How to Start a Daycare in West Virginia

Opening a childcare center in a community allows you to support families and young children during a critical stage of their development. Before starting a childcare program, carefully consider West Virginia's regulations and your community's needs.

Follow this guide to learn more about West Virginia's childcare licensing requirements, how to apply for a license, and how to remain compliant with regulations.

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Do I need a childcare license in West Virginia?

There’s more to opening a childcare center than choosing the perfect name and location. You must also decide what type of childcare license is best for your business. Knowing what type of childcare facility you would like to open can help you create your business plan and market your daycare to reach families in your community who can benefit from your services.

Four types of childcare programs require a license in West Virginia:

• Childcare centers: Childcare centers provide care for 13 or more children
• Family child care facilities: Family child care facilities provide care for seven to 12 children in a provider's home, including children under six who live in the home
• Family child care homes: Family child care homes provide care for up to six children in a provider's home, including children under six who live in the home
• Informal or relative family child care homes: Informal or relative family child care homes provide care for up to three children under the age of 13 in a provider's home, including children under the age of six who live in the home

The following programs don’t need a childcare license in West Virginia:

• Preschool programs that are operated by a county Board of Education in a public school setting
• Day camps
• Individuals who care for a neighbor's, relative's, or friend's child on an irregular basis
• Individuals who only provide care for children who are related to them

Childcare licensing requirements in West Virginia

Before starting a daycare center in West Virginia, all programs must satisfy the Department of Health and Human Resources licensing and training requirements to receive a childcare license.

Staff members and volunteers at all childcare facilities must complete pre-service training and training in first aid, CPR, and child abuse and neglect before caring for children.

The Department of Health and Human Resources requires that childcare facilities keep current records for all staff members and children. A tool like brightwheel's center management feature enables you to easily access children and staff information and streamlines your enrollment process, reporting, and family communications.

Childcare center licensing requirements

Childcare centers must meet specific licensing requirements before obtaining a license. 

All staff members who will be counted in a childcare center's staff-to-child ratio must register with the West Virginia State Training and Registry System (WV STARS) before caring for children. WV STARS provides early childhood education professionals and childcare providers with training and professional development opportunities.

All staff members must:

• Complete a health assessment and tuberculin risk assessment that is updated every two years
• Complete a background check
• Provide two positive written references
• Provide documentation of their credentials

Director qualifications

• Be at least 21 years old
• Have at least one year of relevant work experience
• Have a minimum of a high school diploma or equivalent

• A CDA credential and 300 hours of relevant work experience working with young children
• Twelve (12) college credits in an early care and education field and 300 hours of relevant work experience working with young children
• A total of ten (10) years of relevant work experience

Ratio requirements

Childcare centers must maintain the following staff-to-child ratios: 

Family child care facility licensing requirements

Family child care facilities must meet specific licensing requirements prior to becoming licensed. 

Every staff member, volunteer over the age of 18, and household member over the age of 18 must complete a background check.

All staff members who work directly with children must:

• Complete a physical examination and a tuberculin risk assessment that is updated every two years

• Provide two positive written references

• Provide documentation of their credentials

Provider qualifications

Family child care facility operators must:

• Be at least 21 years old
• Have a general education development (GED) certificate or high school diploma
• Have 6 months of experience in caring for children in a licensed child care center or family child care facility, registered family care home, Head Start, or other early childhood or school age child care program
• Be certified in pediatric CPR and first aid
• Complete training in child abuse recognition and prevention
• Complete medication administration training
• Complete approved pre-service training and complete at least 15 clock hours of approved training annually

Ratio requirements

A family child care facility must have two staff members on duty who provide care for and supervision of the children if the facility provides care to more than two children under 24 months of age or more than six children at the same time.

When determining the ratio between staff members and children, a family child care facility must include all children 12 years of age and under who are present and cared for in the facility, including any child of the director, staff members, and friends of the child.

Family child care home registration requirements

Family child care home providers must also meet specific regulations. 

Provider requirements

All staff members who work directly with children must:

• Be at least 18 years old
• Be able to read and write
• Obtain a medical examination and a tuberculosis risk assessment, TB skin test, or chest x-ray within 30 days of applying for registration
• Complete the required training within three months of applying for registration and complete eight hours of training annually
• Complete approved training in pediatric CPR and first aid
• Submit fingerprints for state and federal criminal history background checks

Capacity requirements

A family child care home shall have no more than six children in care under 13 years of age at any one time. No more than two of the children may be under 24 months of age.

The number of children in the family child care home includes:

• Children under six years old who live in the home
• Children under six years old who are visiting and not accompanied by a parent or a responsible adult

Childcare license application in West Virginia

Whether you are operating a childcare center or starting a preschool at home, you must complete the license application process.

Childcare center licensing application

Follow these steps to apply for a childcare center license:

Step 1: Review licensing regulations

Review the West Virginia Department of Health and Human Resources childcare center information packet and licensing regulations.

Step 2: Contact a licensing specialist and local officials

Contact the licensing specialist for your county, the Office of the State Fire Marshal, and your local health department. The fire marshal and health department will inspect your childcare program location to ensure it meets all state regulations.

Step 3: Complete required documentation

Complete emergency disaster and evacuation plans for your facility and a Needs Assessment and Letter of Intent form. Mail the completed Needs Assessment and Letter of Intent form to WV DHHR BCF, Division of Early Care and Education, Child Care Regulation Unit at 350 Capitol Street, Room B-18, Charleston, WV 25301. 

Once the Department of Health and Human Resources receives your Letter of Intent, a licensing specialist will review it. The department will send you an Initial Application for a Certificate of License or Approval to Operate a Child Care Center after they review your information.

Step 4: Submit an application

Mail your completed application and additional documentation to the West Virginia Department of Health and Human Resources, Division of Early Care and Education at 350 Capital Street, Room B-18, Charleston, WV 25301.

There is no fee to process your initial childcare center licensing application. Once the Department of Health and Human Resources has received your completed application, it can take up to 60 days for the department to evaluate your application and complete the final inspection of your facility.

Family child care facility licensing application

Follow these steps to apply for a family child care facility license:

Step 1: Review licensing regulations

Review the West Virginia Department of Health and Human Resources family child care facility information packet and licensing regulations.

Step 2: Contact local officials

Contact a regulatory specialist, the Office of the State Fire Marshal, and your local health department. Submit the $25 fee to the State Fire Marshal’s office to arrange a preliminary on-site inspection of your facility. The fire marshal and health department will inspect your childcare program location to ensure it meets all state regulations.

Step 3: Complete required documentation

Complete emergency disaster and evacuation plans for your facility and a Needs Assessment and Letter of Intent form. Mail the completed Needs Assessment and Letter of Intent form to the West Virginia Department of Health and Human Resources, Bureau for Children and Families, Division of Early Care and Education, Child Care Regulation Unit at 350 Capitol Street, Room B-18 Charleston, WV 25301. 

Once the Department of Health and Human Resources receives your Letter of Intent, a regulatory specialist will review it, then the department will send you an Application to Operate a Family Child Care Facility.

Step 4: Submit an application

Mail your completed initial application and additional documentation to the West Virginia Department of Health and Human Resources, Division of Early Care and Education at 350 Capitol Street, Room B-18, Charleston, WV 25301.

There is no fee to process your initial family child care facility licensing application. Once the Department of Health and Human Resources has received your completed application, it can take up to 60 days for the department to evaluate your application and complete the final inspection of your facility.

Family child care home registration application

Follow these steps to complete your family child care home registration application:

Step 1: Review regulations

Review the West Virginia Department of Health and Human Resources family child care home information packet and registration requirements.

Step 2: Contact a local regulatory specialist

Contact a regulatory specialist and your county's Child Care Resource and Referral (CCR&R) Agency. A regulatory specialist will make sure your home meets spatial requirements and help you get an initial application from the Department of Health and Human Resources. Your local CCR&R agency will help you receive training and connect families with your family child care home.

Step 3: Complete an emergency plan

Complete emergency disaster and evacuation plans for your family child care home.

Step 4: Submit an application

Mail your initial application and required documentation to the West Virginia Department of Health and Human Resources, Division of Early Care & Education at 350 Capitol Street, Room B-18, Charleston, WV 25301.

There is no fee to process your initial family child care home registration application. Once the Department of Health and Human Resources has received your completed application, it can take up to 60 days for the department to evaluate your application and complete the final inspection of your facility.

How to stay compliant with a daycare license in West Virginia

After you receive the appropriate license for your childcare program, you must comply with the Department of Health and Human Resources regulations by completing annual inspections and renewing your license on time.

Childcare center license renewal

A childcare center license is valid for two years from the date it is issued. You must apply to renew your license at least 60 days before your current license expires.

Contact the licensing specialist for your county to renew your childcare center license.

Family child care facility license renewal

A family child care facility license is valid for two years from the date it is issued. You must submit an application to renew your license at least 60 days before your current license expires.

To renew your family child care facility license:

• Complete a renewal application
• Submit your renewal application and additional documentation, including documentation of approved training attended in the past two years, to the Department of Health and Human Resources

Family child care home registration renewal

A certificate of registration for a family child care home is valid for two years from the date of issuance. You must submit an application to renew your registration at least 30 days before your current license expires.

To renew your family child care home registration:

• Complete a renewal application
• Submit your renewal application and additional documentation, including documentation of approved training attended in the past two years and a statement of any changes to or in the family child care home since the last application

Funding resources for your childcare business

As you go through the licensing process, you may come across grants or other funding resources that can help fund your childcare business. A grant is an often overlooked financial resource given by a government agency or private foundation that does not need to be repaid. This makes them an attractive funding option if you are looking to expand or enhance the quality and accessibility of your program.

Grants provide funding that can be used towards a variety of purposes, such as improving facilities, purchasing new equipment or materials, or offering professional development opportunities for staff. The available resources vary by state so it is crucial to research and understand the grants for childcare providers in West Virginia to make informed decisions about which ones to apply for.

Start a daycare in West Virginia

Applying for a childcare license shows the West Virginia Department of Health and Human Resources that you’re dedicated to caring for the children in your community. With careful planning and organization, you will be on your way to enriching children's lives with high-quality, safe child care.

Brightwheel is the complete solution for early education providers, enabling you to streamline your center’s operations and build a stand-out reputation. Brightwheel connects the most critical aspects of running your center—including sign in and out, parent communications, tuition billing, and licensing and compliance—in one easy-to-use tool, along with providing best-in-class customer support and coaching. Brightwheel is trusted by thousands of early education centers and millions of parents. Learn more at mybrightwheel.com.