TX HHS Form 2551. Licensed and Registered Home: Caregivers. Assistants. Substitutes and Household Members Information Record

Form 2551 is a personnel information record required for licensed and registered child care homes in Texas. It helps providers document who works or lives in the home, what training they have completed, and whether they meet all safety, background check, and orientation requirements set by the Texas Health and Human Services Commission (HHSC). Although the form itself is simple, it plays a crucial role in demonstrating compliance during inspections and ensuring every adult in the home is properly vetted.

Purpose of Form 2551

This form centralizes personal data, background check dates, training expiration dates, and orientation acknowledgments for caregivers, assistant caregivers, substitutes, and certain household members. Texas law requires child care homes to maintain these records at all times. Using the form ensures that the provider can quickly show an inspector that all adults in the home meet state minimum standards for safety and caregiver qualification.

Who Must Complete the Form

Form 2551 must be completed for:

• All caregivers responsible for daily child care
• Assistant caregivers
• Substitute caregivers
• Household members age 14+ (for background checks and required information)

Providers may use Form 2551 or their own equivalent, as long as it includes all required data.

When the Form Is Required

You must complete or update this form whenever:

• A new caregiver, assistant, or substitute is hired
• A household member turns 14
• A person moves into or out of the home
• Training is renewed or expires
• A background check is completed or updated

Keeping outdated information can result in citation during inspections.

Explanation of Each Key Section

Personal Information

This section records name, address, phone number, birthdate, and employment date. Household members must provide name, address, date of birth, and background check dates. Providers often forget to update the “Date of Employment” when rehiring substitutes—this is a common inspection issue.

Required Background Checks

• TB Test Date* — Required for caregivers and household members counted in ratio.
• Central Registry Check* — Screens for child abuse/neglect history.
• DPS Check* — State criminal background check.
• FBI Check* — National criminal background check.

A delay in completing any check may legally bar the individual from being present around children.

Education and Training

This section documents high school graduation or GED and outlines the extensive training all caregivers must complete. These include shaken baby syndrome prevention, safe sleep practices, child development, maltreatment reporting, emergency preparedness, communicable disease prevention, medication administration, and more.

Inspectors frequently check whether First Aid and CPR dates are current. If a caregiver's certification expires, they may not count in ratio until it’s renewed.

Role in the Home

The form distinguishes between caregivers, assistants, substitutes, and household members. For household members, it’s important to note whether they are counted in ratio, which affects staffing requirements.

Orientation Acknowledgment

Substitutes, assistants, and household members must acknowledge receiving orientation on minimum standards, operational policies, emergency preparedness, abuse/neglect reporting procedures, safe sleep, communicable diseases, hazardous materials, and more. Missing signatures in this section are one of the most common citations in inspections.

Attached Documents

• Photo identification
• Driver’s license (if transporting children)
• Form 2985 (Affidavit for applicants)
• Form 7250 (Staff Training Record)
• Licensing pre-application course certificate

Legal and Regulatory Background

Form 2551 exists because Texas Administrative Code, Title 26, Chapter 747 requires child care homes to maintain complete and up-to-date records for all caregivers and relevant household members. These records protect children and ensure that every person in the home has been properly screened and trained. Failure to maintain accurate documentation can result in corrective action, administrative penalties, or suspension of the child care license.

Common Mistakes Applicants Make

• Leaving training expiration dates blank or failing to update them
• Missing Central Registry background check dates for household members
• Forgetting to attach copies of identification documents
• Not signing the orientation page
• Listing substitutes as “assistants,” which affects staff-to-child ratio requirements
• Not updating the form when a person moves in or out of the home

Practical Tips for Filling Out the Form

• Complete the form on the first day of employment—don’t wait.
• Keep digital copies of identification and training records to simplify updates.
• Use a calendar reminder for CPR and First Aid expiration dates.
• Store forms together with Form 7250 for easy inspection access.
• Update the form immediately after any new background check clears.

Examples of Real-Life Situations

• A grandmother moves into the home to help with child care; she must complete the form and background checks.
• A substitute caregiver is hired to cover for vacations; her CPR and First Aid expiration dates must be documented.
• A teenage household member turns 14; the home becomes responsible for recording background check dates.
• An assistant caregiver completes updated SIDS training; the date must be added to maintain compliance.

Documents You May Need

• Government-issued photo ID
• Driver’s license (if transporting children)
• Proof of TB test
• Background check confirmations
• Training certificates (CPR, First Aid, SIDS, etc.)
• Form 2985 and Form 7250

FAQ

• Do substitutes need to complete this form? Yes. All substitutes must complete the form and meet the same training and background requirements as regular caregivers.
• Do all household members need background checks? Household members age 14+ require background checks under Texas child care regulations.
• How often do I update Form 2551? Update it whenever employment, training, or background check information changes.
• Can I use my own version of the form? Yes, if it includes all required information.
• What happens if a CPR certificate expires? The caregiver cannot be counted in ratio until renewed.
• Is a driver’s license required? Only if the person will transport children.

Micro-FAQ

• Purpose: To document caregiver and household member qualifications and background checks.
• Who completes: Caregivers, assistants, substitutes, and certain household members.
• Deadline: On or before the first day of presence in the home.
• Attachments: ID, training records, background checks.
• Submitted to: Kept on file for HHSC inspections.
• Updated: Whenever training or background checks change.
• Mandatory? Yes, for all Texas licensed and registered child care homes.

Related Forms

• Form 2985 – Affidavit for Applicants for Employment
• Form 7250 – Staff Training Record
• Texas Child Care Background Check Request Forms
• Texas Emergency Preparedness Plan Requirements

Form Details

• Form Name: Caregivers, Assistants, Substitutes, and Household Members Information Record
• Form Number: 2551
• Region: Texas
• Revision Date: July 2019-E
• Agency: Texas Health and Human Services Commission (HHSC)