Oklahoma Childcare Licensing Requirements: A Complete Guide

Overview: who regulates childcare in Oklahoma?

In Oklahoma, childcare licensing is administered by the Oklahoma Department of Human Services (OKDHS), specifically through its Child Care Services (CCS) division. CCS is responsible for setting licensing standards, processing applications, conducting monitoring visits, and enforcing compliance for all regulated childcare operations in the state. The program is authorized under the Oklahoma Child Care Facilities Licensing Act (10 O.S., Section 401-410), which was enacted in 1963.

Oklahoma requires licensing for several types of childcare operations. The type of license or permit you need depends on the size, setting, and hours of your program:

• Child Care Center: A facility that operates 30 or more hours per week and provides care and supervision for children. This is the most common license type for commercial childcare businesses in Oklahoma.

• Family Child Care Home: A home-based operation that provides care and supervision for up to seven children, including the caregiver's own children. When only one caregiver is present, no more than two of those children may be younger than 2 years of age.

• Large Child Care Home: A home-based operation that provides care and supervision for 8 to 12 children. Large homes may have more than one caregiver and must meet additional standards beyond those for family child care homes.

• Other program types: Oklahoma also licenses day camps, drop-in programs, out-of-school time programs, part-day programs, and programs for sick children. Each has its own set of requirements under OKDHS regulations.

How to apply for an Oklahoma childcare license

The Oklahoma childcare licensing application process involves several steps. Plan for the process to take several weeks to several months, depending on how quickly you can meet all requirements.

1. 1

   Contact your local OKDHS licensing specialist

   Begin by contacting the DHS office in the county where your center will be located. The county office will provide the name and contact information for the licensing specialist serving your area. This specialist will guide you through the entire process.

2. 2

   Complete the application and required documentation

   Work with your licensing specialist to complete the application. You will need to provide documentation including copies of staff qualifications, identification forms, proof of liability insurance (unless an exception under the Oklahoma Child Care Facilities Licensing Act applies), and your application fee, which can be paid by check, money order, or credit card.

3. 3

   Complete background checks for all required personnel

   Background investigations are required for all owners, responsible entities, personnel applicants, and individuals who will have unsupervised access to children. These must be completed before authorization to operate or before the individual has access to children.

4. 4

   Pass the licensing monitoring visit

   A licensing specialist will conduct an on-site monitoring visit to verify that your facility meets all requirements for space, safety, equipment, and documentation. Your application must show documentation that your center meets all requirements before a license can be issued.

5. 5

   Receive your license and initial star rating

   Once your permit or license has been approved by both the licensing supervisor and the OKDHS Child Care Services State Office, your program will automatically receive a one-star rating under Oklahoma's Quality Rating and Improvement System (QRIS). You can then complete a Stars application to begin meeting criteria for a higher star level.

Oklahoma staff-to-child ratio requirements

Oklahoma sets specific staff-to-child ratios and maximum group sizes based on the ages of children in care. These requirements are defined in the Oklahoma Administrative Code (OAC) Title 340, Appendix GG, and must be maintained at all times. Only teaching personnel count toward ratios unless requirements specifically state otherwise, and a notice of staff-child ratios and group size must be posted in every room where children are in care.

For help planning your classroom staffing, try our ratio calculator.

Staff qualification and training requirements

Oklahoma has specific requirements for directors and teaching personnel working in licensed childcare programs. These requirements are outlined in OAC 340:110 and the OKDHS Director's Credential system.

• Director qualifications: Directors must meet education and experience requirements that vary by the level of the Oklahoma Director's Credential they hold (Bronze, Silver, or Gold). At the Bronze level, directors can meet the administration and management requirement by earning an approved credential such as the National Administrator Credential (NAC), completing 3 credit hours of approved coursework, or completing 30 hours of approved administration and management training through the Oklahoma Professional Development Registry.

• Director annual training: Directors are required to complete 20 clock hours of Tier I or higher training per employment year, such as professional conferences or coursework from an accredited college, university, or vocational program. No more than 6 clock hours of informal professional development may count toward annual renewal hours for the Director's Credential.

• Entry-level staff training: Prior to or within three months of employment, staff counted toward meeting staff-child ratios must participate in a Tier II entry-level training course that provides at least 20 hours of training. This training covers child development, health and safety, and other topics required by OKDHS.

• CPR and First Aid: Pediatric first aid and CPR certification is required for caregivers. At least one person with current certification must be present at all times when children are in care.

• Child abuse and neglect training: All personnel must be trained in child abuse and neglect definition, identification, and mandatory reporting as part of the health and safety requirements monitored by Child Care Services.

• CDA credential: A Child Development Associate (CDA) credential meets the early childhood education training requirement for Bronze and Silver level Oklahoma Director's Credentials, and can be a pathway to meeting teaching personnel qualifications.

Facility and space requirements

Your physical space must meet Oklahoma licensing standards before a license can be issued. These requirements are defined in OAC 340:110-3-301 and related sections.

• Indoor space: A minimum of 35 square feet of indoor play space per child for centers opened or expanded after July 2, 1970. This excludes hallways, bathrooms, kitchens, and space not intended for children's use. For rooms occupied only by infants in spaces not previously licensed for child care after January 1, 2005, the requirement increases to 40 square feet per infant.

• Outdoor space (23 or fewer children): When the licensed capacity is for 23 or fewer children, there must be at least 75 square feet of outdoor play area per child for the full licensed capacity.

• Outdoor space (24 or more children): When the licensed capacity is for 24 or more children, there must be at least 75 square feet of outdoor play area per child for at least one-third of the licensed capacity, or 1,800 square feet, whichever is greater.

• Liability insurance: Program liability insurance must be maintained, unless an exception per the Oklahoma Child Care Facilities Licensing Act is posted at the facility.

• Fire safety: Working smoke detectors and fire extinguishers must be installed and maintained. Fire drills are required and must be documented. Your facility must have a posted evacuation plan and meet all local fire code requirements.

• Health and safety inspection: Your facility must pass a health and safety review as part of the licensing process. This covers sanitation, food preparation areas, diaper changing stations, handwashing facilities, and general cleanliness.

Background check requirements

Oklahoma requires comprehensive background investigations for anyone involved in a licensed childcare operation. These are administered by the OKDHS Office of Background Investigations (OBI).

• Who must be checked: Background investigations are required for owners (prior to authorization to operate), responsible entities (prior to authorization and when there is a change), personnel applicants (prior to hire), and any individual with unsupervised access to children (prior to having access).

• FBI fingerprint check: A fingerprint-based criminal history check is processed through both the Oklahoma State Bureau of Investigation (OSBI) and the FBI. This is a national criminal history search.

• Registry checks: The background screening includes a search of the Oklahoma Sex and Violent Offender Registry. Out-of-state criminal history records are also checked when applicable.

• Oklahoma Child Care Restricted Registry: Oklahoma maintains a public Child Care Restricted Registry that lists individuals who are prohibited from working in or being associated with a licensed childcare facility.

• Processing time: Upon authorization, OBI conducts an OSBI name-based criminal history search. Fingerprint-based results from OSBI and FBI typically take 2 to 4 weeks from the day fingerprint cards are received.

• Contact: For questions about background check requests, contact the Office of Background Investigations at 1-800-347-2276 or email OBICC@okdhs.org for child care inquiries.

Health and safety requirements

Oklahoma licensing standards include detailed health and safety requirements that all licensed childcare operations must follow. These are monitored by Child Care Services during licensing visits.

• Immunization records: Up-to-date immunization records are required for all enrolled children. Records must be on file and available for inspection at all times.

• 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.

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

• Emergency procedures: Written emergency procedures must be posted and practiced regularly. Staff must know what to do in the event of a fire, severe weather, medical emergency, or other crisis.

• Mandatory reporting: All childcare personnel are mandatory reporters of child abuse and neglect under Oklahoma law. Training on recognizing and reporting abuse is a required part of staff onboarding.

Record-keeping requirements

Oklahoma licensing requires childcare operations to maintain detailed records that are available for review during monitoring visits. Keeping these records organized and current is one of the most important things you can do to stay 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 for the period specified by OKDHS.

• 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 investigation results, training documentation, certifications, 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 conducted, including the date, time, number of children and staff present, and evacuation time.

• Medication administration logs: Records of all medications administered to children, including parent authorization forms.

Reaching for the Stars: Oklahoma's Quality Rating and Improvement System

Oklahoma was the first state in the nation to implement a Quality Rating and Improvement System (QRIS), launching the program in 1998. Originally called "Reaching for the Stars," the system was designed with three goals: increasing the education and competency levels of childcare providers, increasing access to quality childcare for children receiving subsidized care, and providing a system for parents to evaluate the quality of childcare services.

• Five star levels: Oklahoma has five levels of quality ratings (1 through 5) for all licensed childcare programs. All newly licensed programs automatically qualify as 1 Star, and programs may voluntarily increase their star level by meeting additional quality criteria.

• One-star-plus level: Recognizing that the gap between one-star licensing and two-star standards was greater than most providers could accomplish, Oklahoma created a midpoint (one-star-plus) that provides financial incentives and recognition for providers that need more support to progress to higher levels.

• Subsidy reimbursement: Achieving a higher star rating can increase your subsidy reimbursement rates, providing a direct financial incentive for quality improvement.

• Voluntary participation: Participation in the QRIS beyond the initial one-star level is voluntary. Programs choose to apply for higher star levels when they are ready to meet the additional criteria.

Inspections and ongoing compliance

Once licensed, your operation will be subject to ongoing monitoring by OKDHS Child Care Services.

• Monitoring visits: OKDHS conducts monitoring visits to licensed childcare operations during normal operating hours. These visits can happen at any time and may cover any aspect of your operation, including ratios, safety, documentation, and health practices.

• Corrective action: If deficiencies are found during a monitoring visit, the operation is 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, license revocation, or other penalties. The most serious violations, those posing an immediate threat to children, can result in emergency action.

• Public records: Oklahoma maintains a public Child Care Locator where parents and the public can look up licensed providers, including their star rating and other details.

Resources

Here are key resources for Oklahoma childcare providers:

• OKDHS Child Care Services: The official state agency for childcare licensing, including licensing requirements, application forms, and the Child Care Locator. Contact at (405) 521-3561 or 1-844-834-8314.

• Oklahoma Professional Development Registry: Managed by the Center for Early Childhood Professional Development (CECPD), this registry tracks training and credentials for childcare professionals in Oklahoma.

• Oklahoma Child Care Resource and Referral (OCCRRA): Provides training, technical assistance, and support to childcare providers across the state. Also helps families find quality childcare.

• Office of Background Investigations (OBI): Handles all background check processing for childcare personnel. Contact at 1-800-347-2276 or OBICC@okdhs.org.