Becoming Licensed

in Family Child Care

Becoming a Licensed Family Child Care Provider

Licenses of family child care homes are issued by the Licensing Division of the Minnesota Department of Human Services (DHS). The Department of Children, Families and Learning (CFL) approves participation on the Child and Adult Care Food Program (CACFP). These are two separate state agencies.

In order to participate on the CACFP you must have a current DHS Child Care License. CFL will not approve your participation on the CACFP until they receive proof of licensure from DHS. Approval notices from CFL are emailed to Child Care Choices usually on a weekly basis. Providers are notified of their approval by their field representative.

1. Steps to Getting Started (Flow Chart)

2. Licensing Rules and CACFP Requirements

   • License Capacity

   • Variances

   • If You Move

   • Expiring Licenses

   • Family and Group Family Child Care Age Group Definitions

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Licensing Rules & CACFP Requirements

License Capacity

Federal regulations governing payment for meals served in family child care homes on the CACFP state:

"Reimbursement may not be claimed for meals served at any one time to children in excess of the home's authorized capacity".

CFL interprets "authorized capacity" to mean the license capacity determined by DHS. Under DHS regulations, the license capacity includes the provider's own children when the children are at home during the hours of operation of the child care business. Child Care Choices checks license capacity for every meal claimed. Children are counted in total capacity regardless of whether they are eligible to be claimed.

Child Care Choices presumes that provider's own school-age children are at home during nonschool hours.If any of the provider’s own children are not home during nonschool hours (and thus should not be counted in license capacity) a schedule or note must be submitted with each month’s claim explaining that these children are not at home during these hours.

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Variances

The Department of Human Services has authority to grant variances or to delegate to a local agency under Minnesota Rules Part 9545.0335. A variance is sometimes issued by DHS and/or the county licensing unit when a provider is over capacity. The Department of Children, Families and Learning allows sponsors to reimburse for meals above the license capacity when a variance is on file specifically stating the reason for the variance and in what category the provider is allowed to exceed capacity. This must be on file in our office before reimbursement can be paid.

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If You Move

Child Care Providers must apply to DHS for a new license and to the Department of Children, Families and Learning for approval for participation on the CACFP when they move.

CACFP regulations permits child care homes to be approved for participation in the program for a period of 30 days during the relicensing process for the new location. A letter of extension from the licensor must be submitted to the office. The effective date of approval for relocating providers will be the later of these two dates:

1. The date of the preapproval visit by the sponsor as documented on the application or,

2. The date of the visit by a representative of the county licensing unit as documented on the change of premise form which must be attached to the CACFP application.

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Expiring Licenses

Child Care Choices, Inc. will send the provider a notice with a form attached when the child care license is due to expire. The county licensor needs to complete the form during the relicensing visit. The provider returns the form to CCCI when the process is completed. A photocopy of the new DHS license should be sent to CCCI as soon as it is received. A current license is needed in order to receive CACFP reimbursements. Food Program checks are held for providers that have expired licenses and have not sent documentation of relicensure to the CCCI office.

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Family and Group Family 

Child Care Age Group Definitions

The following definitions apply to family and group family child care:

INFANT means a child who is at least six weeks of age but less than 12 months of age.

TODDLER means a child who is at least 12 months old but less than 24 months old for family and group family child care (Class A and Class C1,C2, and C3). For specialized infant and toddler family and specialized group family child care (class B1, B2, and D) a toddler means a child who is at least 12 months old but less than 30 months old.

PRESCHOOLER means a child who is at least 24 months old up to the age of being eligible to enter kindergarten within the next four months (May 10).

SCHOOL-AGER means a child who is at least sufficient age to have attended the first day of kindergarten OR is eligible to enter kindergarten within the next four months (May 10), but is younger than 11 years of age.

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