| Types of Regulated Child Care in New York State |
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Licensing Forms
This page provides information and links to forms that are both required for Registered and Licensed child care businesses and some additional useful forms developed by the Child Development Council. Links to Word and PDF documents in English and Spanish are included where available. Use the OCFS website to obtain the most up-to-date version of forms. If you have trouble finding a form, please contact your registrar. Additional forms on this page were developed by the Child Development Council.
Required to Post
- Emergency exit maps (post in two places)
There is a page in the licensing application to create this sketch.
Exit maps can also be created on a separate sheet.
Must be posted conspicuously.
- Child Care Program License from OCFS
- OCFS Complaint number
- COVID-19 Health Plan
- Employment posters, pay and disability notices
The following items should also be readily available:
- Current copy of OCFS regulations for the modality of your program
- Emergency drill records (see required provider forms below)
- Diapering, handwashing and other program procedures
- Daily Schedule
- CACFP Environmental posters/meal portions
Please note: Allergy information must be available to staff, but kept in a confidential place (inside the cupboard door works!)
Provider Records
Required Provider Forms
- Child Care Attendance Sheet, includes health check, 5 weekdays – LDSS-4443
(Word)
NOTE: If you accept DSS subsidy payments for child care there will be a sign in sheet that will also need to be completed by each family enrolled for the subsidy.
- Child Care Attendance Sheet, includes health check, 7 days – OCFS-6027
(Word)
NOTE: If you accept DSS subsidy payments for child care there will be a sign in sheet that will also need to be completed by each family enrolled for the subsidy.
- Caregiver, Employee, Volunteer Attendance – OCFS-6008
(Word)
- Provider Notification of Licensing or Registration to Fire and Police or Sheriff Departments – OCFS-4939
(Word)
- Notificacion del Proveedor(a) de Cuidado Infantil a los Departamentos de Bomberos y de la Policia sobre su Licencia o Registro – OCFS-4939-S
(Word)
- Record of Evacuation Drills (Fire Drills)(1 per month) – LDSS-4439
(Word)
- Record of Shelter-in-Place Drills (2 per year) – OCFS-6007
(Word)
Registro de Simulacros de Refugio en el Lugar del Programa – OCFS-6007-S
(Word)
- Visitor Log – OCFS-6009
(Word)
Registro de Visitantes – OCFS-6009-S
(Word)
- Sample Visitor Policy – Council Form
(Word)
- Covid-19 Health Screening Attestation – OCFS-6040
(Word)(PDF)
Atestación de Examen de Salud para Detectar el COVID-19 – OCFS-6040-S
(Word)(PDF)
- Important Numbers
(Requirement is to have this information readily available)
Child Abuse Hotline 1-800-342-3720
– Reports of suspected child abuse or maltreatment should be made immediately to
the New York Statewide Central Register of Child Abuse and Maltreatment. This
hotline operates 24/7/365. To learn what making a report entails, visit the OCFS
Prevent and Report Child Abuse page.
Syracuse Regional Office (SRO)
315-423-1202
– Regional office information must be made available to parents
- Incident Report for Child Day Care – OCFS-4436
(Word)
Informe de un Incidente de Cuidado Diurno Infantil – OCFS-4436-S
(Word)
Child Files
Required Enrollment Paperwork
Child forms must be available to your licensor, if/when requested. If you are using child care management software, check in with your licensor to verify if it is necessary to maintain a paper copy as well.
- Day Care Registration (Also known as the “Blue Card” or “Emergency Card” – OCFS-0792
This form contains emergency contact information and authorization for medical treatment. This form must have a parent signature and should be verified at least bi-annually. Keep two copies: one in the child’s file and one with your emergency bag/supplies.
(Word)(PDF)
- Consent for Emergency Treatment of Minors – Council Form
(Word)
- Non-Medication Consent Form – OCFS-6010
(Word)
Parental Permission to Apply Over-the-Counter Topical Ointments –
Council Form (Word)
- Transportation Plan – Child Day Care Programs – OCFS-6020
(Word)
Plan de Transportación – Programas de Cuidado Diurno Infantil – OCFS-6020-S
(Word)
- Transportation Consent Form – OCFS-6013
(Word)
Formulario de Consentimiento de Transportación – OCFS-6013-S
(Word)
- Child in Child Care Medical Statement – OCFS- LDSS-4433 (includes immunization record)
(Word)
Declaración Médica de un Niño(a) en Cuidado Infantil – OCFS-LDSS-4433-S (incluye registro de vacunación)
(Word)
- 2021-2022 Recommended Immunization Schedule
(PDF)(from https://www.health.ny.gov/)
- Notification of a Firearm, Shotgun, Rifle or Ammunition on the Premises of the Child Day Care Home – OCFS-6006 (required only if thre are firearms on site, FDC/GFDC)
(Word)
Notificación de un Arma de Fuego, Escopeta, Rifle o Munición en el Establecimiento de Cuidado Diurno Infantil – OCFS-6006-S
(Word)
- Napping Agreement – Council Form
Not for school-aged children unless child regularly naps during time in care.
(Word)
- Permission to Supervise Sleeping Child with Baby Monitor – Council Form
(Not for school-aged children, unless child regularly naps during the time in care)
(Word)
- Feeding agreement (Infant)
(Word)(Council form)
- Indirect Supervision of School-Age Children
(Word)(Council form)
Additional Child Forms
- About the Child
(Word)(PDF)(Council Form)
- Incident Report for Child Day Care – OCFS-4436
(Word)
Informe de un Incidente de Cuidado Diurno Infantil – OCFS-4436-S
(Word)
Staff and Employee Records
Although staffing requirements are much lower than a child care center not run out of a home, you will likely not be able to do everything on your own. Your licensing or government frameworks may require a certain teacher-to-child ratio. Plus, with all of the other administrative duties, meal prep and cleaning, it can be a lot to manage as one person.11
Working at a home daycare can mean wearing many different hats in terms of responsibilities. Figure out what you enjoy most about being a child care provider and focus on those duties, then get help for the other things that need attention.
When looking for employees, focus on candidates who are clearly passionate about child care. It can be demanding and low-paying work, so those who love what they do will be your greatest assets.
Personnel Forms
Employment Forms
- Required Employment Forms and Clearance List Packet – OCFS-6000
(PDF)
Paquete – Formularios Requeridos y Lista Para la Verificación de Antecedentes – OCFS-6000-S
(PDF)
Training Forms
- Individual Training Tracking Form for Child Day Care Personnel – OCFS-4880
(Must also maintain copies of certificates)(Word)
Formulario de Seguimiento Individual de Capacitación – OCFS-4880-S
(Word)
- Child Day Care Program Training Tracking Chart – OCFS-4879
(Word)
- Hoja Para Registrar La Capacitacion Del Personal Eni Un Programa De Cuidado Diurno – OCFS-4879-S
(Word)(PDF)
- Online Training that is Pre-Approved to Meet OCFS Requirements at ecetp.pdp.albany.edu/elearn_catalog.shtm (no charge courses)
www.ecetp.pdp.albany.edu/distance.aspx (Look for “APPROVED” courses. This resource includes some courses that may have a fee and some that are “NOT APPROVED” or have not been reviewed and cannot count towards OCFS training requirements, when in doubt, ask your Licensor!)
- Aspire Registry
Site for maintaining professional records.
Employee Handbook
Employee handbooks, like family handbooks, are a place to collect staff policies and procedures as well as program information, policies and procedures. In their human resources section, the NY Early Learning Hub has numerous resources to help you with staff hiring, an employee orientation toolkit and more. If you are not able to access their resources, we can share specific items with you – contact our office for any of the following in either English or Spanish:
- Employee Handbook Template
- Absences
- Acknowledgement & Release Form
- Americans with Disabilities Act
- Anti-Harassment & Non-Discrimination
- At-Will Employment
- Breaks & Lunch for Hourly Staff
- Computer Use
- Confidential, Proprietary & Other Nonpublic Information
- Electronic Communication
- Emergency Conditions
- Employment Classification
- Equal Employment Opportunity
- Errors in Pay
- Ethics
- Expense Reimbursement
- Holidays
- Immunizations
- Insurance
- Introductory Period
- Leave Provisions
- Open Communication
- Outside Employment
- Overtime
- Payroll Deductions
- Performance Evaluation
- Personal Appearance
- Personal Data Changes
- Personal Relationships
- Phone & Cell Phone Usage
- Political Activity
- Recordkeeping
- Resignation
- Retirement Plan
- Sick Time
- Smoking
- Social Media
- Substance-Free Workplace
- Vacation
- Whistleblower Protection Policy
- Work Schedules
- Workers’ Compensation Insurance
- Workweek & Payroll
License Renewal Forms
- Emergency Plan G/FDC and Legally Exempt Informal Child Care – OCFS-6011
(Word)
Plan de Emergencia para Cuidado Diurno Familiar, Cuidado Diurno Familiar Grupal y Cuiddado Infantil Informal Legalmente Exento – OCFS-6011-S
(Word)
- Environmental Hazards Guidance Sheet – OCFS-LDSS-7040
(Word)
- Environmental Hazards Statement – Directions – OCFS-LDSS-7041
(Word)
- Environmental Hazard Information from Parts I and II – OCFS-LDSS7042
(Word)
- Fuel Burning System Inspection – OCFS 4926
(Word)
- Plan for Behavior Management – OCFS-6018
(Word)
- Provider Notification of Licensing or Registration to Fire and Police or Sheriff Departments – OCFS-4939
(Word)
Notificacion del Proveedor(a) de Cuidado Infantil a los Departamentos de Bomberos y de la Policia sobre su Licencia o Registro – OCFS-4939-S
(Word)
- References – OCFS-6003
(Word)
Referencias-Programas de Cuidado Diurno Infantil – OCFS-6003-S
(Word)
- Report of Water Supply Testing – OCFS-6014
(Word)
- Schedule of Daily Program Activities-Child Care Programs – LDSS-4440
(Word)
- Emergency Plan G/FDC and Legally Exempt Informal Child Care – OCFS-6011
(Word)
Plan de Emergencia para Cuidado Diurno Familiar, Cuidado Diurno Familiar Grupal y Cuiddado Infantil Informal Legalmente Exento – OCFS-6011-S
(Word)
Medication Administration
Center and School-Age programs all offer medication administration for children in their care, but for home-based providers it is a choice. When a program is certified to administer medication, they are issued a new license and the program must abide by the policies and reporting guidelines of the Medication Administration Training. Programs that administer medication must have a health care plan completed and signed off for by a health consultant. Contact us to find out who we know that serves as a child care program health consultants and to learn if there is any funding available to help cover costs. Child care businesses must provide any medication, treatment or remedy as required under the provisions of the American’s with Disabilities Act (ADA). All medications that are administered must be administered by trained staff members and documented and available for inspection upon request by health care consultants and licensing regulators.
- Medication Consent Form OCFS-LDSS-7002
(Word)
Formulario de Consentimiento para Medicamentos – LDSS-7002-S
(Word)
- Verbal Medication Consent Form and Log of Administration – OCFS-LDSS-7003
(Word)
Formulario de Consentimiento Verbal y Administración del Registro – LDSS-7003-S
(Word)
- Log of Medication Administration – LSDSS-7004
(Word)
Registro de Administración de Medicamentos – LDSS-7004-S
(Word)
- Medication Error Report Form – LDSS-7005
(Word)
Formulario de Informe de Error de Medicacion – LDSS-7005-S
(Word)
- Health Care Plan FDC-GFDC-SDCC – OCFS-LDSS-7021
(Word)(PDF)
Plan de Atención Médica-Cuidado Diurno Familiar, Cuidado Diurno Familiar Grupal, Centro Pequeño de Cuidado Infantil
(Word)(PDF)
- Health Care Plan Child Care Centers – OCFS-LDSS-7020
(Word)(PDF)
Child and Adult Care Food Program (CACFP)
CACFP forms are available for your convenience. If you’d prefer to have printed copies mailed to you, or brought at your next site visit, be sure to request them from one of our CACFP Specialists.
CACFP Forms to Print
CACFP Fillable Forms
Additional Forms and Information
- Child Care Regulations – OCFS site
- Individual Allergy and Anaphylaxis Emergency Plan – OCFS-6029
(Word)(PDF)
Plan de Emergencia Individual para Alergias y Anafilaxia – OCFS-6029-S
(Word)(PDF)
- Inspection Paperwork Checklist – Council Form
(Word)(PDF)
- Pesticide Application Notification – Council Form
(Word)(PDF)
- Request for Waiver – OCFS-4887
(Word)
Solicitud de Exención o Dispensación – OCFS-4887-S
(Word)(PDF)
- Report of Death of Child in Child Care – OCFS-4890
(Word)
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