5.2 Ratios, Group Size, and Qualifications for CCDF Providers

Lead Agencies must have child care standards for providers receiving CCDF funds, appropriate to the type of child care setting involved, that address appropriate staff:child ratios, group size limits for specific age populations, and the required qualifications for providers. Lead Agencies should map their categories of care to the CCDF categories. Exemptions for relative providers will be addressed in subsection 5.8. 5.2.1 Age classifications Describe how the Lead Agency defines the following age classifications (e.g., Infant: 0 – 18 months). a. Infant. Describe: Birth to 16 months (8VAC20-780-10; 8VAC20-790-140; 8VAC20-790-490; and 8VAC20-800-10) b. Toddler. Describe: 16 months to two years (8VAC20-780-10; 8VAC20-790-140; 8VAC20- 790-490; and 8VAC20-800-10) c. Preschool. Describe: Two years up to the age of eligibility to attend public school, five years by September 30 (8VAC20-780-10; 8VAC20-790-140; 8VAC20-790-490; and 8VAC20- 800-10) d. School-Age. Describe: Eligible to attend public school, age five or older by September 30 of that same year (8VAC20-780-10; 8VAC20-790-140; 8VAC20-790-490; and 8VAC20-800-10) 5.2.2 Ratio and group size limits Provide the ratio and group size limits for settings and age groups below. a. Licensed CCDF center-based care: i. Infant. Ratio: 1:4 (8VAC20-780-350) Group size: 12 There is no maximum group size during meals or snacks, the designated rest period, evening and overnight sleep time, outdoor play, transportation and field trips, special group activities, or during the first and last hour of operation when the provider operates more than six hours per day. (8VAC20-780-350) ii. Toddler. Ratio: 1:5 (8VAC20-780-350) Group size: 15 There is no maximum group size during meals or snacks, the designated rest period, evening and overnight sleep time, outdoor play, transportation and field trips, special group activities, or during the first and last hour of operation when the provider operates more than six hours per day. (8VAC20-780-350) iii. Preschool. Ratio: Two year olds: 1:8 Three years up to the age of eligibility to attend public school: 1:10 (8VAC20-780-350) Group size: Two year olds: 24. Three years up to the age of eligibility to attend public school: 30. There is no maximum group size during meals or snacks, the designated rest period, evening and overnight sleep time, outdoor play, transportation and field trips, special group activities, or during the first and last hour of operation when the provider operates more than six hours per day. (8VAC20-780-350) iv. School-Age. Ratio: School age eligible to nine years: 1:18 Nine years through 12 years: 1:20 (8VAC20-780-350) Group size: Group size requirements do not currently apply to children school age eligible through 12 years of age. (8VAC20-780-350). VDOE was notified of possible non-compliance with this provision on June 28, 2023. Additional time is needed to come into compliance with this requirement while VDOE goes through the regulatory review and implementation process. v. Mixed-Age Groups (if applicable). Ratio: When a group of children receiving care includes children from different age groups, the staff-to-children ratio applicable to the youngest child in the group applies to the entire group. Balanced mixed age groups consisting of a relatively even allocation of children in each of three ages (three to six years) designed to remain together: 1:14, if (i) the center has additional staff who are readily accessible in the event of an emergency to maintain a ratio of one staff member for every 10 children when three-year-olds are included in the balanced mixed-age-group; and (ii) the lead teacher has received at least eight hours of training in classroom management of balanced-mixed age groupings. (8VAC20-780-350) Group size: When a group of children receiving care includes children from different age groups, the group size applicable to the youngest child in the group applies to the entire group. Balanced mixed age groups: 28. (8VAC20-780-350) b. If different, provide the ratios and group size requirements for the license-exempt center- based providers who receive CCDF funds under the following age groups: i. [ ] Not applicable. There are no differences in ratios and group size requirements. ii. Infant: The ratio and group size requirements for license-exempt child day centers that are certified preschools, local government operated centers and local school division programs are the same as those of licensed child day centers, but the ratios and group sizes are different for license-exempt centers operated by religious institutions. See below: Ratio: 1:4 Group size: 12 There is no maximum group size during meals or snacks, the designated rest period, evening and overnight sleep time, outdoor play, field trips, special group activities, or during the first and last hour of operation when the provider operates more than six hours per day. (8VAC20-790-670) iii. Toddler: Ratio: 1:5 Group size: 12 There is no maximum group size during meals or snacks, the designated rest period, evening and overnight sleep time, outdoor play, field trips, special group activities, or during the first and last hour of operation when the provider operates more than six hours per day. (8VAC20-790-670) iv. Preschool: 24 months to 36 months Ratio: 1:8 36 months to five years Ratio: 1:10 Two years to five years Group Size: 30 There is no maximum group size during meals or snacks, the designated rest period, evening and overnight sleep time, outdoor play, field trips, special group activities, or during the first and last hour of operation when the provider operates more than six hours per day. (8VAC20-790-670) v. School-Age: Five to nine years Ratio: 1:20 Nine years through 12 years Ratio: 1:25 Five years to six years Group Size: 30 Group size requirements do not currently apply to children six through12 years of age. There is no maximum group size during meals or snacks, the designated rest period, evening and overnight sleep time, outdoor play, field trips, special group activities, or during the first and last hour of operation when the provider operates more than six hours per day. (8VAC20-790-670) VDOE was notified of possible non-compliance with the requirement to have a group size for all age groups for unlicensed CCDF providers on June 28, 2023. Additional time is needed to address compliance with this requirement through the state regulatory process. vi. Mixed-Age Groups: When a group of children receiving care includes children from different age brackets, the age of the youngest child in the group shall be used to determine the staff-to children ratio that applies to that group. When children are in ongoing mixed age groups, the staff-to-children ratio and group size applicable to the youngest child in the group shall apply to the entire group. (8VAC20-790-670) c. Licensed CCDF family child care home providers: i. Infant (if applicable) Ratio: The ratio is based on the following point system assigned according to the age of children, including a caregiver’s own children and resident children under eight years of age. No caregiver can exceed 16 points. 4 points each (8VAC20-800-570) Group size: 12 or the licensed capacity, whichever is less (8VAC20-800-10) ii. Toddler (if applicable) Ratio: The ratio is based on the following point system assigned according to the age of children, including a caregiver’s own children and resident children under eight years of age. No caregiver can exceed 16 points. 3 points each (8VAC20-800-570) Group size: 12 or the licensed capacity, whichever is less (8VAC20-800-10) iii. Preschool (if applicable) Ratio: The ratio is based on the following point system assigned according to the age of children, including a caregiver’s own children and resident children under eight years of age. No caregiver can exceed 16 points. 2 points each (8VAC20-800-570) Group size: 12 or the licensed capacity, whichever is less (8VAC20-800-10) iv. School-Age (if applicable) Ratio: The ratio is based on the following point system assigned according to the age of children, including a caregiver’s own children and resident children under eight years of age. No caregiver can exceed 16 points. Five years through nine years: 1 point each 10 years and older: 0 points each (8VAC20-800-570) Group size: 12 or the licensed capacity, whichever is less (8VAC20-800-10) v. Mixed-Age Groups Ratio: The ratio is based on the following point system assigned according to the age of children, including a caregiver’s own children and resident children under eight years of age. No caregiver can exceed 16 points. Birth through 15 months: 4 points each 16 months through 23 months: 3 points each Two years through four years: 2 points each Five years through nine years: 1 point each 10 years and older: 0 points each (8VAC20-800-570) Group size: 12 or the licensed capacity, whichever is less (8VAC20-800-10) d. Are any of the responses above different for license-exempt family child care homes? [ ] No. [x] Yes. If yes, describe how the ratio and group size requirements for license- exempt providers vary by age of children served. The ratio requirements, which is based on a point system, is the same as it is for licensed providers. It is based on the following point system assigned according to the age of children, including a caregiver’s own children and resident children under eight years of age. No caregiver can exceed 16 points. Birth through 15 months: 4 points each 16 months through 23 months: 3 points each Two years through four years: 2 points each Five years through nine years: 1 point each 10 years and older: 0 points each (8VAC20-790-300) The group size for all ages, including mixed ages, is limited to four children, unless it is a family day system approved home, which has a group size of nine children. (§ 22.1-289.02 and 8VAC20-810-40) [ ] Not applicable. The Lead Agency does not have license-exempt family child care homes. e. Licensed in-home care (care in the child’s own home): i. Infant (if applicable) Ratio: The ratio is based on the following point system assigned according to the age of children, including a caregiver’s own children and resident children under eight years of age. No caregiver can exceed 16 points. 4 points each (8VAC20-800-570) Group size: 12 or the licensed capacity, whichever is less (8VAC20-800-10) ii. Toddler (if applicable) Ratio: The ratio is based on the following point system assigned according to the age of children, including a caregiver’s own children and resident children under eight years of age. No caregiver can exceed 16 points. 3 points each (8VAC20-800-570) Group size: 12 or the licensed capacity, whichever is less (8VAC20-800-10) iii. Preschool (if applicable) Ratio: The ratio is based on the following point system assigned according to the age of children, including a caregiver’s own children and resident children under eight years of age. No caregiver can exceed 16 points. 2 points each (8VAC20-800-570) Group size: 12 or the licensed capacity, whichever is less (8VAC20-800-10) iv. School-Age (if applicable) Ratio: The ratio is based on the following point system assigned according to the age of children, including a caregiver’s own children and resident children under eight years of age. No caregiver can exceed 16 points. Five years through nine years: 1 point each 10 years and older: 0 points each (8VAC20-800-570) Group size: 12 or the licensed capacity, whichever is less (8VAC20-800-10) v. Mixed-Age Groups (if applicable) Ratio: The ratio is based on the following point system assigned according to the age of children, including a caregiver’s own children and resident children under eight years of age. No caregiver can exceed 16 points. Birth through 15 months: 4 points each 16 months through 23 months: 3 points each Two years through four years: 2 points each Five years through nine years: 1 point each 10 years and older: 0 points each (8VAC20-800-570) Group size: 12 or the licensed capacity, whichever is less (8VAC20-800-10) f. Are any of the responses above different for license-exempt in-home care? [ ] No. [x] Yes. If yes, describe how the ratio and group size requirements for license- exempt in-home care vary by age of children served. The ratio requirements, which is based on a point system, is the same as it is for licensed providers. It is based on the following point system assigned according to the age of children, including a caregiver’s own children and resident children under eight years of age. No caregiver can exceed 16 points. Birth through 15 months: 4 points each 16 months through 23 months: 3 points each Two years through four years: 2 points each Five years through nine years: 1 point each 10 years and older: 0 points each (8VAC20-790-300) The group size for all ages, including mixed ages, is limited to four children. (§ 22.1-289.02) 5.2.3 Teacher/caregiver qualifications for licensed, regulated, or registered care Provide the teacher/caregiver qualifications for each category of care. a. Licensed center-based care i. Describe the teacher qualifications for licensed CCDF center-based care (e.g., degrees, credentials, etc.), including any variations based on the ages of children in care: Program leader qualifications do not vary based on the ages of children in care. Program leaders must be at least 18 years of age, have fulfilled a high school program completion or the equivalent, and meet one of the following: 1. Have one of the program director qualifications (see ii below); 2. Have an endorsement or bachelor’s degree in a child-related field such as, but not limited to, elementary education, nursing or recreation, from a college or university; 3. Have three months of programmatic experience and at least one of the following education backgrounds: a. a one-year early childhood certificate from a college or university; b. a child development credential by an organization listed in § 22.1-289.048 of the Code of Virginia; or c. a teaching diploma from an internationally or nationally recognized Montessori organization; or 4. Have six months of supervised programmatic experience and within six months before being promoted or beginning work or one month after being promoted or beginning work, a minimum of 24 hours of training related to the care of children, including but not limited to: child development, playground safety, health and safety issues, and preventing and reporting child abuse and neglect. (8VAC20- 780-210) Aides must be at least 16 years of age. (8VAC20-780-220) ii. Describe the director qualification for licensed CCDF center-based care, including any variations based on the ages of children in care or the number of staff employed: Program director qualifications do not vary based on the ages of children in care or the number of staff employed. Program directors must be at least 21 years of age and meet one of the following: 1. Have a graduate degree in a child-related field such as elementary education, nursing, or recreation from a college or university and six months of programmatic experience; 2. Have an endorsement or bachelor’s degree in a child-related field such as elementary education, nursing, or recreation from a college or university and one year of programmatic experience; 3. Have 48 semester hours or 72 quarter hours of college credit from a college or university of which 12 semester hours or 18 quarter hours are in child-related subjects and one year of programmatic experience; 4. Have two years of programmatic experience with one year in a staff supervisory capacity and at least one of the following education backgrounds: a. a one-year early childhood certificate from a college or university that consists of at least 30 semester hours; b. a child development credential that requires: (1) a high school program completion or equivalent; (2) 480 hours working with children in a group which could include a supervised practicum; (3) determination of competency in promoting children’s development, providing a safe and healthy environment, managing the classroom environment or childhood program, and promoting positive and productive relationships with parents or guardians; and (4) at least 120 hours of child-related training taught by an individual or by an organization with expertise in early childhood teacher preparation provided that the training facilitator: (a) documents the student’s mastery and competence; (b) Observes the student’s application of competence in a classroom setting; (c) has a combination of at least six years of education (leading to a degree or credential in a child-related field) or programmatic experience; and (d) has at least 12 semester hours or 180 hours in a child-related field, a child development credential or equivalent, and two years of programmatic experience with one year in a staff supervisor capacity; or c. a certification of qualification from an internationally or nationally recognized Montessori organization. (8VAC20-780-190) b. Licensed family child care Describe the provider qualifications for licensed family child care homes, including any variations based on the ages of children in care: Provider qualifications do not vary based on the ages of children in care. Providers must be 18 years of age or older. Providers licensed after June 30, 2010, shall have: 1. i) A high school program completion or the equivalent or (ii) evidence of having met the requirements for admission to an accredited college or university; 2. Three months of programmatic experience; 3. Current certification in cardiopulmonary resuscitation (CPR), as appropriate to the age of the children in care, from the American Red Cross, American Heart Association, American Safety and Health Institute, or the National Safety Council, or current CPR certification issued within the past two years by a community college, a hospital, a rescue squad, or a fire department; and 4. Current certification in first aid from the American Red Cross, American Heart Association, American Safety and Health Institute, or the National Safety Council, or current first aid certification issued within the past three years by a community college, a hospital, a rescue squad, or a fire department. (8VAC20-800-140) Providers must also: Be of good character and reputation; Be physically and mentally capable of carrying out assigned responsibilities; Be courteous, respectful, patient, and affectionate toward the children in care; Be able to speak, read, and write in English as necessary carry out assigned job responsibilities, and communicate effectively with emergency responders; and Meet all background check requirements. (8VAC20-800-130) c. Licensed, regulated, or registered in-home care (care in the child’s own home by a non- relative) Describe the provider qualifications for licensed, regulated, or registered in-home care providers (care in the child’s own home) including any variations based on the ages of children in care: Provider qualifications for licensed, regulated, or registered in-home providers do not vary based on the ages of children in care. Licensed in-home care providers must be 18 years of age or older. Licensed in-home providers licensed after June 30, 2010, shall have: 1. i) A high school program completion or the equivalent or (ii) evidence of having met the requirements for admission to an accredited college or university; 2. Three months of programmatic experience; 3. Current certification in cardiopulmonary resuscitation (CPR), as appropriate to the age of the children in care, from the American Red Cross, American Heart Association, American Safety and Health Institute, or the National Safety Council, or current CPR certification issued within the past two years by a community college, a hospital, a rescue squad, or a fire department; and 4. Current certification in first aid from the American Red Cross, American Heart Association, American Safety and Health Institute, or the National Safety Council, or current first aid certification issued within the past three years by a community college, a hospital, a rescue squad, or a fire department. (8VAC20-800-140) Licensed providers must also: Be of good character and reputation; Be physically and mentally capable of carrying out assigned responsibilities; Be courteous, respectful, patient, and affectionate toward the children in care; Be able to speak, read, and write in English as necessary carry out assigned job responsibilities, and communicate effectively with emergency responders; and Meet all background check requirements. (8VAC20-800-130) Regulated or registered in-home providers (vendors) must be at least 18 years of age and shall be capable of communicating effectively both orally and in writing as applicable to the job responsibility and be capable of communicating with emergency personnel. (8VAC20-790-70 and 8VAC20-790-240) 5.2.4 Teacher/caregiver qualifications for license-exempt providers Provide the teacher/provider qualification requirements (for instance, age, high school diploma, specific training, etc.) for the license-exempt providers under the following categories of care: a. License-exempt center-based child care. The vendor must be at least 18 years of age. Staff must be at least 16 years of age. The vendor and any staff who are left alone with children shall be capable of communicating effectively both orally and in writing as applicable to the job responsibility and be capable of communicating with emergency personnel. (8VAC20-790-590) b. License-exempt home-based child care. License-exempt home-based providers (vendors) must be at least 18 years of age. Caregivers must be at least 16 years of age. The provider and all caregivers shall be capable of communicating effectively both orally and in writing as applicable to the job responsibility and be capable of communicating with emergency personnel. (8VAC20-790-70 and 8VAC20-790-240) c. License-exempt in-home care (care in the child’s own home). License-exempt in-home care providers (vendors) must be at least 18 years of age. Caregivers must be at least 16 years of age. The provider and all caregivers shall be capable of communicating effectively both orally and in writing as applicable to the job responsibility and be capable of communicating with emergency personnel. (8VAC20-790-70 and 8VAC20-790-240)