Tennessee childcare center licensing requirements
Everything a prospective or operating childcare center needs to know to license and stay compliant in Tennessee, with the real figures pulled straight from TDHS Rules Chapter 1240-04-01.
Last reviewed June 2026· Summary only, not legal advice
Compliance quick reference
- Regulating agency
- Tennessee Department of Human Services (TDHS), Child Care Services
- Regulatory code
- TDHS Rules Chapter 1240-04-01
- Subsidy program
- Smart Steps / Child Care Certificate Program
- License term
- Annual by default; extended multi-year possible after demonstrated compliance
- Infant ratio (6 wk–15 mo)
- 1:4, maximum group size 8
- Monitoring visits
- At least 4 per year (2 announced + 2 unannounced)
Browse Tennessee requirements by topic
Opening or operating a childcare center in Tennessee means meeting the licensure standards set by the Tennessee Department of Human Services (TDHS), Child Care Services. TDHS licenses child care agencies, conducts on-site monitoring visits, and administers the state's child care payment assistance, so it is the single agency a center works with from application through ongoing compliance.
The governing rules live in TDHS Rules Chapter 1240-04-01, the Licensure Rules for Child Care Centers. These rules define who must be licensed, the staff-to-child ratios and maximum group sizes a center must maintain at all times, the qualifications and ongoing training required of directors and educators, the background checks staff must clear, the emergency drills a center must run, and the indoor and outdoor space each child is owed.
This page summarizes those requirements in plain English and links every figure back to the official source. It is written for owners evaluating the Tennessee market, directors preparing an application, and operators keeping an existing license in good standing. Always confirm the current rule text with TDHS before making a licensing decision.
Tennessee staff-to-child ratios by age
The maximum children one caregiver may supervise, and the maximum group size, for each age band under TDHS Rules 1240-04-01.
| Age group | Ratio | Max group |
|---|---|---|
| 6 weeks to 15 months1 mo–15 mo | 1:4 | 8 |
| 12 to 30 months1 yr–30 mo | 1:6 | 12 |
| 24 to 35 months2 yr–35 mo | 1:7 | 14 |
| 3 years3 yr–47 mo | 1:9 | 18 |
| 4 years4 yr–59 mo | 1:13 | 20 |
| 5 years5 yr–71 mo | 1:16 | 20 |
| School-age6 yr and up | 1:20 | None |
- 6 weeks to 15 months1 mo–15 mo1:4Max group: 8
- 12 to 30 months1 yr–30 mo1:6Max group: 12
- 24 to 35 months2 yr–35 mo1:7Max group: 14
- 3 years3 yr–47 mo1:9Max group: 18
- 4 years4 yr–59 mo1:13Max group: 20
- 5 years5 yr–71 mo1:16Max group: 20
- School-age6 yr and up1:20Max group: None
Tennessee ratio calculator
Enter how many children you have in each age group to see the minimum number of caregivers Tennessee requires.
Estimates the legal minimum from each group's ratio and assumes single-age groupings. Mixed-age rooms must use the youngest child's ratio, and other rules (naptime, ages turning over) can change staffing. Always confirm against the official Tennessee regulations.
Caregiver qualifications and training
What Tennessee requires of directors, lead teachers, and the training every staff member completes each year.
Annual training hours
- 12 hours/year of ongoing training for each staff member
- 24 hours/year for the director
Common required courses
Minimum qualifications
Director
21+; 4-yr degree + 1 yr experience; OR 36 college hrs (30 in business/child dev) + 2 yrs; OR HS + TECTA (30 hrs) + 4 yrs (1240-04-01-.06(6))
Lead teacher
18+; HS diploma/equivalent if sole educator for a group (1240-04-01-.06(6))
Emergency drills, reporting, and child health
The emergency drills Tennessee centers must run, mandatory-reporting duties, and the health practices required at every center.
Required emergency drills
- FireTN DHS HS-3275 (per Rule 1240-04-01-.18)Monthly
- Tornado / Severe weatherTN DHS HS-3275 non-fire drillEvery 6 months
- Lockdown / Shelter-in-placeTN DHS HS-3275; Rule 1240-04-01-.18(1)Every 6 months
- EarthquakeTN DHS HS-3275 non-fire drillEvery 6 months
- Vehicle / transport evacuationTN DHS Rule 1240-04-01-.17Quarterly
Suspected abuse or neglect must be reported: Immediately (1240-04-01-.10).
- Safe-sleep practices required for infants
- Medication-administration training required
- Children follow the CDC/ACIP immunization schedule; Tennessee accepts medical and religious exemptions with the required documentation
Background checks
Recheck at least every 5 years
At least every 5 years (1240-04-01-.07(1)(c)); TBI + FBI + sex-offender + DCS records; aligns with the CCDBG minimum.
Facility & license
- Indoor space
- 30 sq ft/child
- Outdoor space
- 50 sq ft/child
- License term
- 1 year
- Inspections
- ≥4 monitoring visits/yr (2 announced + 2 unannounced) for continuously licensed agencies (TDHS policy).
Smart Steps subsidy in Tennessee
Tennessee helps eligible families pay for care through Smart Steps. Participating centers take on attendance and documentation duties to claim reimbursement.
- Program
- Smart Steps
- Attendance / signature record
- TDHS Attendance
- Eligibility basis
- State Median Income (FY2026). Entry: countable gross monthly household income below 85% of Tennessee SMI. Continuing eligibility runs up to 100% SMI via Smart Steps Plus at redetermination.
- Income eligibility
- Effective October 1, 2025, a family's countable gross monthly household income must be below 85% of Tennessee SMI (FY2026) to first qualify (for example up to $6,112/mo for a family of 3, or $7,277/mo for a family of 4). At redetermination, families already enrolled whose income rises into the 86th to 100th SMI percentile may remain under Smart Steps Plus, so continuing eligibility runs up to 100% SMI (for example $7,191/mo for a family of 3, or $8,561/mo for a family of 4). Verified against the official TN DHS chart effective October 1, 2025.
- Monthly income limits (by household size)
- 2 in household: $4,948/mo3 in household: $6,112/mo4 in household: $7,277/mo5 in household: $8,441/mo6 in household: $9,605/mo7 in household: $9,824/mo
- Family copay
- Effective October 1, 2025, the weekly parent co-pay is a flat 5% of countable gross monthly household income (times 0.05 divided by 4.3 for the weekly figure, rounded down to a whole dollar, then split evenly among all children in care): a single formula with no income-band tiers. It is paid weekly by the parent directly to the provider. Example: a family of 4 at $3,900/mo gives $195, divided by 4.3 is $45/week, divided by 2 children is $22.50/week per child. Parents may also owe an overage if the provider's rate exceeds the state payment. Per TN's broader October 2025 funding changes, the prior co-pay waiver for families at or below 150% FPL was eliminated; only specific groups such as Families First/TANF and certain foster or DCS referrals retain full waivers.
- Grace absence days
- Up to 5 paid absence days per year
- Source
- Figures effective 2025. Official Tennessee program source
How to get a childcare license in Tennessee
The typical path from application to an issued license. Steps and timelines vary, so confirm the current process with the licensing agency.
Confirm you need a license and review the rules
Tennessee requires a TDHS license for any child care agency caring for five or more unrelated children for three or more hours a day. Read TDHS Rules Chapter 1240-04-01 in full before you begin so the program is designed around the ratios, space, and staffing standards from day one.
Apply to TDHS Child Care Services
Submit the licensure application to the Tennessee Department of Human Services, Child Care Services, along with your program's required documentation. TDHS reviews the application and assigns a licensing program evaluator to your center.
Clear background checks for all staff
Every covered staff member must complete TBI, FBI, sex-offender registry, and Department of Children's Services (DCS) records checks before unsupervised access to children. Checks are re-run at least every five years under 1240-04-01-.07(1)(c).
Pass fire, health, and environmental inspections
The facility must pass the required fire and health/environmental inspections and meet the physical-space standards, including 30 usable square feet of indoor play space per child and 50 square feet of outdoor play space per child using the area at one time.
Complete the TDHS on-site licensing evaluation
A TDHS evaluator inspects the center against Chapter 1240-04-01 (ratios, supervision, safe sleep, medication handling, records, and emergency-preparedness plans) before a license is issued.
Receive your license and maintain compliance
An annual license is the default, with extended multi-year licensing possible after demonstrated compliance. Once licensed, expect at least four monitoring visits per year (two announced and two unannounced) and keep all training, drills, and checks current.
How hayway supports Tennessee center workflows
hayway organizes center records and compares them with configured baselines. It does not replace the licensing agency, state portal, or professional advice.
Tennessee childcare licensing FAQ
Quick answers to the questions operators ask most.
What is the staff-to-child ratio for infants in Tennessee?
For infants aged 6 weeks to 15 months, Tennessee requires one educator for every four children (1:4) with a maximum group size of 8. Ratios tighten and loosen by age across the full age bands; see the ratio table on this page for every group.
What qualifications does a center director need in Tennessee?
A single-site director must be at least 21 years old and meet one of three education-and-experience paths: a four-year degree plus one year of experience; OR 36 college hours (30 in business or child development) plus two years; OR a high school diploma plus the TECTA orientation (30 hours) plus four years. Directors also complete 24 ongoing annual training hours.
How many annual training hours are required for staff?
An educator must complete 12 ongoing training hours each year, including 6 hours of health and safety and 3 hours of literacy. A single-site director completes 24 ongoing annual hours. Safe-sleep and medication-administration training are also required.
How often are background checks renewed?
Tennessee requires TBI, FBI, sex-offender registry, and DCS records checks for covered staff. These checks must be re-run at least every five years under rule 1240-04-01-.07(1)(c), in addition to being completed before a new employee has unsupervised contact with children.
How much indoor and outdoor space does each child need?
Centers must provide at least 30 usable square feet of indoor play space per child and at least 50 square feet of outdoor play space per child using the area at one time. These minimums are evaluated during the TDHS on-site review and ongoing monitoring.
How long does a Tennessee childcare license last?
An annual license is the default. After a center demonstrates compliance, TDHS may issue an extended multi-year license. Regardless of term, centers receive at least four monitoring visits per year: two announced and two unannounced.
What emergency drills are required?
Centers run a fire drill monthly and one non-fire drill every six months covering tornado/severe weather, lockdown/shelter-in-place, and earthquake (relevant to West Tennessee and the New Madrid zone). Centers that transport children must also run a vehicle/transport evacuation drill quarterly. Mandatory incidents must be reported immediately under 1240-04-01-.10.
What subsidy program operates in Tennessee?
Tennessee's subsidy is the Smart Steps / Child Care Certificate Program, administered by TDHS. Income eligibility runs on a sliding scale, and families pay a copay set by their income. Only TDHS-licensed (or Department of Education-approved) care may be used.
Official sources
Verify any figure on this page against the primary sources below before you act on it.
Disclaimer: These figures summarize TDHS Rules Chapter 1240-04-01 for convenience; operators should confirm current requirements directly with the Tennessee Department of Human Services before making licensing decisions. This page is for informational purposes only and is not legal or compliance advice.
Keep licensing records connected to daily operations
hayway tracks ratios, drills, training, and Smart Steps claim records alongside billing and family engagement. Confirm requirements and submissions with the official agency.