Pennsylvania Childcare Licensing Requirements Guide

The licensing agency: Pennsylvania DHS, OCDEL

Pennsylvania childcare centers are licensed by the Pennsylvania Department of Human Services (DHS), Office of Child Development and Early Learning (OCDEL). The regulations governing licensed child care centers are in 55 Pa. Code Chapter 3270.

OCDEL administers both licensing and subsidy through a unified technology platform called PELICAN (Pennsylvania’s Enterprise to Link Information for Children Across Networks). This integration means the same system handles your initial application, your annual inspection records, your Child Care Works subsidy billing, and your public licensing status. Understanding PELICAN is not optional for Pennsylvania providers — it is the operational backbone of childcare licensing in the state.

Staff-to-child ratio requirements

Pennsylvania’s required ratios under Chapter 3270 by age group:

• Infants (0–12 months): 1 staff to 4 children
• 13–23 months: 1 staff to 5 children
• 2-year-olds: 1 staff to 6 children
• 3-year-olds: 1 staff to 10 children
• 4-year-olds: 1 staff to 12 children
• 5 years and older: 1 staff to 12 children

Group size maximums accompany these ratios. Infant groups may not exceed 8. Toddler groups (13-23 months) may not exceed 10. Two-year-old groups may not exceed 12. Three-year-old groups may not exceed 20. Four-year-old and school-age groups may not exceed 24. Both ratios and group size caps apply simultaneously.

Staff qualifications

Pennsylvania Chapter 3270 establishes qualification requirements based on role:

Child care aide: At least 16 years of age. May work with children in ratio under the direct supervision of a qualified staff person.

Group supervisor: Must be at least 18 years of age, have a high school diploma or equivalent, and have completed at least one of the following: a Child Development Associate (CDA) credential, 15 college credit hours in early childhood education or a related field, or two years of experience working with children in a childcare setting.

Assistant group supervisor: At least 18 years old, with a high school diploma and documentation of experience.

Director: Must have a bachelor’s degree in early childhood education, child development, or a related field, plus two years of experience in a childcare setting. Alternatively, an associate’s degree in ECE with five years of experience, or other combinations of education and experience that OCDEL finds equivalent. Directors are responsible for the program’s compliance with Chapter 3270 and must be available, on-site or by phone, at all times during operating hours.

All staff must complete annual training requirements as specified in Chapter 3270. CPR and first aid: at least one staff member per child care group must hold a current infant/child CPR certification.

Background clearance requirements

Pennsylvania has one of the most thorough pre-employment clearance requirements in the country. Three separate clearances are required for all employees, volunteers, and household members of family child care homes who have direct contact with children:

PA Child Abuse History Clearance: Issued by the DHS ChildLine and Abuse Registry. Submitted online through the DHS Certification portal. Checks the state’s central registry of founded child abuse reports.

PA State Police Criminal History Report: Issued by the Pennsylvania State Police. Submitted online. A no-record response is typically issued within minutes; records that require further review may take longer.

FBI Criminal History: An Identity History Summary Check based on fingerprints, submitted through an approved channeler. Required for all individuals who have not lived in Pennsylvania continuously for 10 or more years. In practice, most centers require the FBI check for all new hires regardless of residency history to avoid documentation disputes.

All three clearances must be obtained before employment begins. Pennsylvania law prohibits starting employment before clearances are received — there is no provisional employment period while clearances are pending. Clearances are valid for five years and must be renewed before expiration to maintain employment eligibility.

Facility requirements

Pennsylvania requires a minimum of 35 square feet of usable indoor activity space per child in the licensed capacity. Outdoor space: 75 square feet per child for the children using outdoor space at one time.

Bathroom requirements: one toilet and one sink per 15 children. Diaper changing areas must have an impervious, sanitizable surface, located near a sink. Infant rooms require individual sleeping equipment (cribs meeting federal safety standards) for each infant.

The facility must pass a fire inspection and a health department inspection before the initial license is issued. Any modifications to the facility or expansion of licensed capacity require OCDEL approval and may trigger a re-inspection.

Health and safety documentation

Pennsylvania Chapter 3270 requires centers to maintain:

• Enrollment records including emergency contacts, physician contact information, authorized pickups, and any special health or dietary needs for each enrolled child
• Immunization records per Pennsylvania Department of Health requirements, verified at enrollment and updated as children receive additional immunizations
• Medication authorization forms for any medications administered on-site
• Incident/injury reports for any injury requiring more than minor first aid, retained for at least two years
• Daily attendance records with sign-in/sign-out times for each child
• Staff records including clearances, training records, CPR certification, and hire date

Fire drill documentation: required monthly, with records retained for one year.

The initial licensing process

Pennsylvania’s licensing application is submitted through the PELICAN system. The process:

1. PELICAN registration: Set up an account in the PELICAN system and complete the online application. Upload required supporting documentation including facility floor plan, lease or property documentation, director qualifications, and staff roster.
2. Background clearances: All staff must complete and provide copies of all three clearances before the pre-licensing inspection.
3. Fire and health inspections: Obtain clearances from the local fire authority and the county or municipal health authority.
4. Pre-licensing inspection: An OCDEL inspector visits the facility to verify compliance with Chapter 3270. Deficiencies are documented in PELICAN and must be corrected before the license is issued.
5. License issuance: OCDEL issues the certificate of compliance (the Pennsylvania license) with a specified licensed capacity. Licenses are renewed annually.

License renewal and ongoing compliance

Pennsylvania licenses are renewed annually through PELICAN. OCDEL conducts at least one unannounced inspection annually. Inspection results are entered into PELICAN and are publicly accessible. Violations are assigned compliance deadlines based on severity.

Repeated or serious violations can result in a provisional certificate of compliance, revocation proceedings, or emergency closure. OCDEL also investigates complaints filed by parents, staff, or the public.

Keystone STARS and Child Care Works

Keystone STARS is Pennsylvania’s QRIS, operated by OCDEL through a network of regional Early Childhood Education (ECE) program offices. STAR levels run from STAR 1 (minimum licensing) to STAR 4. Higher levels require self-study, continuous improvement plans, environmental quality assessments, staff credential plans, and documented family engagement practices.

Child Care Works (CCW) is Pennsylvania’s CCDF-funded subsidy program, administered through OCDEL via PELICAN. Centers participating in CCW must have a current license, enroll in PELICAN for billing, and maintain electronic attendance records that match billing claims. CCW reimbursement rates vary by STAR level — higher STAR ratings receive higher rates, which means Keystone STARS participation has a direct financial return for centers serving subsidized families.