Kansas Childcare Required Forms & Documents (2026)

Kansas childcare centers are required to collect and maintain a completed CCL 312 - Staff Qualifications Chart (K.A.R. 28-4-429) for every enrolled child (per Kansas Department of Health and Environment (KDHE), Division of Public Health, Bureau of Family Health, Child Care Licensing Program).

Kansas childcare centers are required to collect and maintain a completed Application for License to Operate a Child Care Center or Preschool (KDHE Child Care Licensing Program, K.A.R. 28-4-422(d)) for every enrolled child (per Kansas Department of Health and Environment (KDHE), Division of Public Health, Bureau of Family Health, Child Care Licensing Program).

Kansas childcare centers are required to collect and maintain a completed Amended License Application (change of license capacity, age of children enrolled, or number of units - K.A.R. 28-4-422(i)) for every enrolled child (per Kansas Department of Health and Environment (KDHE), Division of Public Health, Bureau of Family Health, Child Care Licensing Program).

Kansas childcare centers are required to collect and maintain a completed Fingerprint-Based Background Check submission / KBI fingerprint card (K.A.R. 28-4-125; $48 fee per K.A.R. 28-4-95) for every enrolled child (per Kansas Department of Health and Environment (KDHE), Division of Public Health, Bureau of Family Health, Child Care Licensing Program).

Kansas childcare centers are required to collect and maintain a completed Medical record / Child Health Assessment and immunization record form (K.A.R. 28-4-430(a)) for every enrolled child (per Kansas Department of Health and Environment (KDHE), Division of Public Health, Bureau of Family Health, Child Care Licensing Program).

Kansas childcare centers are required to collect and maintain a completed Emergency medical treatment / written parental permission form (K.A.R. 28-4-127(b)(1)(A)) for every enrolled child (per Kansas Department of Health and Environment (KDHE), Division of Public Health, Bureau of Family Health, Child Care Licensing Program).

Kansas childcare centers are required to collect and maintain a completed Critical Incident Report form (K.A.R. 28-4-133(b)) for every enrolled child (per Kansas Department of Health and Environment (KDHE), Division of Public Health, Bureau of Family Health, Child Care Licensing Program).

Kansas childcare centers are required to collect and maintain a completed Off-Premises (field trip) Parental Permission form (K.A.R. 28-4-124(b)) for every enrolled child (per Kansas Department of Health and Environment (KDHE), Division of Public Health, Bureau of Family Health, Child Care Licensing Program).

Kansas childcare centers are required to collect and maintain a completed Medication Administration documentation form (K.A.R. 28-4-132(i)(4)) for every enrolled child (per Kansas Department of Health and Environment (KDHE), Division of Public Health, Bureau of Family Health, Child Care Licensing Program).

What forms are required for childcare enrollment in Kansas?

Kansas requires the following forms for each enrolled child: CCL 312 - Staff Qualifications Chart (K.A.R. 28-4-429); Application for License to Operate a Child Care Center or Preschool (KDHE Child Care Licensing Program, K.A.R. 28-4-422(d)); Amended License Application (change of license capacity, age of children enrolled, or number of units - K.A.R. 28-4-422(i)); Fingerprint-Based Background Check submission / KBI fingerprint card (K.A.R. 28-4-125; $48 fee per K.A.R. 28-4-95); Medical record / Child Health Assessment and immunization record form (K.A.R. 28-4-430(a)); Emergency medical treatment / written parental permission form (K.A.R. 28-4-127(b)(1)(A)); Critical Incident Report form (K.A.R. 28-4-133(b)); Off-Premises (field trip) Parental Permission form (K.A.R. 28-4-124(b)); Medication Administration documentation form (K.A.R. 28-4-132(i)(4)).

How long must Kansas childcare centers keep enrollment forms on file?

Kansas childcare licensing rules require that child records, including all required enrollment forms, be kept on file for the duration of enrollment and for a retention period after the child leaves. Contact the Kansas Department of Health and Environment (KDHE), Division of Public Health, Bureau of Family Health, Child Care Licensing Program to confirm the exact retention schedule.

What happens if a Kansas center is missing required child forms during an inspection?

Missing or incomplete required forms are a citable deficiency in a Kansas childcare licensing inspection. Criminal: a violation of article 5 of chapter 65 is a misdemeanor punishable by a fine of not less than $5 nor more than $50, and each day the person fails or refuses to comply is a separate offense (K.S.A. 65-514). Civil fine: KDHE may assess a civil fine not exceeding $500 per violation of statute or rules and regulations that significantly and adversely affect the health, safety, or sanitation of children, with each day of a continuing violation a separate violation (K.S.A. 65-526). Administrative: KDHE may limit, modify, suspend, or revoke a license or temporary permit for violations (K.S.A. 65-523; emergency suspension prior to hearing under K.S.A. 65-524); a licensee who is a repeat (three or more times) violator or who is found to have contributed to the death or serious bodily harm of a child shall be permanently prohibited from applying for a new license or seeking employment under another licensee (K.S.A. 65-504(e)). Willful and knowing failure to report suspected child abuse or neglect is a class B misdemeanor (K.S.A. 38-2223).

Does TotReady provide templates for Kansas required forms?

TotReady's enrollment form tool and incident report tool generate Kansas-ready documents pre-filled with the required fields. Visit /tools/enrollment-form and /tools/incident-report to get started.