Pennsylvania Childcare Licensing Requirements: A Complete Guide

Overview: who regulates childcare in Pennsylvania?

In Pennsylvania, childcare facilities are regulated by the Department of Human Services (DHS), specifically through the Office of Child Development and Early Learning (OCDEL). OCDEL is responsible for setting standards, issuing Certificates of Compliance, conducting inspections, and enforcing regulations for all certified child care operations in the state.

Pennsylvania requires certification for any facility providing care to children. The regulations are organized by facility type, each covered by its own chapter of the Pennsylvania Code:

• Child Care Centers (Chapter 3270): A facility that is not the caregiver's home and provides care for seven or more children. This is the most common facility type for commercial childcare businesses and is the primary focus of this guide.

• Group Child Care Homes (Chapter 3280): A home-based facility that provides care for 7 to 12 children, including the operator's own children. Must meet specific standards for the home environment.

• Family Child Care Homes (Chapter 3290): A home-based operation that provides care for up to 6 children who are not related to the operator. Subject to a separate set of regulations with standards tailored to smaller, home-based settings.

How to obtain a Certificate of Compliance

In Pennsylvania, the childcare license is called a Certificate of Compliance. This certificate is issued by DHS through OCDEL and must be obtained before a child care center can legally operate. The application process typically takes several months.

1. 1

   Contact your regional OCDEL office

   Pennsylvania is divided into regional offices that handle certification. Your first step is to contact the regional office serving your area to request an application packet and learn about local requirements. Regional office contact information is available on the DHS website.

2. 2

   Submit your application and required documentation

   The application requires detailed information about your facility, staffing plan, policies, and organizational structure. You will also need to submit fire safety approval from your local fire department or the State Fire Marshal, and a building occupancy permit or approval from your municipality.

3. 3

   Complete all required background checks

   Pennsylvania requires three separate background clearances for all staff and volunteers before they can work with children. These must be completed and on file before your certificate can be issued (see the background checks section below for details).

4. 4

   Pass the initial inspection

   An OCDEL certification representative will conduct an on-site inspection to verify your facility meets all Chapter 3270 standards for space, safety, equipment, staffing, and documentation. Any deficiencies must be corrected before your certificate is issued.

5. 5

   Receive your Certificate of Compliance

   Once you have met all requirements and passed your inspection, DHS will issue your Certificate of Compliance. The certificate must be posted in a location visible to parents at your facility. Certificates are subject to annual renewal through ongoing inspections.

Pennsylvania staff-to-child ratio requirements

Pennsylvania sets specific staff-to-child ratios and maximum group sizes based on the ages of children in care. These ratios are defined in 55 Pa. Code Section 3270.51 and must be maintained at all times when children are in care, including during outdoor play and transitions. When children of different ages are grouped together, the ratio for the youngest child in the group applies.

These ratios are from 55 Pa. Code Chapter 3270 for child care centers. Always verify current ratios with DHS, as they may be updated periodically. For help planning your classroom staffing, try our ratio calculator.

Staff qualification and training requirements

Pennsylvania has detailed requirements for directors, group supervisors, and assistant group supervisors working in certified child care centers.

Director qualifications

Under 55 Pa. Code Section 3270.34, a director must be present at the facility a minimum of 30 hours per week and must meet one of the following qualification levels:

• Bachelor's degree in early childhood education, child development, special education, elementary education, or a human services field, plus 1 year of experience with children.

• Bachelor's degree in any field, including 30 credit hours in early childhood education, child development, special education, elementary education, or a human services field, plus 2 years of experience with children.

• Associate's degree from an accredited institution, including 30 credit hours in early childhood education, child development, special education, elementary education, or a human services field, plus 4 years of experience with children.

A Child Development Associate (CDA) credential or Certified Childcare Professional (CCP) credential is equivalent to 9 college credit hours in early childhood education and 1 year of experience with children.

Staff training requirements

• Minimum age: Staff persons who provide direct care to children must be at least 18 years of age. Aides and volunteers must be at least 16 years of age and work under direct supervision.

• Pre-service training: All child care staff must complete pre-service training within 90 days of hire. This training covers health and safety topics mandated by DHS.

• Annual training: Each staff person must complete a minimum of 12 clock hours of child care training annually. Training must cover topics relevant to the age group served, including child development, health and safety, and guidance techniques.

• CPR and First Aid: At least one staff person with current certification in pediatric first aid and CPR must be present at all times when children are in care.

• Fire safety training: A staff person trained in fire safety by a fire protection professional must be present at the facility during all hours of operation.

Background check requirements

Pennsylvania requires three separate background clearances under the Child Protective Services Law (CPSL) for all individuals who will have contact with children in a child care facility. All three clearances must be completed and on file before a person begins working with children.

• Pennsylvania State Police Criminal History Check: A criminal record check conducted through the Pennsylvania State Police. This can be requested online through the Pennsylvania Access to Criminal History (PATCH) system.

• Pennsylvania Child Abuse History Clearance (ChildLine): A check of the statewide child abuse registry, administered through ChildLine, which is operated by DHS. This clearance verifies that the individual has no founded reports of child abuse.

• FBI Criminal History Background Check: A fingerprint-based federal criminal background check processed through the FBI. Pennsylvania contracts with IDEMIA (IdentoGo) for digital fingerprinting. Applicants must use a DHS-specific service code when registering for fingerprinting; an FBI check obtained through another department or entity is not accepted for DHS purposes.

• Who must be checked: All directors, staff persons, volunteers, and any individual who will have direct contact with children. For home-based operations, all household members age 18 and older must also obtain clearances.

• Renewal: All three clearances must be renewed at a minimum of every 60 months (5 years) from the date of the most recent clearance.

Physical space and facility requirements

Your physical space must meet Chapter 3270 standards before a Certificate of Compliance can be issued. Key requirements include:

• Indoor space: A minimum of 40 square feet of indoor child care space per child (55 Pa. Code Section 3270.61). This measurement includes space occupied by furniture and equipment but excludes hallways, bathrooms, offices, kitchens, and locker rooms.

• Outdoor or indoor play space: A minimum of 65 square feet of play space per child (Section 3270.62). For infants, the minimum is 40 square feet, and for young or older toddlers, the minimum is 50 square feet. Outdoor play areas must be fenced and free from hazards.

• Age-appropriate equipment: All furniture, cribs, and play equipment must be safe, in good repair, and appropriate for the ages of children enrolled. Cribs must meet current Consumer Product Safety Commission (CPSC) standards.

• Fire safety: Facilities must have fire safety approval from the local fire department or the State Fire Marshal. Working smoke detectors and fire extinguishers are required. Monthly fire drills must be conducted and documented.

• Building approval: A certificate of occupancy or equivalent approval from the local municipality must be obtained before the facility can operate. The space must be approved for use as a child care facility.

Health and safety requirements

Chapter 3270 includes detailed health and safety requirements that certified child care centers must follow at all times.

• Immunization records: Up-to-date immunization records are required for all enrolled children. A child's health report, including immunization records, must be on file within 60 days of enrollment and updated annually.

• Medication administration: Medications may only be administered with written parent authorization. Staff must document all medication administration, including the medication name, dosage, time given, and the name of the staff person who administered it.

• Handwashing: Proper handwashing procedures must be followed by both staff and children, including before and after meals, after diaper changes, after using the restroom, and after outdoor play.

• Safe sleep practices: For infants, Pennsylvania requires adherence to safe sleep guidelines. Infants must be placed on their backs to sleep in approved cribs with firm mattresses. No soft bedding, pillows, bumper pads, or toys are allowed in the crib.

• Emergency procedures: Written emergency plans must be posted and practiced regularly, covering fire, severe weather, medical emergencies, and other crises. Parents must be notified promptly of any emergency that affects their child.

• Communicable disease reporting: Centers must have procedures for managing and reporting communicable diseases. Children with certain contagious illnesses must be excluded from care until they are no longer contagious.

DHS inspections and compliance

Once your Certificate of Compliance is issued, your facility will be subject to ongoing monitoring by OCDEL certification representatives.

• Annual unannounced inspections: OCDEL conducts unannounced inspections of certified child care centers at least once per year during normal operating hours. These inspections can cover any aspect of your operation, from ratios and records to facility safety and food handling.

• Public inspection results: Inspection reports, including any regulatory non-compliance citations, are public record. Parents can look up any certified facility's inspection history on the DHS website.

• Corrective action: If regulatory non-compliance is found during an inspection, the facility must correct the issues within the timeframe specified by DHS. The timeframe depends on the severity of the violation.

• Enforcement actions: Repeated or serious violations can result in a provisional Certificate of Compliance, certificate revocation, or other enforcement actions. Violations that pose an immediate risk to children can result in emergency action by DHS.

Record-keeping requirements

Pennsylvania regulations require child care centers to maintain detailed records that are available for review during inspections. Organized record-keeping is one of the most important factors in maintaining compliance.

• Attendance records: Daily attendance records with arrival and departure times for each child must be maintained and kept on file.

• Child files: A complete file for each child must include enrollment information, emergency contacts, authorized pickup persons, health reports, immunization records, allergy information, and signed parent agreements.

• Staff files: Personnel files for each employee must include background clearances, training documentation, certifications, health assessments, and employment history.

• Incident reports: Written documentation of any injuries, accidents, or unusual incidents, including details of what happened and what actions were taken.

• Fire drill logs: Documentation of all fire drills, including the date, time, number of children and staff present, and evacuation time.

Keystone STARS: Pennsylvania's quality rating system

Keystone STARS is Pennsylvania's Quality Rating and Improvement System (QRIS), administered by OCDEL. While not required for basic licensing, Keystone STARS is a voluntary program that recognizes child care providers who exceed minimum regulatory standards.

• Four-level rating: Programs earn a STAR 1 through STAR 4 rating by meeting research-based performance standards. STAR 1 represents a program that meets basic quality standards above and beyond regulatory requirements, while STAR 4 represents the highest level of quality.

• Four quality areas: Programs are evaluated in four areas: staff qualifications and professional development, learning environment (child observation, curriculum, classroom environment), partnerships with families and the community, and leadership and management (business practices).

• Benefits of participation: Keystone STARS programs may receive grants, awards, professional development opportunities, and technical assistance. Providers also receive one-on-one support from a Keystone STARS mentor to help them advance through the STAR levels.

• Subsidy reimbursement: Programs with higher STAR ratings may be eligible for increased child care subsidy reimbursement rates, providing a financial incentive for quality improvement.

Resources

Here are key resources for Pennsylvania childcare providers:

• DHS Office of Child Development and Early Learning (OCDEL): The official state agency for childcare regulation. Visit pa.gov/agencies/dhs for regulations, application forms, and inspection lookup tools.

• Pennsylvania Key: The statewide intermediary organization for Keystone STARS, professional development, and quality improvement resources for child care providers. Available at pakeys.org.

• Early Learning Resource Centers (ELRCs): Pennsylvania has regional ELRCs that provide support to child care providers, including help with Keystone STARS enrollment, professional development, and child care subsidy administration.

• Chapter 3270 regulations: The full text of child care center regulations is available at pacodeandbulletin.gov under Title 55, Part V, Subpart D, Article I, Chapter 3270.