Wisconsin Department of Children and Families - Division of Early Care and Education
Bureau of Early Care Regulation
Child Care Certification Policy Manual
In accordance with DCF 202.04(3)(b)2. the certification agency shall maintain certification records demonstrating agency, applicant, and operator compliance with requirements under this chapter. Certification applicant and operator records shall be retained for 6 years after the closure of a certified child care program, an application denial, an application withdrawal, or a final appeal decision denying an application.
Certification agencies shall maintain records in the provider file and/or uploaded in WISCCRS that demonstrate agency and applicant/operator compliance with requirements in DCF 202 and applicable statutes. Examples of records expected to be retained in an operator file or in WISCCRS record include:
Application
W9 or other tax ID documentation (W9 no longer required to after 1/1/21 if using an application dated 12/20 or later)
BCRs for individuals age 10+ (required to be uploaded in WISCCRS if received by the agency)
Signed/dated/completed standards & checklists
Documentation of training (entry-level/pre-service & SIDS/SBS)
TB screening documentation
Well-water test results (if applicable)
Regulatory Agency Approval (if applicable)
Non-compliance statements & correction plans (if issued)
Compliance statements (if system-generated form is not used)
Complaint intake & investigation Reports
Records of granted exceptions or stipulations
References (optional)
Sanction Letters (required to be uploaded in WISCCRS under Enforcements)
The Wisconsin Open Records Law, also known as the Public Records Law, s. 19.31 to 19.39, Wis. Stats., requires government agencies to respond promptly to requests to inspect or reproduce agency records. Certification agency duties under the Public Records Law, section 19.31 – 19.39, Wis. Stats., include making a determination whether requests for access to records may or must be granted, providing copies of records, assessing fees, and ensuring that record access procedures and fees are prominently posted and readily available to the public.
Because of Wisconsin’s strict open records statute, certification workers shall remain mindful that written comments / statements included in a child care provider’s file can be made public, including the electronic file maintained in the Wisconsin Child Care Regulatory System (WISCCRS). WISCCRS is a web-based system that stores information on all regulated child care programs in Wisconsin and includes detailed information about the applicant and location of care, as well as background checks, site visits, complaints, violations, correction plans, sanctions, etc.
The content of this module is intended to provide certification agencies with information that may be useful in their administration of the certification program. The information and guidance provided does not constitute legal advice or recommendations from the Department of Children and Families. Certification workers should consult with their agency’s corporation council and/or records custodian as needed.
This manual should not be used as a substitute for applicable administrative rules or statutes. Legislation and regulations are subject to change and, therefore, it is advisable for readers / certification workers to refer to current rules, legislation and current Operations Memos.
This page last updated 01/2021.