Phases of the application process for child care center certification
The application process for certification of a license-exempt child care center in Minnesota is broken into two phases.
- Phase I - The applicant submits the application, including policies and procedures, and the floor plan and fire inspection (if available) in the Provider Hub licensing website.
- Phase II - After a licensor approves the submitted policies and procedures, the applicant will be prompted to submit staffing information in the Provider Hub. This phase includes final approval of all requirements including background studies.
Applications are submitted through the Provider Hub. If you are an existing certification holder applying for a new location, you will apply for a new center location in your existing Provider Hub account. If you are a new certification applicant that does not currently operate a certified center, you will create a new account.
For instructions on logging into the Provider Hub, visit the Provider Hub webpage.
Provider Hub Assistance
- For help getting started in the Provider Hub, visit the Provider Hub webpage.
- For additional questions about the Provider Hub, you can search for Help & Resources or open a Product Experience Support Case within the Provider Hub, or call the Product Experience Support Team at 651-431-6075.
- For feedback about the Provider Hub, email the product team at ccproviderhub.dhs@state.mn.us.
Certification Assistance
- For certification requirement questions, please contact the licensor on call at 651-431-6015 or email dhs.ccc.licensing@state.mn.us.
Phase I
Phase I of the application process allows a center to apply for certification with the Minnesota Department of Children, Youth, and Families (DCYF).
Application
Application is the first step required to become a certified child care center in Minnesota. A single application can be used to start the application process for one or more center locations within one organization.
All applications must be completed online in the Provider Hub. For instructions on logging into the Provider Hub, visit the Provider Hub webpage.
Accurately identifying the organization and individuals responsible for the administration and operation of a certified license-exempt child care center is a significant step in completing the application. The roles identified on the application are verified by the DCYF Licensing Division and entered into the licensing system as the legal entities for the certified center. Use the definitions below to identify each individual's role:
The organization name that is legally responsible for the operation of the center, and granted certification by the commissioner. Examples: School District, Parks and Rec, YMCA, etc. For school districts, the name should be the same as what is listed with the Minnesota Department of Education.
The Authorized Agent is the individual that will communicate with DCYF on all matters relating to the certification. The Authorized Agent has full access to functions in the Provider Hub and is the person who assigns others to roles in the Hub. Authorized Agents designate who will be the Sensitive Information Person (SIP) to handle sensitive, private information from background studies and initiate studies for study subjects in NETStudy 2.0. The Authorized Agent will be contacted by Background Studies to designate an individual who will be responsible for background studies for the certified center. If your certified program is affiliated with a licensed program, the Authorized Agent at the certified program needs to be the same person as the licensed program. The Authorized Agent is not typically a Center Operator but can be.
Person exercising supervision or control over the center’s operations, planning, and functioning. Typically, the Center Operator is the person completing the application and identifies who the Authorized Agent is for the organization.
This is the name of the child care center. If there is more than one center, the naming convention should be center-specific. Example: After School Program- Lincoln Elementary.
Policies and procedures
Minnesota statute requires that the certification holder develop policies and procedures necessary to maintain compliance with requirements. Each center will be required to submit the center’s policies and procedures. It is highly recommended that centers use the Guidelines for Developing Policies and Procedures as a resource to ensure that policies and procedures meet all requirements. The center’s policies and procedures will be reviewed by a licensor and must include the written policies required in Minnesota Statutes, section 245H.13, subdivision 8 before a center will be granted certification.
Certified centers must include the following health and safety areas in their center’s policies. Each policy will need to be uploaded in the Provider Hub as a separate document.
- Exclusion of sick children and infectious disease outbreak control
- Immunizations
- Administration of medication
- Preventing and responding to allergies
- Building and physical premises free of hazards
- Transporting children
Legal authority: Minnesota Statutes, section 245H.13 subdivision 8
Certified centers must develop a risk reduction plan as specified in Minnesota Statutes, section 245H.13, subdivision 7 that identifies the general risks to children served by the certified center with a plan to minimize those risks. Certified centers may use the DCYF Risk Reduction Plan form to meet this requirement.
It is also required that staff are trained at orientation, at least once each calendar year and when changes are made to the Risk Reduction Plan. For more information on this requirement, see the Training requirements page.
Legal authority: Minn. Stat. 245H.13, Subd.10; Minn. Stat. 245H.14, Subd. 5; Minn. Stat. 245H.14, Subd. 6.
Certified centers must develop emergency plans using the DCYF Child Care Emergency Plan form. If a license holder has more than one certified center, each center must have their own emergency plan that is specific to each location.
The Emergency Plan will be reviewed by a licensor and must include all required information specified in Minnesota Statutes, section 245H.15, subdivision 1 before a center will be granted certification.
Legal authority: Minnesota Statutes, section 245H.15
Certified centers must have written policies for staff to comply with reporting requirements for abuse and neglect specified in Minnesota Statutes, chapter 260E. Refer to form DHS-7634D, Maltreatment of Minors Mandated Reporting. A person mandated to report physical or sexual abuse or neglect occurring within a certified center shall report the information to the commissioner.
Policies for reporting must also include statements that the certification holder must inform the commissioner within 24 hours of:
- The death of a child in the certified center; and
- Any injury to a child in the certified center that required treatment by a physician or advanced practice registered nurse.
The certification holder must use the Serious Injury and Death Reporting Form (PDF) on the Certified Center page to make a report.
Legal authority: Minnesota Statute, section 260E
Fire inspection and floor plan
Prior to certification, each certified center will be required to submit documentation of fire inspection and a floor plan showing the indoor and outdoor space used by the center.
Legal authority: Minnesota Statutes, section 245H.13, subdivision 5
A certified center must provide documentation showing that a fire inspection was completed within the previous three years prior to obtaining certification. If this has been completed, attach the fire inspection at this time
If this has not been completed, DCYF must request the fire inspection. If you believe you need an inspection or have questions, please email us at dhs.ccc.licensing@state.mn.us. Certified centers that need a fire marshal inspection will be required to pay $50 to the state fire marshal for the inspection. The State Fire Marshal has created a resource showing the step-by-step process individuals can follow before a fire inspection is requested by DHS for a program in application. The Interagency Inspection Requests for DHS-Licensed or Certified Child Care Facilities (PDF) can be found on the State Fire Marshal website.
Public school buildings
For certified centers located in a public school building, this will have already been completed and you can provide documentation from your school.
Facilities not in a public school building
For centers NOT located in a public school building, an appropriate fire inspection will need to be completed prior to granting certification.
Legal authority: Minnesota Statute, section 245H.13 subdivision 5
Each center will be required to submit a floor plan of the building that designates the following:
- Primary indoor space(s): Highlight rooms/space that will be used.
- Outdoor space: Indicate where the play area is located.
Legal authority: Minnesota Statute, section 245H.13 subdivision 5
NETStudy 2.0 account
As a part of Phase I, applicants will receive a NETStudy 2.0 onboarding email. Applicants must create a NETStudy 2.0 account to submit background studies for individuals who require a background study. Delays in completing background studies during the application process can extend the timeline for granting certification.
Phase II
When DCYF has received, verified and approved the information required in Phase I of the application, the center operator will receive a notification regarding the information needed for personnel information. Phase II also requires the center to have completed all NETStudy 2.0 background studies. Any fire inspection approval and floor plan not submitted in Phase I, must be submitted in Phase II.
Minnesota law requires individuals affiliated with a certified child care center, as defined in Minnesota Statutes, section 245C.02, subdivision 6a, to have a background study completed by the Department of Human Services (DHS). A resource is available to assist in the identification of Who Needs a Background Study in a certified license-exempt child care center.
The Background Studies Division has additional information about background study requirements for child care providers on the Background Studies website. Information about the background study system and how to initiate child care background studies is found on the NETStudy 2.0 website.
Legal authority: Minnesota Statutes, section 245H.10; Minnesota Statutes, section 245C.02, subdivision 6a; Minnesota Statutes, section 245C.14; Minnesota Statutes, section 245C.22
Personnel information is required for the director, all staff persons that will work with children providing direct contact services, substitute staff, and unsupervised volunteers. The information required in Statute includes:
- The person’s name, home address, telephone number, date of birth;
- Documentation of completed training;
- Background study date; and
- Dates of the first direct contact with (access to) children while supervised by another staff and first direct contact with children while working unsupervised by another staff.
Certified centers will submit personnel information in the Provider Hub to demonstrate compliance with staff documentation and training requirements for certification. The personnel information will be reviewed by a licensor and must be complete for all required individuals before a center will be granted certification.
Legal authority: Minnesota Statute, section 245H.14
Director information is required to be submitted for each child care center. The director must be 18 years of age or older and have completed at least 16 hours of training per requirements listed in 245H.08, subd.02. The Director information will be reviewed by a licensor to ensure that the director meets qualifications before a center will be granted certification.
If a certification holder has multiple centers at different locations, any number of the centers can have the same director as long as an assigned designee(s) covers the operating hours at all locations when the director is not on site.
Legal authority: Minnesota Statutes, section 245H.08, subdivision 1; Minnesota Statutes, section 245H.08 subdivision 2
If the fire inspection was not submitted during Phase I, an approved fire inspection will need to be uploaded before certification is granted.
Legal authority: Minnesota Statute, section 245H.13 subdivision 5
If the floor plan was not submitted during Phase I, an approved floor plan will need to be uploaded before certification is granted.
Legal authority: Minnesota Statute, section 245H.13 subdivision 5
Incomplete requirements
After initial submission and review, the applicant will receive notice if any required application information needs to be resubmitted, updated, or changed. At that point, the applicant will be given 45 days to respond. Failure to respond and submit a substantially complete application within the 45 days will result in denial of the application.
Certification granted
If all applicable requirements are met, certification is granted.
Application denial
If the applicant is consistently unable to provide documentation of compliance with certification requirements, withholds relevant information, or provides false and misleading information in connection with the application, DCYF may deny the application. Failure to submit a complete application after receiving notice from DCYF that the initial application was incomplete, can also be basis for denying certification. If an application for certification is denied, written notice of reconsideration may be requested by the applicant.
Legal authority: Minnesota Statutes, section 245H.03, subdivision 4
Certification
Email inboxes and phone lines are monitored Monday-Friday from 8:00 a.m. – 4:30 p.m. by a licensor who is on call. All voicemail messages and emails are returned as promptly as possible. Call us at 651-431-6015 or email us at DCYF.ccc.licensing@state.mn.us.