Family / Group / Day Camp Child Care Licensing Online Application Guide

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Use the guidance found on this page along with instructions in the following guides to prepare, complete and submit your child care licensing application. 

 

 

Prepare to Apply

Prepare to Apply

  • Review the Inquiry Packet resources on the Starting a Licensed Child Care webpage.
  • Review and follow the instructions on the Expression of Interest (EOI) User Guide. The EOI User Guide details how potential providers can access the Child Care Provider Portal and begin the process of becoming a licensed child care provider by using the Expression of Interest (EOI) tool in DCF's Child Care Provider Portal (CCPP). If you have not already done so, submit an EOI and work with the appropriate pre-licensing agency before submitting a child care licensing application.
  • Determine and select the appropriate regulation type for your Expression of Interest submission in the Child Care Provider Portal if you have not already done so.
    • Licensed Family Child Care - a child care program that provides care and supervision for less than 24 hours a day for at least 4 and not more than 8 children who are not related to the provider.
    • Licensed Group Child Care - a child care program that has provides care and supervision for less than 24 hours a day for 9 or more children who are not related to the provider.
    • Licensed Day Camps for Children - a child care program that provides care and supervision for 4 or more children 3 years of age and older in a seasonal program oriented to the out-of-doors for less than 24 hours a day.

Currently Certified Operators Interested in Obtaining a Family Child Care License

If you are an existing, currently certified family child care operator and are interested in applying for a family child care license, do not submit an Expression of Interest using the Child Care Provider Portal.

Currently Licensed Operators Interested in Obtaining an Additional Group or Day Camp License

If you are an existing, active child care licensee and are interested in applying for an additional child care license, do not submit an Expression of Interest using the Child Care Provider Portal.

Existing, active child care licensees may begin the licensing process by contacting and working with their assigned Licensing Specialist.

If an existing, active certified family child care operator or child care licensee submits an EOI in error, this will create a new location number for your facility/program and have adverse consequences related to your YoungStar Quality Rating, Wisconsin Shares authorizations, Child Care Counts, and FIS/MyWIChildCare. If an EOI was submitted in error, please contact your regional licensing office for assistance.

Timeline

As an applicant, you can expect the licensing process to take 2 to 4 months to complete after you submit your complete online application. Licensing procedure and individual circumstances may affect the actual time required to issue your child care license. Using the online application reduces processing time, enabling you to complete the licensing process sooner. Your application cannot be processed until all questions are answered thoroughly and correctly and all forms/documents are uploaded.

You will not be granted licensure until:

  • All individuals associated with your child care program are determined eligible by the DCF Child Care Background Check Unit.
  • The facility and premises has been inspected and meets all of the licensing standards.
  • All required forms and documentation required under DCF 250, 251, or 252 are submitted.

 

Complete the Application

Log into the Child Care Provider Portal (CCPP) with your User ID and password.

Can't log in - create an account or reset password.

If you have submitted the EOI and have successfully completed the pre-licensing phase, you will see a “Begin Application” button with a red Apply Now tag. Click to begin your online licensing application.

Required and optional information in the online application.

  • Required information in the online application will be noted with a red asterisk (*). These questions/fields must be completed in order to proceed or submit the online application.
  • Providing additional optional information may be helpful to the department in processing your application and collecting data related to child care licensing.

Save your work!

  • Each screen will have a "Next" button at the bottom. Click Next to move to the next screen and to save your progress.
  • The sandwich menu in the top right corner will indicate completed sections of the online application with a check mark.

Applicant Details

Several fields in the Applicant Details page will carry over from your EOI. If you add additional information, be sure to click Save at the bottom of the screen and you will continue to Location Details.

Applicant Documents

The upload document feature in the online application will assist you in submitting supporting documentation for your child care application.

Required documents include:

  • W9 Form
  • Articles of Organization (LLC)/Incorporation/Partnership, if applicable
  • List of Board of Directors, if applicable
  • CBC Delegations, if applicable
  • By-Laws, if applicable
  • Partner/Member List, if applicable

Initial Online Application-Documents - Desk Aid

Finalist Address

When entering an address, you may see an error message. The system checks “Finalist” software, used by the US Postal Service, to check if the address provided is a valid address. If not, an error message displays. The system displays three options:

  • Use the address as suggested by Finalist (recommended). This will change the address to match the Finalist software.
  • Resubmit the address to Finalist. Modify or correct something about the address and click Next.
  • Use the address as entered. If this option is chosen, there might be problems with mail delivery and mapping the address on the Child Care Finder

When appropriate and possible, choose the address suggested by Finalist to assure accurate mail delivery.

Water Source

Is your water source public water or is it from a private well? If a private well, submit water test results.

Location Documents

The upload document feature in the online application will assist you in submitting supporting documentation for your child care application.

Required documents include:

  • Delegation of Authority/Chain of Command
  • Zoning Certificate, if applicable (check with your local municipality)
  • Policy and Procedures Checklist
  • Occupancy Permit, if applicable (check with your local municipality)
  • Water Test Results, if using a private well
  • Policies
  • Collaboration Agreements, if applicable
  • Initial Licensing Checklist
  • Water Test – Beach (if program is located along a beach)

Initial Licensing Checklist

Upload a completed and signed copy of the Initial Licensing Checklist signifying that you have reviewed and understand the licensing requirements and have completed a self-assessment of your facility and child care program. Read the instructions on page 1 carefully before completing the checklist.

Physical Plant and Environment Documents

Required documents include:

  • Indoor and Outdoor Diagrams
  • Building Inspection

Radon Test

Enter the date the radon test was conducted and the radon test results. You will be able to upload associated radon documents, such as the test results and mitigation documents, on the next page.

Are pets (dogs or cats) allowed in areas of the home accessible to children during the hours of operation? As you navigate to the Program Features page, you will later be asked to provide detailed information about pets.

For each dog/cat, be prepared to enter the name and breed of each dog/cat and upload/submit a current certificate from a veterinarian documenting rabies vaccination and enter the date the next rabies vaccination is next due for each dog/cat. 

Compliance/Monitoring Results

Indicate if you wish to receive monitoring results via email.

Other Authorized Person

Is there a person who is authorized to sign subsequent applications concerning this center on behalf of the applicant? If so, enter that individual’s name and title. If no other individuals are authorized, leave the fields blank.

Mailing Address

If your mailing address is different than the location address, be sure to select the appropriate radio button and enter the mailing address. This is the mailing address you wish to receive notices and correspondence. The mailing address may be a P.O. Box, if applicable.

Requested Operational Details

To add requested operation details, click Add Requested Operation Details.

  • Months of Operation – Will you provide care 12 months out of the year or only during summer months? Select the months you are requesting to operate your child care business.
  • Days of Operation – Select days of operation and indicate whether your plan to provide care on weekends.
  • Hours of Operation – Licensed providers may care for children for up to 16 hours in a 24-hour time period. Enter your requested start/end time. If you wish to provide non-traditional or variable hours you may discuss the details with your licensing specialist during the initial onsite inspection.
  • Capacity – A family child care provider may not care for more than 8 children under age 7.

Requested Ages Served 

To add requested ages served, click “Add Requested Ages Served.”

Enter the youngest and oldest ages you are requesting to care for. If you plan to care for children under 1 year of age, training in Sudden Infant Death Syndrome Reduction is required. If you plan to care for children under 5 years of age, department-approved training in Abusive Head Trauma Prevention is required.

Individuals 

To enter the applicant into the Individuals Module, click Copy Applicant and finish entering applicant details and residency details. Select “yes” if you have used an alias name in the past. This would include your maiden name, if applicable. Once you have completed entering the rest of the applicant details, click Copy.

Once you copy your individual details you will enter your Background Check Request Form Details, answering each question truthfully. 

Generate the Fingerprint Code for yourself and then return to Individual Details to add other individuals residing or working in your home.

Provide the name, date of birth, and relationship to the applicant for every person who lives in the home* and for volunteers or employees who do not live in the home.

Individual Details: Background Check Requests

Be prepared to submit Background Check Requests (BCR) for each individual age 10 and older (including the applicant) who live on the premise or who will volunteer/work in the child care program. The BCR requires personal identifying information, as well as disclosures of specific information. Failure to complete a BCR will result in a delay in the submission and processing of your application. Failure to complete the form accurately/truthfully may result in the denial of your application. See more Fee information below and background check FAQs.

Provide the name, date of birth and relationship to the applicant for every person who lives in the home* and for volunteers or employees who do not live in the home.

Pets

If pets will be accessible at your child care center, add the Pet Type (dog or cat), pet name, and rabies vaccine due date for each pet in your home. Please provide a description of the pet, such as breed, coat length, and coat color.

Once the pet has been added, you will then be able to upload associated vaccination documentation for your pet.

Transportation 

Will the child care program provide transportation to children in care to/from school, home, or field trips? 

  • If you intend to transport children, be prepared to submit a copy of your driving record and review all transportation-related rules including vehicle alarm requirements.
  • If a vehicle has a seating capacity of 6 or more passengers plus the driver, a safety vehicle alarm is required. Learn more about vehicle safety alarms.
  • Be prepared to upload vehicle inspections for each vehicle that will be used to transport enrolled children.
  • Be prepared to upload proof of vehicle liability insurance for each vehicle used to transport children in care. Check with your insurance carrier to verify if your existing insurance coverage will also cover business-related transportation. Upload vehicle insurance documents under the Insurance page. For Insurance type select vehicle.
  • If the vehicle(s) is owned/leased by applicant or employee, be prepared to enter the year, color, make, model, and license plate number for each vehicle used to transport children in care.

Insurances

Add liability and vehicle insurance here, if applicable. Be sure to include the number of children covered and if pets are covered by the liability policy.

You will be prompted to upload Proof of Insurance once insurance details have been entered.

Add Other License

Add any other licenses that apply to the home/facility that you will operate your child care in. If there are no other licenses, select None.

You will have the ability to add multiple licenses if applicable.

Regulatory Fees

  • Application Fee - Licensing application fees may be paid by e-payment, or a physical check can be mailed to the appropriate regional licensing office.
  • Background Check Fees - Be prepared to schedule a Wisconsin Fieldprint appointment using the Wisconsin Fieldprint instructions and individual codes provided to you (and other individuals subject to the background check requirements) by DCF. The cost of the fingerprint-based background check is $30 per person age 18 and older, and must be paid online with a valid credit card or electronic check when scheduling the Fieldprint appointment. For more information about background check requirements, visit the FAQ webpage.

Application Review

Before submitting, review your application for completeness and accuracy. Items that are missing from the application will be highlighted in yellow and will be marked with a red exclamation point (!) next to the applicable section. Once your application is completed, click Next: Submit Application.

YoungStar and Wisconsin Shares Subsidy

YoungStar is Wisconsin’s child care quality rating and improvement system. The program gives parents and caregivers the tools and information they need to give their kids a great start—and find quality child care that fits their needs. YoungStar also supports Wisconsin’s child care providers by offering resources, training, and technical assistance designed to enhance their quality of care. Child care providers wishing to receive Wisconsin Shares on behalf of eligible families must complete and submit a YoungStar Contract. To learn more about Wisconsin’s quality rating and improvement system visit the YoungStar webpage. 

Complete the Licensing Continuation Application

Approximately 70 days prior to your licensing continuation date your License Continuation application will be available in the Child Care Provider Portal (CCPP).

Communication Preferences

After logging into the CCPP, you will either see the Communications Preferences page (if updates are needed) or the Home page. To learn more about the Communication Preferences page, refer to the Communications User Guide.

Applications

When you begin the continuation application the system displays information related to previous and current regulatory applications. When the Apply Now button displays on the Regulatory Applications Home screen, click on the bubble to begin the continuation application process.

For detailed step-by-step instructions, see the Online Licensing/Certification Applications CCPP User Guide (Continuation/Renewal Application Process).

If specific questions in the continuation application were not previously answered online during the initial licensing application process, the Modify Additional Details page opens for you to provide the answers. If the questions have been answered previously, the Additional Details page opens to review the information brought over from the licensing system. To modify any of the additional details, select More, then Modify Additional Details.

If the system allows you to modify/edit information on any given page, remember to click Save to proceed to the next page.

Applicant Details

This page shows the applicant/licensee information brought over from the licensing system. The full name, business name, date of birth, Social Security Number, and FEIN are read only. You will be able to modify the applicant home address, phone number, email, and translator details if needed.

To modify information on the page, select More, then Modify Applicant Details.

Mailing Address

The mailing address selected is where all official notices are sent. The page will display the mailing address brought over from the licensing system, if one had been entered previously.

If you need to change the information, select Add Mailing Address, then select from the three options provided:

  • Applicant address
  • Location address
  • Enter a different address

The system may display error messages related to a “valid address.” If the address displayed is valid, you may select the radio button Use the address as entered option from the list and click Save to continue.

You will not be able to modify the location/facility address for your child care program. A change of address for any child care facility requires a relocation application. Contact your regional licensing office for assistance.

Requested Operational Details

This page displays the months, days, and hours of operation, and capacity for your child care program. The information is brought over from the licensing system. You will be able to modify the information during the continuation process. However, this request needs to be reviewed and approved by your regional licensing office prior to your program operating under the newly requested parameters. If approved, the details will be listed on the license.

Requested Ages Served

This page displays the currently approved ages served, brought over from the licensing system. You will be able to modify the information during the continuation process. However, this request needs to be reviewed and approved by your regional licensing office prior to your program operating under the newly requested parameters. If approved, the details will be listed on the license.

To modify the requested ages served, select More, then select Modify Requested Ages Served. This will open the page to modify details.

Individuals

This module allows you to add/modify, inactivate current and prospective employees and/or household members (age 10 and older) for background check purposes. Be sure to review the list and make adjustments as needed.

Pets

For each new dog or cat added, be prepared to upload a current certificate from a veterinarian documenting their rabies vaccination. This document can be uploaded on the next page of the application.

For pets already listed, you can only modify the comments. If you want to remove a pet, enter a comment stating something like, “They are no longer at this location.” You can also upload updated vaccination records for existing pets if needed.

To modify the comment, select More in the Pet Details section, then select the Modify Pet button. Enter the comment and select Save.

Uploading Documents

If applicable, upload any updated forms and documents including pet vaccinations, liability and vehicle insurance, and well water testing.

Initial Online Application-Documents - Desk Aid

Vehicle Details

For continuation applications, these pages are read only. If you need to add or modify your vehicle details, you’ll need to contact your regional licensing office for assistance.

You will be able to upload any new vehicle inspection or repair documentation under each existing vehicle’s details page. Select the Details button for the vehicle you would like to open. Upload corresponding documents if needed and return to the Vehicles page.

Updated auto/vehicle liability insurance can be uploaded on the Insurances page.

Insurance

The Insurance page allows you to add new insurance types and review the insurance information that has been brought over from the licensing system.

For the insurance already listed, you can only update the end date and upload corresponding documents. Select the Details button for the insurance type you would like to open. To modify the end date, select More, then select Modify Insurance. Change the end date and select Save. Upload corresponding documents if needed and return to the Insurance page.

Other Licenses

If this question has already been answered, you cannot change the answer during the continuation process. You’ll need to contact your regional licensing office for assistance.

If this question has not been answered and the facility is licensed or certified as an adult family care or foster care, make the appropriate selection from the drop-down. If not, then select None from the drop-down.

As a reminder, licensed child care providers may not combine the care of children enrolled in the child care center with foster care without the prior written approval of both licensing agencies.

Fees

Any outstanding licensing fees due to the Department of Children and Families must be paid to the department prior to granting your continuation.

Licensing continuation fees may be paid using the e-payment services in the Child Care Provider Portal.

Application Review

Before submission review all the information you entered to make sure it is correct. If changes are needed, on the right side of each section select to edit information or view the documents.

The Application Review page shows you if any required portions of the renewal application are missing. If so, it will provide the following statement: Some information is missing or inconsistent. Please review all the items with an exclamation point (!) next to the label and correct these before submitting.

Additional Guidance and Instructions

You may find the Submitting Your License Continuation or Certification Renewal Application Guide to be a helpful resource as you complete your online renewal. If you have questions about your certification or the renewal process please contact your regional licensing office.

If you prefer sending your application through the mail, please request a paper copy from your regional licensing office. Failure to submit your application timely could result in a lapse in Wisconsin Shares and other funding.