Written by: Katey Suits

Ace Your Next Licensing Visit in 5 Easy Steps

It happens at least once a year and can make even the most experienced directors break out into a cold sweat… the state licensing rep has walked through the door! The good news is this is something we can anticipate and prepare for, so take some deep breaths, chug that coffee and read on for how to make this as stress-free as possible. You got this!

1. Treat every day like licensing is coming. It is very easy to get lenient on policies when you’re not under a microscope everyday however, that’s exactly how to start learning bad habits and feel panicked when it’s time to shape up. Learn the regulations like the back of your hand and make it standard practice at your center so when someone is watching, it’s just another day and everyone is prepared!

2. Build a relationship with your rep. While it may seem awkward to get to know the person who tells you everything you’re doing wrong, they are a person doing their job, which is to make your center as safe as possible. Smile, make them feel welcome, and encourage your staff to greet them while in the classrooms. When little non-compliances arise, they are more likely to use it as a learning opportunity and worry more about the big stuff.

3. ASK QUESTIONS! Don’t be afraid to ask your rep exactly what they are looking for. Many will have templates and lists they use and are happy to tell you word-for-word what they need to see so you can be 100% compliant. If a particular rule is confusing to you, ask them to walk you through it so it will be correct next time. Get their contact information so you can communicate in between visits, ensuring clarity on anything you’re not sure about. They are there to help you!

4. Make things as easy as possible. The quicker you can send the rep on their way, the better! Save them time by keeping all your needed documentation in one convenient place. A binder can easily organize your state-required forms and licenses for your program. Keep a separate file for each staff member containing all of their needed documentation so your rep can quickly pull and review them. Student files should have the state forms in the front to save time from sorting through permission slips and incident reports.

5. Communicate licensing feedback with staff as a team-oriented goal. It takes a whole team to run a compliant center. The day after your visit, treat your staff to donuts or pizza for doing their best while being observed. They will feel appreciated for helping you look good as a school! Once you receive the final report, hold a staff meeting to recognize the things they did well and retrain on the things that need to improve. You can even allow them to share feedback and ideas of ways to meet compliance next time!

6. BONUS TIP: Designate an employee as the Licensing Coordinator! You have so much on your plate, it can sometimes be too overwhelming to ensure compliance throughout your entire program with everything else going on. Delegate some of the responsibility to either another administrator or even one of your best teachers to help be that second set of eyes and a secondary resource for teachers still learning the rules and procedures. The coordinator can do mock walk-throughs, organize documents, train staff and more!

I hope these tips have helped you feel more empowered to successfully pass your annual licensing visits, and maybe even impress your rep! Putting in the effort on a daily basis will make the big day feel a little less scary, and your staff will feel prepared to show off what your school is all about. Now go treat yourself to that second coffee, you’ve earned it!

Our past blogs:

• Are you prepared for the new minimum salary rule?
• How to Handle Difficult Parents
• The Importance of Strong Financials – Part 2
• Keep Calm and Comply On… Licensing Is Here!
• The Importance of Strong Financials – Part 1