Wisconsin Department of Children and Families - Division of Early Care and Education
Bureau of Early Care Regulation
Child Care Licensing Procedure Manual
Ten staff records or a 10% sampling of all staff records, whichever is greater, up to a maximum of 40 records over the two-year licensing period must be reviewed. For programs with less than 10 staff members, all staff records which have not been reviewed in the previous two-year period, or which have been added since the last visit must be reviewed. The sampling must include new staff hired since the last review.
The sample personnel records should be documented using the Staff Record Checklist – Group Child Care Centers (DCF-F-1675A) or the Staff Record Checklist – Family Child Care Centers (DCF-F-2051).
The Annual Health and Safety Rule Tag includes a requirement for an annual review for certain documentation in a sample of staff records. The licensing specialist determines the annual staff record review sample size. See the Annual Health and Safety Rule Tag for more information on the specific rules included in the annual review requirement for each type of licensed program.
A 2015 FBI audit of background check record keeping has resulted in a change in practice for those licensees that have an exception request granted by BECR to keep staff records at another location. Licensees can no longer scan and send FBI results to any location (including the center location or regional office) for the licensing specialist’s review. When records that are stored at another location, the FBI documents must either be reviewed by the licensing specialist at the storage location, or the licensee (or licensee’s designee) must travel with the file of FBI documents to the center location so as to keep the files within his/her control at all times.
This page last updated 12/2018.