Tennessee Daycare Self-Inspection Checklist (Printable)

Recent changes (2025–2026)

Bigger group sizes and new mixed-age options in centers Tenn. Comp. R. & Regs. 1240-04-01-.22(1)(c) Centers Single-age center ratios did not change, but several maximum group sizes went up: four- and five-year-old groups from 20 to 24; mixed 2½–12-year-olds from 1:10 with 10 children to 1:11 with 20; and mixed 3–5-year-olds…
Director on site half the time; substitutes trained before contact Tenn. Comp. R. & Regs. 1240-04-01-.06(2)(d), (4)(a), (6)(b) Centers · Family child care · Group child care homes · Drop-in centers Effective February 8, 2026: a center director must be on site for at least 50% of the agency's monthly hours of operation (drop-in centers excepted).
Four in-person visits before a full license Tenn. Comp. R. & Regs. 1240-04-01-.04(1)(b) Centers · Family child care · Group child care homes · Drop-in centers A new agency now has to receive four in-person monitoring visits satisfactory to TDHS during its 120-day provisional license before TDHS issues the continuous license.
Clearance letter before anyone works Tenn. Comp. R. & Regs. 1240-04-01-.07(2)(c) Centers · Family child care · Group child care homes · Drop-in centers New text: no one may work, operate, substitute or have unsupervised contact with children until the criminal history review is complete, shown by either a Final Clearance Letter or a Conditional Letter that lets the…
Unsupervised children are now a same-day report Tenn. Comp. R. & Regs. 1240-04-01-.09(1)(f)6 Centers · Family child care · Group child care homes · Drop-in centers Added to the serious incidents you must report to TDHS the same day: any child leaving the premises without supervision, or being left unsupervised in a classroom, on the playground, elsewhere in the building, at a…
New licensing exemption categories (July 1, 2025) T.C.A. § 71-3-503 (2025 Pub. Ch. 135, HB 106) Centers · Family child care · Group child care homes Public Chapter 135 (signed April 4, 2025; effective July 1, 2025) rewrote the list of programs exempt from TDHS licensing.
Military-certified family homes exempt (July 1, 2026) 2026 Pub. Ch. 747 (HB 1663) Family child care From July 1, 2026, a family child care home that holds a U.S.
Age 18 for teachers of children 4 and under, in school-run programs 2026 Pub. Ch. 679 (SB 2637); T.C.A. § 49-1-1103 School-age programs From July 1, 2026, a teacher or assistant teacher in a child care program for children four or younger must be at least 18.
"Tennessee Child Care Red Tape Reduction Act" 2026 Pub. Ch. 980 (SB 2509) Centers · Family child care · Group child care homes Signed May 27, 2026. The act speeds up local permit review for child care agencies.
"Tennessee Child Care Hosting Safe Harbor Act" 2026 Pub. Ch. 695 (SB 1683) Centers Signed April 27, 2026; effective July 1, 2026.

Who needs a license, and what kind

License class matches the number of unrelated children in care Tenn. Comp. R. & Regs. 1240-04-01-.02(10), (12), (21), (23), (26) Centers · Family child care · Group child care homes · Drop-in centers
Who does not need a TDHS license T.C.A. § 71-3-503 Centers · Family child care · Group child care homes Care for fewer than 5 unrelated children, or for less than 3 hours a day, is not subject to licensure.
License posted; continuous (not provisional or restricted) status current Tenn. Comp. R. & Regs. 1240-04-01-.04(1); .02(16), (40) Centers · Family child care · Group child care homes · Drop-in centers
Operate within your license; use the provider portal Tenn. Comp. R. & Regs. 1240-04-01-.03(2), (4) Centers · Family child care · Group child care homes · Drop-in centers Operate only within your licensed capacity, approved hours, age ranges, services, address, ownership and approved space.
Insurance declarations pages on file and meet the minimums Tenn. Comp. R. & Regs. 1240-04-01-.05(4) Centers · Family child care · Group child care homes · Drop-in centers
School-administered child care (Department of Education) T.C.A. § 49-1-1101 et seq.; Tenn. Comp. R. & Regs. 0520-12-01 School-age programs Child care run by public schools, and church-related school programs, are regulated under Title 49 rather than by TDHS.

Staff-to-child ratios

Infants 1:4 (8); 12–30 mo 1:6 (12); 2s 1:7 (14); 3s 1:9 (18); 4s 1:13 (24); 5s 1:16 (24); school-age 1:20 Tenn. Comp. R. & Regs. 1240-04-01-.22(1)(c)1 Centers
Each classroom's grouping defined; posted ratio matches the chart used Tenn. Comp. R. & Regs. 1240-04-01-.22(1)(c)2–3, (d) Centers
The 10% variance and the second adult Tenn. Comp. R. & Regs. 1240-04-01-.22(1)(b) Centers Center ratios and group sizes may be exceeded by up to 10% (rounded) no more than 3 days a week, but never in infant or toddler groups and never above licensed capacity.
7 or fewer children (12 with related); extra educator when 5+ under age 2 Tenn. Comp. R. & Regs. 1240-04-01-.20(1) Family child care
Educators match the group home chart; infants/toddlers separate when 4+ Tenn. Comp. R. & Regs. 1240-04-01-.21(1) Group child care homes
Field trips, swimming and nap time Tenn. Comp. R. & Regs. 1240-04-01-.11(6), (7), (9) Centers · Family child care · Group child care homes Field trips: double the ratio (homes add one adult) and take attendance at 5 set points.
Who counts in ratio Tenn. Comp. R. & Regs. 1240-04-01-.06(4)–(5); .21(3) Centers · Family child care · Group child care homes Volunteers never count (except parents on a field trip) and are never left alone with children.

Group size and space

30 sq ft per child per classroom and nap room Tenn. Comp. R. & Regs. 1240-04-01-.22(1)(d)–(e), (2) Centers
Home space Tenn. Comp. R. & Regs. 1240-04-01-.20(2); .21(5) Family child care · Group child care homes Group homes: 30 square feet of usable indoor play space per child.

Staff qualifications

Director qualification documents on file Tenn. Comp. R. & Regs. 1240-04-01-.06(6)(a) Centers
Center educators and assistant directors Tenn. Comp. R. & Regs. 1240-04-01-.06(6)(a) Centers Center educators must be 18; no diploma is required unless the educator works alone with a group (then a high school diploma or equivalent).
Family and group home providers Tenn. Comp. R. & Regs. 1240-04-01-.06(6)(a); .21(2) Family child care · Group child care homes The primary educator must be 18 with a high school diploma or equivalent and complete the pre-licensure orientation.
Director on site at least 50% of monthly hours Tenn. Comp. R. & Regs. 1240-04-01-.06(2)(d); .22(5) Centers
Orientation and health statement before work Tenn. Comp. R. & Regs. 1240-04-01-.06(3)(f)–(h); .08(3)(c)4 Centers · Family child care · Group child care homes Before contact with children, every new employee gets orientation on 14 listed topics (including emergency procedures, abuse reporting, release of children, safe sleep, food allergies and CMV risk) and completes shaken…

Background checks

Clearance letter on file for every staff member and adult household member; checks under 5 years old Tenn. Comp. R. & Regs. 1240-04-01-.07(1) Centers · Family child care · Group child care homes · Drop-in centers
No work before clearance Tenn. Comp. R. & Regs. 1240-04-01-.07(2)(c) Centers · Family child care · Group child care homes · Drop-in centers No one may work, substitute or have unsupervised contact with children until TDHS issues a Final Clearance Letter, or a Conditional Letter allowing supervised work while other states' results are pending.
Disqualifying records Tenn. Comp. R. & Regs. 1240-04-01-.07(3)–(4) Centers · Family child care · Group child care homes · Drop-in centers A person is excluded for a conviction, plea, juvenile finding or pending charge involving child abuse or neglect, violence, any drug offense, or anything else that threatens children (the rule lists 55 offenses), or for…
Waivers Tenn. Comp. R. & Regs. 1240-04-01-.07(5) Centers · Family child care · Group child care homes · Drop-in centers An excluded person may ask TDHS for a waiver; an advisory committee reviews it and the licensing director decides.

Training hours

First 120 days (or first 4 months for new hires) Tenn. Comp. R. & Regs. 1240-04-01-.06(6)(b) Centers · Family child care · Group child care homes · Drop-in centers 3 hours on the Tennessee Early Learning Developmental Standards (TN-ELDS), first aid and CPR within 90 days of employment, transportation training before driving, and personal safety training for one person per agency.
Annual hours met in TNPAL (12 educator / 18 primary educator / 24 director) Tenn. Comp. R. & Regs. 1240-04-01-.06(6)(c) Centers · Family child care · Group child care homes · Drop-in centers
Certified first aid and CPR staff on site during all hours Tenn. Comp. R. & Regs. 1240-04-01-.12(9)–(10) Centers · Family child care · Group child care homes · Drop-in centers
Abuse reporting and emergency plan training Tenn. Comp. R. & Regs. 1240-04-01-.10(1)(e); .18(5) Centers · Family child care · Group child care homes All staff, including cooks and custodians, get documented, TDHS-approved abuse and neglect reporting training every year, and all staff are trained on the emergency plan annually.

Health and safety

Daily arrival check and illness Tenn. Comp. R. & Regs. 1240-04-01-.12(3)–(6) Centers · Family child care · Group child care homes The receiving educator looks at each child on arrival for signs of illness or injury and documents any obvious marks, with the parent's comments.
Communicable disease Tenn. Comp. R. & Regs. 1240-04-01-.12(11), (16) Centers · Family child care · Group child care homes Report any reportable communicable disease to the local health department by the end of the day it's discovered and notify every family immediately.
End-of-day walk-through of building, grounds and vehicles done Tenn. Comp. R. & Regs. 1240-04-01-.11(1)–(2) Centers · Family child care · Group child care homes · Drop-in centers
Mealtime, playground and transition plans written; roll call at every move Tenn. Comp. R. & Regs. 1240-04-01-.11(3)–(5) Centers · Family child care · Group child care homes
Chemicals, knives and staff bags out of reach; firearms locked and unloaded (homes) Tenn. Comp. R. & Regs. 1240-04-01-.12(13)–(14) Centers · Family child care · Group child care homes
Diapering and sanitizing Tenn. Comp. R. & Regs. 1240-04-01-.12(15) Centers · Family child care · Group child care homes Check and change children promptly; diaper on a nonporous surface off the floor, near a sink, away from food areas, never leaving a child unattended.

Facility, furniture and hazards

TVs, bookcases, cubbies, dressers and shelves anchored Tenn. Comp. R. & Regs. 1240-04-01-.14(1)(e) Centers · Family child care · Group child care homes
Blind cords and electrical cords out of reach Tenn. Comp. R. & Regs. 1240-04-01-.14(1)(d), (f)–(h) Centers · Family child care · Group child care homes
Playground equipment Tenn. Comp. R. & Regs. 1240-04-01-.14(3) Centers · Family child care · Group child care homes Trampolines are prohibited. Climbing equipment needs a 6-foot fall zone and must be 6 feet from fences and other equipment; swing fall zones extend twice the chain length.
Playground checked before each use; fence 4 ft; sandbox covered Tenn. Comp. R. & Regs. 1240-04-01-.16(9) Centers · Family child care · Group child care homes
Current fire marshal and health inspection reports on file; rooms 68–78°F Tenn. Comp. R. & Regs. 1240-04-01-.16(1), (10) Centers · Family child care · Group child care homes

Emergency preparedness

Written multi-hazard plan; parents informed; staff trained this year Tenn. Comp. R. & Regs. 1240-04-01-.18 Centers · Family child care · Group child care homes
Emergency procedures and drill record posted Tenn. Comp. R. & Regs. 1240-04-01-.05(12)(d) Centers · Family child care · Group child care homes
Incident reports given to parents same day; serious incidents reported to TDHS same day Tenn. Comp. R. & Regs. 1240-04-01-.09(1) Centers · Family child care · Group child care homes · Drop-in centers

Medication

Written authorization per medication; dose log with staff name; staff trained Tenn. Comp. R. & Regs. 1240-04-01-.12(12)(a)–(b) Centers · Family child care · Group child care homes
Medication in child-proof containers; EpiPens/inhalers out of reach but unlocked Tenn. Comp. R. & Regs. 1240-04-01-.12(12)(c)–(d) Centers · Family child care · Group child care homes

Immunizations

Immunization certificate (or exemption) and well-child record for every child Tenn. Comp. R. & Regs. 1240-04-01-.08(2)(e); .05(5)(e) Centers · Family child care · Group child care homes

Nutrition and feeding

Weekly menu posted; allergy list posted in kitchen and eating area Tenn. Comp. R. & Regs. 1240-04-01-.13(4)–(5) Centers · Family child care · Group child care homes
Bottles and choking prevention Tenn. Comp. R. & Regs. 1240-04-01-.13(1)–(3) Centers · Family child care · Group child care homes Hold infants who can't sit in a high chair for bottles; never prop bottles or feed lying flat.

Safe sleep and naps

Infants on back, bare crib, touched every 15 minutes Tenn. Comp. R. & Regs. 1240-04-01-.11(8) Centers · Family child care · Group child care homes
Cribs, cots and mats Tenn. Comp. R. & Regs. 1240-04-01-.14(4) Centers · Family child care · Group child care homes Each infant has an individual CPSC-compliant crib or play yard at least 22 by 36 inches; stackable cribs and nesting beds are banned; slats no more than 2⅜ inches apart; original, tight-fitting mattress.
Rest period Tenn. Comp. R. & Regs. 1240-04-01-.15(4) Centers · Family child care · Group child care homes Children in care 6 hours or more get a chance at a reclining rest.

Discipline and behavior guidance

No time-out under age 3; time-out ≤ 1 minute per year of age Tenn. Comp. R. & Regs. 1240-04-01-.15(5) Centers · Family child care · Group child care homes
Written expulsion policy Tenn. Comp. R. & Regs. 1240-04-01-.05(13) Centers · Family child care · Group child care homes Have a written, developmentally appropriate, non-discriminatory expulsion policy shared with staff and parents.

Records, postings and parent communication

Complete file for every child before first day; kept 1 year after leaving Tenn. Comp. R. & Regs. 1240-04-01-.08(2) Centers · Family child care · Group child care homes
Staff records Tenn. Comp. R. & Regs. 1240-04-01-.08(3) Centers · Family child care · Group child care homes Keep a file for each staff member for at least 1 year after they leave: contact and emergency information, education and TNPAL training records, the health statement, communicable disease screening, verified employment…
License, QRIS score, hotlines posted; ratios posted in each classroom Tenn. Comp. R. & Regs. 1240-04-01-.05(9)–(10), (12) Centers · Family child care · Group child care homes

Attendance and sign-in/sign-out

Every child signed in and out with time and adult's name; kept 1 year Tenn. Comp. R. & Regs. 1240-04-01-.11(2)(e) Centers · Family child care · Group child care homes
Attendance list in each classroom Tenn. Comp. R. & Regs. 1240-04-01-.08(2)(d)4–6 Centers · Family child care · Group child care homes
Photo ID checked for unfamiliar pickups Tenn. Comp. R. & Regs. 1240-04-01-.11(2)(d) Centers · Family child care · Group child care homes

Transportation and field trips

Transport approval on file; quarterly vehicle evacuation drills; daily vehicle checks Tenn. Comp. R. & Regs. 1240-04-01-.17(3), (8) Centers · Family child care · Group child care homes
Passenger log signed by driver and reviewer every trip Tenn. Comp. R. & Regs. 1240-04-01-.17(9) Centers · Family child care · Group child care homes
Drivers and vehicles Tenn. Comp. R. & Regs. 1240-04-01-.17(10)–(13) Centers · Family child care · Group child care homes Drivers need a license with an "F" endorsement, an annual medical statement, a 5-panel drug test no more than 10 days before driving, TDHS clearance to drive, CPR and first aid, and transportation training before…
Field trip permission and attendance Tenn. Comp. R. & Regs. 1240-04-01-.05(9)(k); .08(2)(d)7; .11(6) Centers · Family child care · Group child care homes Get a signed, dated permission slip for each field trip, double the ratio (homes add one adult), and check attendance before leaving, on arrival, at the start and end of each activity, on departure and on return.

Inspections, quality ratings and enforcement

Current QRIS scorecard posted with the license Tenn. Comp. R. & Regs. 1240-04-07-.03 Centers · Family child care · Group child care homes
Ready for an unannounced visit on the 11 critical items TDHS Provider Monitoring and Inspections Centers · Family child care · Group child care homes
Statewide serious injuries and abuse findings TDHS Aggregated Child Care Data, FFY 2025 Centers · Family child care · Group child care homes TDHS's federally required annual report for October 2024–September 2025 lists, for licensed centers (capacity 185,081): 902 self-reported serious injury incidents (injuries needing a medical professional's treatment),…
Unannounced inspections and parent access Tenn. Comp. R. & Regs. 1240-04-05-.04(1) Centers · Family child care · Group child care homes TDHS inspects agencies at regular intervals without notice and has access to all areas and records.
Enforcement tools Tenn. Comp. R. & Regs. 1240-04-05; 1240-04-01-.02(42)–(43) Centers · Family child care · Group child care homes · Drop-in centers TDHS can impose safety plans, probation (which must be posted and explained to parents), civil penalties for each violation (each day a separate violation), restricted licenses, denial or revocation, and summary…

Disputing findings and appeals

Child Care Agency Board of Review Tenn. Comp. R. & Regs. 1240-04-01-.02(11) Centers · Family child care · Group child care homes · Drop-in centers The Board of Review hears challenges to actions to deny, revoke or otherwise limit a license, TDHS civil penalties, and safety plans in effect 90 days or more.
Deadlines Tenn. Comp. R. & Regs. 1240-04-05-.04 Centers · Family child care · Group child care homes · Drop-in centers Appeal deadlines are short and run from the date the notice is delivered or mailed.

Tennessee daycare self-inspection checklist

Recent changes (2025–2026)

Who needs a license, and what kind

Staff-to-child ratios

Group size and space

Staff qualifications

Background checks

Training hours

Health and safety

Facility, furniture and hazards

Emergency preparedness

Medication

Immunizations

Nutrition and feeding

Safe sleep and naps

Discipline and behavior guidance

Records, postings and parent communication

Attendance and sign-in/sign-out

Transportation and field trips

Inspections, quality ratings and enforcement

Disputing findings and appeals

Email me when Tennessee's rules change