Ohio child care inspection checklist

1. Set the scope of your review

This is a records-preparation checklist for Ohio Department of Children and Youth (DCY) licensed child care centers under Chapter 5180:2-12. An inspection also involves the center’s actual conditions and practices. A complete folder cannot establish that supervision, safety, or daily care meets every requirement.

Ohio’s inspection rule provides for access to records and unannounced inspections. Build a repeatable review routine instead of waiting for a scheduled visit. Use the current rules, your center’s license, and previous inspection findings to decide what applies.

• List the people and activities in scope. Confirm active employees, enrolled children, operating rooms, and activities such as medication administration or transportation.
• Carry forward open findings. Keep the prior inspection report, the action required, the responsible person, and the due date together.

Official source: Rule 5180:2-12-03

2. Review staff and child files

Work from your current roster so a neatly organized folder does not hide a missing person. Review the actual document and its dates, signatures, and applicability. A filename, an upload date, or a request marked sent is not evidence that the underlying requirement is satisfied.

• Staff evidence. Check employment and role information, qualification records, background-check decisions, required health documentation, and training evidence. Separate an individual’s training from coverage needed in each building.
• Child evidence. Check enrollment and emergency information, documented reviews, immunization records or applicable exemptions, and care plans or permissions needed for that child.
• Unresolved records. Identify missing pages, expired evidence, unsigned forms, and questions that need review. Give each item a next action and an owner.

Official sources: Rule 5180:2-12-08; Rule 5180:2-12-09; Rule 5180:2-12-10; Rule 5180:2-12-15

3. Organize site and daily evidence

Keep durable documents, such as emergency plans, separate from records of completed events. A plan describes what should happen; a drill or incident record describes what did happen. Build an index that points to each source of evidence, including records held in another system.

• Plans and supporting records. Locate applicable emergency plans, staff preparation records, drill documentation, and incident records. Review the rule for the specific event and reporting duty.
• Activities with additional records. Where applicable, connect medication permissions and administration records, or trip permissions and transportation evidence, to the child and activity.
• Practical access. Confirm an authorized person can retrieve the records during operating hours without relying on one employee’s memory or personal device.

Official sources: Rule 5180:2-12-16; Rule 5180:2-12-25; Rule 5180:2-12-14

4. Review the packet you will actually use

Open the exported packet and sample the original attachments. Check that pages are legible, records belong to the correct person, and the packet identifies when it was assembled. Keep unresolved exceptions visible; do not turn an unreviewed upload into a completed item just to clear a dashboard.

A Centerly inspection packet is a snapshot of organized evidence. It is not an inspection approval or a submission to the state. When an inspection report requires corrective action, follow the report’s timeframe and the state’s submission process, then retain the supporting evidence.

Official source: Rule 5180:2-12-03