DCDEE Works: A Guide for Child Care Providers in North Carolina - post

Welcome! This short guide is for child care directors and providers who want simple, practical help using the #DCDEE #WORKS portal in #NorthCarolina. You will learn what WORKS does, what documents to gather, and how to avoid common pitfalls.

Use the links to learn more from trusted sources like ChildCareEd: DCDEE WORKS guide and the official NC pages.

What is DCDEE WORKS and why should my program use it?

1) DCDEE WORKS is the state portal that tracks staff education and qualifications for child care programs. The portal helps the Division collect, report, and track workforce education needed for licensing. See the WORKS dashboard at DCDEE WORKS Dashboard.

2) How WORKS helps your program:

1. 📌 Upload copies of certificates and document staff positions.
2. 📂 View and keep staff education records in one place.
3. 🗂️ Apply for position qualifications (lead teacher, teacher, administrator).

Why this matters:

- Good records make licensing visits easier and protect your program. - Strong documentation helps staff move into higher roles (lead teacher, admin) using the options explained at ChildCareEd and the state pages for Lead Teacher Requirements and Administrator Requirements.

How do I use WORKS to document staff qualifications and trainings?

Follow these clear steps so staff are ready and your files are clean. Use the ChildCareEd WORKS guide as a plain-language helper alongside the state site.

1. 🔍 Prepare one staff folder per person (digital + paper).
2. 🧾 Find each staff member's: high school diploma or GED, certificates (CDA, NCECC, BSAC), and college transcripts.
3. 📤 Upload allowed documents into WORKS (certificates, training certificates). See the dashboard to add positions: WORKS Dashboard.
4. 📬 Mail official transcripts when DCDEE requests them — do NOT upload unofficial transcripts. The state explains where to send official transcripts in the apply instructions (see ChildCareEd summary).
5. ✅ Use the position pages to check education options: Teacher Requirements, Lead Teacher Requirements, and Administrator Requirements.

Tip: Track expirations (CPR, First Aid, background checks). A shared calendar helps avoid last-minute gaps. For preservice and ongoing trainings see ChildCareEd: Preservice Training.

What documents do I need and how should I send them?

Here is a practical checklist programs use when applying for staff qualifications in WORKS. Keep both paper originals and digital copies.

1. 📄 High school diploma or GED (scan a copy).
2. 🎓 College transcripts — official transcripts must be mailed (do not upload). See guidance in the ChildCareEd WORKS article.
3. 📜 Credential certificates (CDA, NCECC, BSAC) — upload copies into WORKS.
4. 🩺 Training certificates (CPR, First Aid, ITS‑SIDS, medication) — upload copies and keep originals in staff files. See preservice details at Preservice Training.
5. 🔒 Background checks and fingerprint results — follow NC rules and NCTracks guidance; keep the qualification letter on file. The law is summarized in the NC rules: 10A NCAC Chapter 09 and fingerprint rules at 10A NCAC 09 .2703.

Remember: state requirements vary - check your state licensing agency. Store mailing receipts for transcripts and name each file clearly (staffname_transcript_date.pdf).

What common mistakes should I avoid and where can I get help?

Common mistakes are easy to fix if you know them. Use this list and the FAQ below.

1. 🔸 Missing official transcript mailings. Fix: Mail official transcripts as the Division requests; keep a copy of the mailed envelope.
2. 🔸 Uploading unofficial transcripts. Fix: Only upload certificates and non-official docs; mail official transcripts.
3. 🔸 Letting CPR, First Aid, or background checks lapse. Fix: Set calendar reminders and track renewal dates.
4. 🔸 Not confirming that a course is DCDEE‑approved. Fix: Ask your licensing specialist or your local Child Care Resource & Referral (CCR&R). See how CCR&Rs help at ChildCareEd: CCR&R.

FAQ (short answers):

1. Q: Can I upload official transcripts to WORKS? A: No — mail official transcripts per DCDEE instructions. See ChildCareEd.
2. Q: Who decides if a certificate counts? A: DCDEE evaluates education and may ask for official transcripts; check position pages like Teacher Requirements.
3. Q: Where can I get approved trainings? A: Local CCR&Rs and trusted providers such as ChildCareEd list NC-approved courses.
4. Q: What if a staff member has lived out of state? A: They must request background checks from prior states; see the fingerprint rule at 10A NCAC 09 .2703.

Need help? 1) Call your county licensing specialist. 2) Call your local CCR&R — they offer coaching and training lists (see ChildCareEd CCR&R

Conclusion

1) Use DCDEE WORKS to keep staff files organized and to apply for position qualifications. 2) Keep originals and mail official transcripts when requested. 3) Track renewals and ask your licensing specialist or CCR&R when you are unsure. For plain-language help see ChildCareEd: What Child Care Providers Need to Know and the official WORKS dashboard at DCDEE WORKS Dashboard.

You do important work. Small steps now — organized files, mailed transcripts, and tracked renewals — keep your program ready and children safe. state requirements vary - check your state licensing agency.