Bureau of Child Care Licensing and Monitoring
ODJFS | 02/2021
Child Care Administrator/Staff Licensing
Responsibilities
Office of Family Assistance
This technical assistance document is intended as a guide for child care center administrators and their
staff. It is to support your knowledge of existing licensing responsibilities and does not include all
requirements, nor does it replace what is outlined in Chapter 5101:2-12 of the Ohio Administrative Code.
This technical assistance document does not replace reading, understanding, and following the rules.
All forms can be found by searching for the ODJFS number at: http://www.odjfs.state.oh.us/forms/
1
Table of Contents
Office of Family Assistance ................................................................................................................................................ 0
1.0 Staff Checklist ............................................................................................................................................................. 2
2.0 Child Enrollment Checklist ......................................................................................................................................... 3
3.0 Weekly Responsibilities ............................................................................................................................................. 4
4.0 Monthly Responsibilities ............................................................................................................................................ 5
5.0 Quarterly Responsibilities .......................................................................................................................................... 7
6.0 Biannual Responsibilities ........................................................................................................................................... 8
7.0 Annual Responsibilities .............................................................................................................................................. 9
This technical assistance document does not replace reading, understanding, and following the rules.
All forms can be found by searching for the ODJFS number at: http://www.odjfs.state.oh.us/forms/
2
1.0 Staff Checklist
Staff Checklist
This checklist can be used to track items required to be in an employee file. Please note different roles within a
program require different documentation, it is always the administrator’s responsibility to read and understand the
licensing rules and maintain compliance.
Staff Name
Position
Date of Hire
First Day of Work
Date of Separation
Date of Most Recent Background Check
Item
Date Completed
Date Expires
Ohio Professional Registry (OPR) profile
If a staff person does not have a profile or if the profile is not up-to-date, the staff
person will need to login and create one or update their information. The
administrator will also need to associate the new staff with the program on the
program’s OPR organization dashboard. https://registry.occrra.org/
Complete BCI and FBI background checks (if applicable) [This must be done every
5 years] http://jfs.ohio.gov/cdc/Background_Check_Process.stm
Submit a request for a background check electronically in the OPR [This must be
done every 5 years]
Receive JFS 01176 "Program Notification of Background Check Review for Child
Care” [This must be received every 5 years]
Employee Medical (Sample form JFS 01296 may be used) [Must have been
completed in the past twelve months for new hires]
HS diploma and verification of at least 18 years of age or
-JVS 2
nd
year or
-senior and enrolled in child development for college credit or
-college transcript [OAC Rule 5101:2-12-08]
Completion of Staff Orientation training [within 30 days of hire, verified in OPR]
Verification of Child Abuse One-Hour Overview [within 60 days of hire, verified in
OPR and valid for two years] (if applicable)
Photo ID/Driver’s License: [Staff transporting children must maintain a current
driver’s license on file]
Administrators only
Administrator education qualifications
Administrator rules training verification in OPR
Contact your licensing specialist for a “New Administrator Checklist,” a guide to
help administrators develop a good foundation with their new program.
List the expiration date of trainings
CPR First Aid Comm. Disease Child Abuse
This technical assistance document does not replace reading, understanding, and following the rules.
All forms can be found by searching for the ODJFS number at: http://www.odjfs.state.oh.us/forms/
3
2.0 Child Enrollment Checklist
Child Enrollment Checklist
These items should be completed at the time of enrollment, or as the child’s needs change.
Child’s Name
Date of Birth
First Day of Attendance
Documents Check One
Last Updated
by Parent
JFS 01234 “Child Enrollment and Health Information” (complete and
signed) [must be updated annually or when information changes]
☐ Complete
Child’s Medical Statement and Immunization Record (Sample form
JFS 0305 may be used) [within 30 days of first day of attendance, and
every 13 months after]
☐
Complete
☐ Immunization
Exemption statement
on file, if applicable
Written policies and procedures given to parents
☐ Complete
JFS 01236 “Medical/Physical Care Plan” and JFS 01217 “Request for
Administration of Medication” (if needed, see Rule 5101:2-12-15 or
5101:2-13-15 and 5101:2-12-25 or 5101:2-13-25) [must be updated
annually or more often as child’s needs change]
☐ Complete
☐ Not Applicable
JFS 01235 “Sleep Waiver” signed (if applicable for infants under twelve
months of age)
☐ Complete
☐
Not Applicable
Infant feeding instructions from parents or health care provider (must
be updated as feeding instructions change)
☐ Complete
☐ Not Applicable
Parent written permission for child 12-18 months old to sleep on
cot/mat (if applicable)
☐ Complete
☐ Not Applicable
Parent permission for bathing children in overnight care (if
applicable)
☐
Complete
☐
Not Applicable
Food/milk substitutions or supplements (if applicable)
☐
Complete
☐
Not Applicable
Parent permission for planned routine trips, field trips, and
swimming activities
☐ Complete
☐ Not Applicable
This technical assistance document does not replace reading, understanding, and following the rules.
All forms can be found by searching for the ODJFS number at: http://www.odjfs.state.oh.us/forms/
4
3.0 Weekly Responsibilities
Weekly Responsibilities
ADMINISTRATOR DUTIES *Administrator may wish to delegate these items to staff
Administrator on-site 50% of hours of operation or 40 hours, hours of availability are posted
☐ Complete
Verify and monitor that a vehicle inspection has been completed for each vehicle AND that
any needed repairs have been made*
☐ Complete
☐ Not Applicable
Prepare attendance records or verify staff have prepared complete records
☐ Complete
Post weekly menu
☐ Complete
Medications: appropriate storage, out of reach of children, current JFS 01217, medication
not expired, JFS 01236 completed if needed
☐ Complete
Appropriate laundering and storage of diapers*
☐
Complete
☐
Not Applicable
Clean supply of diapers and clothing for each child*
☐
Complete
☐
Not Applicable
Verify for overnight care- clean sleeping clothes, clean bed linens, individual washcloth,
towel, toothbrush are being provided
☐
Complete
☐
Not Applicable
Ensure building and supplies are being cleaned and sanitized according to the schedule in
OAC Rule 5101:2-12-13*
☐ Complete
☐ Complete
☐ Complete
☐ Complete
This technical assistance document does not replace reading, understanding, and following the rules.
All forms can be found by searching for the ODJFS number at: http://www.odjfs.state.oh.us/forms/
5
4.0 Monthly Responsibilities
Monthly Responsibilities
ADMINISTRATOR DUTIES *Administrator may wish to delegate these items to staff
Review required postings*:
• No smoking sign
• JFS 01242 “Medical, Dental and General Emergency Plan”
• JFS 01201 “Dental First Aid”
• Fire and weather alert plans
• JFS 08087 “Communicable Disease Chart”
• Daily schedule for each group
• Staff/child ratio and maximum group size chart (5010:2-12-18, Appendix A)
• Current center license
Update or repost as needed
☐ Complete
Review first aid kit supplies to ensure used items have been replaced*
☐ Complete
Mattresses, cribs, and cots are in good condition*
☐ Complete
Conduct and record fire drills
☐ Complete
Conduct and record weather drills (March through September)
☐ Complete
Review child forms for those expiring in the next 30 days:
• JFS 01234 “Child Health and Enrollment Information”
• Child medicals w/ immunization (except school-age children)
• JFS 01217 “Request for Administration of Medication for Child Care”
•
JFS 01236 “Medical/Physical Care Plan for Child Care”
☐ Complete
Review ODJFS website for updates and resources
☐ Complete
Observe staff/children for appropriate handwashing
☐ Complete
Observe staff diaper changes for appropriate procedures
☐ Complete
Review the status of employee and child care staff member training
(If using the staff file checklist, scan for upcoming expiration dates of trainings needed for
coverage and any new employees who needed to complete trainings or paperwork)
☐ Complete
☐ Not Applicable
Review employee files flagged as needing to have the JFS 01176 “Program Notification of
Background Check Review” updated in the next 12 months;
Track to make sure the request for a background check is submitted in the OPR and that the
updated JFS 01176 is received
☐ Complete
☐ Not Applicable
Review driver’s licenses for any staff transporting children
☐ Complete
☐
Not Applicable
Assure emergency vehicle exiting procedures are conducted/recorded by all drivers
☐ Complete
☐ Not Applicable
This technical assistance document does not replace reading, understanding, and following the rules.
All forms can be found by searching for the ODJFS number at: http://www.odjfs.state.oh.us/forms/
6
Verify that vehicles used for transportation have:
• First aid kit
• JFS 01234 for each child
• JFS 01236 as needed
• Working cell phone
☐ Complete
☐ Not Applicable
☐ Complete
☐ Complete
☐ Complete
STAFF DUTIES
Clean and sanitize toys (Mouthed toys must be cleaned as soon as the child is done with it)
☐ Complete
Wash dress up clothes and hats
☐ Complete
Participate in monthly vehicle evacuation drills if you transport children and maintain a record
of drills
☐
Complete
☐
Not Applicable
Have parents update infant information sheets, if you care for infants
☐
Complete
☐
Not Applicable
Clean/sanitize cribs
☐
Complete
☐
Not Applicable
☐ Complete
☐ Complete
☐ Complete
This technical assistance document does not replace reading, understanding, and following the rules.
All forms can be found by searching for the ODJFS number at: http://www.odjfs.state.oh.us/forms/
7
5.0 Quarterly Responsibilities
Quarterly Responsibilities
ADMINISTRATOR DUTIES
Ensure current licensing rules/laws are available in a visible area at the program, or that staff
know how to access an electronic copy
☐ Complete
Update any required information in OCLQS
☐
Complete
Check and update, if needed, private pay rates in the child care portal
☐ Complete
JFS 01281 “Child Care Playground Inspection Report” completed, repairs made
☐
Complete
☐
Not Applicable
Conduct and record an emergency lockdown drill
☐
Complete
Materials: verify variety, quantity, age appropriate activities
☐
Complete
Review children’s files for upcoming expiration dates (remember to give parents plenty of
notice if the child’s medical is to expire, so they have adequate time to schedule an
appointment with their child’s health care provider)
☐ Complete
Send an email/ text or post a note to parents reminding them to update their child’s file if
any information has changed
☐ Complete
☐
Complete
☐
Complete
☐
Complete
STAFF DUTIES
Assess materials for variety, quantity, age appropriate activities and in good repair
☐ Complete
Replace toothbrushes
☐ Complete
Clean and sanitize cots
☐
Complete
☐
Complete
☐
Complete
☐
Complete
This technical assistance document does not replace reading, understanding, and following the rules.
All forms can be found by searching for the ODJFS number at: http://www.odjfs.state.oh.us/forms/
8
6.0 Biannual Responsibilities
Biannual Responsibilities
ADMINISTRATOR DUTIES
Go over inspection and complaint investigation process with staff; discuss any plans to
ensure compliance with rules
☐ Complete
Review written policies and procedures and written nutrition information on file, if parents
provide meals; make any needed updates/revisions
☐ Complete
Review any updated or revised policies and procedures with staff (Review current policies
with staff on a rotating basis to ensure that they maintain awareness of proper procedures)
☐ Complete
Observe each driver complete a vehicle emergency exiting drill; discuss any needed
revisions to the procedure or changes in policies; verify proper procedures for recording the
drill
☐ Complete
Review First Aid coverage, check for trainings which may be expiring
☐ Complete
Review CPR coverage, check for trainings which may be expiring
☐ Complete
Review Communicable Disease coverage, check for trainings which may be expiring
☐ Complete
Review Child Abuse coverage, check for trainings which may be expiring
☐ Complete
☐ Complete
☐ Complete
☐ Complete
STAFF DUTIES
Assess status of your required Professional Development hours (are you on schedule to
complete your required hours by the end of the fiscal year?) (July 1 – June 30)
☐ Complete
☐ Complete
☐ Complete
☐ Complete
This technical assistance document does not replace reading, understanding, and following the rules.
All forms can be found by searching for the ODJFS number at: http://www.odjfs.state.oh.us/forms/
9
7.0 Annual Responsibilities
Annual Responsibilities
ADMINISTRATOR DUTIES
Schedule fire inspection based on expiration date
☐ Complete
Renew food service license and/or obtain required documents from caterer
☐ Complete
Schedule an inspection; have the JFS 01230 “Vehicle Inspection Report” completed
☐
Complete
☐ Not Applicable
Disaster plan updated and reviewed; update other documents connected to plan
☐ Complete
Review and update JFS 00598 “Owner’s Authorized Rep.” if needed; submit revisions and
update in OCLQS
☐ Complete
Review any pet vaccination records to verify vaccinations are up to date
☐ Complete
☐ Not Applicable
Review staff, owner and administrator files; verify all documents still in file
☐ Complete
JFS 01176 updated every five years (flag staff files that need updated in the following 12
months and have employee submit request for a background check for child care in the OPR
☐ Complete
Update JFS 01266 “Contracted Driver Qualifications Statement” for any contracted drivers
☐ Complete
Verify six hours of Professional Development completed for staff each fiscal year (July 1 –
June 30)
☐ Complete
Child abuse overview completed every two years for staff without current training
☐ Complete
Driver training completed/updated annually
☐ Complete
☐ Not Applicable
Current driver’s license for all drivers, (flag licenses expiring in the following 12 months)
☐
Complete
☐ Not Applicable
Have parents update permission slips for reoccurring events or secure new forms (field
trips, swimming, etc.)
☐
Complete
☐
Not Applicable
☐ Complete
☐ Complete
☐ Complete
This technical assistance document does not replace reading, understanding, and following the rules.
All forms can be found by searching for the ODJFS number at: http://www.odjfs.state.oh.us/forms/
10
STAFF DUTIES
Review the program’s written policies and procedures
☐ Complete
Complete six hours of Professional Development (July 1 – June 30)
☐ Complete
Check on the status of any health trainings (Are any expiring? Do you need to update any to
maintain coverage?)
☐ Complete
Update driver training, if you transport children
☐ Complete
☐ Complete
☐ Complete
☐ Complete
