How to start a preschool in Pennsylvania

Aspiring preschool founders in Pennsylvania, prepare to navigate a comprehensive regulatory landscape overseen by the Department of Human Services (DHS). Opening an early learning setting, whether it's a family child care home, a group child care home, or a larger child care centre, requires meticulous attention to state-specific regulations. The DHS is the primary licensing authority, ensuring that all facilities meet stringent standards for child safety, health, and development. In locales such as Philadelphia, additional layers of local licensing or permits from the Department of Licenses and Inspections (L&I) will be required, highlighting the importance of understanding both state and municipal mandates. This guide provides a detailed overview of the process, costs, and key requirements to help you establish a successful early learning environment in the Commonwealth of Pennsylvania.

Regulations

Health safety: Health and safety are paramount in Pennsylvania's child care regulations. All licensed facilities must have robust policies covering safeguarding, medication administration, and illness exclusion. Specific details on immunisation requirements for children are typically outlined in the state's health guidelines, although not explicitly detailed in the provided sources. Facilities are also required to have clear procedures for incident reporting to ensure that any accidents or emergencies are documented and addressed appropriately. The Office of Child Development and Early Learning (OCDEL) and the Department of Public Health in Philadelphia conduct inspections to verify compliance with these health and safety standards. Family child care homes, for instance, undergo annual unannounced inspections to meet regulatory standards for providing safe and healthy environments.

Licensing overview: The Department of Human Services (DHS) in Pennsylvania is responsible for licensing child care facilities. This includes Child Care Centers (serving seven or more unrelated children), Group Child Care Homes (serving seven to 12 unrelated children), and Family Child Care Homes (serving four, five, or six unrelated children in the operator's home). The application process involves adhering to specific regulations outlined in 55 Pa. Code, Chapters 20, 3270, 3280, and 3290. All certified facilities are subject to annual unannounced inspections conducted by certification representatives from the Office of Child Development and Early Learning (OCDEL) under the DHS. These inspections utilise a Certification Inspection Instrument (CII) to ensure consistent monitoring and enforcement of regulatory standards, covering areas such as posted notices, required paperwork, transportation, staff-to-child ratios, supervision, and physical site requirements. Certificates of compliance (licenses) may be denied, not renewed, or revoked based on inspection outcomes.

Licensing authority: Pennsylvania Department of Human Services (DHS)

Staff qualifications: Pennsylvania's regulations for staff qualifications aim to ensure a safe and nurturing environment. While specific requirements for lead teachers and assistants are detailed within the respective chapters of 55 Pa. Code (3270 for Child Care Centers, 3280 for Group Child Care Homes, and 3290 for Family Child Care Homes), all staff members in licensed facilities are subject to background checks. These checks are a critical component of safeguarding children. Beyond initial qualifications, ongoing training is generally mandated to ensure staff remain current with best practices in early childhood education, health, and safety. The continuous professional development of staff is key to maintaining a high-quality early learning environment, with specifics often outlined by OCDEL.

Facility requirements: Facility requirements in Pennsylvania vary based on the type of child care setting. For Child Care Centers (Chapter 3270), Group Child Care Homes (Chapter 3280), and Family Child Care Homes (Chapter 3290), regulations cover aspects such as indoor and outdoor space, fire and safety codes, and ratios for fixtures. While specific square footage per child is not detailed in the provided sources, general regulations ensure adequate space for play, learning, and rest. Outdoor space is typically mandated to provide opportunities for physical activity. All facilities must comply with state and local fire safety requirements. In Philadelphia, family child care facilities also require a Child Care Facility License from the Department of Licenses and Inspections (L&I), which includes adherence to fire safety requirements and a valid lead-free or lead-safe certification submitted to the Department of Public Health.

Curriculum requirements: The provided sources do not explicitly mandate a specific curriculum framework such as EYFS, NQF, or NEP for child care facilities in Pennsylvania. However, licensed facilities are generally expected to provide a programme that supports children's development and learning in various domains. While the International Preschool Curriculum (IPC) is not specifically mentioned, any curriculum adopted by a facility would need to align with the overarching goals of promoting child well-being, social-emotional growth, cognitive development, and physical health, as outlined in the general principles of the Department of Human Services' regulations for child care.

Startup costs

Startup costs for a preschool or early learning setting in Pennsylvania can vary significantly. A small home-based family child care operation might incur lower costs, primarily for licensing fees, basic equipment, and initial supplies. A larger centre catering to 60-100 children would require substantial investment in property acquisition or leasehold improvements, comprehensive furnishing, specialized educational materials, and a full staff complement. Location within Pennsylvania, facility size, renovation needs, and initial marketing efforts are key drivers of this cost variation. Monthly operating expenses will be influenced by rent/mortgage, staff salaries, utilities, food, supplies, and ongoing training requirements.

Timeline

1. Understand Regulations and License Types (1-3 months): Familiarise yourself with the Pennsylvania Department of Human Services (DHS) regulations, specifically 55 Pa. Code, Chapters 20, 3270, 3280, and 3290, which outline the rules for Child Care Centers, Group Child Care Homes, and Family Child Care Homes. Identify the specific license type applicable to your proposed facility. In Philadelphia, also consult the Department of Licenses and Inspections (L&I) for local requirements for family child care facilities.

2. Secure Zoning Approval and Commercial Activity License (1-2 months): Obtain necessary zoning approval from your local municipality. In Philadelphia, this involves a Zoning Permit from the Department of Licenses and Inspections (L&I). Additionally, secure a Commercial Activity License and a Philadelphia Tax Identification Number (PHTIN) if operating within Philadelphia. Ensure all ownership information and trade names are consistent across these registrations.

3. Prepare Facility and Undergo Inspections (2-4 months): Prepare your facility to meet the specific requirements outlined in the relevant 55 Pa. Code chapter, including space, health, and safety standards. For family child care facilities in Philadelphia, this includes fire safety requirements and a lead-free or lead-safe certification. L&I will request a safety inspection within about 15 days of application processing. Compliance with these inspections is crucial for obtaining your license.

4. Apply for Certificate of Compliance (License) (1-2 months): Submit your application for a Certificate of Compliance (license) to the Pennsylvania Department of Human Services (DHS). This application is governed by 55 Pa. Code, Chapter 20. For family child care facilities in Philadelphia, concurrently apply for the Child Care Facility License from L&I after obtaining your License Eligibility Report (LER) and passing the fire safety inspection.

5. Undergo Certification Inspection and Final Approval (1-2 months): Your facility will undergo a certification inspection by the Office of Child Development and Early Learning (OCDEL) under the DHS. These are annual unannounced inspections. For Philadelphia family child care, L&I also conducts an annual fire safety inspection. Upon passing all inspections and fulfilling all requirements, the DHS (and L&I in Philadelphia) will issue your certificate of compliance/license. If you fail an inspection, you have 35 days to correct issues before a re-inspection.

6. Maintain Compliance and Annual Renewals (Ongoing): Once licensed, ongoing compliance with all state and local regulations is mandatory. Be prepared for annual unannounced inspections by OCDEL. In Philadelphia, your Child Care Facility License must be renewed annually and requires being current on all City taxes and subject to annual L&I inspection. Review the Certification Inspection Instrument (CII) to ensure continuous readiness for inspections.

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

Frequently asked questions

What are the different types of child care licenses in Pennsylvania?

In Pennsylvania, the Department of Human Services (DHS) issues three main types of licenses. A 'Child Care Center' is for facilities caring for seven or more children unrelated to the operator. A 'Group Child Care Home' accommodates seven to 12 unrelated children. Lastly, a 'Family Child Care Home' is located in a residence and provides care for four, five, or six unrelated children. Each type has specific regulations outlined in separate chapters of 55 Pa. Code, and all require a Certificate of Compliance from the DHS to operate legally. In Philadelphia, additional local licensing is required for family child care from the Department of Licenses and Inspections.

How often are child care facilities inspected in Pennsylvania?

All licensed child care facilities in Pennsylvania, including family child care homes, group child care homes, and child care centres, are subject to annual unannounced inspections. These inspections are conducted by certification representatives from the Office of Child Development and Early Learning (OCDEL), under the Department of Human Services (DHS). The purpose of these inspections is to ensure ongoing compliance with regulatory standards for providing safe and healthy environments for children. In Philadelphia, family child care facilities also undergo an annual fire safety inspection by the City's Department of Licenses and Inspections (L&I).

Are there specific zoning requirements for child care facilities in Pennsylvania?

Yes, zoning approval is a fundamental requirement for establishing a child care facility in Pennsylvania. While state-level regulations from the Department of Human Services (DHS) focus on operational standards, local municipalities govern land use and zoning. For instance, in Philadelphia, operating a family child care facility requires a Child Care Facility License from the Department of Licenses and Inspections (L&I), which first necessitates a Zoning Permit. The number of children permitted can vary by specific zones within Philadelphia, highlighting the importance of checking local zoning ordinances before establishing a facility.

What is the Certification Inspection Instrument (CII) and how does it affect my facility?

The Certification Inspection Instrument (CII) is a standardized tool developed by the Pennsylvania Department of Human Services (DHS) and the Office of Child Development and Early Learning (OCDEL). Its purpose is to ensure consistent monitoring and enforcement of child care regulations across Pennsylvania. The CII is used during renewal inspections for Child Care Centers, Group Child Care Homes, Family Child Care Homes, and School Age Child Care facilities. It helps certification representatives apply, measure, and enforce regulations uniformly, covering aspects like posted notices, required paperwork, transportation, staff-to-child ratios, supervision, and physical site requirements. Understanding the CII can help providers prepare for inspections and maintain compliance.

What are the local licensing requirements in Philadelphia for child care facilities?

In Philadelphia, operating a family child care facility requires a Child Care Facility License issued by the Department of Licenses and Inspections (L&I). This is in addition to the state certification from the Pennsylvania Department of Human Services (DHS). Requirements include being a one- or two-family dwelling that is the provider's primary residence, not exceeding the child capacity approved by the Zoning Permit (e.g., maximum of four or six children depending on the area). Other prerequisites include a Philadelphia Tax Identification Number (PHTIN), a Commercial Activity License, Zoning approval, and a License Eligibility Report (LER). Both family and commercial child care facilities in Philadelphia are inspected by the Department of Public Health for sanitation and safety.

Is a lead-free certification required for child care facilities in Pennsylvania?

While the statewide regulations from the Pennsylvania Department of Human Services (DHS) do not explicitly detail lead-free certification in the provided sources, it is a specific requirement in some localities. For example, in Philadelphia, a valid lead-free or lead-safe certification must be submitted to the Department of Public Health before a Child Care Facility License can be obtained or renewed for either family or commercial child care facilities. This highlights the importance of checking both state and local health and safety regulations, as local jurisdictions may impose additional requirements beyond the state mandates.