Virginia Childcare Licensing
Virginia Childcare Required Forms & Documents (2026)
Licensed childcare centers in Virginia must collect, complete, and retain specific forms for every enrolled child before care begins. The Virginia Department of Social Services, Division of Licensing Programs requires 6 distinct forms or documents — from enrollment agreements to emergency contacts to immunization records — to remain on file and available for inspection at all times.
Last updated: April 2026
Researched by the TotReady Research TeamVirginia Required Forms & Documents: The Specifics
Virginia childcare centers are required to collect and maintain a completed Enrollment Application for every enrolled child (per Virginia Department of Social Services, Division of Licensing Programs).
Virginia childcare centers are required to collect and maintain a completed Emergency Contact Form for every enrolled child (per Virginia Department of Social Services, Division of Licensing Programs).
Virginia childcare centers are required to collect and maintain a completed Physical Exam/Health Assessment for every enrolled child (per Virginia Department of Social Services, Division of Licensing Programs).
Virginia childcare centers are required to collect and maintain a completed Immunization Record for every enrolled child (per Virginia Department of Social Services, Division of Licensing Programs).
Virginia childcare centers are required to collect and maintain a completed Medication Administration Authorization for every enrolled child (per Virginia Department of Social Services, Division of Licensing Programs).
Virginia childcare centers are required to collect and maintain a completed Parent Handbook Receipt for every enrolled child (per Virginia Department of Social Services, Division of Licensing Programs).
Virginia Required Forms & Documents at a Glance
| Enrollment Application | Virginia Department of Social Services, Division of Licensing Programs |
|---|---|
| Emergency Contact Form | Virginia Department of Social Services, Division of Licensing Programs |
| Physical Exam/Health Assessment | Virginia Department of Social Services, Division of Licensing Programs |
| Immunization Record | Virginia Department of Social Services, Division of Licensing Programs |
| Medication Administration Authorization | Virginia Department of Social Services, Division of Licensing Programs |
| Parent Handbook Receipt | Virginia Department of Social Services, Division of Licensing Programs |
Go Deeper
Generate a Virginia-Compliant Handbook
TotReady builds a fully compliant parent handbook for your Virginia childcare center in minutes — every required section, your branding, and regulatory citations included.
Virginia Required Forms & Documents: Frequently Asked Questions
What forms are required for childcare enrollment in Virginia?
Virginia requires the following forms for each enrolled child: Enrollment Application; Emergency Contact Form; Physical Exam/Health Assessment; Immunization Record; Medication Administration Authorization; Parent Handbook Receipt.
How long must Virginia childcare centers keep enrollment forms on file?
Virginia 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 Virginia Department of Social Services, Division of Licensing Programs to confirm the exact retention schedule.
What happens if a Virginia center is missing required child forms during an inspection?
Missing or incomplete required forms are a citable deficiency in a Virginia childcare licensing inspection. Civil penalty up to $5,000/violation; license suspension or revocation under Virginia Code §63.2-1709
Does TotReady provide templates for Virginia required forms?
TotReady's enrollment form tool and incident report tool generate Virginia-ready documents pre-filled with the required fields. Visit /tools/enrollment-form and /tools/incident-report to get started.
Virginia childcare licensing rules are amended regularly. This page is compiled from published Virginia administrative codes and statutes for informational purposes only — always verify current requirements with the Virginia Department of Social Services, Division of Licensing Programs before relying on them. TotReady provides information and document templates, not legal or regulatory advice.