What a former surveyor wants you to notice before inspection day.
Let's be realistic. Even the most organized child care program can have something that gets overlooked.
A teacher steps away during a transition. A staff member's training certificate expires. A cleaning product gets placed somewhere it shouldn't be.
Most of these situations don't happen because someone doesn't care. They happen because child care is busy, routines change, and little details sometimes slip through the cracks.
After nearly 20 years working as a child care compliance surveyor, I've learned that some of the most important things to look for aren't necessarily the most obvious.
And here's what I want directors to understand: You don't have to wait for a licensing inspection to discover something needs attention.
Sometimes, all it takes is knowing where to look.
Let's walk through seven areas worth checking in your program, with real-life examples, practical solutions, and a few things I learned from being on the other side of the inspection process.
1. Supervision: When Everyone Assumes Someone Else Is Watching
The situation:
It's time to transition from the playground back into the classroom.
One teacher takes several children inside to wash their hands. Another is gathering outdoor materials. A few children are still moving toward the door.
Everyone is busy doing what needs to be done.
But who's supervising which children?
This is exactly the kind of situation where supervision gaps can develop.
What a surveyor may notice
A surveyor isn't simply counting the number of adults in the classroom or playground. They're observing whether children are being supervised appropriately.
Depending on applicable licensing requirements, that may involve evaluating whether staff:
Know where children are and what they're doing.
Maintain appropriate sight and/or sound supervision.
Position themselves to monitor and respond to children.
Maintain supervision during transitions.
Avoid leaving children unattended.
Check your program
Choose a busy transition and observe it from beginning to end.
Pay attention to where staff are positioned, how children move between spaces, and whether everyone knows their responsibilities.
Fix it
Assign clear supervision responsibilities before transitions begin.
For example, one teacher may supervise the children moving into the classroom while another maintains supervision of those remaining outside.
The specific arrangement will depend on your staffing, group size, facility layout, and licensing requirements.
Keep it from happening again
Practice the transition with staff and observe it again a few days later.
A former surveyor's tip: Supervision concerns often become easier to recognize when you watch an entire routine rather than taking a quick glance around the classroom.
2. Staff-to-Child Ratios: The Five-Minute Gap Nobody Planned For
The situation:
A teacher's shift ends at 3:00 p.m.
Her replacement is scheduled to arrive at the same time, but traffic makes her five minutes late.
The remaining teacher continues supervising the children.
The problem?
Depending on the number and ages of children present, the classroom may no longer meet its required staff-to-child ratio.
Five minutes might not sound like much, but licensing requirements don't necessarily allow exceptions simply because the staffing shortage is brief.
What a surveyor may notice
A surveyor may compare the number and ages of children present with the number of qualified staff actively supervising them.
They may also review attendance and staffing records to determine whether required ratios are maintained.
Check your program
Review the times when classroom staffing is most likely to change:
Opening and closing
Staff breaks and lunches
Shift changes
Teacher absences
Classroom combinations
Are you confident that ratios remain appropriate during each of these periods?
Fix it
Create a staffing coverage plan that accounts for unexpected delays and absences.
Identify which qualified employees can provide backup coverage without creating a staffing shortage elsewhere.
Keep it from happening again
Review staffing patterns and attendance regularly, particularly during high-risk transition periods.
A former surveyor's tip: A staffing schedule doesn't prove a classroom was in ratio. What matters is who was actually present, qualified, and responsible for supervising the children at that moment.
3. Handwashing and Sanitation: Knowing the Procedure Isn't the Same as Following It
The situation:
A teacher finishes helping a child with a toileting routine.
A few minutes later, she's assisting children with snack.
She understands proper handwashing procedures and has completed the required training.
But in the middle of everything happening in the classroom, she misses a required handwashing step.
This is a good example of how compliance concerns can develop even when staff know the rules.
What a surveyor may notice
During normal classroom activities, a surveyor may observe:
Whether staff and children wash hands at required times.
Whether proper handwashing procedures are followed.
How diaper-changing and toileting areas are maintained.
Whether food-contact surfaces are cleaned and sanitized appropriately.
Whether cleaning and disinfecting products are used correctly.
Check your program
Observe one complete routine rather than simply checking whether supplies are available.
For example, watch the entire diaper-changing process or the preparation and cleanup of a meal.
Are all required steps being completed?
Fix it
If a step is being missed, determine why.
Is the procedure unclear? Are supplies inconveniently located? Does the routine need to be adjusted?
Correct the immediate issue and demonstrate the appropriate procedure when necessary.
Keep it from happening again
Use short observation-based refreshers during staff meetings or classroom coaching.
Focus on one specific procedure at a time rather than overwhelming staff with every sanitation requirement at once.
A former surveyor's tip: A fully stocked handwashing station is a good start. But the real question is whether proper handwashing actually takes place when required.
4. Documentation: The Information Is There—But Is It Complete?
The situation:
A director is confident that all required child and staff records are organized.
Files are neatly labeled. Forms are stored in the correct locations. Everything appears to be in order.
But when a particular record is reviewed, a required field is blank.
Or a training certification has expired.
Or a medication authorization is missing required information.
An organized filing system is helpful, but it doesn't automatically mean the records meet licensing requirements.
What a surveyor may notice
Depending on your state's requirements, a surveyor may review records such as:
Children's enrollment and emergency information
Required health documentation
Staff training and qualifications
Background check documentation
Medication authorization and administration records
Incident reports
Emergency drill documentation
Check your program
Select a small sample of child and staff files.
Review each one using your state's current requirements—not simply a list of forms your program has always collected.
Look for missing information, expired documentation, incomplete entries, and records that require updating.
Fix it
Create a list of specific missing or incomplete items.
Assign responsibility for obtaining or correcting the information and follow applicable requirements for documenting corrections. Never backdate or fabricate records.
Keep it from happening again
Establish a recurring file-review process with reminders for documents that expire or require periodic updates.
A former surveyor's tip: Don't just verify that a required form exists. Verify that it contains the information required and is current when it needs to be.
5. Classroom Safety: The Hazard Everyone Walks Past
The situation:
A classroom is clean, colorful, and inviting.
Learning centers are organized. Materials are accessible. Children are engaged.
But underneath a counter is a cleaning product that was placed there after yesterday's cleanup.
Or a piece of furniture has become unstable.
Or an exit route has gradually become crowded with supplies.
These hazards can become part of the everyday environment without anyone intentionally overlooking safety.
What a surveyor may notice
A surveyor may evaluate whether:
Hazardous materials are stored appropriately.
Furniture and equipment are safe and in good repair.
Required exits remain unobstructed.
Classroom materials are appropriate for the children using them.
Indoor and outdoor environments are maintained safely.
Check your program
Walk through your classroom from a child's perspective.
Look at what children can reach, pull, climb, open, or place in their mouths.
Check behind furniture, underneath counters, and in areas that don't receive much attention during ordinary cleaning.
Fix it
Correct immediate hazards promptly.
Remove or secure unsafe materials, restrict access to damaged equipment when necessary, and arrange repairs.
Keep it from happening again
Make safety scans part of classroom opening routines and periodically conduct a more thorough environmental review.
A former surveyor's tip: The longer we work in the same environment, the easier it becomes to overlook things that have gradually changed. A fresh perspective can make a real difference.
6. Emergency Preparedness: Having a Plan Isn't the Same as Being Ready
The situation:
Your program has an emergency preparedness plan.
It's written, organized, and stored in the designated location.
But when a substitute teacher is asked what to do during an evacuation, she's unsure.
Who takes attendance? Where does the group meet? What supplies need to go with them?
The plan may be complete, but staff preparation is another matter.
What a surveyor may notice
Depending on applicable requirements, a surveyor may review:
Written emergency procedures
Evacuation and relocation information
Required emergency supplies
Staff emergency training
Required drill records
Procedures for accounting for children
They may also ask staff questions to determine whether they understand their responsibilities.
Check your program
Ask several staff members, including substitutes or newer employees, to explain what they would do during an emergency.
Don't prompt them with the answers.
Listen for uncertainty or differences in how they describe the procedures.
Fix it
Review emergency responsibilities with staff and provide practical instruction or demonstrations where needed.
Make sure substitutes and new employees receive the emergency information necessary for their assignments.
Keep it from happening again
Incorporate emergency preparedness into orientation, required drills, and periodic staff refreshers.
A former surveyor's tip: A plan is only as effective as the people expected to carry it out. Staff should know their responsibilities before an emergency occurs.
7. Medication Procedures: The Small Details That Matter
The situation:
A child needs medication while attending the program.
The medication is on site, and staff know the child needs it.
But the authorization is incomplete.
Or the medication label doesn't match the instructions in the documentation.
Or the employee assigned to administer it hasn't completed the training required by the program's applicable rules.
Medication procedures require careful attention because errors can directly affect a child's health and safety.
What a surveyor may notice
A surveyor may review:
Medication storage and labeling
Required parent or guardian authorization
Administration instructions
Staff qualifications or training
Medication administration records
Procedures for handling and documenting medication
Check your program
Review the medication currently maintained at your facility.
For each medication, verify that required documentation, storage arrangements, instructions, and staff qualifications meet applicable requirements.
Fix it
Address discrepancies before medication is administered. Follow applicable requirements, the medication instructions, and the program's approved procedures. Obtain appropriate clarification or authorization when needed.
Keep it from happening again
Use a medication intake checklist and periodically review documentation and storage conditions.
A former surveyor's tip: Medication compliance involves more than keeping medication in a secure location. The documentation, staff preparation, and administration procedures matter just as much.
Your 10-Minute Pre-Inspection Spot Check
You don't need to review every part of your program in one sitting.
Start with a focused check of these seven areas.
Use the questions below as a quick way to identify where a closer review may be needed.
Supervision: Are children appropriately supervised throughout classroom routines and transitions?
Ratios: Are required staff-to-child ratios and group-size limits maintained throughout the day?
Sanitation: Are handwashing, diapering, and cleaning procedures being followed correctly?
Documentation: Are required child and staff records complete and current?
Environmental safety: Are classrooms and playgrounds free from identifiable hazards?
Emergency preparedness: Can staff explain their responsibilities during an emergency?
Medication: Are medications, authorizations, records, and staff procedures compliant with applicable requirements?
Found something that needs attention?
Don't stop at identifying it.
Ask three simple questions:
What needs to be corrected?
Who is responsible for making the correction?
How will we verify that the correction was completed?
Some concerns require immediate action to protect children's health and safety. Others may need further review, staff training, or a change in procedures.
Either way, identifying the issue gives you an opportunity to take appropriate action.
One Last Thing From a Former Surveyor
Here's something I wish more child care directors understood about inspections:
You don't need to approach them with fear. You need to approach your program with awareness.
The purpose of reviewing your classrooms and daily practices isn't to find fault with your teachers or create more work for an already busy staff.
It's to recognize potential problems early, understand why they're happening, and take practical steps to correct them.
A well-run child care program isn't one where nothing ever needs improvement.
It's one where concerns are recognized, addressed, and followed up on consistently.
And the more familiar you become with what to look for, the more confident you'll feel when a surveyor walks through the door.
Because being inspection-ready shouldn't mean scrambling the week before an inspection.
It should mean knowing your program, understanding your responsibilities, and having the tools to recognize concerns before they become bigger problems.
Want to See What a Surveyor Sees?
You've just reviewed seven important areas to check in your child care program.
But how do you turn that knowledge into a practical routine?
That's where Observe & Improve™: The 10-Minute Child-Care Compliance Self-Assessment comes in.
This free guide helps you begin looking at your program through a surveyor's eyes, recognize potential concerns, and take the first steps toward meaningful improvement.
No complicated process. No overwhelming paperwork.
Just a practical starting point designed for busy directors and child care professionals.
Get Your FREE Observe & Improve™ Guide
Explore the Vision & Vocation Studio Free Resource Library and start seeing your program from a different perspective.
Want to Strengthen Your Everyday Compliance Systems?
Knowing what to look for before an inspection is an important first step.
Building consistent practices that help prevent those problems is the next.
Read our related article:
Child-Care Compliance Starts with Leadership: A Director's Guide to Staying Ready Every Day
Discover how to establish practical monitoring routines, strengthen staff accountability, and make compliance part of your program's daily operations.
About Vision & Vocation Studio
With nearly 20 years of child care compliance surveyor experience, I created Vision & Vocation Studio to help directors and educators better understand compliance expectations and turn them into practical, manageable actions.
My approach isn't about creating fear around inspections. It's about helping child care professionals recognize concerns early, strengthen everyday practices, and feel more confident in the work they do.
Less guesswork. More confidence. Better care.
Licensing Note: Child care licensing requirements vary by state and program type. These examples are intended to highlight common areas of potential noncompliance and provide general educational guidance. Always refer to your state's current licensing regulations and applicable program standards for specific requirements.
Ready to See Your Program Through a Surveyor's Eyes?
You don't need another overwhelming checklist or another reason to feel behind.
You need a practical starting point.
That's why I created Observe & Improve™: The 10-Minute Child-Care Compliance Self-Assessment.
This free guide helps you begin looking at your program through a surveyor's perspective, identify potential areas of concern, and decide where improvements may be needed.
It's designed for busy child care directors and educators who want straightforward guidance they can actually use.
Start with 10 minutes. Notice what matters. Take one meaningful step toward improvement.
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