Boys & Girls Club Of Rutland County @ Castleton

Regulation 18.77: Within six months of the initial date of employment, Staff working with children and the Site Director and/or Program Administrator shall maintain an up-to-date BFIS Quality and Credential Account. Documentation, verification of qualifications and all annual professional development activities as specified in the rules in Section 5 of these regulations shall be submitted to NLCDC to be verified and maintained in BFIS.

“Upon review of staff BFIS Quality and Credential accounts and staff files, it was identified that nine (9) of the staff working with children at the program had not yet submitted at least one (1) piece of required documentation to Northern Lights at CCV to be verified and reflected in BFIS. Corrective Action: Immediately plan to review all staff BFIS Quality and Credential accounts to update and accurately reflect all staff qualifications and annual professional development. By 12/19/24, submit documentation to Northern Lights at CCV with cover sheets and with Licensor [name] copied on the submission email. Develop a system to prompt submission of documentation to Northern Lights moving forward. In the corrective action email include details of the system developed to include 1. Who is responsible for regular review of, and submissions to, staff BFIS Quality and Credential Accounts and 2. How that person will be prompted to complete required submissions in a timely manner.”

Correction date in the state record: Jan 14, 2025

Regulation 5.28: The Licensee is required to maintain an accurate record of Staff schedules and assignments for all Staff including substitutes.

“When viewing the staff schedule it was completed with dry erase marker, did not state the hours worked, or the group of children staff were assigned to. The staff had X's under the day of the week they were present. Upon discussion it was determined that additional staff had worked in the program but were not accounted for on this document. Also, staff were seen with different children throughout the duration of the visit. Corrective Action: Establish a system that records staff names, their actual arrival and departure times by day, and the group of children they are assigned to work with. As groups shift during the duration of the day, ensure accuracy is maintained in documenting which staff are with each child.”

Correction date in the state record: Dec 6, 2023

Regulation 9.1: Staff shall use positive methods of guidance that meet the individual needs of each child and encourage self-control, self-direction, self-esteem and cooperation including: * redirection * planning ahead to prevent problems * reinforcing and praising appropriate behavior * encouraging children to express their feelings and ideas instead of solving problems with force.

“Staff A requested children to line up to go outside which took over ten (10) minutes. Staff A continued to make requests of children, to include advising one (1) child to put their sweatshirt on. The child expressed not wanting to put their sweatshirt on; Staff A advised the group that they weren't going to go outside because Child B wasn't putting their sweatshirt on. The other children in the group started making comments to Child B which upset him resulting in them flinging their backpack towards another child. Staff A immediately commented they were calling their parent(s) and proceeded to do so. Child B was requested to be picked up and remained seated on a picnic table outside during the duration of outdoor play. Corrective Action: Review positive methods of guidance with staff that supports children's self-control, self-direction and self-esteem. As part of that, review the program schedule and length of time children are expected to remain seated unengaged in an activity. Develop a schedule to monitor staff interactions to confirm compliance to this rule; provide timely feedback to staff after observations.”

Correction date in the state record: Dec 6, 2023

Regulation 5.14: The licensee shall ensure that no person shall be left alone with children without approval from the Division which shall be based on the results of the background check to include fingerprinting.

“Staff B was observed bringing seevn (7) children indoors during outdoor play in order to use the bathroom. Staff B has not been cleared to be alone with children. The program was provided technical assistance visits on 7/5/23 and 7/18/23 where this rule was reviewed. Specifically, on 7/18/23 it was identified that Staff B had not been cleared to be alone with children. Corrective Action: As stated during the licensing visit, ensure staff who have not been cleared to be alone with children are not until the clearance is provided to the program. Submit a program improvement plan that 1) identifies the schedule showing which staff and the hours they work with each group of children, 2) how staff are alerted who can not be left alone with children, 3) the system to communicate if staffing patterns are not met as planned to ensure staff who are not cleared to be alone with children are not.”

Correction date in the state record: Aug 30, 2023

Regulation 7.1: Each child shall be supervised at all times by Staff as appropriate for the age of the child.

“Multiple children were observed entering the bathrooms at one (1) time while staff remained in the hall unable to hear or observe children while they were in the bathrooms. Staff A stated the policy is one (1) child in the bathroom at any time unless another staff member is present in the multi-stall bathroom. Staff A was asked why that wasn't observed on this day; they stated they were not paying attention. Corrective Action: As indicated during the licensing visit, discontinue allowing more than one (1) child in the bathroom unless a staff is present in the multi-stall bathrooms to provide supervision. Submit a program improvement plan on how transitions will occur to ensure that when mulitple children seek use of the bathroom at one (1) time how supervision will be maintained in that space along with other spaces the additional children remain.”

Correction date in the state record: Sep 15, 2023

Regulation 6.3: The staff/child ratio shall not exceed 1:13. When the number of children exceeds 10, another identified Staff person shall be available within immediate proximity on site in order to provide prompt assistance in the event of an emergency.

“Upon arrival Staff A stated there were twenty-five (25) children in attendance and children were all on the playground with her, Staff B and Staff C. Once children lined up, it was determined there were thirty (30) children present, sixteen (16) in one (1) group, and fourteen (14) in the second group. Staff D was previously present but left between 9:45-10:15 and Staff E did not arrive until 10:38, leaving one (1) group out of ratio during that time. While inside, Staff C was observed leaving Staff E with their group of fourteen (14) children in the lunchroom while they went to the classroom to collect art supplies. During this time, the program was out of compliance with staff child ratios. This is a serious violation. Corrective Action: As stated during the licensing visit, ensure immediately that ratios are maintained at all times. Submit a program improvement plan that reviews this rule with each staff person to ensure their understanding of maintaining ratios to include: 1) prior to departing that ratios are met, 2) ensuring their arrival is on time and what to do if they identify their arrival will not be as scheduled, 3) the system to announce if ratios are not being met, 4) the immediate steps taken to increase supervision of children when ratios are not achieved, and 5) the steps the program will take to come back in compliance with ratios at any time they are not achieved. Additionally, provide the staff schedule of actual times with groups of children and children's attendance sheets to Licensor [name] for the dates 8/11/23-8/25/23 for review.”

Correction date in the state record: Aug 30, 2023

Regulation 6.2: The maximum number of children in an identified group shall be twenty six (26).

“There were thirty (30) children on the playground at one (1) time. Staff were observed bringing children to the bathroom from different groups, staff were observed intermingling and providing supervision and guidance to children from groups other than and including their own. While inside, Staff A was observed remaining with a child from another group while the staff and remaining children were all in the lunchroom eating. This was identified to Staff A who stated they consistently provide 1:1 support for this particular child despite the child not being in their group. Staff B and Staff E were observed sitting with one (1) group at a table in the lunchroom; one (1) of those staff was responsible for supervision of a different group. This rule was reviewed with the program on 7/5/23 during a technical assistance visit. This is a serious violation. Corrective Action: As stated during the licensing visit, ensure immediately that group size is not exceeded. Submit a program improvement plan that 1) reviews this rule with all staff to ensure their understanding to include: being able to visually identify children in their group and conduct periodic head counts, and knowing to advise staff of children from other groups when a child needs assistance or guidance, 2) documents the schedules for each group to include how each are identifiable if together and the group size exceeds twenty-six (26), 3) identifies the individual for ongoing monitoring to ensure compliance to this rule is met.”

Correction date in the state record: Aug 30, 2023