Wisconsin Department of Children and Families

Protecting Children, Strengthening Families, Building Communities

Disclaimer

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.

 

Accessing Other Child Care System User Guides

Other Child Care System User Guides

The Department of Children and Families has a number of user guides for our various child care systems. On the User Guide page, you'll find links to user guides for:

  • EBT CSAW (Electronic Benefits Transfer CSAW)
  • CCPP (Child Care Provider Portal)
  • CSAW (Child Care Statewide Administration on the Web)
  • PIES (Program Integrity Enforcement System)
  • WebI (Business Objects Web Intelligence)

 

General WISCCRS Information

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

The Basics User Guide (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 User Guide (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

The Various Changes in Provider / Facility Records User Guide (DCF-P-5131) 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

The Complaints / Incidents User Guide (DCF-P-5132) explains how to enter complaint/incident intake and investigations.

Continuations / Re-certifications

The Continuations / Re-Certifications User Guide (DCF-P-2981) gives step-by-step instructions on how to process certification/licensing continuations.

Documents

This Documents User Guide (DCF-P-5133) explains how to upload various documents on applicant, facility/location, application, individual and site visit levels.

Dually Regulated

The Dually Regulated Providers User Guide (DCF-P-5241) gives guidance on processing/updating information in WISCCRS pertaining to providers who are both certified and licensed.

Enforcements

The Enforcements User Guide (DCF-P-5135) explains how to enter certification and licensing enforcements into WISCCRS.

Facility / Location Assignment

The Facility / Location Assignments User Guide (DCF-P-5136) contains instructions on how to assign certified and licensed facilities/provider locations to a certification/licensing specialist.

Findings

The Findings User Guide (DCF-P-5269) explains the functionality of the Findings Module.

Fingerprint-Based Background Checks

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

Monitoring Results

The Monitoring Results User 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 (WebI)

The Reports User Guide (DCF-P-2971)  and WebI computer-based training video explain the WISCCRS reports in WebIntelligence:

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

Site Visits

The Site Visits (DCF-P-5268) chapter of the WISCCRS User Guide explains how to enter certification and licensing site visits.

Transactions

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

W-9 Instructions - Provider

The W-9 Taxpayer Identification Number Instructions for Child Care Providers/Centers (DCF-P-5240) instructs providers on how to correctly complete the W-9 form.

W-9 Instructions - Regulatory Agencies

The W-9 Instructions for Regulatory Agencies (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

The 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 (DCF-P-5143) explains how license continuation letters and reminders can be generated.

Dashboard

The Dashboard User Guide (DCF-P-5257) explains how to manage tasks and messages in WISCCRS.

DOR Interface

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

DWD UI Interface

The 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

The 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

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