into grade school and beyond. This document provides recommendations regarding best practice in implementing developmentally appropriate experiences fro children in child care programs (0-12 years) that can prevent suspension and expulsion.

Competencies for Early Childhood Professionals
Virginia must have a highly skilled workforce that embraces a spirit of life-long learning and continuous quality improvement. To articulate the skills and competencies desired in that workforce, Virginia’s Competencies for Early Childhood Professionals outline standards for competent practice, identifying what early childhood professionals must know, be able to do, and care about to provide quality early care and education.

Need Help Selecting a Curriculum or Professional Development Opportunity?
Two new resource lists are now available to help child care providers select a curriculum and also obtain information on a variety of professional development courses and trainers. The Choosing High-Quality Curriculum list and the Professional Development Resource List for Child Care Providers will be updated annually or as new resources become available, and were developed by the Department of Social Services in cooperation with the University of Virginia's Center for the Advanced Study of Teaching and Learning.

Virginia’s Early Learning and Development Standards (ELDS)  
The ELDS are a reference to help caregivers and educators understand what most children are able to know and to do, across different areas of development, by a given age.The document describes development across five overlapping age bands. 

The overlap conveys the reality that children develop at different rates. Individual skills will appear, across children, at different times. Those differences are often consistent with “expected” or “typical” development. The ELDS are organized into 5 Areas of Development:

•  Approaches to Play and Learning

•  Social Emotional Learning

•  Communication, Language, and Literacy Development

•  Health and Physical Development

• Cognitive Development

Learn the Signs. Act Early
The Centers for Disease Control and Prevention (CDC) estimates that 1 in 6 children aged 3-17 has a developmental disability, but many of these children are not identified until they are school-aged. Early identification and intervention are crucial to help each child build new skills and reduce the need for costly interventions in the future. The Learn the Signs. Act Early.program provides early childhood educators, clinicians, and families with resources, materials and tools to improve early identification of children with autism and other developmental disabilities.

Family Child Care Tool Kit
This publication is designed to assist family child care providers in providing quality care and education to the children they serve. It contains guides and outlines, sample policies and procedures, forms and checklists, and resources about health and safety and child development. Click here to see the updates made in 2020.

Emergency Preparedness for Child Care Providers
This Sample Child Care Emergency Action Plan can assist providers in their emergency planning for  their early childhood program. Additional resources for emergency planning can also be found on the Emergency Preparedness Resources for Child Care Programs, on the Office of Child Care webpage.

Trauma Toolkit
Recent advances in understanding how early childhood experiences shape the way the brain works over a lifetime, reveal how critically important the caregivers’ job of caring for children is. The trauma toolkit is designed to support caregivers on their journey towards trauma sensitivity. The toolkit offers a brief overview by topic, specific tools that can be used with children, and a brief summary on where to find more information.

Professional Associations

Association for Early Learning Leaders
The Association for Early Learning Leader’s goal is to strengthen the knowledge, skills and abilities of early care directors, owners, emerging leaders and other early learning professionals to ensure quality child care programs for young children.

Virginia Association for the Education of Young Children
VAAEYC is an organization that acts and speaks on behalf of all young children in Virginia. VAAEYC seeks to promote the professional growth of persons working with young children and improve the availability and quality of developmental and educational services and resources for young children.

Virginia Child Care Association
VCCA is a non-profit organization dedicated to providing support and guidance for Virginia’s private, licensed early childhood education community with up-to-date information and resources to help stay on top of the industry and prepare for future growth and success.

Virginia Partnership for Out-of-School Time
VPOST is a statewide public-private partnership dedicated to developing and expanding academic, social, emotional, and physical supports and services to school-age children and youth across the Commonwealth of Virginia during the out-of-school time hours – before-school, after-school, vacation periods, and summer.

Virginia Alliance of Family Child Care Associations
The Virginia Alliance of Family Child Care Associations promotes professional development for family child care providers through quality child care and early childhood education conferences and training, sharing of educational resources, and collaboration with local associations.

National Association for the Education of Young Children
NAEYC provides research-based ideas to inspire and inform your work with young children.

Virginia Cross Sector Professional Development Leadership Team
VCPD offers a great listing of early childhood professional development web sites that provide a broad array of early childhood professional development resources

Council for Professional Recognition
The Council for Professional Recognition promotes improved performance and recognition of professionals in the early childhood education

PD Essentials
PD Essentials members collaborate through meetings and provide resource information to early childhood professionals through newsletters and their website. They offer a train-the-trainer curriculum that addresses the needs of trainers who have content knowledge but who desire to build their skills in  the design and delivery of  engaging and effective in person and virtual training.

Child Care Subsidy Vendors

Virginia Electronic Child Care (VaECC) is the system of record that provides information on attendance and subsidy payments. This information is recorded by use of a Point of Service (POS) device or by use of a telephone to engage Interactive Voice Recognition (IVR) or by manual entry. Child Care Providers participating in the Child Care Subsidy Program, and serve children enrolled in the program are typically referred to as "Subsidy Vendors" will use this system. Visit VaECC for assistance with password reset directions.

Child Care Subsidy Provider Contacts

To login to the Vendor portal, click here:

VaECC Instructional Aids

• Changing Vendor Portal Password
• Vendor POS/ IVR Quick Reference Guide
• Parent Quick Reference Guide
• Module 1: The Basics
• Module 2: Authorization
• Module 3: Payment Reports & Details
• VaECC: POS Device User Manual
• VaECC: POS Device Error Messages and Meanings
• VaECC: IVR User Manual
• VaECC: Vendor Web Portal User Guide

VaECC Payment Forms and Schedules

• ACH Banking Form
• Attendance Report
• Paid Holiday Schedule
• Payment Schedule
• W-9 Form