Renewal Applications on I-LEAD

Licensing Renewals
Provider admins who accepted their emailed admin invitation(s) will have access to their license(s) for renewals.

Checking License Expiration
To view the expiration for the license(s):

1. Log in to the I-LEAD account with the email address you used to accept the admin invitation. Admin invitations are either sent to your email after a new program application is submitted on I-LEAD or by another admin who has access to the license via the "+Invite Admin button". Log in via the invitation to verify the connection to the license. The invitation expires in 72 hours for security/privacy.
   
   
2. Scroll to the Providers section of your I-LEAD Dashboard.
3. Click Providers I Administer if it is not highlighted in green or check under the Search and Reset buttons of this section.
4. Check the expiration date of each license listed.
5. If the expiration date is approaching within 135 days, the provider admin for the I-LEAD account will also receive an email reminder from no_reply_i-lead@fssa.in.gov labeled “Provider Expiration” to complete the renewal. If your license is within the renewal period, proceed to the directions below.

Before Starting the Renewal Application

1. On the Providers section of the I-LEAD Dashboard, click View Details for the license set to expire. This will take you to the Provider Details page for that particular license.

2. Before starting the renewal application, update your Associated Educator roster. Review and verify that all actively working educators are listed on your Associated Educator roster, have either a “Qualified” or “Submitted” status and have a current or recently submitted consent form. Consent forms are due annually from the Submitted Date and fingerprints are due every three years. Click View Details next to their name to see when the consent form expires. Staff who no longer work for the child care program should be removed from the roster (Termination Date Format: MM/DD/YYYY). Invite those employed at the facility but missing from the Associated Educator roster so they can complete their consent form.

3. Invite other Provider Admins via admin invitations. Whoever signs the attestation form must also sign the final page of the application and have a consent form on I-LEAD. These individuals include:

• The owner of the home

• The director/principal of a center

• The pastor/religious leader/president of a ministry

• The parent who employed the nanny

If these individuals aren’t listed in your Provider Admin section with you, ask them to create an account and then send them an admin invitation and an educator invitation with the educator type of “Applicant.” Once they accept the admin invitation and accept the educator invitation, they must submit a consent form via the "Begin Consent Form" button.

4. Once the Provider Admin and Associated Educator sections on the Provider Details page are fixed, click Start Application. The paragraph above the application on the first page should clearly state “RENEW.” If it does not, refresh the application and select the right application type.

5. Finally, edit the fields in the application and submit your renewal using the instructions below

WARNING: Do not select NEW on the Change Application Type button. This is only selected if: The child care type and staff are the same, but the program is changing addresses. A new owner for a home license accepted their admin invitation sent by the previous admin (location and staff remain the same). A church’s 501(c)(3) changes for a child care ministry. This will also start the steps for creating an entirely new license number for the facility and is irreversible on I-LEAD once submitted.

Completing the Renewal Application
There are four sections (Information, Documentation, Educators and Review) on the renewal application:

Information: This is the first page of the application. It is split into three categories: Application Details, Applicant Details and Provider Details.

Application Details is the first box highlighted in green at the top of the page when the application is opened. After completing this section, click on the other boxes at the top of the page to access the other categories.

Application Details: This section primarily focuses on information about the facility and services offered at the program. Changes that can be made to this page include:

• Name of the child care facility on the first line of the application.

• Mailing address.

(Note: If the main address of the facility has changed but it is the same child care type as the current license, switch “Change Application Type” to a “New” application to submit licensing changes and alert your licensing consultant of the facility’s change in location.)

• Class 1 (Max capacity 12 children enrolled) or Class 2 (Max capacity 15 children enrolled) for child care homes.

• Date that Orientation 2 was completed through Indiana Learning Paths by the applicant completing the form (Date Format: MM/DD/YYYY).

• Whether the program will take OMWPK or CCDF vouchers. (Note: If you select that you want to accept CCDF vouchers when you did not in previous years, your SSN/EIN might generate a red exclamation mark, preventing you from moving on. To enroll in CCDF, please fill out a W-9 and submit it to the Administrative Support Team Manager. Once the paperwork processes, you need to refresh your application for the changes to take effect and for the Documentation button to appear.)

• The water source of a child care facility. Select Public for city water or Private for well water; well water needs a well test from the health department.

• Auspice

Applicant Details: This category varies depending on the type of child care program. Individuals are required to enter the following information in this section depending on license type:

• Licensed & LLEP Centers: The director and their contact information, contact information for the board of directors and the person or people running the child care program.
• Licensed & LLEP Homes: The household members living on the property where a home child care program operates. Anyone who is 18 years or older and/or helps with the children needs to be added as an educator and complete a consent form.
• Ministries: The director and board members who assist with decisions for the child care program as well as the pastor/religious leader/president. The same title used for the religious leader should also be used on the final signature page.
• Nanny Care: The parent, the children in the home and the nanny who will work at the parent’s home. Both the parent and the nanny need to be listed as educators and complete consent forms. The parent is the applicant. If the parent who has the voucher changes and still wishes to hire the same nanny, the new parent needs to log in from an admin invitation sent by the previous parent. Once they have access to the exemption, the new parent needs to complete a ‘new’ exemption application via “Change Application Type” and receive a new exemption number.

(Note: If the applicant's name has changed or there is an error in a locked field, click Save and contact the Administrative Support Team Manager for assistance. Changes may take 24-72 hours to appear on the form. Refresh the application to ensure changes appear.)

Provider Details: This section is where providers input details and that are then used to update the Child Care Finder site upon application submission and approval. It is also where LLEPs record the reason their program would qualify for a licensing exemption. Changes to this page include:

• Email address parents can use to inquire about child care services.
• Phone number to call the program.
• Ages of children served. (Put at least a 1 if the age is covered by the program and a 0 if excluded.)
• Desired capacity which is the number of children the program would like to enroll and serve.
• The minimum age group to the oldest age group the program serves.
• Days and times the program operates. These must be within the range of 12:01 a.m.-11:59 p.m. for a single day. (There are closed and 24-hour checkmarks available per day for selection.)
• Program exemption reasons (select only one).
  
  

Note: All three sections must be filled out before the application will provide the Documentation button to proceed to the next section.

• Documentation: Upload your documentation or click the box to mail it instead. For a list of commonly required documents and upload tips, see Documentation for Applicants for more information.

Note: If you select the “I am mailing in my supporting documents” option, once you sign and submit your application, use the “Download Cover Letter” option to download and print. Print off the cover letter and include it with copies of your documents. Include the FSSA’s full address with room numbers to ensure the documents reach the right office. Documents must be mailed within 10 calendar days after the application is signed and submitted.

Educators: This section reflects the consent forms and current roster for your license. It also allows providers to re-invite educators or remove them from the staff roster on the application and the license. The three possible categories are:

• Invited Educators: Team members not on the Associated Educator roster can be invited to the child care facility if they are new. This section may also generate past or current employees. Anyone who no longer works for the facility or is already on the Associated Educators roster below should have their invitation removed from this section. Otherwise, they will receive an educator invitation when the application is signed and submitted.
  
  
• Associated Educators: This section shows:
  1. All staff who work in the program, interact with the kids, volunteer at the program or live on the premises.
  2. The status of an educator’s last consent form.
  3. The “Submitted Date” of an educator's last consent form.
     Note: Educators with an expired consent form should complete a new one before submitting the renewal application. The application should be refreshed to show the newest changes made on the Associated Educator section of the license outside of the application.
  4. The email the educator last used to submit a consent form.
  5. Educator Type: Please make sure whoever signs the attestation form is on the Associated Educator roster as “Applicant” and is on your Provider Admin section outside of the application so they can sign and submit the final page. Applicants include the:
     1. Person filling out the application.
     2. People who oversee the operations of the child care program as managers.
     3. Owner of a licensed home.
     4. Pastor/religious leader/president of a registered ministry.
     5. Director/principal of a center.
     6. Parent filling out the application for nanny care.
        Note: If anyone is missing from this section, click Save and go back to the Provider Details page. When changes are complete, go back into the application and refresh.
  6. The person’s hire date (Date Format: MM/DD/YYYY). This can be fixed or added with the Update button.
  7. The Update button changes educator types or hire dates.
  8. The Remove button eliminates former team members who will be added to the Terminated Educators section on the application. Anyone removed from this section will also be removed from the license’s Associated Educator section once it is signed and submitted.
     
     
• The Terminated Educators section will appear when team members from the Associated Educator roster above are removed. Those added to this section will be terminated from the license roster of current staff and removed as employees from the child care facility once the application is signed and submitted.
  Note: The Review button will remain gray until the Applicant is identified. To avoid citation, the Associated Educator roster must have all current employees and up-to-date consent forms listed in this section.

Note: When the application is signed and submitted, all existing staff on the Associated Educator roster will be prompted to redo their consent form for the new license. For new staff to have access to their consent form, please advise them to accept their educator invitations to be connected to the license. The Associated Educator roster must have all current employees and up-to-date consent forms before submission to avoid possible citation. Refresh the application if an error occurs during submission. Review the application to verify changes before submission.

• Submit: This section should be signed and submitted by the applicant who filled out the attestation statement. The attestation statement and signature should be signed by the owner for a home, the director for a center or the pastor/religious leader for a ministry. If you need to add them, click the Educators button to go back and add them as an applicant.

• Agree to all terms by clicking the checkbox.

• Type your legal name where it says “Electronic Signature.”

• Enter your title according to the facility type.

• Click Submit to sign and submit the application.

• Ministries will either need to pay their application fee online or select the mail-in option to download and submit the cover letter with the payment. (Note: This is a separate fee to the one paid to the Fire Marshal for the inspection.)

Submission Confirmation

• If the application was successfully submitted, the Start Application or Edit Application button will change to a View Application button on the admin page. The status on the Provider Applications section will also change from Draft to Submitted and show the date your application type was sent.

Educator Invitations & Consent Forms Post-Submission
Staff who were only on the Associated Educator Roster section of the application will receive a consent form to complete for the new license number. Everyone new who was listed on the Invited Educators section of Educators in the application will receive an email from no_reply_i-lead@fssa.in.gov after the application has been signed and submitted. Make sure each person has created an I-LEAD account before they accept the educator invitations sent to their email inboxes. If educator invitations are successfully accepted, each person will have the license number listed in the Provider section of their I-LEAD dashboard and have a consent form to complete and submit with their fingerprints. New and old staff need to complete these for a new licensing application to be processed. If an educator is missing an invitation, the person filling out the application should invite them. Once all changes and consent forms for background checks have been completed, the licensing consultant will reach out. New provider admins need to accept both an admin invitation to access the license and an educator invitation to access the consent form for a background check.

Consultant Notes

Monitor your email and the View Details or Provider Details section of your license on I-LEAD to see messages from your consultant. If an application requires a change, you may receive an “Incomplete Application” email from no_reply_i-lead@fssa.in.gov, and/or there may be a consultant note in the Provider Information box next to the Provider Admin section. The application may also be in "Edit" mode in the Provider Application section. For an initial inspection and communication, consultants typically communicate by email. The consultant will only schedule an in-person inspection of the premises once all consent forms and licensing paperwork are completed online. Licenses are issued via an admin invitation when all requirements for the child care program are met. Once all changes and consent forms for a background check are complete, the licensing consultant will reach out.

Need Additional Help?

For additional questions or guidance, contact your licensing consultant or the OECOSL Child Care Support Line at 1.800.299.1627.