How to Prepare for a Silver State Stars Rating Visit in Nevada (Documents + Tips) - post

A Silver State Stars rating visit is a chance to highlight what your program does well. This article helps Nevada child care directors feel prepared by focusing on the paperwork and simple organization steps that make the visit smoother and less stressful. When your documents are easy to find and up to date, the rater can spend more time seeing your program’s strengths.

What documents should be ready for a Silver State Stars visit?

Having your paperwork ready helps the visit feel calm and organized. The goal is simple: make it easy for the rater to find what they need without you digging through drawers or scrolling through files.

Below are the most common document groups to prepare. Keep them in one labeled binder or secure digital folders that open quickly.

License and legal paperwork

Have ready:

• Your current state child care license

• Your posted license/certificate (if required)

Why it matters: This shows your program is licensed and operating legally.
Tip: When double-checking requirements, use Nevada licensing rules (NAC Chapter 432A and NRS Chapter 432A) to confirm what must be posted or kept on file.

Staff files

Use one binder per staff member (or one secure digital folder per staff member).

Include:

• Job description and application

• Background check documentation

• TB record

• CPR/First Aid

• Training logs

• Copies of credentials (CDA, coursework, certificates)

Why it matters: Raters often review staff qualifications and required trainings.
Tip: A CDA-style checklist can help you keep files consistent and complete.

Child records

Keep child files organized the same way for every child.

Include:

• Enrollment forms

• Emergency contacts

• Immunization records (or exemptions)

• Health logs (if used)

• Individualized plans (as needed)

Why it matters: These documents support child safety and show you follow enrollment and health requirements.

Attendance and billing records

Have ready:

• Daily attendance sheets

• Subsidy receipts or billing records (if you accept subsidy)

Why it matters: Attendance and billing records show consistent operations and required tracking.
Tip: If you use an electronic system, have logins ready or print/export recent reports.

Program and safety documents

These documents show your daily routine and health/safety systems.

Include:

• Daily schedule

• Lesson plans

• Menus

• Emergency plan + drill logs

• Medication logs

• Injury/incident reports

Why it matters: This helps the rater understand how your program runs and how you keep children safe.

Quality evidence

This is where you show growth and strong practice without needing everything to be “perfect.”

Include examples like:

• Child assessment summaries

• Portfolios or work samples

• Family communication logs

• Staff professional development plans

• Quality improvement plans tied to Silver State Stars goals

Why it matters: Silver State Stars looks for progress, planning, and intentional teaching.

 How should the director organize files so the visit is fast and friendly?

Good organization can make the whole visit feel easier. When files are clear and easy to open, the rater spends less time waiting—and more time seeing your program’s strengths.

Aim for two things:

• Quick access (you can find anything in minutes)

• Clear labels (someone else can follow your system)

A helpful approach is to keep a paper binder system and a matching digital folder system, so you’re ready either way.

What binder system works best for rating visits?

Using one binder per area keeps things clean and easy to follow.

Suggested binder set:

• Licensing

• Staff

• Children

• Safety

• Quality Evidence

Inside each binder, add tabbed sections, such as:

• Current

• Past 12 Months

• Policies/Plans

This layout makes it easier to find recent documents that may be required under NAC 432A.

What happens on the visit day and how do I follow up?

The visit day is a chance to show your program. Stay welcoming and organized. After the visit, use the rater's feedback to make a short plan.

Before the assessor arrives

🔔 Remind staff of roles and give them a one-page cue sheet about what to show in their rooms (lesson focus, child examples, safety checks).

When the assessor arrives

👋 Greet them, offer a brief tour script, and hand over the TOC and quick binder with the top 10 requested documents (license, attendance, two staff files, two child portfolios, emergency plan).

During the observation

Be natural. Encourage teachers to follow their normal routine. If questions arise about missing documents, explain when and where the records are kept and offer to share digital copies.

After the visit

✉️ Request the assessor's feedback form or next steps timeline. Create a short (1-page) action plan with 3–5 follow-up items and who will do them.

Common pitfalls

⛔ Not asking for the assessor's business card or email. Ask and keep it. Communication helps if documents need to be sent later.

⛔ Waiting to fix problems. Start your action plan within 48 hours of the visit.

Which ChildCareEd training courses can support directors preparing for visits?

If you want extra support with documentation, leadership, and emergency readiness, these ChildCareEd courses connect well to rating-visit preparation:

• Director leadership and administration: https://www.childcareed.com/courses-45-hours-director-administration.html

• Emergency plan readiness (great for drill logs and emergency documentation): https://www.childcareed.com/courses-emergency-preparedness-and-response-planning-resulting-from-a-natural-or-man-made-event.html

• Strong documentation and privacy practices: https://www.childcareed.com/courses-privacy-matters-documentation-and-observation-in-early-learning-4039.html

For more Nevada-specific context, this related ChildCareEd article can also help directors understand state expectations and training requirements:
https://www.childcareed.com/a/requirements-for-nevada-providers.html