HHSC Minimum Standards Forms for Home Daycare in Texas
If you run a licensed or registered child care home in Texas, the rules you follow are in Chapter 747 of the Texas Administrative Code, the Minimum Standards for Child-Care Homes. HHSC publishes the official forms for free on its website. What it doesn't give you is an easy way to keep the day-to-day records the standards expect. This guide explains which records matter most and how to keep them organized.
Official forms vs. your own records
Official HHSC forms include application materials, background check forms and certain notices. Download them free from hhs.texas.gov, and always use the current version.
Ongoing records are the logs and files you keep yourself to show you are meeting the standards. Inspectors look at these during visits, so this is where home providers most often fall behind.
Records every Texas child care home should keep
Drill log (747.5003)
Chapter 747 requires:
- A fire drill every month.
- A severe-weather sheltering drill at least four times in a calendar year.
- A lock-down drill at least four times in a calendar year.
Record the date, the time, and how long the evacuation, sheltering or lock-down took (747.5003). One page per year on the fridge or in a binder works well.
Emergency preparedness plan (747.5003)
You need a written plan that covers evacuation, relocation, shelter-in-place and lock-down. Practice it with the drills above.
Smoke detector and extinguisher checks (747.5115, 747.5107)
Test smoke detectors monthly and record the test date and any battery changes, and keep fire extinguishers inspected and serviced. A simple monthly checklist with a date and initials is enough to show it was done.
Training records (747.1309, 747.1313)
- A home primary caregiver needs 30 clock hours of annual training, including required core topics.
- Pediatric first aid and CPR must be current.
Keep every certificate and note expiration dates, because an expired CPR card is an easy citation.
Children's records (747.605+)
Each child needs complete admission information, including:
- Parent contact details
- Emergency contacts
- Authorized pickup
- Immunization records, or a valid exemption
Review them every few months, since phone numbers and pickup lists change.
Medication log (747.3603, 747.3605, 747.3607)
If you give medication, you need:
- Written parent authorization
- The original labeled container
- Safe storage out of children's reach
- A record of each dose
Parent authorization expires one year after it is signed (747.3603), so track renewal dates.
Incident and illness records
Write down injuries, illnesses and incidents as they happen, along with any required parent notifications. Notes made the same day are far more reliable than ones written later.
A simple system that works
- One binder or folder with tabs: Drills, Safety Checks, Training, Children, Medication, Incidents.
- A monthly 10-minute review on the same day each month. Run the fire drill, test the smoke detectors, check medication authorization dates, and glance at CPR expirations.
- A due-date calendar for annual items such as training hours, extinguisher service and policy reviews.
This keeps you ready for an surprise visit without a last-minute scramble.
Start with the free self-check
Our free Texas Inspection Quick Self-Check covers key requirements, with the Chapter 747 rule number next to each. It takes about 15 minutes.
Download the free self-check: https://perskekits.gumroad.com/l/icaljt
For ready-made drill, medication and incident logs, a training and CPR tracker, and a Chapter 747 self-audit, see the Texas Inspection-Ready Kit for Homes ($29): https://perskekits.gumroad.com/l/iqertf
Perske Kits is not affiliated with or endorsed by Texas HHSC. This article is general information, not legal advice. Always confirm requirements against the current Minimum Standards (26 TAC Chapters 746 and 747) at hhs.texas.gov.