West Virginia Childcare Required Forms & Documents (2026)

West Virginia childcare centers are required to collect and maintain a completed Child Care Center License Application (application as prescribed by the Secretary, per §78-1-4.2.a) for every enrolled child (per West Virginia Department of Human Services (DoHS), Bureau for Family Assistance, Division of Early Care and Education (Child Care Licensing). Effective Jan 1, 2024, the former Department of Health and Human Resources (DHHR) was split into three departments; child care licensing now sits under DoHS. The current child care center rule (78 CSR 1, filed Mar 30, 2023, effective Apr 1, 2023) is captioned 'Department of Human Services,' but its internal definitions (e.g., §78-1-3.52 'Secretary') still reference the 'Secretary of the Department of Health and Human Resources.').

West Virginia childcare centers are required to collect and maintain a completed Letter of Intent and Needs Assessment Form (Child Care Center Information Packet / Needs Assessment and Letter of Intent, per bfa.wv.gov/child-care-centers) for every enrolled child (per West Virginia Department of Human Services (DoHS), Bureau for Family Assistance, Division of Early Care and Education (Child Care Licensing). Effective Jan 1, 2024, the former Department of Health and Human Resources (DHHR) was split into three departments; child care licensing now sits under DoHS. The current child care center rule (78 CSR 1, filed Mar 30, 2023, effective Apr 1, 2023) is captioned 'Department of Human Services,' but its internal definitions (e.g., §78-1-3.52 'Secretary') still reference the 'Secretary of the Department of Health and Human Resources.').

West Virginia childcare centers are required to collect and maintain a completed WV CARES self-disclosure application and consent form (signed; on file and uploaded to WV CARES no later than date of hire, per §78-1-8.4.c.1; W. Va. Code §16-49-1 et seq. / 69 CSR 10) for every enrolled child (per West Virginia Department of Human Services (DoHS), Bureau for Family Assistance, Division of Early Care and Education (Child Care Licensing). Effective Jan 1, 2024, the former Department of Health and Human Resources (DHHR) was split into three departments; child care licensing now sits under DoHS. The current child care center rule (78 CSR 1, filed Mar 30, 2023, effective Apr 1, 2023) is captioned 'Department of Human Services,' but its internal definitions (e.g., §78-1-3.52 'Secretary') still reference the 'Secretary of the Department of Health and Human Resources.').

West Virginia childcare centers are required to collect and maintain a completed Child immunization record / plan for completion signed by a licensed health care provider (§78-1-15.1.a) for every enrolled child (per West Virginia Department of Human Services (DoHS), Bureau for Family Assistance, Division of Early Care and Education (Child Care Licensing). Effective Jan 1, 2024, the former Department of Health and Human Resources (DHHR) was split into three departments; child care licensing now sits under DoHS. The current child care center rule (78 CSR 1, filed Mar 30, 2023, effective Apr 1, 2023) is captioned 'Department of Human Services,' but its internal definitions (e.g., §78-1-3.52 'Secretary') still reference the 'Secretary of the Department of Health and Human Resources.').

West Virginia childcare centers are required to collect and maintain a completed Child Health Assessment signed by a licensed health care provider (on file no later than 30 days after admission, §78-1-15.2) for every enrolled child (per West Virginia Department of Human Services (DoHS), Bureau for Family Assistance, Division of Early Care and Education (Child Care Licensing). Effective Jan 1, 2024, the former Department of Health and Human Resources (DHHR) was split into three departments; child care licensing now sits under DoHS. The current child care center rule (78 CSR 1, filed Mar 30, 2023, effective Apr 1, 2023) is captioned 'Department of Human Services,' but its internal definitions (e.g., §78-1-3.52 'Secretary') still reference the 'Secretary of the Department of Health and Human Resources.').

West Virginia childcare centers are required to collect and maintain a completed Signed parent permission for emergency medical treatment and transportation (§78-1-7.4.f) for every enrolled child (per West Virginia Department of Human Services (DoHS), Bureau for Family Assistance, Division of Early Care and Education (Child Care Licensing). Effective Jan 1, 2024, the former Department of Health and Human Resources (DHHR) was split into three departments; child care licensing now sits under DoHS. The current child care center rule (78 CSR 1, filed Mar 30, 2023, effective Apr 1, 2023) is captioned 'Department of Human Services,' but its internal definitions (e.g., §78-1-3.52 'Secretary') still reference the 'Secretary of the Department of Health and Human Resources.').

West Virginia childcare centers are required to collect and maintain a completed Signed parent permission to release child to designated persons (§78-1-7.4.g) for every enrolled child (per West Virginia Department of Human Services (DoHS), Bureau for Family Assistance, Division of Early Care and Education (Child Care Licensing). Effective Jan 1, 2024, the former Department of Health and Human Resources (DHHR) was split into three departments; child care licensing now sits under DoHS. The current child care center rule (78 CSR 1, filed Mar 30, 2023, effective Apr 1, 2023) is captioned 'Department of Human Services,' but its internal definitions (e.g., §78-1-3.52 'Secretary') still reference the 'Secretary of the Department of Health and Human Resources.').

West Virginia childcare centers are required to collect and maintain a completed State Fire Marshal inspection report (pre-licensing) for every enrolled child (per West Virginia Department of Human Services (DoHS), Bureau for Family Assistance, Division of Early Care and Education (Child Care Licensing). Effective Jan 1, 2024, the former Department of Health and Human Resources (DHHR) was split into three departments; child care licensing now sits under DoHS. The current child care center rule (78 CSR 1, filed Mar 30, 2023, effective Apr 1, 2023) is captioned 'Department of Human Services,' but its internal definitions (e.g., §78-1-3.52 'Secretary') still reference the 'Secretary of the Department of Health and Human Resources.').

West Virginia childcare centers are required to collect and maintain a completed County Department of Health Child Care Center Inspection Report (pre-licensing) for every enrolled child (per West Virginia Department of Human Services (DoHS), Bureau for Family Assistance, Division of Early Care and Education (Child Care Licensing). Effective Jan 1, 2024, the former Department of Health and Human Resources (DHHR) was split into three departments; child care licensing now sits under DoHS. The current child care center rule (78 CSR 1, filed Mar 30, 2023, effective Apr 1, 2023) is captioned 'Department of Human Services,' but its internal definitions (e.g., §78-1-3.52 'Secretary') still reference the 'Secretary of the Department of Health and Human Resources.').

West Virginia childcare centers are required to collect and maintain a completed Emergency/Disaster Planning Form (Bureau for Family Assistance) for every enrolled child (per West Virginia Department of Human Services (DoHS), Bureau for Family Assistance, Division of Early Care and Education (Child Care Licensing). Effective Jan 1, 2024, the former Department of Health and Human Resources (DHHR) was split into three departments; child care licensing now sits under DoHS. The current child care center rule (78 CSR 1, filed Mar 30, 2023, effective Apr 1, 2023) is captioned 'Department of Human Services,' but its internal definitions (e.g., §78-1-3.52 'Secretary') still reference the 'Secretary of the Department of Health and Human Resources.').

West Virginia childcare centers are required to collect and maintain a completed Request to Amend a License (Bureau for Family Assistance) for every enrolled child (per West Virginia Department of Human Services (DoHS), Bureau for Family Assistance, Division of Early Care and Education (Child Care Licensing). Effective Jan 1, 2024, the former Department of Health and Human Resources (DHHR) was split into three departments; child care licensing now sits under DoHS. The current child care center rule (78 CSR 1, filed Mar 30, 2023, effective Apr 1, 2023) is captioned 'Department of Human Services,' but its internal definitions (e.g., §78-1-3.52 'Secretary') still reference the 'Secretary of the Department of Health and Human Resources.').

What forms are required for childcare enrollment in West Virginia?

West Virginia requires the following forms for each enrolled child: Child Care Center License Application (application as prescribed by the Secretary, per §78-1-4.2.a); Letter of Intent and Needs Assessment Form (Child Care Center Information Packet / Needs Assessment and Letter of Intent, per bfa.wv.gov/child-care-centers); WV CARES self-disclosure application and consent form (signed; on file and uploaded to WV CARES no later than date of hire, per §78-1-8.4.c.1; W. Va. Code §16-49-1 et seq. / 69 CSR 10); Child immunization record / plan for completion signed by a licensed health care provider (§78-1-15.1.a); Child Health Assessment signed by a licensed health care provider (on file no later than 30 days after admission, §78-1-15.2); Signed parent permission for emergency medical treatment and transportation (§78-1-7.4.f); Signed parent permission to release child to designated persons (§78-1-7.4.g); State Fire Marshal inspection report (pre-licensing); County Department of Health Child Care Center Inspection Report (pre-licensing); Emergency/Disaster Planning Form (Bureau for Family Assistance); Request to Amend a License (Bureau for Family Assistance).

How long must West Virginia childcare centers keep enrollment forms on file?

West 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 West Virginia Department of Human Services (DoHS), Bureau for Family Assistance, Division of Early Care and Education (Child Care Licensing). Effective Jan 1, 2024, the former Department of Health and Human Resources (DHHR) was split into three departments; child care licensing now sits under DoHS. The current child care center rule (78 CSR 1, filed Mar 30, 2023, effective Apr 1, 2023) is captioned 'Department of Human Services,' but its internal definitions (e.g., §78-1-3.52 'Secretary') still reference the 'Secretary of the Department of Health and Human Resources.' to confirm the exact retention schedule.

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

Missing or incomplete required forms are a citable deficiency in a West Virginia childcare licensing inspection. Operating a child care center without a license when one is required is a misdemeanor: upon conviction, confinement in jail not exceeding one (1) year, or a fine of not more than $500, or both (W. Va. Code §49-2-120). Administratively, the Secretary may deny, refuse to renew, or revoke a license, or make it provisional, and may issue an order of closure for an immediate danger of serious harm (W. Va. Code R. §78-1-4.7, §78-1-4.8, §78-1-24). The Secretary may also obtain injunctive relief pursuant to W. Va. Code §49-2-105 (W. Va. Code R. §78-1-4.9.c).

Does TotReady provide templates for West Virginia required forms?

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