Run State Childcare License Renewal Readiness Checklist — Free

Inspection Details

Facility / Center Name

Legal name of the childcare facility as it appears on the current license.

License Number

Current state childcare license number.

Date of This Readiness Review

Date and time this self-audit is being conducted.

Reviewer Name and Title

Full name and title of the director or designee conducting this review.

License Expiration Date

Date the current license expires. Renewal should be initiated at least 60 days prior.

Anticipated State Licensing Visit Date (if known)

Enter the scheduled or estimated date of the state licensing inspection, if known.

Licensing Documents & Postings

Current childcare license posted in a conspicuous location visible to parents and visitors critical (required)

Yes No N/A

License reflects current capacity, age groups served, and program type — no unauthorized changes critical (required)

Yes No N/A

Current certificate of occupancy (or equivalent) on file and available for review critical (required)

Yes No N/A

Current food service permit posted or on file (if meals/snacks are prepared on-site)

Yes No N/A

State-required parent rights notice and grievance procedure posted or distributed

Yes No N/A

Most recent state licensing inspection report on file and available to parents upon request

Yes No N/A

Any outstanding deficiencies from the previous inspection — corrective action documented and resolved critical (required)

If no prior deficiencies exist, mark Yes and note 'N/A' in comments.

Yes No N/A

Staff Qualifications & Personnel Records

All staff have current, state-approved background checks (criminal history and child abuse/neglect registry) on file critical (required)

Yes No N/A

Director meets minimum education and experience qualifications required by state regulation critical (required)

Yes No N/A

All lead teachers/caregivers hold required credentials (e.g., CDA, AA/BA in ECE, or state-equivalent) — copies on file critical (required)

Yes No N/A

All staff have current CPR and First Aid certifications on file (pediatric CPR required for infant/toddler rooms) critical (required)

Yes No N/A

Number of staff with expiring CPR/First Aid certifications within the next 90 days

Enter 0 if all certifications are current. Any value above 0 requires a renewal plan.

Signed job descriptions, offer letters, and I-9 employment eligibility verifications on file for all current staff

Yes No N/A

Volunteer and contractor files include background checks and signed confidentiality agreements

Mark N/A in comments if no volunteers or contractors are used.

Yes No N/A

Staff health statements / tuberculosis (TB) screening documentation current and on file critical (required)

Yes No N/A

Staff-to-Child Ratios & Group Sizes

Infant room (0–12 months): current ratio meets or exceeds state minimum (commonly 1:3 or 1:4) critical (required)

Verify against your state's published ratio table. Document actual ratio in comments (e.g., '2 staff : 6 infants = 1:3').

Yes No N/A

Toddler room (13–35 months): current ratio meets or exceeds state minimum (commonly 1:4 or 1:5) critical (required)

Document actual ratio in comments.

Yes No N/A

Preschool room (3–5 years): current ratio meets or exceeds state minimum (commonly 1:8 to 1:10) critical (required)

Document actual ratio in comments.

Yes No N/A

School-age room (5+ years): current ratio meets or exceeds state minimum (commonly 1:12 to 1:15)

Mark N/A in comments if school-age care is not provided.

Yes No N/A

Maximum group size limits are not exceeded in any classroom at peak enrollment critical (required)

Yes No N/A

Ratio compliance is maintained during transitions, nap time, outdoor play, and field trips

Review staffing schedules and substitute coverage plans.

Yes No N/A

Children's Health Records & Immunization Files

Current immunization record on file for every enrolled child (state-approved form or equivalent) critical (required)

Yes No N/A

Number of children with incomplete or overdue immunizations (excluding documented medical/religious exemptions) critical (required)

Enter 0 if all records are current. Any value above 0 requires immediate corrective action before the licensing visit.

Immunization exemptions (medical or religious) are documented on the correct state form and filed

Mark N/A in comments if no exemptions exist.

Yes No N/A

Enrollment/admission form on file for each child (emergency contacts, authorized pick-up, allergies, physician information) critical (required)

Yes No N/A

Signed medication authorization forms on file for any child receiving prescription or OTC medication at the facility

Mark N/A if no medications are administered.

Yes No N/A

Allergy action plans (including EpiPen authorization if applicable) on file and posted in relevant classrooms critical (required)

Mark N/A if no enrolled children have documented allergies.

Yes No N/A

Children's health and immunization records stored securely with restricted access (FERPA/HIPAA-aligned practices)

Yes No N/A

Staff Training Hours & Professional Development

All staff have completed the state-required minimum annual training hours (verify against professional development registry or training logs) critical (required)

Yes No N/A

Number of staff who have NOT yet met the annual training hour requirement for the current license period

Mandatory training topics completed by all staff: child abuse recognition and reporting (mandated reporter training) critical (required)

Yes No N/A

Mandatory training topics completed by all staff: safe sleep practices (SIDS/infant safe sleep) — required for programs serving infants critical (required)

Mark N/A if no infants are enrolled.

Yes No N/A

Mandatory training topics completed by all staff: shaken baby syndrome / abusive head trauma prevention

Mark N/A if not required by your state.

Yes No N/A

Training certificates and completion records are filed in each staff member's personnel file or professional development portfolio

Yes No N/A

Director has completed required director-specific training or credential hours for the current renewal period critical (required)

Yes No N/A

Facility Safety — Fire, Emergency & NFPA Compliance

All fire extinguishers are mounted, accessible, fully charged, and bear a current annual inspection tag (NFPA 10) critical (required)

Yes No N/A

Photo evidence (optional)

All emergency exit doors open freely from the inside without a key or special knowledge; exit signs are illuminated (NFPA 101 §7.10) critical (required)

Yes No N/A

Evacuation routes are posted in every room, unobstructed, and lead to a designated outdoor assembly area critical (required)

Yes No N/A

Smoke detectors and carbon monoxide detectors are present, operational, and tested within the last 12 months critical (required)

Yes No N/A

Fire drill log documents at least the state-required number of drills in the past 12 months (commonly monthly or quarterly) critical (required)

Yes No N/A

Written Emergency Action Plan (EAP) is current, includes lockdown/shelter-in-place procedures, and has been reviewed with all staff (OSHA 29 CFR 1910.38) critical (required)

Yes No N/A

First aid kit is stocked, accessible, and inventoried within the past 6 months critical (required)

Yes No N/A

Hazardous materials (cleaning chemicals, sanitizers) are stored in locked cabinets inaccessible to children; Safety Data Sheets (SDS) are on file (OSHA 29 CFR 1910.1200 — Hazard Communication) critical (required)

Yes No N/A

Indoor & Outdoor Environment — Health and Safety

All indoor spaces meet minimum square footage per child as required by state regulation critical (required)

Yes No N/A

Handwashing sinks with soap and single-use towels are accessible in each classroom and restroom (OSHA 29 CFR 1910.141) critical (required)

Yes No N/A

Diaper changing surfaces are non-porous, sanitized between each use, and stocked with required supplies critical (required)

Mark N/A if no infants/toddlers are enrolled.

Yes No N/A

Infant sleep areas comply with safe sleep standards: firm, flat surfaces; no loose bedding, bumpers, or positioners (AAP Safe Sleep Guidelines) critical (required)

Mark N/A if no infants are enrolled.

Yes No N/A

Kitchen/food prep area meets food safety standards: food stored off floor, refrigerator temperature ≤ 41°F, no expired products (FDA Food Code 2022 §3-501.16) critical (required)

Yes No N/A

Refrigerator temperature in food storage/prep area

Acceptable range: 32°F–41°F per FDA Food Code 2022. Mark N/A in comments if no on-site food prep.

Outdoor play area is free of hazards: no broken equipment, standing water, exposed hardware, or gaps that could trap a child's head (ASTM F1487 playground safety standard) critical (required)

Yes No N/A

Photo evidence (optional)

Outdoor play area is enclosed with a secure fence and self-latching gate inaccessible to children critical (required)

Yes No N/A

Program Policies & Administrative Records

Current parent handbook is on file and includes all state-required policies (discipline, illness exclusion, medication, transportation, etc.)

Yes No N/A

Signed parent/guardian enrollment agreements on file for every currently enrolled child critical (required)

Yes No N/A

Attendance and sign-in/sign-out records are maintained daily and available for the past 12 months

Yes No N/A

Incident/injury reports for the past 12 months are logged, signed, and filed; parent notifications documented

Yes No N/A

Mandated reporter incident log (child abuse/neglect reports made to state hotline) is maintained and confidential critical (required)

Yes No N/A

Transportation records (vehicle inspection, driver licenses, car seat compliance) are current — if transportation is provided

Mark N/A in comments if the facility does not provide transportation.

Yes No N/A

Overall readiness assessment: are there any known open deficiencies or compliance gaps that have NOT been addressed in this checklist? critical (required)

Answer 'No' if no open gaps exist (this is the passing response). Answer 'Yes' if gaps remain and document them in comments.

Yes No N/A

Note (optional)

Director / Reviewer Signature

By signing, the reviewer attests that this readiness checklist was completed accurately and in good faith on the date recorded above.

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Run: State Childcare License Renewal Readiness Checklist

Inspection Details

Licensing Documents & Postings

Staff Qualifications & Personnel Records

Staff-to-Child Ratios & Group Sizes

Children's Health Records & Immunization Files

Staff Training Hours & Professional Development

Facility Safety — Fire, Emergency & NFPA Compliance

Indoor & Outdoor Environment — Health and Safety

Program Policies & Administrative Records

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