Checklists: What to look for in a day care provider

Looking for day care?

There are multiple types with varying levels of regulation and requirements.

How do they stack up?

We asked Sharon R. Veatch, executive director of the Virginia Child Care Resource & Referral Network, to rank the categories.

It’s not an exact science. There are good ones at the bottom, and there are no guarantees at the top.

A center or provider that is licensed or accredited may meet the criteria the day they are evaluated and fall short the next day.

“You have to keep monitoring,” Veatch said.

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Read the child care series: PART 1  |  PART 2  |  PART 3

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CENTERS

Military child development centers (For more information, call the Mid-Atlantic Region Child Care Resource & Referral Office at 866-NAVY-CDC (628-9232) or visit www.cnic.navy.mil/cnrma.)

There are 12 child development centers at military bases and facilities in South Hampton Roads. The centers are run by the Navy’s Mid-Atlantic Region Child and Youth Program and are open to families of all branches of the military. Four of them are open 24 hours daily. The waiting lists can be long. Parents also can visit the office in Room 19, 1682 Piersey St., Building KN, Norfolk Naval Station, or any of the child development centers.

RUNNER-UP

Child care centers that are accredited by groups such as the National Association for the Education of Young Children.  (Try searching at www.naeyc.org or the accrediting group’s website.)

The National Association for the Education of Young Children is one of the most well-known groups that do accreditation. Accreditation can mean criteria such as
a lower staff-to-child ratio that goes above state licensing standards. It’s important to know who the accrediting organization is. If uncertain, call the Virginia Child Care Resource and Referral Network at 866-KIDS-TLC (543-7852).

THIRD PLACE

Quality Rating Improvement System child care centers, which include some of the accredited centers. (Search at www.smartbeginningsshr.org.)

In this area, about 104 child care centers serving about 9,000 children participate in this program, administered by Smart Beginnings, South Hampton Roads.

They are rated up to five stars based on everything from staff training and curriculum to the number of staff members per child.

Participants must be licensed, and some are accredited as well.

The program is designed to give parents a consumer education tool to know what quality looks like, according to Lisa Howard, president of Smart Beginnings. For child care programs, it serves as a marketing tool and helps the programs improve and maintain higher quality standards.

The rating is “heavily weighted” in professional development and the interaction between teacher and child, Howard said.

FOURTH PLACE

State-licensed child care centers (Search at www.dss.virginia.gov.)

There are about 300 licensed child care centers in South Hampton Roads.

These are inspected at least twice a year by state licensing officials and annually by fire and health officials if they serve food. Inspectors look at a laundry list of standards focusing on the health, safety and well-being of children. These include child-to-staff ratio and documentation of background checks on staff members.

FIFTH PLACE

Exempt religious child care centers (Search at www.dss.virginia.gov.)

These are exempt from licensing because they are sponsored by a church or religious organization. About 155 child care centers in South Hampton Roads have opted for the exemption. There is some oversight, but most of it is based on self-reporting. The program-operators agree to certain requirements, including background checks on employees. State inspectors typically go into these facilities only if there is a complaint.

There are other children’s programs that do not have to be licensed such as those run by city recreation departments and youth clubs. Parents can get more information on the social services website.

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HOME-BASED

Military child development homes (Call the Mid-Atlantic Region Child Care Resource & Referral Office at 866-NAVY-CDC (628-9232) or visit www.cnic.navy.mil/cnrma.)

There are more than 116 home-based child care providers who have been certified by the Mid-Atlantic Region Child Development Program. The homes are re-certified annually, and local and national background checks are done on everyone in the home older than 18.

There are regular inspections, ongoing training and curriculum development.

RUNNER-UP

Family child care homes accredited by organizations such as the National Association for Family Child Care. (Search at www.nafcc.org or the accrediting group’s website.)

The National Association for Family Child Care is one of the most well-known here. Again, call the Virginia Child Care Resource & Referral Network to get
more information.

THIRD PLACE

Quality Rating Improvement System family day homes (Visit www.smartbeginningsshr.org.)

Fifteen home-based providers have signed up for the same state rating system.

FOURTH PLACE

State-licensed family day homes (Search at www.dss.virginia.gov.)

There are about 145 licensed home-based providers in South Hampton Roads.

These providers may keep as many as 12 children at one time, and state inspectors use a point system to determine whether additional caregivers are needed in the home.

FIFTH PLACE

Voluntarily registered family day homes (Search at www.dss.virginia.gov.)

There are 369 registered in South Hampton Roads that pay a $50 application fee for a program administered here by the Planning Council, the local agency providing child care resource and referral services.

A major incentive is participation in a U.S. Department of Agriculture Child and Adult Care food reimbursement program.

The providers must have criminal background checks for themselves and anyone older than 18 living in their home. They must have background checks on the Department of Social Services’ central registry for child abuse and neglect for themselves and anyone in their household older than 14.

A Planning Council staff member visits the home to verify that basic health and safety safeguards are in place and that children are getting nutritious foods.

An approval is good for two years. Then providers have to renew the application and go through the entire process again, including background checks.

FINISHING LAST

Unlicensed day care providers

Unlicensed and unregulated family day homes – home-based providers keeping no more than five children other than their own or children living with them do not have to be licensed.

However, they must be licensed or voluntarily registered if they care for more than four children younger than 2.

It is up to parents to monitor their child’s care and to obtain background checks. Some child advocates urge background checks on every adult living in the provider’s home.

Source: Sharon Veatch, executive director, Virginia Child Care Resource & Referral Network

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STAFF-TO-CHILD RATIOS

Do child care providers seem to enjoy being around children? Do they greet you and your children?

Do the children sound happy? Are children comforted when they need it? Note how large a group your child will be in.

Stay away from any child care center or home-based provider who wants to limit your visits.

State licensed centers must adhere to these ratios.

In most cases where there are mixed-age groups at a center, the state uses the age of the youngest child to determine the ratio.

State inspectors use a point system to determine whether additional caregivers are needed in home-based settings.

If you want to check whether there is enough supervision in your provider’s home, call the inspector or licensing technician listed for your provider on the state’s online list of Family Day Homes.

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BACKGROUND CHECKS

Parents choosing an unlicensed child care provider should do their own background checks.

This includes:

• The Department of Social Services’ central child abuse registry, which is not accessible to the public.

Parents can go on the department website and download a release form to have the registry searched. However, it is up to potential child care providers to fill out the form with their notarized signature and to make the request for the search.

There is a $7 fee.

If a parent has a concern about whether the information the provider gives them is a genuine document, contact Betty Whittaker in the department’s office of background investigation at 804-726-7567.

Social Service officials also suggest parents ask a potential provider to sign a sworn disclosure statement saying they have no criminal record or barrier crime.

• Go to the Virginia State Police website, www.vsp.virginia.gov, and click on “Criminal Record Check.”

Parents need to complete an SP-167 form, and they have two options, according to Corinne Geller, a spokeswoman.

1) The $15 criminal history check confirms an individual’s convictions in a Virginia court. The form does require the notarized consent of the person being checked.

2) A $20 criminal history check confirms an individual’s convictions and charges in Virginia. It also provides information on sex offense charges. Both notarized consent and fingerprints of the person being checked are required.

Child advocates advise doing the checks on all adults living in the household of the day care provider.

On the same website, parents can search the state’s sex offender registry.

A parent using an unlicensed provider would need to call the FBI at 304-625-5590 to have a federal check done.

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WHAT GOOD CARE LOOKS LIKE
(AND HOW TO FIND IT)

• Parents: Start looking for child care as soon as you find out you’re expecting.

• Visit several child care centers or home-based providers before making a decision. Go back to the ones you like more than once – both with your child and without.

• Get on the waiting lists of your preferred choices as soon as possible.

• Scrutinize your choices. Find out whether each potential provider is licensed. If they’re not licensed, find out what – if any – regulation they are subject to.

• Check for accreditations. A state license is a good baseline for health and safety. But programs accredited by an organization such as the National Association for the Education of Young Children go beyond those standards.

• Look for the center’s state license. It must be posted along with the most recent inspection.

• Check that the status of the license is current. If it says “conditional,” this is a new center. If it says “provisional,” the center or provider is not in “substantial compliance” with standards. It is given up to six months to come into compliance. If the license says neither “conditional” nor “provisional,” it is a regular license and the provider is meeting state standards.

• Check complaints and licensing violations on the state’s Department of Social Services website.

• If you want a smaller home-based environment for your child, try finding one that is licensed. Those are also found along with inspection results on the social services website. The state refers to them as family day homes.

• If you choose an unlicensed provider, learn what you need to do to fill in the lack of regulation, such as obtaining background reports. Background checks are commonplace for anyone seeking employment. Walk away from anyone who balks at providing the information.

• Don’t just flip through a provider’s scrapbook of certificates and licenses. Ask for copies and confirm that they are current and valid.

• Stay away from any child care center or home-based provider who wants to limit your visits.

• Once you visit a potential provider, notice whether there is enough supervision. Learn what the staff-to-child ratio should be for each age level in a center. State inspectors use a point system to determine how many staff members are needed in a family day home. Make sure your provider sticks to the appropriate level of supervision.

• Note how large a group your child will be in. Research shows children learn and perform better in small groups.

• Observe interactions between staff and children:

– Do staff members or home-based providers seem to enjoy being with children?
– Do they greet you and your child?
– Do they use positive or negative words and body language?
– Do staff members kneel to talk at the child’s eye level?
– Are children comforted when they need it?

• Do the children sound happy and do teachers appear cheerful and patient? Do you hear yelling and whining?

• Religious-exempt centers are required to inform you of the exemption. If they do not, that is a violation of state code.

• Ask about the experience, education and training of staff members, including the program director.

• Look at the facility with the eyes of an inspector. Are medications, cleansers and other hazards accessible to children? Is there a clean, safe place to change diapers? Working smoke detectors?

• Check to see whether activities and materials for kids are age-appropriate.

• Check that there is enough space for the children and different areas for resting, quiet play and active play.

• If there is an outdoor play area, check that it is safe, fenced-in and well-equipped.

• Make sure there is a safe, clear area where infants can crawl.

• Ask about the center or provider’s balance of activities such as story time, music, art and play.

• If transportation is provided, make sure there are appropriate seat belts and car seats.

• Ask for references, including at least one parent who has children currently receiving care from the provider. If you are given a prepared list, ask for more. Then, check all of them.

 
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COSTS

Average per week: $134/infants to $110/older preschoolers (Cost for all types in South Hampton Roads)

The cost of child care is typically highest for infants and decreases as the child gets older.

Here’s a look at some of the variations:

$121-$297 | Military child development center – From $121 per military pay day (twice a month) for a family with a total income of $29,400 or less up to $297 for a family making more than $125,000.

$45-$110 | Military child development homes – With subsidies for parents, it ranges from $45 per week for families making $29,400 or less to $110 for families making more than $125,000.

$134-$185 | Licensed child care centers – From $185 weekly for infants
to $134 for older preschoolers.

$118-$152 | Religious-exempt centers – From $152 for infants down to $118 for older preschoolers.

$112-$134 | Licensed family day care homes – From $134 weekly for infants to $112 for older preschoolers.

$93-$117 | Voluntary registered family home providers – From $117 weekly for infants to $93 for older preschoolers.

Sources: The Planning Council, the Navy’s Mid-Atlantic Region Child and Youth Program.

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THE INTERVIEW

• Ask open-ended questions: “What activities will my child participate in?” instead of “Will you read to my child?”

• Ask how children are disciplined. Make sure you agree with the methods.

• Ask about nap time. Where will your child sleep? Are staffers aware of unsafe practices, such as loose-fitting sheets and pillows in a crib or putting infants down
on their stomachs to sleep?

• Ask how mealtime, toilet training and emergencies are handled.

• Ask for proof of certification in infant and child CPR and first aid.

• Ask what the provider does if your child cries all day or won’t nap or eat.

• Get an understanding of the center or provider’s policy on caring for children who are sick.

• Ask how long the child care program has operated.

• Ask about hours of operation.

• Find out what the child care fee covers and what, if anything, you need to supply. Ask if you will be charged the days your child is absent or ill.

• Ask about the rules for children and parents. Too many can mean an overly controlled environment. Too few might indicate lack of planning
or structure.

• If it’s a home-based provider, ask whether there are visitors to the home – who and how often. Will other people, including people living in the home, help to care for your child?

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VIGILANCE

The work doesn’t stop once you’ve selected a provider. Parents should stay alert to the care their child is getting by following these steps.

• Visit at times other than drop-off or pickup to see what the day is like for your child.

• Get to know other parents who use the same provider. Get involved in field trips and activities.

• Check menus to make sure your child is getting nutritious meals and snacks.

• When your children are old enough to talk, engage them in conversations about their day.

• Know the provider’s medication policy. Make it clear you do not want your child given any medication without your permission.

• Be alert to bruises, scratches and bite marks. Providers should tell you about any injuries that occur.

• If anything causes you concern, speak to the staff as soon as possible.

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WHERE TO GO FOR MORE HELP

Department of Social Services website – www.dss.virginia.gov

What’s there:

• Lists of licensed child care providers and centers, religious-exempt centers and voluntary registered providers

• Results of complaint investigations and other inspections

• Definitions of the different types of child care

• Tips on choosing a child care provider and samples parents can use when conducting an interview of a potential provider

• Lists of central registries for other states

Virginia Child Care Resource & Referral Network – www.vachildcare.org or 866-KIDS-TLC (543-7852)

What’s there:

• Consumer information

• Tips on choosing child care

• Data on the child care industry

• Child care search options

• Contact numbers for staff available to help parents understand the varied types of child care providers.

The Planning Council – www.theplanningcouncil.org

What’s there:

• Contact numbers for information on child care financial assistance for eligible low-income families

• Contact numbers for information on voluntary registration of child care providers

• Information on the U.S. Department of Agriculture child and adult food program

Smart Beginnings, South Hampton Roads – www.smartbeginningsshr.org

What’s there:

• Studies on child care issues and information on early childhood education

• List of participating child care programs in the Quality Rating Improvement System

• Checklist and video on school readiness

National Association of Child Care Resource & Referral Agencies – www.naccrra.org

What’s there:

• Tips on the child care search and a wealth of research on child care issues

• Phone numbers and links to other sites for military fee assistance and training development for providers

Virginia State Police – www.vsp.state.va.us

What’s there:

• Sex offender registry

• Information on how to obtain a background check on a child care provider

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IF YOU SUSPECT PROBLEMS

• If it is a licensed provider or center, or even a religious-exempt center, call the Department of Social Services regional licensing office at (757) 491-3990 or the inspector or licensing technician listed on the website for the provider. You also can call the hotline at 800-543-7545. If the provider is not licensed, licensing officials can still investigate a complaint of someone keeping too many children.

• To report suspected abuse or neglect, call the department’s Child Protective Services staff at 800-552-7096 or the CPS staff of your local Social Services office.

• If it is a licensed provider or center, or even a religious-exempt center, call the Department of Social Services regional licensing office at (757) 491-3990 or the inspector or licensing technician listed on the website for the provider. You also can call the hotline
at 800-543-7545.
If the provider is not licensed, licensing officials can still investigate a complaint of someone keeping too many children.

• To report suspected abuse or neglect, call the department’s Child Protective Services staff at 800-552-7096 or the CPS staff of your local Social Services office.

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SOURCES: Virginia Department of Social Services; The Planning Council; Virginia Child Care Resource & Referral Network; Smart Beginnings, South Hampton Roads; National Association of Child Care Resource and Referral Agencies, Navy’s Mid-Atlantic Region Child and Youth Program; Virginia State Police; Nick and Trish Weiss .