Updating Your License on I-LEAD

Provider admins have the ability to make certain changes to their licenses in I-LEAD by submitting an Update application. There is a difference between an update and a renewal. Updates let licensing know you are making minor changes to the program, while renewal applications are meant specifically for renewing the license when the child care program is up for expiration.

Changes that can be made with an Update application include:

• Child care program name.
• Mailing address.
• Home license from class 1 to class 2.
• CCDF/OMWPK acceptance.
• Household members.
• Director’s information.
• Board of directors.
• Contact email address and phone number listed on Child Care Finder.
• Age groups cared for and capacity.
• Days and hours of operation as they appear on Child Care Finder.

If you’re a provider admin for your child care program and have been advised to make changes to your license or would like to update your licensing criteria, please follow the steps below.

Name Changes of Home Providers

Home Licenses: Owners of a licensed home who need to modify the name on their license, need to fix an error with the address listed or want to become a CCDF provider should contact the Administrative Support Team Manager for guidance instead of submitting an update application.

Owners who want to participate in CCDF need to send a W-9 form and the license number to get this updated on their license. For changes made to the name of the owner or the address, please send your license number and proof of the error or changes.

Items used as proof might include (if applicable):

• Birth certificate
• Court paperwork
• Divorce paperwork
• Immigration paperwork
• New marriage license certificate
• Updated state identification or driver's license
• Updated Social Security Number (SSN)
• Property tax assessment
• Recent utility bill with address

Before Starting an Update Application:

1. Log in to I-LEAD.

2. Scroll down to the Providers section on the I-LEAD dashboard.

3. Select the child care program to which you wish to make minor changes and click View Details.

4. Review your provider admins: The following individuals should have accepted an admin invitation and be listed in this section. If not, please send them an admin invitation and ask them to accept the admin invitation:

• Owner of the home.
• Director of a center.
• Pastor/religious leader of a ministry.
• President of the religious organization.
• Principal of the school.
• Managers of a program.
• Administrative assistants responsible for inviting and removing staff from your license.

5. Review your Associated Educator roster: Verify that all provider admins and associated educators have a current consent form or a recent consent form submitted date. If not, please ask staff to access their I-LEAD accounts and do their annually required consent form. For those missing from the Associated Educator roster, invite them so they can complete their consent form.

6. Click Start Application once all the staff and provider admins have completed their annually required consent forms and are current on their fingerprints.

7. At the bottom of the page, click Change Application Type.

8. Select Update, then click Change and then click Save. The paragraph above the application on the first page should clearly state “UPDATE.”

9. Finally, edit the fields on the application and submit it using the instructions below.

Completing an Update Application on I-LEAD

There are four sections (Information, Documentation, Educators and Submit) on the renewal application:

1. 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: The primary address cannot be changed on an update application. 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). (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, fill out a W-9 and submit it to the Administrative Support Team Manager. Once the paperwork processes, 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 changed or there is an error on 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 the changes appear.

Provider Details: This section allows providers to input details and make edits to information displayed on the Child Care Finder website upon application submission and approval. It's 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 (please put at least a 1 if the age is covered by the program and a 0 if excluded.)
• Desired capacity (how many 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 range of 12:01 a.m. to 11:59 p.m. for a single day. There are closed and 24-hour check marks 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.

2. Documentation: Most will be prompted to skip this section. If you are required to submit documents, please click here for access to the 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.

3. 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:

i. All staff who work in the program, interact with the kids, volunteer at the program or live on the premises.

ii. The status of an educator’s last consent form.

iii. 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.

iv. The email the educator last used to submit a consent form.

v. 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.

vi. The person’s hire date (Date Format: MM/DD/YYYY). This can be fixed or added with the Update button.

vii. The Update button changes educator types or hire dates.

viii. 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.

4. The updated application should be signed and submitted by the primary applicant. The primary applicant is the owner for a home, director/principal for a center, pastor/religious leader/president for a ministry or parent for nanny care. Please:

• 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.

Note: The application will not send if the signing "Applicant" isn't listed on the Educator section or if the Associated Roster in the application doesn't match the Associated Educator roster on the license. After the original roster is cleaned up and all consent forms are submitted, refresh the application if an error occurs during submission. Review the application to verify changes before submission.

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.

Notify your consultant of any changes submitted to I-LEAD regarding your application.

Consultant Notes

Monitor your email and the Provider Details page for messages from your consultant. If an application requires a change prior to approval, a consultant note will be added to the Provider Information box next to Provider Admin. The application may also be in edit mode in the Provider Application section. Once all changes are approved, the updates will be applied to the license and to Child Care Finder.

To find your consultant, check out the Consultant Map.