Licensed, registered and exempt child care: what the labels mean
What licensed, registered, certified, exempt and payment-only child care mean, why it matters, and how to find out which rules apply to a program.
Child care comes with a confusing set of labels: licensed, registered, certified, exempt, payment-only. They mean different things in different states, and they matter because they decide what rules a program follows and who checks that it does. This guide explains the labels you will meet in the four states covered here, in general terms, so you know what to ask. Rules change, so confirm details with the state agency. This is general information, not legal advice.
Licensed
A license means a state agency has reviewed a program and authorized it to operate under the state's child care regulations. Licensed programs are generally subject to rules on matters such as staff qualifications, background checks, child-to-staff ratios, health and safety, and record keeping, and the state can inspect them. Most centers are licensed, and so are many home-based programs.
Registered
Some states use registration for certain program types. In New York, for example, the OCFS file shows some programs, such as school-age child care, with a status of registration rather than license. A registered program appears in the state's record, but the process and rules can differ from a license. Check what registration involves in your state, and ask the program which rules apply.
Exempt, certified and payment-only
Some programs are legally exempt from licensing, for example certain programs run by schools or religious organizations, or small informal arrangements. Some states have a separate status for programs that are not licensed but receive state child care payments. Washington's data set includes programs labelled certified and payment-only, which we do not list, because they are not licensed. An exempt program is not necessarily unsafe, but it may follow different rules and be checked differently. Ask the program which rules apply to it and who checks them.
Family homes and group homes
Home-based programs often have their own license categories. The names vary: family day care and group family day care in New York, family and group child care homes in Pennsylvania, and family child care in Massachusetts. The permitted number and ages of children, and rules about helpers, depend on the category. Because they are private homes, our profiles do not publish their street addresses or phone numbers. Washington family homes are not in our data set, so use the state's Child Care Check tool for those.
Capacity
The capacity shown on a profile is the maximum number of children the license allows, not how many are enrolled. In a home-based program the capacity may be described with conditions, such as how many may be school-age children. Where the state file gives that description, we show it as written.
A comparison of what to ask
- Licensed: What is the license number and expiry date, and what capacity and ages does it cover?
- Registered: What does registration require, and which agency checks it?
- Exempt: What is the basis for the exemption, and what oversight applies?
- Payment-only or certified: Is the program licensed, and what rules does it follow to receive payments?
How to check, step by step
- Ask the program for its license or registration number and expiry date.
- Look the program up in the state's lookup (see how to check a child care license in NY, PA, MA and WA).
- If the program is exempt, ask what the exemption is and which agency, if any, oversees it.
- If something does not match what the program told you, call the licensing agency.
Why it matters, and its limits
A license is the minimum, not a measure of quality. It tells you that the state has set rules for the program and can inspect it. What happens day to day depends on the people. Pair the license check with a visit, and use what to ask and look for on a visit.
Care by a relative or neighbor
Many families rely on a grandparent, relative or neighbor. That care is typically outside licensing. It can work well, but you will not have a state record to check. Ask the same practical questions you would of a program: who else will be around, what the plan is for an emergency, and how you will agree on rules such as sleep, food and screens. In Washington, the state's Child Care Check tool lets you review information on a family, friend and neighbor provider if they give you their search ID.
A word on rules that change
Child care law is amended from time to time, and states revise licensing categories, ratios and registration rules. What we describe here is general. The exact rules for a program come from the state's current regulations and from the license itself. If a decision depends on a detail, such as whether a particular kind of program is exempt, ask the licensing office directly and keep a note of who told you what and when.
If you are unsure which category a program is in
Start with the state's lookup. If the program appears with a license or registration, the record usually names the type. If it does not appear, ask the program to explain. A legitimate exempt or certified program can usually say, in a sentence, what the basis is and which agency oversees it. If the explanation is vague, call the state licensing agency before enrolling your child. It is a short call and it protects you.
You can also ask whether the program has been inspected, and when. For licensed programs, many states publish inspection results online. For exempt programs, the answer may be that there are none, which is useful to know when you decide.
General information only, current as of the date above. The information on Daycare License Check is not a safety rating or recommendation. Inspection records show what the state found on the dates shown; problems may since have been corrected, and a clean record does not guarantee future safety. Visit any program in person and check the state's own records before you choose. Rules and programs change; check the official sources linked in this guide.