How to Complete the Illinois DCFS CFS 508: Report of Persons Employed

The Illinois DCFS CFS 508 form, titled “Report of Persons Employed in a Child Care Facility,” is a one-page monthly staffing roster that a licensed facility’s director submits to the Department of Children and Family Services whenever employees are hired, change positions, or leave during the month. By signing it, the director certifies that every listed employee already has the required medical report, background check, training verification, and references on file. If you arrived here looking for the DCFS physical examination form, that is a different document: CFS 602 for child care staff, or CFS 604 for foster and adoptive parents.

What the Form Reports

CFS 508 tracks personnel changes, not personal medical information. The form is divided into three sections, and you complete only the sections that apply to the reporting month.

  • Section A lists every person hired during the month, with name, birthdate, position, and date of employment. A completed CFS 508-1 must be attached for each person listed here.
  • Section B lists employees who moved to a different role within the facility. A CFS 508-1 is also required for each person in this section.
  • Section C lists departures, with name, position, reason for leaving, and date of employment.

At the bottom, the director or executive director signs a certification confirming that every employee named in Sections A and B has the documentation required by DCFS minimum standards on file at the facility.

How to Fill It Out

Download CFS 508 from the DCFS forms page at dcfs.illinois.gov under the CFS-500 series, or ask your DCFS licensing representative for a copy.1Illinois Department of Children and Family Services. Forms The form is a fillable PDF.

Enter the reporting month and year, the facility name, and the facility provider ID number at the top. Then complete the appropriate section or sections for that month. For new hires (Section A) and internal position changes (Section B), fill in each employee’s full name, date of birth, job title, and employment date. For departing employees (Section C), add the reason for leaving. The director signs and dates the form at the bottom.2Illinois Department of Children and Family Services. CFS 508 – Report of Persons Employed in a Child Care Facility

Before you sign, confirm that every employee in Sections A and B actually has a complete personnel file. The certification statement affirms that each person’s medical reports, background checks, training and education verification, and employment references are already in the facility’s records. Signing when documentation is incomplete exposes the facility to licensing violations.

The CFS 508-1 You Must Attach

Every new hire and every employee who changed positions during the reporting month needs a CFS 508-1 attached to the CFS 508 when you submit it. The CFS 508-1, titled “Information on Person Employed in a Child Care Facility,” is the individual employee information sheet. It collects the employee’s date of birth, Social Security number, home address, phone number, previous employment history, references, and educational background.3Illinois Department of Children and Family Services. CFS 508-1 – Information on Person Employed in a Child Care Facility

Section VII of the CFS 508-1 asks for the date of the employee’s last physical examination, the name and address of the examining physician, and whether a health clearance report is on file. It does not replace the medical report itself. The actual medical evaluation lives on CFS 602 in the employee’s personnel file.

What Must Be in the Personnel File Before You Sign

The certification is only as strong as the underlying records. Under 89 Ill. Adm. Code 407.120, each employee’s confidential file must contain at least the following before a director can truthfully certify the CFS 508:4Illinois Department of Children and Family Services. 89 Ill. Adm. Code 407 – Licensing Standards for Day Care Centers

  • A completed CFS 508-1.
  • A current CFS 602 medical examination, completed no more than six months before the hire date, including a TB test by the Mantoux method.
  • Three written character references, verified by the facility.
  • Proof of education appropriate to the position: diplomas, transcripts, or equivalent documentation. Foreign credentials require a U.S. equivalency statement.
  • Verification of previous experience, where experience is part of the employee’s qualifications.
  • Background check authorization and results, including the CANTS (Child Abuse and Neglect Tracking System) check, criminal history, and sex offender registry screening. These must be stored in a separate confidential file, apart from the rest of the personnel record.
  • A signed mandated reporter acknowledgment confirming the employee understands the obligation to report suspected child abuse or neglect.

If any item is missing for an employee listed in Section A or B, do not submit the CFS 508 until the file is complete.

When and Where to Submit

Send the completed CFS 508, with all required CFS 508-1 attachments, directly to your assigned DCFS licensing representative at the end of any month in which staffing changes occurred. Keep a copy for the facility’s own records. If no employees were hired, changed positions, or left during a given month, no submission is necessary.

One change does not wait for the monthly cycle: DCFS must be notified immediately whenever a director or school-age director changes.4Illinois Department of Children and Family Services. 89 Ill. Adm. Code 407 – Licensing Standards for Day Care Centers

If You Actually Need the Medical Exam Form

CFS 508 is often confused with the DCFS medical forms because its certification references the employee’s medical report. The exam itself is documented elsewhere.

For a child care facility employee, volunteer, or a household member of a day care home operator, the medical evaluation goes on CFS 602, “Medical Report on an Adult in a Child Care Facility.” A physician, advanced practice nurse, or physician assistant completes it after the exam.5Illinois Department of Children and Family Services. CFS 602 – Medical Report on an Adult in a Child Care Facility Newly hired staff need a CFS 602 based on an exam completed no more than six months before their employment date, with re-examinations required every two years and whenever communicable disease is suspected.6Cornell Law Institute. Illinois Administrative Code Title 89 407.100 – General Requirements The completed CFS 602 stays in the employee’s personnel file and is the “medical report” the CFS 508 certification refers to.

For foster and adoptive parent applicants, the correct form is CFS 604, “Medical Evaluation of an Adult in a Foster and Adoptive Home.” It’s a more detailed assessment covering physical capabilities and any progressive or terminal illness that could affect the applicant’s ability to care for a child over the next five to fifteen years.7Illinois Department of Children and Family Services. CFS 604 – Medical Evaluation of an Adult in a Foster and Adoptive Home Under 89 Ill. Adm. Code 402.14, the initial medical report must be no more than twelve months old when the foster or adoptive application is accepted, and re-examinations are required at least every four years or at licensing renewal, whichever comes first.8Illinois General Assembly. 89 Illinois Administrative Code 402 – Licensing Standards for Foster Family Homes

Neither CFS 602 nor CFS 604 is submitted with CFS 508. They belong in the individual’s personnel or licensing file at the facility or agency and are produced for DCFS on request during licensing inspections.