Wisconsin Department of Children and Families

Protecting Children, Strengthening Families, Building Communities

WISCCRS User Guides

The Wisconsin Child Care Regulatory System (WISCCRS) is a statewide database used by both child care licensing and certification staff. The database contains information about all certified and licensed providers within the State of Wisconsin.

WISCCRS is a web-based system and has the following features:

  • Processes applications for certification/licensing
  • Stores basic information about child care providers
  • Generates the 'certificate of approval' once the provider's application is complete
  • Generates and displays statistical reports and generates mailing labels
  • Has "Announcements" that pertain to licensing and certification
  • Passes regulation details about a certified provider into the Child Care Subsidy System.

WISCCRS is a secure site and accessible only by certification/licensing agencies. This site is not accessible by the public.

System Availability

WISCCRS is available during following days and times:

Monday, Tuesday, and Thursday: 7 a.m. - 7 p.m.
Wednesday: 7 a.m. - 9 p.m.
Friday: 7 a.m. - 5 p.m.
Saturday: 7 a.m. - 3 p.m.

One Saturday each month, the system is unavailable. Please see the CARES Online Availability Calendar for further details.

Security Access

Visit the Security Access Guide for Child Care Agency Workers to learn about gaining access to various child care systems, and to download the appropriate access request forms. See the WISCCRS section of the Security Access Guide for instructions on how to gain access to this system.

User Help

If you need assistance with the child care systems, please use the Systems Contacts spreadsheet to contact the appropriate person.

About WISCCRS Guides

WISCCRS has many different modules. Below is a list of user guides that explain the functionality of the system.

 

Basics

Basics (DCF-P-2979) explains:

  • Security access and user registration
  • Confidentiality and passwords
  • Where to go for help?
  • Basic navigation
  • Provider Record Structure
  • Search Functionality
  • Announcements
  • Audit trail
  • Tasks

Creating New Provider Records

The Creating New Provider Records (DCF-P-5076) has step-by-step instructions on how to create a new licensed or certified provider in WISCCRS. Screens include:

  • New Applicant (Tax ID and address clearance)
  • Facility/Location Details
  • Other Licenses
  • Subsidy Details
  • Pets, Transportation, Insurance, Comments
  • Alternate Address
  • Individuals (household members, etc)
  • Background checks/Training
  • Monitoring Plan
  • Site Visits
  • Hours of Operation/Ages Served
  • Checklists
  • Conditions
  • Serving Relatives
  • Granting Regulation

"Changes" in Provider/Facility Record

This Changes User Guide includes step-by-step instructions on how to process the most common changes to the provider record such as address, name, category status changes, etc.

Complaints / Incidents

This Complaints / Incidents User Guide explains how to enter complaint/incident intake and investigations.

Contacts

This systems contacts document lists various contacts for all Child Care Systems, including WISCCRS.

Continuations / Re-certifications

The Continuations/Recertifications guide (DCF-P-2981) gives step-by-step instructions on how to process certification/licensing continuations.

Documents

This Documents User Guide explains how to upload various documents on applicant, facility/location, application, individual and site visit levels.

Dually Regulated

This Dually Regulated User Guide gives guidance on processing/updating information in WISCCRS pertaining to providers who are both certified and licensed.

Enforcements

This Enforcements Guide explains how to enter certification and licensing enforcements into WISCCRS.

Facility / Location Assignment

The Facility /Location Assignment User Guide contains instructions on how to assign certified and licensed facilities/provider locations to a certification/licensing specialist.

Findings

This Findings User Guide explains the functionality of the Findings Module.

Fingerprint-Based Background Checks

These fingerprint-based user guides explain the fingerprint-based background check functionality:

Monitoring Results

This Monitoring Results Guide (DCF-P-2980) explains how to enter licensing/certification monitoring results into WISCCRS. The guide replaces the previously published "Violations" User Guide.

My Assignments

The My Assignments User Guide (DCF-P-2972) explains the functionality of the My Assignment Module.

Reports - User Guide

The Reports User Guide (DCF-P-2971) explains the WISCCRS reports in WebIntelligence:

  • How to gain access to WebI
  • Explanation of reports
  • Generating Reports

Reports - Computer-Based Training

This Reports (WebI computer-based training) video explains the WISCCRS reports in WebIntelligence:

  • How to gain access to WebI
  • Explanation of reports
  • Generating Reports

Transactions

This Transactions User Guide (DCF-P-2973) explains how to enter licensing/certification fees/adjustments and collections.

W-9 Instructions - Provider

This document (DCF-P-5081) instructs providers on how to correctly complete the W-9 form.

W-9 Instructions - Regulatory Agencies

This document (DCF-P-5082) provides instructions to the regulatory agencies on how to correctly enter the provider's legal name into WISCCRS.

 

WISCCRS Modules Used by Licensing Only

CBC Fee Invoicing

This CBC Fee Invoicing User Guide (DCF-P-5239) explains the automated CBC fee invoicing functionality and Operational Report used for depositing checks to DCF Finance. 

Correspondence Requests

The Correspondence Requests User Guide explains how license continuation letters and reminders can be generated.

DOR Interface

This Department of Revenue (DOR) Interface User Guide(DCF-P-4144) explains the DOR/WISCCRS Interface for licensed providers.

DWD UI Interface

This Department of Workforce Development (DWD) UI Interface User Guide (DCF-P-5220) explains the information sent to DWD for matching purposes.

Public School and Out-of-State Programs

This Public School and Out-of-State User Guide (DCF-P-5161) explains how to enter public schools and out-of-state facilities wishing to receive Wisconsin Shares benefits into WISCCRS.

Unlicensed Complaints

This Unlicensed Provider Records User Guide (DCF-P-5077) explains how to create unlicensed provider records.