How to start a preschool in New York

Starting a preschool or early childhood education program in New York State involves navigating specific regulations and dedicated support systems to ensure the health, safety, and proper development of children. The New York State Office of Children and Family Services (OCFS) is the primary licensing authority for most child care programs across the state, while the New York City Department of Health and Mental Hygiene (DOHMH) regulates day care centers within the five boroughs. Aspiring providers will find a structured pathway to licensure or registration, beginning with an essential online orientation that outlines the foundational requirements and resources available. These resources include Child Care Resource and Referral Agencies (CCR&Rs), which offer invaluable guidance on program startup and potential funding opportunities. Understanding and adhering to these regulatory frameworks from the outset is crucial for establishing and successfully operating a child care facility that meets New York’s high standards for quality early learning environments.

Regulations

Health safety: Child care providers must adhere to stringent health and safety regulations. This includes completing a 15-hour in-person health and safety training before initial licensure/registration, and ongoing training requirements. Staff must be trained in CPR and first aid relevant to the ages of children in care. Providers intending to administer medication must complete specific Medication Administration Training, though this is not required for over-the-counter topical ointments, sunscreen, or insect repellents. Safeguarding children involves awareness and prevention of child abuse, and adherence to New York State's Second-Hand Smoke Law. Policies on influenza prevention and control, lead poisoning prevention, and extreme heat safety are also critical. Regular inspections by OCFS or DOHMH (in NYC) monitor compliance with these health and safety standards, and facilities must address any identified violations promptly.

Licensing overview: To open a child care program in New York, prospective providers must first complete the free online Child Day Care Orientation provided by OCFS. This orientation is a prerequisite for requesting an Initial Provider Application via the Facility Application Management System (FAMS). Once the application is submitted, providers have 90 days to complete all remaining requirements, including background checks and site inspections. Child care programs are regularly monitored through inspections conducted both before initial licensure/registration and on an ongoing basis. These inspections ensure compliance with health, safety, and operational requirements. Violations identified during inspections are part of New York State's commitment to maintaining high standards, and providers must address them. Initial registrations for Family Day Care programs are valid for two years, with subsequent renewals effective for four years.

Licensing authority: New York State Office of Children and Family Services (OCFS) and New York City Department of Health and Mental Hygiene (DOHMH) for NYC Day Care Centers

Staff qualifications: All staff and volunteers in licensed or registered child care programs must complete a minimum of thirty hours of training every two years, with at least five hours annually. Before receiving an initial license or registration, especially for home-based programs, a 15-hour in-person health and safety training course approved by NYS OCFS is mandatory. This training must comply with federal minimum health and safety pre-service requirements. Additionally, within three months of hire, providers, assistants, substitutes, and volunteers must take the 'Foundations in Health and Safety' course. At least one staff member must be trained in both Cardiopulmonary Resuscitation (CPR) and first aid, with certifications matching the ages of children in care. Background checks, including fingerprinting, are required for all staff and volunteers, and staff cannot be fingerprinted until the application has been received by the regulator.

Facility requirements: The specific facility requirements vary depending on the type of child care program. Generally, family day care settings operate in a family home, caring for three to six children aged six weeks to 12 years, plus two additional school-age children. All facilities must comply with essential health and safety standards as outlined by OCFS regulations, developed in accordance with NYS Social Services Law 390. This includes ensuring a safe environment, appropriate space for activities, and adherence to fire and safety codes. While specific square footage requirements are not detailed in the source, the emphasis is on creating a healthy and safe environment, with inspections focusing on these parameters. Providers must also consider general requirements like window guards in New York City and addressing other safety aspects such as radon and lead poisoning prevention.

Curriculum requirements: While the sources do not explicitly mandate a specific curriculum framework like EYFS or NQF, New York State emphasises program development that positively influences children's minds. The Office of Children and Family Services provides resources for self-evaluating and enhancing skill sets, including information on Environment Rating Scales and engagement with organisations such as the National Association for the Education of Young Children (NAEYC). IPC curriculum would need to demonstrate alignment with these general principles of promoting healthy growth and development and offering enriching educational environments.

Startup costs

Startup costs in New York can vary significantly. A small home-based Family Day Care operation might incur lower costs, primarily for basic renovations, safety equipment, and initial training. Larger, purpose-built Child Day Care Centers for 60-100 children would face substantially higher expenses, encompassing property acquisition or long-term lease, extensive renovations to meet state and city codes, comprehensive educational materials, advanced safety systems, and a larger initial staff recruitment and training budget. Monthly operating costs are influenced by rent, utilities, staff salaries, insurance, food provisions, and ongoing supplies. Location within New York State, particularly in high-cost areas like New York City, will heavily impact real estate and labour expenses, driving up both startup and operational figures.

Timeline

1. Complete Child Day Care Orientation (A few hours (online)): This is the mandatory first step for all prospective child care providers in New York State. The free online orientation, provided by the New York State Office of Children and Family Services (OCFS), outlines the requirements for opening a child care program, available spaces, child-to-adult ratios, and valuable resources. Completing this orientation is essential as it is a prerequisite for requesting the Initial Provider Application.

2. Request Initial Provider Application (via FAMS) (Immediate after orientation): After successfully completing the online orientation, you will be prompted to request the Initial Provider Application. This process requires an NY.GOV account. A link to access the application through the Facility Application Management System (FAMS) will be sent to your provided email address. This initiates the formal application process for licensure or registration with OCFS or DOHMH (for NYC Day Care Centers).

3. Complete Health & Safety Training, Background Checks & Site Inspection (90 days from application submission): Once your application is submitted and received by the regulatory office, you have a 90-day window to fulfil crucial requirements. This includes completing a 15-hour in-person health and safety training course approved by NYS OCFS, which is vital for meeting federal compliance. All staff and volunteers must undergo background checks, including fingerprinting, which can only commence once the application is officially received. A comprehensive inspection of your proposed program site will also be conducted to ensure it meets all health, safety, and operational standards.

4. Obtain Initial License or Registration (Variable, depending on completion of all requirements): Upon successful completion of all training, background checks, and satisfactory site inspection, your initial license or registration will be issued. For Family Day Care programs, the initial registration period is typically two years. This signifies that your program meets the minimum requirements set by the New York State Office of Children and Family Services (OCFS) or the New York City Department of Health and Mental Hygiene (DOHMH) and is authorised to begin operations.

5. Ongoing Training and Renewal (Ongoing (every 2-4 years renewal)): Operating a child care program in New York involves continuous compliance. All staff and volunteers must complete a minimum of 30 hours of training every two years, with at least 5 hours annually. Additionally, the 'Foundations in Health and Safety' course must be taken within three months of hire for all relevant personnel. Your license or registration will require periodic renewal; for Family Day Care, subsequent renewals are effective for four years. Ongoing monitoring and inspections will continue to ensure adherence to all state and city regulations.

6. NYC Department of Health Review (for NYC Day Care Centers) (Integrated into the overall timeline): If you are opening a day care center in New York City, your application will also be reviewed by the New York City Department of Health and Mental Hygiene (DOHMH). This involves specific NYC-mandated inspections and compliance checks in addition to the state-level OCFS requirements. While the core steps align, DOHMH's oversight ensures adherence to municipal health and safety standards, necessitating direct engagement with their Bureau of Day Care through channels like 311 or their dedicated website.

Next steps: explore the IPC curriculum, read about preschool enrollment, or browse all start-a-preschool guides.

Frequently asked questions

What is the primary difference between a licensed and a registered provider in New York State?

In New York State, the New York State Office of Children and Family Services (OCFS) distinguishes between licensed and registered providers. Group Family Day Care, Small Day Care Centers, and Child Day Care Centers are issued a 'license', indicating a more comprehensive regulatory framework often associated with larger facilities. Conversely, Family Day Care and School Aged Child Care Programs receive 'registrations', which still denote official approval and adherence to minimum health and safety standards, but typically apply to smaller, often home-based, operations. Legally Exempt programs, though regulated for basic health and safety, are 'Enrolled' and are not considered licensed or registered by OCFS. These distinctions inform the specific regulatory requirements and oversight mechanisms that apply to each type of provider.

How long does it typically take to become a registered child care provider in New York?

The process to become a registered child care provider in New York involves several steps with specific timelines. After completing the initial OCFS Child Day Care Orientation and requesting an application, you will have 90 days to fulfil all remaining requirements. These critical steps include submitting background checks (fingerprinting cannot start until the application is received), and successfully completing site inspections. The initial registration period for a Family Day Care program, for example, is two years. The overall duration depends on how quickly you can complete all mandated training, documentation, and pass the necessary inspections conducted by the New York State Office of Children and Family Services (OCFS) or the NYC Department of Health and Mental Hygiene.

Are there specific training requirements for child care staff in New York?

Yes, New York State has clear and ongoing training requirements for all child care staff and volunteers. Before receiving an initial license or registration, particularly for home-based programs, a 15-hour in-person health and safety training course approved by the New York State Office of Children and Family Services (OCFS) is mandatory. Additionally, all staff and volunteers are required to complete a minimum of 30 hours of training every two years, with at least five hours annually. Within three months of hire, an employee must also complete the 'Foundations in Health and Safety' course. Furthermore, at least one staff member per facility must hold current Cardiopulmonary Resuscitation (CPR) and First Aid certifications appropriate for the ages of children in care, and those administering medication need specific Medication Administration Training (MAT).

What are the requirements for operating a Family Day Care in NYC regarding child-to-staff ratios?

In New York City, operating a Family Day Care requires adherence to specific child-to-staff ratios as mandated by the New York State Office of Children and Family Services (OCFS). For children under two years of age, there must always be one caregiver for every two children. For a broader age range including children from six weeks to 12 years, one staff member can care for up to six children who are younger than school age. This ratio can extend to eight children if at least two of them are school-aged. These ratios are crucial for ensuring adequate supervision and care in a home-based setting and are regularly checked during inspections by either OCFS or the NYC Department of Health and Mental Hygiene (DOHMH).

What is Legally Exempt Child Care in New York State?

Legally Exempt child care in New York State refers to informal child care services provided by a caregiver, often a family member, friend, or neighbour, for children who receive subsidies from the Department of Social Services. While not licensed or registered by the Office of Children and Family Services (OCFS) in the same way as other programmes, Legally Exempt providers are still recognised by New York State and must meet basic health and safety regulations. These providers undergo an enrollment process that includes background checks and basic safety requirements managed by Child Care Council agencies. This option provides flexibility for families with unique schedules or needs, allowing them to choose a caregiver with an existing bond of trust or shared cultural background.

Is funding available to help start or expand a child care program in New York?

Yes, there are resources and potential funding opportunities available for new and prospective child care providers in New York. Child Care Resource and Referral Agencies (CCR&Rs) play a crucial role in providing information about program startup and eligibility for funding assistance. While specific grant amounts are not detailed, these agencies can guide you on accessing financial aid to help establish or expand your child care program. For those looking to open day care centers in New York City, there may also be specific grant opportunities available through the NYC Department of Health, and details can often be found on the NYC Business website or by contacting 311.