Hawaii Childcare Licensing Requirements: A Complete Guide

Overview: who regulates childcare in Hawaii?

In Hawaii, childcare licensing is administered by the Department of Human Services (DHS), through its Benefit, Employment and Support Services Division (BESSD). The Child Care Licensing Unit within BESSD is responsible for setting standards, processing applications, conducting inspections, and enforcing compliance for all regulated childcare operations in the state.

Hawaii requires a license or registration for any person who provides care for more than two children who are not related by blood, marriage, or adoption. The type of license or registration you need depends on the ages of children served, the number of children, and the setting:

• Group Child Care Center (GCC): A facility that provides care for children aged two years (24 months) and older. Group child care centers are regulated under Hawaii Administrative Rules Chapter 17-892.1. This is the most common license type for commercial childcare businesses serving preschool and school-age children.

• Group Child Care Home (GCH): A home-based operation licensed to provide care for seven to twelve children aged two years and older. Group child care homes are also regulated under Chapter 17-892.1 but have specific requirements tailored to a home setting.

• Infant and Toddler Child Care Center (IT): A center-based facility licensed to provide care for children from six weeks through thirty-six months of age. These centers are regulated under a separate set of rules in Chapter 17-895. Because of the specialized needs of very young children, staffing ratios and requirements are stricter.

• Before and After School Child Care Facility (BAS): A facility that provides care for school-age children before and after school hours. These are regulated under Chapter 17-896.

• Registered Family Child Care Home (FCCH): A private home that provides care for three to six unrelated children at any given time during any part of a twenty-four hour day. Family child care homes are registered (not licensed) under Chapter 17-891.1 and have their own set of requirements.

How to apply for a Hawaii childcare license

The application process varies slightly depending on whether you are applying for a center license or a family child care home registration. Here is the general process for center-based licenses (GCC, IT, and BAS):

1. 1

   Contact the DHS Child Care Licensing Unit

   Begin by contacting the Child Care Licensing Unit within the Benefit, Employment and Support Services Division. Staff can provide guidance on which license type applies to your situation and what documentation you will need to gather.

2. 2

   Submit your application and supporting documents

   Complete the required application forms available on the DHS website. You will need to provide information about your facility, staffing plan, floor plan, and organizational structure. Supporting documents include evidence of zoning approval, liability insurance, and health and safety documentation.

3. 3

   Complete background checks

   All applicants must complete a child abuse and neglect history check and a criminal history check using form DHS-948 (Authorization for Background Check and to Release Information). Background checks must return satisfactory results before the licensing process can proceed.

4. 4

   Pass the licensing inspection

   Upon receipt of your completed application and satisfactory background check results, a Child Care Licensing Worker will be assigned to conduct an on-site inspection of your entire facility. The worker will review compliance with all applicable licensing rules, including space, safety, equipment, and documentation requirements.

5. 5

   Receive your license

   Once you are determined to be in full compliance with all licensing rules, DHS will issue your childcare license. The license must be posted in a location visible to parents at your facility.

For registered family child care homes (FCCH), the process is similar but uses different forms (DHS 982 and DHS 983). Providers must also submit medical reports and TB clearances for all household members.

Hawaii staff-to-child ratio requirements

Hawaii sets specific staff-to-child ratios based on the ages of children in care. The ratios differ between group child care centers (children 2 years and older) and infant and toddler centers (children 6 weeks to 36 months). These ratios must be maintained at all times during the operational day.

Group Child Care Centers (ages 2 and older)

Under HAR Section 17-892.1-18, children in group child care centers are grouped into units by age. One teacher is required for the first unit, with additional assistant teachers and aides required as enrollment increases.

Infant and Toddler Centers (6 weeks to 36 months)

Infant and toddler centers operate under stricter ratios defined in Chapter 17-895. Ratios vary by age and group size. In mixed-age groups, the ratio for the youngest child in the group applies.

Family Child Care Homes

Registered family child care homes may care for a maximum of six unrelated children at any one time. Of those six, no more than two may be under 18 months of age. If there is additional help present, up to four children under 18 months may be cared for at one time.

Exact ratios depend on group size and age mix. Always verify current ratios with DHS, as they may be updated. For help planning your classroom staffing, try our ratio calculator.

Staff qualification requirements

Hawaii has specific education and experience requirements for directors, teachers, and caregivers working in licensed childcare facilities.

• Director qualifications: Directors of licensed child care centers must be at least 18 years old and hold a bachelor's degree. While the degree does not need to be in child development specifically, directors must have completed a minimum of 30 semester hours of coursework in child development or a related field. Directors of preschool centers must also demonstrate at least two years of experience working with children.

• Caregiver minimum age: All caregivers and staff in a licensed child care facility must be at least 18 years old.

• Early Childhood Registry: Hawaii DHS requires all employees and prospective employees at licensed Group Child Care Centers, Group Child Care Homes, and Infant and Toddler Child Care Centers to register with the DHS Early Childhood Registry, administered by PATCH (People Attentive to Children). Registration helps track qualifications and training completion.

• Background checks: All staff must pass a criminal history check and a child abuse and neglect registry check through DHS (form DHS-948). Background checks must return satisfactory results before a person has direct contact with children.

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

• Safe sleep training: All employees at registered Family Child Care Homes, Infant and Toddler Centers, and Group Child Care Homes licensed to care for children under one year of age must complete DHS-approved safe sleep training upon hire and again annually.

• Health clearances: All staff must provide evidence of a satisfactory physical examination and tuberculosis (TB) clearance before working with children.

Facility requirements

Your physical space must meet Hawaii's standards before a license can be issued. Key facility requirements include:

• Indoor space: A minimum of 35 square feet of unencumbered instructional or play area per child in group child care centers and group child care homes. In rooms used for sleeping, a minimum of 50 square feet per child is required.

• Outdoor space: For infant and toddler centers, a minimum of 75 square feet of outdoor play space per child is required. Outdoor areas must be safely enclosed and free of hazards, with age-appropriate equipment.

• 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 safety standards.

• Fire safety: Working smoke detectors and fire extinguishers must be installed and maintained. Fire drills must be conducted and documented regularly. Your facility must have a posted evacuation plan and comply with local fire codes.

• Zoning and building compliance: Your facility must meet local zoning requirements and building codes. You may need to obtain zoning approval or a use permit from your county before applying for a childcare license.

• Health and sanitation: The facility must meet health and sanitation standards, including proper food preparation areas, diaper changing stations, handwashing facilities, and general cleanliness. Your facility will be inspected for these standards during the licensing visit.

Background check requirements

Hawaii requires comprehensive background checks for anyone involved in providing childcare. These checks must be completed before a person has unsupervised access to children.

• Who must be checked: All directors, teachers, aides, substitutes, volunteers with unsupervised access, and any person regularly present at the facility during operating hours. For family child care homes, all household members must also be checked.

• Criminal history check: A criminal history check is required for all covered individuals. The check is authorized through form DHS-948.

• Child abuse and neglect registry: DHS checks the child abuse and neglect registry and the adult perpetrator registry for all covered individuals.

• Employment history: Applicants must complete an employment history form (DHS 959) and a self-certification of employment form (DHS 959A) as part of the background screening process.

• Timing: Background checks must return satisfactory results before the licensing process can proceed and before a person has direct contact with children in care.

Health and safety requirements

Hawaii's licensing rules include detailed health and safety requirements that licensed operations must follow every day.

• Immunization records: Up-to-date immunization records are required for all enrolled children. Records must be on file and available for review during inspections.

• Medical reports: Staff and household members (for home-based care) must provide satisfactory physical examination results and tuberculosis (TB) clearances. For enrolled children, comparable medical documentation including immunization records and physical exam results is required.

• Safe sleep practices: For infants, Hawaii requires adherence to safe sleep guidelines. Staff at infant and toddler centers and family child care homes must complete DHS-approved safe sleep training upon hire and annually thereafter. At no time may there be more than two children under three months of age in any single group.

• Medication administration: Medications may only be administered with written parent authorization. All medication administration must be documented, including the medication name, dosage, time given, and the staff member 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.

• Emergency procedures: Written emergency procedures must be posted and practiced regularly. Hawaii's island geography means providers should also have plans for natural disasters, including tsunamis, hurricanes, and volcanic events, in addition to standard fire and medical emergency procedures.

Record-keeping requirements

Hawaii licensing requires childcare operations to maintain detailed records that are available for review during inspections. Keeping these records organized and current is essential to staying in compliance.

• Attendance records: Daily sign-in and sign-out records for every child, with the time recorded for each entry. These records must be retained and available for inspection.

• Child enrollment records: Complete enrollment information for each child, including emergency contacts, authorized pickup persons, medical information, allergies, and immunization records.

• Staff records: Personnel files for every employee, including background check results, Early Childhood Registry enrollment, training documentation, health clearances, and employment history.

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

• Fire drill logs: Documentation of every fire drill and emergency drill conducted, including the date, time, and number of children and staff present.

PATCH and the Quality Rating and Improvement System (QRIS)

PATCH (People Attentive to Children) is a key organization in Hawaii's childcare ecosystem. PATCH serves as the state's child care resource and referral agency and plays a central role in workforce development, training, and quality improvement for childcare providers across all islands.

• Early Childhood Registry: DHS requires all employees at licensed centers to register with the Early Childhood Registry, which is administered by PATCH. The registry tracks each worker's qualifications, education, and training completion.

• QRIS Pilot: Hawaii launched a Quality Rating and Improvement System (QRIS) pilot in 2012 for DHS-licensed family child care homes, group child care centers, and infant and toddler centers. The QRIS is funded by DHS and administered by the University of Hawaii Center on the Family, in partnership with PATCH, Honolulu Community College, and the Hawaii Association for the Education of Young Children.

• Quality improvement grants: Center-based programs participating in the QRIS may be eligible for quality improvement grants to support higher standards of care. These grants have been funded through private partners including the Samuel N. and Mary Castle Foundation.

• Training and support: PATCH provides training resources, professional development opportunities, and technical assistance for childcare providers throughout Hawaii. Contact PATCH for information about available training and how to meet your continuing education requirements.

Inspections and compliance

Once licensed, your operation will be subject to ongoing monitoring by the DHS Child Care Licensing Unit.

• Licensing inspections: DHS conducts inspections of licensed childcare operations to verify ongoing compliance with all applicable rules. Inspections may be unannounced and can cover any aspect of your operation, including staffing ratios, safety, sanitation, documentation, and record-keeping.

• Corrective action: If deficiencies are found during an inspection, the operation will be given a specified timeframe to correct the issues. The timeframe depends on the severity of the deficiency.

• Adverse actions: Repeated or serious violations can result in adverse actions, including probation, license suspension, or license revocation. Violations that pose an immediate threat to children's safety can result in emergency action.

• License renewal: Childcare licenses in Hawaii must be renewed periodically. The renewal process includes a review of your compliance history, updated background checks, and a facility inspection.

Resources

Here are key resources for Hawaii childcare providers:

• Hawaii DHS Child Care Licensing: The official state agency website for childcare licensing, including application forms, licensing rules, and contact information for the Child Care Licensing Unit (humanservices.hawaii.gov).

• PATCH (People Attentive to Children): Hawaii's child care resource and referral agency. PATCH provides training, technical assistance, referral services, and administers the DHS Early Childhood Registry (patchhawaii.org).

• Hawaii Administrative Rules Title 17: The full text of Hawaii's childcare licensing regulations, organized by facility type: Chapter 891.1 (Family Child Care Homes), Chapter 892.1 (Group Child Care Centers and Homes), Chapter 895 (Infant and Toddler Centers), and Chapter 896 (Before and After School Facilities).

• Hawaii Association for the Education of Young Children (HAEYC): The state affiliate of NAEYC, providing professional development and advocacy for early childhood educators in Hawaii.