General Policies & Procedures — New Mexico Addendum

New Mexico State Addendum

Great Beginnings Academy — General Policies & Procedures

Partner Company: Kidz Academy Preschool | Location: New Mexico

State Licensing Authority: New Mexico Children, Youth & Families Department — Child Care Services Bureau (CYFD)

Governing Regulations: NMAC Title 8, Chapter 16 — Child Care Licensing

How to Use This Addendum

This addendum supplements the GBA General Policies & Procedures Manual. It applies only to Kidz Academy Preschool locations in New Mexico. Where this addendum specifies a requirement that differs from or adds to the universal GBA policy, the New Mexico-specific language governs for New Mexico locations. Where this addendum is silent, the universal GBA policy applies.

1.1 Prescription Medications — GBA Universal Policy Applies

The GBA General Policies & Procedures medication administration policy applies at all New Mexico locations. New Mexico CYFD licensing (NMAC 8.16) requires written parental authorization before any medication is administered, consistent with GBA’s universal Medication Authorization Form requirement.

New Mexico locations may only administer prescription medications. Over-the-counter medications that are not prescribed by a licensed healthcare provider may not be administered at Kidz Academy locations without a written healthcare provider order.

1.2 Sunscreen — New Mexico Classification as Medication

Under New Mexico CYFD licensing requirements, sunscreen and sunblock are classified as personal care products requiring written parental authorization before staff may apply them — equivalent in practice to the authorization required for medication.

The GBA Sunscreen Authorization Form collected at enrollment satisfies this requirement for New Mexico locations. However, the following additional standards apply at Kidz Academy locations:

  • The Sunscreen Authorization Form must be completed at or before enrollment and must be on file before any sunscreen is applied by staff — including center-provided sunscreen.
  • If a parent wishes to use a specific brand or formula due to allergies or skin sensitivities, that product must be provided in its original, labeled container. Staff may not substitute a different product without updated written authorization.
  • Authorization must be renewed annually at re-enrollment.

Reference: Kidz Academy Parent Handbook states: "Sunscreen is considered medication and will only be administered after a medical release is signed." GBA’s enrollment-based Sunscreen Authorization Form serves as this written release for New Mexico locations.

Section 2 — Illness and Health Exclusions

2.1 Illness Exclusion — GBA Universal Policy Applies

The GBA General Policies & Procedures illness exclusion policy applies at all New Mexico locations, including the 100.1°F fever threshold, 24-hour symptom-free requirement, and one-hour pickup window.

2.2 Communicable Disease Reporting — New Mexico Contacts

In addition to reporting to corporate as required by GBA policy, New Mexico locations must notify the appropriate health authority for any reportable communicable disease:

Agency

Contact

NM Department of Health — Epidemiology & Response

505-827-0006

CYFD Child Care Services Bureau

1-800-832-1321

NM Poison & Drug Information Center

1-800-222-1222

Section 3 — Licensing and Regulatory Compliance

3.1 State Licensing Authority

Kidz Academy Preschool locations are licensed under New Mexico Administrative Code Title 8, Chapter 16. Licensing was historically administered by CYFD Child Care Services Bureau; as of July 2020, day-to-day licensing, inspections, and background check processing were transferred to the New Mexico Early Childhood Education and Care Department (ECECD), Regulatory Oversight Unit, though the rules remain filed under CYFD’s original NMAC title. All state licensing files and most recent inspection reports are available for parent review at each center upon request.

  • CYFD Child Care Services Bureau: 1-800-832-1321
  • CYFD Website: cyfd.org

3.2 Parent Right to Review Licensing Records

Parents and guardians have the right to review the center’s most recent CYFD inspection report and licensing file. Please ask the Center Director for access.

3.3 Policy Update Notice

New Mexico locations will provide parents with at least 30 days’ written notice before any substantive policy change, consistent with Kidz Academy’s established practice and CYFD requirements.

3.4 Tuition Rate Changes — CYFD Compliance Process

Under NMAC 8.16.2.13(D), when a New Mexico location updates its parent handbook — including any change to tuition rates or fee schedules — the following steps are required in addition to the standard 30-day parent notice:

1. Update the parent handbook to reflect the new rates or fees.

2. Submit the updated handbook to CYFD Child Care Services Bureau for approval prior to the change taking effect.

3. Obtain new parent/guardian signatures on the updated handbook within 30 days of the change.

These requirements apply in addition to — not instead of — GBA’s standard 30 days’ written notice to families. Kidz Academy locations should coordinate with Corporate Management before any tuition change is communicated to families to ensure the CYFD approval step is completed in the correct sequence. Reference: NMAC 8.16.2.13(D).

3.5  Staff-to-Child Ratios — New Mexico Requirement

New Mexico licensing (8.16.2.23 NMAC) sets minimum staff/child ratios and maximum group sizes by age, applicable at all Kidz Academy locations:

  • Infants (single-age grouping): 1 staff to 6 children (max group 12)
  • Toddlers (single-age grouping): 1 staff to 6 children (max group 12)
  • Two years: 1 staff to 10 children (max group 20)
  • Three years: 1 staff to 12 children (max group 24)
  • Four years: 1 staff to 12 children (max group 24)
  • Five years and older: 1 staff to 15 children (max group 30)

When age groups are combined, ratios adjust accordingly (for example, 6 weeks–24 months combined is 1 staff to 6 children). A center must have a minimum of two staff members present at all times, at least one of whom is a qualified educator, and children may never be left unattended. Confirm current Kidz Academy staffing practice meets or exceeds these ratios.

3.6  Immunization Requirements — New Mexico Requirement

New Mexico licensing (8.16.2 NMAC, incorporating 7.5.2 NMAC) requires satisfactory evidence of age-appropriate immunization — a signed record from a physician or health facility, or a record in the NM Statewide Immunization Information System (NMSIIS) — or documented proof the child is in the process of completing the required series, before enrollment. Required vaccines follow the NM Department of Health’s current childcare/pre-school entry schedule and generally include DTaP, Polio (IPV), Hib, Hepatitis B, Pneumococcal (PCV), MMR, Varicella, and Hepatitis A.

Under NMSA 1978 § 24-5-3, only two exemption types are permitted — no personal or philosophical exemption is available in New Mexico:

  • Medical exemption — a certificate from a licensed physician, physician assistant, or certified nurse practitioner stating that immunization would seriously endanger the child’s life or health.
  • Religious exemption — an affidavit from an officer of a recognized religious denomination, or from the parent/guardian, stating the applicable religious belief.

Approved exemptions are valid for no more than nine months and must be renewed at re-enrollment.

3.7  Transportation Requirements — New Mexico Requirement

For Kidz Academy locations that provide transportation, New Mexico licensing (8.16.2.28 NMAC) requires:

  • A currently registered, insured, enclosed vehicle in good repair, carrying a fire extinguisher, first-aid kit and manual, water, and a blanket; air-conditioned above 82°F and heated below 50°F. Smoking, e-cigarettes, and vaporizers are prohibited in any vehicle transporting children.
  • Age-appropriate child restraints: rear-facing seats under age 1; car seats ages 1–4 (or under 40 lbs.); booster seats ages 5–6 (or under 60 lbs.); seat belts ages 7–12.
  • A driver with a valid license who has not been convicted of a DWI/DUI offense in the past 7 years, and a second adult whenever five or more children under age five are being transported.
  • At least one adult on board with current First Aid/CPR certification (pediatric component), and a transportation log (names, pickup/drop-off times) retained for at least 12 months.

If a Kidz Academy location does not provide transportation, this section does not apply.

3.8  Background Check Requirements — New Mexico Requirement

Under 8.8.3 NMAC (New Mexico Criminal Offender Employment Act and Children’s and Juvenile Facility Criminal Records Screening Act), every direct care provider, employee, contractor, or volunteer present while children are in care must complete a background check before starting work, consisting of:

  • A fingerprint-based New Mexico and FBI criminal history record check, generally submitted by the end of the next business day following the start of service.
  • New Mexico and out-of-state child abuse/neglect central registry checks for every state of residence in the preceding five years, plus a sex offender registry check.
  • A documented and verified three-year written employment history.

An individual with a disqualifying finding may not work directly or unsupervised with children. Processing is coordinated through the NM Early Childhood Education and Care Department (ECECD) Background Check Unit.

Section 4 — Items for Future Review

The following items have been identified for future New Mexico addendum development:

  • Holiday schedule — Kidz Academy observes a specific New Mexico holiday schedule that differs from other states. A confirmed holiday list should be added here once finalized.
  • Subsidy programs — New Mexico uses the FOCUS subsidy system (via CYFD). Document any specific requirements for families receiving subsidy assistance.

This addendum was last updated: July 2026