6 Tips To Ace Your Licensing Inspections
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Now for the info! One of the most dreadful parts of running a child care business is the state licensing visits. I know you've been there! You're having a great day, going about your normal routine, when your licensing consultant shows up announced. Your day comes to a screeching halt as your focus immediately shifts to pulling files and paperwork. Anxiety kicks in as they walk from room to room, making notes on their clipboard scrutinizing every part of your program.
The good news is that state licensing inspections don't need to be scary. Here are six must-dos to help you prepare for your next licensing inspection so that it goes as smoothly as possible, ensuring that your license remains in good standing while keeping you stress-free in the process.
Download my free Family Screening Guide for a complete list of screening questions to ask and to access my Family Information Card to give during a tour.
Change your mentality.
Instead of viewing your licensing consultant as the wicked witch of the west, view her (or him) as your fairy godmother sent to guide you along your way to providing the best care possible. I know. I know. This idea of a consultant only wanting to help can seem absurd, especially when you have that consultant who points out that your bandaids are expired. Yes, I heard a provider say this happened to her! Do bandaids even have an expiration date?
I realize that some consultants seem only to have one motive, to find something wrong, but think about the alternative. What if we had no one to enforce the policies. Think about the terrible care some providers would give if there were no standards to uphold. The children are all that matter, and licensing is in place to make us better!
Stay up to date on your state's regulations.
As you know, rules change often, and you don't want to be running your program on outdated policies. Most state agencies will email monthly newsletters with the latest news and changes in childcare. Make sure you are signed up to their list to receive the latest info. You can also check online regularly or call your state licensing agency and ask about any changes that may impact how you run your program today.
Create systems.
Have systems and processes to ensure you do things the same way every time. Create a system that complies with licensing and make sure you follow the same process every time. For example, create a checklist of everything needed when hiring new staff. Check off each item and create an employee folder to stay organized. Have an enrollment process when bringing on new children. Systems will ensure nothing falls through the cracks.
Do your own inspection.
Walk through your program regularly. Check-in on staff to make sure they properly change diapers, wash hands, and maintain ratios. Train your teachers to check for broken toys and safety latches. Check for safety hazards on your playground. You can correct these issues before your licensing visit if you do your own inspections.
Always do things right.
You won't be scrambling on a surprise visit if you always follow regulations. Do not be one of those programs that go over ratio and then frantically move kids or add teachers when the state shows up. Let your staff know that you do things right! I do not let my teachers leave their class EVER unless they have someone to take their place. You know, that 5 second run down the hall to grab something? Nope.
Be accomodating.
During the inspection, let your guard down. Relax. Be an open book. Be accommodating. If you run around anxious, it will look like you are hiding something. If your consultant mentions something that isn't up to standards, make corrections immediately when possible. Sometimes, if you are quick to fix something minor, they may let it slide and not record it. Let them know that you are teachable and cooperative. If you give resistance, you will often be met with resistance.
Most of all, I cannot stress enough to remember the reason behind the visits. It is simply to keep our children safe, and that is what we all want. We want our children to be safe, loved, and well cared for. After all, we are their 2nd home.
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