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Navigating CDSS Resources: A Practical Guide for California Child Care Providers
Navigating CDSS Resources: A Practical Guide for California Child Care Providers

A practical guide helping licensed California providers navigate CDSS regulations and requirements to maintain compliance.

Updated over 2 weeks ago

Introduction

As a child care provider in California, staying up-to-date with licensing requirements, regulations, and policy updates is essential for maintaining compliance and providing quality care. However, navigating the California Department of Social Services (CDSS) website can sometimes feel overwhelming with its wealth of information spread across multiple pages.

This guide serves as your roadmap to finding the most important CDSS resources quickly and efficiently. We've organized the information based on what providers typically need most, with direct links to save you time and effort.

Quick Reference Guide: Where to Find What You Need

If You Need To:

Go Here First:

Direct Link

Find recent licensing updates

Look up specific regulations

Understand how regulations are interpreted

Check capacity requirements

Fact Sheets

Download required forms

Licensing Forms

Community Care Licensing: ( LIC )

Report an incident

Incident Reports

Form LIC 624 (Center) /

Find COVID-19 guidance

COVID-19 Updates

Access provider resources

MyChildCarePlan

Understanding Provider Information Notices (PINs)

Provider Information Notices (PINs) are one of the most important resources for staying current with licensing requirements. These notices communicate important regulatory changes, clarify existing regulations, offer guidance during emergencies, and share important health and safety information.

Types of PINs

There are two main categories of PINs you should be aware of:

  1. CCP (Child Care Program) PINs: Specifically for child care providers

  2. CCLD (Community Care Licensing Division) PINs: For all licensed facilities, including child care

How to Find the Most Relevant PINs

The CDSS publishes dozens of PINs each year. Here's how to quickly find what matters most to you:

Recent Critical Updates (2025)

CCP PINs (Child Care-Specific)

  • PIN 25-04-CCP - Child Care Licensing Webinars

  • PIN 25-03-CCP - SB 234 Child Care Licensing Webinars

  • PIN 25-02-CCP - Governor's Proclamation of a State of Emergency and Implementation of Waivers

  • PIN 25-01-CCP - 2024 Chaptered Legislation Affecting Child Care Facilities

CCLD PINs (All Licensed Facilities)

How to Find PINs by Topic

PINs are organized by year on the CDSS website, but you can find relevant PINs by searching for specific topics:

Health & Safety PINs

  • Search for terms like "heat," "fire," "disaster," "safe sleep," or "communicable disease"

  • Examples: PIN 23-18-CCP (Communicable Disease Mitigation), PIN 24-08-CCLD (Water Safety)

Licensing Requirement PINs

  • Search for terms like "capacity," "ratios," "background check," or "forms"

  • Examples: PIN 24-02-CCLD (Background Check Practices), PIN 24-01-CCP (Single License Requirements)

Business Operation PINs

  • Search for terms like "fees," "waiver," "webinar," or "technical assistance"

  • Examples: PIN 25-04-CCLD (Fee Waivers), PIN 25-04-CCP (Licensing Webinars)

Emergency & Special Circumstance PINs

  • Search for terms like "emergency," "waiver," or "temporary"

  • Examples: PIN 25-02-CCP (Emergency Waivers), PIN 25-01-CCLD (Winter Storm Preparedness)

Tips for Finding PINs Quickly

  1. Note the PIN number format: Year-Number-Division (e.g., PIN 25-04-CCP)

  2. Check translation links below PINs for non-English versions

  3. Use Ctrl+F (Windows) or Cmd+F (Mac) to search the PIN page for keywords

  4. Remember: The most recent PINs appear at the top of the list

Navigating Laws and Regulations

The regulatory framework for child care in California consists of two main components:

Health and Safety Code vs. Title 22 Regulations

Health and Safety Code

  • Primary legislation passed by the California Legislature

  • Establishes the legal authority and framework for child care licensing

  • Sets broad requirements and definitions

  • Can only be changed through the legislative process

Title 22 Regulations

  • Detailed rules developed by the Department of Social Services

  • Implements the laws established in the Health and Safety Code

  • Contains specific day-to-day operational requirements

  • Can be modified through the regulatory process without legislative action

Key Health and Safety Code Sections

Title 22 Regulations

Title 22 regulations contain the specific operating requirements for licensed child care facilities. Understanding the structure of these regulations can help you quickly find the information you need:

  • Article 1: General Requirements and Definitions

  • Article 2: Licensing

  • Article 3: Application Procedures

  • Article 4: Administrative Actions

  • Article 5: Enforcement Provisions

  • Article 6: Continuing Requirements (contains most day-to-day operational requirements)

  • Article 7: Physical Environment

  • Subchapter 1: General Requirements and Definitions

  • Subchapter 2: Licensing

  • Subchapter 3: Application Procedures

  • Subchapter 4: Enforcement Provisions

  • Subchapter 5: Administrative Actions

  • Subchapter 6: Continuing Requirements (contains most day-to-day operational requirements)

You can access the complete Title 22 regulations on the Official Westlaw Regulations page.

Evaluator Manual

The Evaluator Manual explains how Community Care Licensing analysts interpret and apply regulations. This resource has been reorganized and is now divided into:

Most Helpful Sections

The Evaluator Manual is particularly useful when you need clarification on how a regulation will be applied during inspections. Access the full manual through the CDSS Evaluator Manual page.

Finding Answers to Policy Questions

When you have specific questions about implementing regulations, here's where to look:

Illness Policies

  • Primary resource: Title 22 Regulations under "Health Related Services" (§101226 for Centers, §102417(e) for Homes)

  • For communicable disease guidance: PIN 23-18-CCP "Announcing New Guidance From California Department Of Public Health For Communicable Disease Mitigation"

Discipline Approaches

  • Primary resource: Title 22 Regulations under "Personal Rights" defines acceptable practices (§101223 for Centers, §102423 for Homes)

  • These sections clearly prohibit corporal punishment, humiliation, intimidation, and withholding basic needs

Medication Administration

  • PIN 22-02-CCP covers best practices for Incidental Medical Services

  • Medication consent forms (LIC 9221) available in the Forms section

Important Note: The California Code of Regulations, Title 22 remains the ultimate authority for licensing requirements. Always refer to the specific regulations for your license type when questions arise.

Essential Documentation and Record-Keeping

Proper documentation is critical for maintaining compliance. According to CDSS Form LIC 311D "Forms/Records to Keep in Your Family Child Care Home" and LIC 311A "Records to be Maintained at the Facility," providers must maintain the following records:

For Family Child Care Homes

Children's Records

  • Identification and Emergency Information (LIC 700)

  • Consent for Medical Treatment (LIC 627)

  • Immunization records (California School Immunization Record CDPH 286)

  • Parent Notification of Rights (LIC 995A) with signed receipt

  • Individual Infant Sleeping Plan (LIC 9227) for infants up to 12 months

  • Sleep logs for infants up to 24 months (sample sleep log form from CCHP)

  • Documentation for special health needs (medication consents, etc.)

Facility Records

  • Current facility license prominently displayed

  • Emergency Disaster Plan (LIC 610A)

  • Earthquake Preparedness Checklist (LIC 9148)

  • Documentation of fire/disaster drills (conducted every six months) (sample drill log form from CCHP)

  • Unusual Incident/Injury Reports (LIC 624B)

  • Child Care Facility Roster (LIC 9040)

  • Personnel records (TB clearances, background checks, training certificates)

  • Proof of property ownership or landlord consent forms

Items to Post

  • Facility license

  • Notification of Parents' Rights Poster (PUB 394)

  • Notice of Site Visit (LIC 9213) - for 30 days after each visit

  • Any Type A citation reports - for 30 days

For Child Care Centers

Children's Records

  • Identification and Emergency Information (LIC 700)

  • Child's Pre-admission Health History (LIC 702)

  • Child's Pre-admission Health Evaluation (LIC 701)

  • Consent for Medical Treatment (LIC 627)

  • Immunization records

  • Signed admission agreement

  • Medication records (if applicable)

  • Personal Rights receipts (LIC 613A)

Personnel Records

  • Health Screening Reports (LIC 503) and TB clearance

  • Personnel Record (LIC 501) or application/resume

  • Criminal Record Statement (LIC 508)

  • Fingerprint clearances

  • Education transcripts

  • Training certifications (CPR/First Aid, Mandated Reporter)

Administrative Records

  • Sign-in/sign-out sheets (kept for at least 30 days)

  • Facility license displayed prominently

  • Updated menus posted

  • Daily activity schedule

  • Emergency Disaster Plan (LIC 610)

All required forms can be downloaded from the CDSS Forms page.

Preparing for Licensing Visits

Understanding what to expect during licensing visits helps ensure ongoing compliance:

Regular Inspection Frequency

  • According to PIN 24-03-CCP, most facilities receive an inspection at least once every three years

  • Some facilities require annual inspections (those on probation, with compliance plans, etc.)

  • An additional 30% of facilities are randomly selected for annual inspections

  • Facilities receiving government funding may have more frequent visits

Inspection Process

  • For information on the inspection process, refer to PIN 21-25-CCP, which details the Compliance and Regulatory Enforcement (CARE) Tools used during inspections

  • New providers can learn about the pre-licensing inspection process in PIN 22-05-CCP regarding the CARE Pre-Licensing Tool

If you have questions about the inspection process, contact your local Child Care Program Regional Office as mentioned in PIN 24-03-CCP.

Understanding Citations and Deficiencies

If Licensing finds a problem (called a "deficiency") during a visit, you will receive written notification:

Types of Deficiencies

  • Type A: Serious deficiencies that present an immediate or substantial threat to health or safety

  • Type B: Less serious violations that could potentially become serious if not addressed

  • Type C: Technical violations that do not present an immediate or potential risk

(Source: California Department of Social Services, Facility Evaluation/Visit, Evaluator Manual. Also referenced in "Know the Law: When Licensing Finds a Problem at Your Family Child Care Home" by Child Care Law Center.)

Citation Documentation

  • For routine visits: Form LIC 809 (Facility Evaluation Report)

  • For complaint investigations: Form LIC 9099 (Complaint Investigation Report)

  • Signing these forms acknowledges receipt but does not indicate agreement with the findings

Possible Licensing Actions

  • Verbal or written consultation (for minor issues)

  • Citation with a plan of correction

  • Civil penalties (monetary fines)

  • Administrative actions (suspension or revocation of license)

(Source: California Department of Social Services, Facility Evaluation/Visit, Evaluator Manual, NO. 08RM-02 § 3-4400 at 26; and Child Care Law Center, "Know the Law: When Licensing Finds a Problem at Your Family Child Care Home," p. 2-3)

Civil Penalties

  • Penalties may be assessed for uncorrected violations ($50-$150 per violation per day)

  • For repeated violations within a 12-month period, immediate penalties may be assessed

  • Civil penalty assessments are documented on Form LIC 421

(Source: California Department of Social Services, Form LIC 421 "Civil Penalty Assessment"; and California Health & Safety Code § 1597.56)

Your Rights as a Licensee

As a licensed provider, you have specific rights when interacting with Community Care Licensing:

During Licensing Visits

  • To be treated professionally, with dignity and respect

  • To be informed of the purpose of any visit or communication

  • To receive complete and accurate reports of any observed deficiencies

Appeal Rights

  • You have the right to appeal any citation, investigation finding, civil penalty, or administrative action

  • Appeals must be submitted in writing within 15 business days of receiving a citation or penalty

  • Appeals should include all available supporting documentation

How to File an Appeal

  1. Submit a written request for formal review to your Regional Office within 15 business days

  2. Include all available supporting documentation with your request

  3. If dissatisfied with the Regional Manager's decision, you may appeal to the Program Administrator within 15 business days

For more information about your rights as a licensee, review Form LIC 9058 (Applicant/Licensee Rights) available on the CDSS website.

Emergency Preparation and Response

California child care providers must be prepared for various emergencies.

Key Emergency PINs

  • Heat emergencies (typically issued each summer)

  • Wildfire preparedness and evacuation

  • Public Safety Power Shutoffs (PSPS)

  • Winter storm preparation

  • Earthquake safety

Emergency Notification System

CDSS uses the Everbridge system to notify providers about emergencies. For information about this system, refer to:

  • PIN 24-06-CCLD - Use Of The Everbridge Emergency Notification System To Notify Licensees And Providers Of Disasters And Emergencies (Supersedes PIN 23-11-CCLD)

Make sure your contact information is current with CDSS to receive timely emergency notifications.

Background Check Requirements

Background checks are a critical part of maintaining licensing compliance:

Guardian System Resources

CDSS now uses the Guardian system for background checks. Refer to these specific PINs:

  • PIN 24-02-CCLD - Updated Guardian & Background Check Best Practices (Supersedes PIN 22-06-CCLD)

  • PIN 21-05-CCLD - New Background Check Website

Training and Professional Development

CDSS requires ongoing training for licensed providers:

Required Trainings

  • Pediatric Health & Safety:

    • First-time licensees complete 16 hours total:

      • 8 hours of Preventive Health and Safety Training (including lead exposure prevention)

      • 4 hours of Pediatric First Aid

      • 4 hours of Pediatric CPR/AED

    • Renewal requirement: Every two years, providers must complete 4 hours of Pediatric First Aid and 4 hours of Pediatric CPR

    • Must be obtained from an EMSA-approved training program (EMSA Child Care Provider page)

  • Mandated Reporter Training (AB1207):

    • Required for all child care providers in licensed facilities

    • Consists of two parts:

      • General Training module (2 hours) - required prerequisite

      • Child Care Providers module (2 hours) - profession-specific training

    • Includes final exam requiring 80% or higher to pass

    • Certificate provided upon completion

    • Available in English and Spanish

      • Language accessibility note: Providers with limited English proficiency are not required to take the training if it's not offered in their primary language. Contact the Department about translation options, especially if your language meets the five percent requirement.

      • For language access assistance, contact the Child Care Law Center

Webinar Opportunities

CDSS regularly hosts webinars on compliance topics. Recent webinars have focused on:

Training announcements are typically shared through Provider Information Notices and the CDSS MailChimp subscription service.

Action Steps for Providers

  1. Bookmark this key page: CDSS Provider Information Notices

  2. Set a regular schedule (monthly or quarterly) to check for new PINs relevant to your facility type

  3. Update your contact information with CDSS to ensure you receive emergency notifications

  4. Join the CDSS MailChimp subscription service for automatic updates (see PIN 19-09-CCLD)

  5. Keep digital or physical copies of important PINs that affect your ongoing operations

Additional Resources

  • MyChildCarePlan.org Provider Resources: Provider Resources

  • California Child Care Resource & Referral Network: rrnetwork.org

  • California Resource & Referral Network Technical Assistance: Contact your local R&R agency for help interpreting regulations

  • Child Care Law Center: childcarelaw.org - Legal information specific to child care providers


Last updated: March 2025. This guide is intended as a navigational resource only and does not replace the need to review and comply with all applicable laws and regulations.

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