Daycare Enrollment Forms NY: Required Documents for Every Child

What Forms Must Be Completed Before a Child's First Day

New York does not let you enroll a child in your home daycare and figure out the paperwork later. OCFS requires a complete set of documents for every child before they start attending, and an unannounced inspection that finds missing or incomplete files can result in a violation on your public record.

Here is every document that must be in place, who completes it, and what inspectors look for.

The Medical Statement (OCFS-LDSS-4433)

This is the single most important enrollment document. The Child in Care Medical Statement must be completed and signed by a licensed physician, physician assistant, or nurse practitioner — not by the parent, and not by a registered nurse.

The form requires:

• Complete immunization record: DTaP, Polio, Hib, Pneumococcal Conjugate, Hepatitis B, MMR, and Varicella. Every dose must be documented with dates. If a child has a valid medical exemption from vaccination, the physician must document that on the form.
• Lead screenings: Blood lead level test results at age 1 and age 2, recorded in mcg/dL. New York takes lead screening seriously in daycare settings because many homes, particularly older housing stock, have lead paint risks.
• Tuberculin test: A Mantoux or other FDA-approved TB test, administered at the physician's discretion. This is not optional for the medical statement to be considered complete — the physician must either provide results or document that testing was not indicated.
• General health assessment: The physician confirms the child is healthy enough to participate in a group care setting.

The medical statement must be dated before the child's first day of attendance. There is no grace period for "we'll get it done next week." If a parent cannot produce a completed OCFS-LDSS-4433 by the start date, the child cannot begin.

Allergy and Special Needs Documentation

For any child with chronic conditions, asthma, or severe allergies, three additional forms are required:

• Individual Health Care Plan (LDSS-7006) — written by the child's physician, detailing the condition, symptoms to watch for, and the response protocol.
• Allergy and Anaphylaxis Emergency Action Card (LDSS-0792A) — a quick-reference card with the child's allergens, symptoms, and medication instructions. Keep it accessible to caregivers in the program area, not buried in a file.
• Medical Consent Form (OCFS-LDSS-7002) — required if you will administer any rescue medications (EpiPen, inhaler). Without this signed consent, you cannot legally give the child their prescribed medication.

If a child does not have allergies or chronic conditions, you do not need these forms — but document that fact in their file so an inspector does not assume you missed them.

Staff and Household TB Testing

The tuberculin test requirement is not limited to the children. All staff members, regular volunteers, and household members aged 18 or older must submit a Staff, Volunteer, and Household Member Medical Statement (OCFS-6004). For people subject to tuberculin testing, this form must include results of a Mantoux or other FDA-approved TB test performed within 12 months of submission.

An important distinction: a registered nurse can sign off on the TB test section of the OCFS-6004, but only a physician, physician assistant, or nurse practitioner can sign the overall medical fitness section. If the wrong clinician signs the wrong section, the form is incomplete and you will be cited.

Household members who do not have a caregiving role in the program are exempt from the tuberculin testing requirement, but they still need the medical statement to confirm they are free from communicable diseases.

Emergency Contacts and Authorized Pickup

OCFS regulations require that you maintain current emergency contact information for every enrolled child. This must include:

• Emergency contacts beyond the primary parent or guardian, with names, addresses, telephone numbers, and places where parents or other responsible persons can be reached
• An authorized pickup list — only people on this list can take the child from your program
• Phone numbers where parents can be reached during program hours

Update this information at least annually, and any time a parent notifies you of a change. Document the update in the child's file.

Behavior Management Policy (OCFS-6018)

Your written behavior management policy must be shared with parents during enrollment. This document outlines your positive discipline approach and explicitly prohibits corporal punishment and emotional abuse. Parents should sign an acknowledgment that they have received and read the policy.

Medication Administration Consent (OCFS-6010)

Even if a child has no chronic conditions, you need this form if you plan to apply non-prescription topical products — sunscreen, lip balm, insect repellent, diaper ointment. Without a signed OCFS-6010, you cannot apply these products. Many providers include this in their enrollment packet as a default.

For rescue medications such as a prescription EpiPen or inhaler, you need the separate OCFS-LDSS-7002 medical consent form described above.

Organizing Enrollment Paperwork

Create a standard enrollment packet that goes home with every family at least two weeks before the child's planned start date. Include:

1. OCFS-LDSS-4433 (to be completed by their physician)
2. Emergency contact and authorized pickup form
3. OCFS-6018 behavior management policy acknowledgment
4. OCFS-6010 medication administration consent
5. Your program policies — hours, fees, sick child policy, holidays, termination policy

Set a firm deadline: all forms returned one week before the start date. Chase any missing documents immediately — a last-minute scramble on day one is how files end up incomplete when an inspector arrives.

The New York daycare licensing guide includes a document tracker that maps every required form — child enrollment, staff compliance, and facility documents — with status fields and deadline tracking so nothing falls through the cracks during enrollment or renewal.

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