Interview with Childcare Business Development Program Trainer about New Electronic Registration System at NYS Office of Children and Family Services.

Q + A

Childcare providers try to provide the best education and overall quality for the families they work with.  Michelle said this is the philosophy she advises her clients to have because that’s how you retain clients.

Q: Is it important to have a good relationship with your licensor?

A: Yes, having a good relationship with the New York State Office of Children and Family Services (OCFS). will be very helpful.  Have them share their direct phone and email with you so you can contact them if I have any questions or concerns.

Q: When starting your childcare business, do you visit the OCFS offices?

A: No in the past you would email the application.  However, later you may have to visit to complete the paperwork or replace missing documents, and then again to pay. At that point, there was no electronic process to apply for a license. That was developed during the pandemic and just went live in December 2023.

Q: Have you used the new electronic application website?

A: Yes, because I train childcare providers about the many issues involved in starting and running a home-based childcare business, and so I have worked with my trainees to complete their applications in the new system.  It has some challenges. For example, you would get fingerprinted after submitting the application before, but now with the electronic application, you have to get yourself and your assistant fingerprinted first before you can submit your application. 

Q: Overall, how would you rate the new procedure?  Is it better or worse than the old system?

A: Better overall.  For example, with the old system, if there was a problem with one section of the application, you had to take the whole application back, which is over 100 pages, and resubmit it.  Now, you can fix that section and upload just that section. Additionally, if the licensor reviewed the application, they will tell you which sections were accepted.

Q: Do you have a favorite part of the new licensing process? 

A: Yes, the health care forms is now a word document that you can fill out, as opposed to printing forty pages and scanning them back in.  Another great aspect of the new procedure is that it is no longer necessary to develop the behavior plan, and then go through the back and forth to find out what is acceptable, or unacceptable about it.  The OCFS offers you a behavior plan which you can decide whether you find acceptable or unacceptable. 

Q: Do you have any advice for new applicants?

A: Absolutely.  Firstly, it’s best to go section by section, filling them out in order, not skipping around from one to another.  Second, check over all of your documents before uploading them to be sure they are in order, or they will get back to you concerning anything that is missing, which will cause a delay.  Third, go onto the website and download the documents you need, so you can be prepared ahead of time.  Fourth, and last but definitely NOT least, I do not recommend inputting the hourly schedule.  For a GFDC, it is required for the provider to have different schedules for different age groups, but the system doesn’t allow you to put in different schedules!  So just make several time schedules. You should not upload your own schedule with the different activities for the different age groups.