Family/Group/Day Camp Child Care Online Application Guide

maroon icon image of a document

Use the guidance found on this page along with instructions in the Expression of Interest (EOI) User Guide and the Becoming a Provider: Submitting Your Application Guide 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.

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

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.