Boys & Girls Club of Rutland County-Fair Haven

Regulation 4.1: All records, reports, and documentation required by these regulations related to the Afterschool Child Care Program shall be maintained in an up-to-date manner by the Licensee and are subject to inspection by and/or surrender to the Department during regular program hours or upon request by a Department representative. All documentation shall be maintained for one year.

“Upon review of electronic staff files it was identified that five (5) files did not contain documentation to verify staff qualifications. In addition, seven (7) files were lacking documentation of required trainings. An email was sent to the Program Administrator requesting evidence of the lacking documentation by 12:00 PM on 01/29/2025. Correspondence was received from the Program Administrator in an email on 01/30/2025 in which some documentation was included but not all requested, making several rules unable to assess. Corrective Action: Develop a system to ensure that all records, reports, and documentation required by these regulations are maintained in an up-to-date manner and made accessible to the Department upon request. In the corrective action email provide details of the system developed including who will be responsible for maintaining required documentation and how it will be made accessible upon request.”

Correction date in the state record: Feb 25, 2025

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 it was identified that nine (9) staff members were lacking reflection of at least one (1) form of documentation each within BFIS. All nin (9) staff members have been employed at the program for more than six (6) months. Corrective Action: By 02/13/2025 submit all staff documentation not yet reflected in BFIS to Northern Lights at CCV with cover sheets. Develop a system to ensure that documentation of staff qualifications and all annual professional development activities are reflected in BFIS Quality and Credential Accounts within six months of hire. In the corrective action email provide details of the system developed to include who is responsible for submitting such documentation, and who is responsible for regularly checking to ensure the staff BFIS accounts are reflected accurately.”

Correction date in the state record: Feb 25, 2025

Regulation 10.9: Emergency evacuations shall be practiced with the children each month. A record of practice drills for the previous and current year shall be maintained and available onsite. Practice drills may be pre-announced. There shall be: * a system in place to assure that all children are accounted for at a predetermined safe place; * a safety plan that may include additional lock down practices and procedures.

“The program had evacuation drill records on site that documented drills from September 2023 - December 2023. Upon request to see drills prior to September 2023, the program was unable to produce those records. This rule was previously cited in March 2022. Corrective Action: Ensure evacuation drill records are current and maintained on site to include the previous and current year.”

Correction date in the state record: Feb 15, 2024

Regulation 15.6: When a child has a medically diagnosed food allergy, a special care plan from the child's health care provider shall be readily available and describe steps to take in the event of exposure.

“Child A has an identified food allergy stated in their file. A review of Child A s file did not find documentation of a special care plan from the child s health care provider that describes steps to take in teh even of exposure. Corrective Action: Ensure an allergy plan is in Child A s file that meets compliance to this rule. Submit a program improvement plan on 1) ensuring a review of all children s files to determine if a special care plan is needed, and 3) identifying and ensureing staff know where to readily access the care plan in the event of exposure to teh allergen.”

Correction date in the state record: Feb 15, 2024

Regulation 15.7: Children with food sensitivities or allergies shall be offered an alternative snack. All Staff and Volunteers shall be aware of a child's food allergy and of the emergency steps to be taken should an allergic child be exposed to the problem food.

“A review of children s files determined that Child A has a food allergy. Staff on site were asked if they are aware of any children enrolled having a food allergy; one (1) said no, and the other said they were not sure. Child A was in attendance during the visit. When Staff B was advised that Child A had a food allergy, they stated they then recalled the child had advised them off this and asked if it was in teh child s file. Corrective Action: Submit a program improvement plan that 1) reviews all current and future enrollees files with staff if a food allergen is identified, 2) Ensure all staff are aware of what steps to take if a child is exposed to a food allergen, to include being able to readily access the medical plan for consultation.”

Correction date in the state record: Feb 15, 2024

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

“Upon arrival at 3:08 pm until 3:52 pm, there were between thirty-two (32) and thirty-three (33) children present in one group. The group was together in the gym, transitioned to the cafeteria, then to the bathrooms to wash hands for snack and back to the cafeteria to have snack together. The group reduced to an allowable amount at 3:52 when eight (8) children went to a seperate space for lego club. This is a serious violation. Corrective Action: Ensure that the maximum number of children in one (1) group does not exceed twenty-six (26). Develop a schedule that identifies which children are in each group, and what their schedule is that will ensure compliance to this rule is met and maintained.”

Correction date in the state record: Apr 11, 2023

Regulation 4.1: All records, reports, and documentation required by these regulations related to the Afterschool Child Care Program shall be maintained in an up-to-date manner by the Licensee and are subject to inspection by and/or surrender to the Department during regular program hours or upon request by a Department representative. All documentation shall be maintained for one year.

“Upon request to determine staff qualifications, the Program Administrator stated they did not have the documentation to confirm that Staff E and Staff F met qualifications. Staff F reported completing CPR and First Aid certification, however the program has not obtained confirmation of this. Corrective Action: Prior to Staff working in the program ensure all required documentation to confirm Staff meet qualifications as defined by the rule are obtained. Ensure professional development certificates are obtained to confirm staff completed training as required.”

Correction date in the state record: Apr 11, 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 at the program there were two (2) staff with thirty-two (32) children. The next staff person did not arrive until 3:25. This is a serious violation. Corrective Action: Ensure staffing coverage meets the ratio requirements as stated in this rule. Develop a system to ensure if staffing requirements are not met that compliance can be achieved.”

Correction date in the state record: Apr 11, 2023

Regulation 3.10: A child shall be released only to persons authorized by the parent/guardian, except under the following circumstances:

“Child A left at 3:22 to go to the office, which was on a different level of the building. Child A was accompanied to the office by an adult unaffiliated with the program, and whom did not have permission to take the child from the program. Corrective Action: Ensure all children remain in care until someone authorized to remove them is present. Submit a program improvement plan on how this rule will be reviewed with all staff, what system will be implemented to ensure all children are released to those who are authorized, and how this will be monitored.”

Correction date in the state record: Apr 11, 2023

Regulation 4.4: A system for taking attendance, including documentation of the time when each child arrives and departs each day he/she attends the Afterschool Child Care Program, shall be established.

“Periodic checks of the attendance found that the number of children in the program did not match the number of children reflected on the attendance. Additionally, children were observed leaving the program and the attendance was not updated in the moment; Child A left at 3:22 but was not signed out as such until 4:06 when it was identified to the Director. At that time, the Director reviewed the attendance and documented leave times for additional children. Corrective Action: Ensure that upon arrival all children have been signed into the program, that cross checking is completed periodically to ensure all children remain in care and the attendance matches, and that children are signed out timely when they leave the program.”

Correction date in the state record: Apr 26, 2023

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

“Two (2) female children were observed going to the bathroom together during the transition from the gym to the cafeteria. Staff did not provide supervision during this time, nor did they ensure the bathroom did not have anyone in there unaffiliated with the program. Later in the visit one (1) female and one (1) male child were observed leaving the cafeteria without staff being aware. The Director was leaving their office and observed the children and re-directed them to the cafeteria. This rule was previously cited on 3/9/2022. Corrective Action: Submit a program improvement plan that addresses how staff will be trained, monitored and provided feedback in regards to supervision and appropriate use of the buddy system. As part of the program improvement plan identify how the placement of staff will account for children leaving the designated areas with staff awareness.”

Correction date in the state record: Apr 11, 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 and Staff E had eight (8) children in a separate group. Staff B and Staff E have not been cleared by fingerprinting to be alone with children. This was previously cited on 4/12/2022. Corrective Action: Develop a staffing schedule that ensures that staff not cleared to be alone with children are paired with a staff member who has been cleared to be alone with children. Develop a system to ensure staff understand the need to adhere to this staffing pattern to maintain compliance to this rule.”

Correction date in the state record: Apr 11, 2023

Regulation 4.5: Programs shall implement a system that documents the whereabouts of each child in attendance at all times.

“Eight (8) children left the larger group and went with two (2) staff to another part of the building. The two (2) staff took the sign up list on who had registered for lego club with them, but did not indicate which of those children were present, and the larger group did not account for which children left. Corrective Action: Ensure that children's whereabouts are documented ongoing during their time at the program daily.”

Correction date in the state record: Apr 11, 2023

Regulation 5.4: Afterschool Child Care Program Staff that work in the Afterschool Child Care Program are required to have at least one of the following within the first year of employment: * Vermont Afterschool Foundations Certificate or * Vermont Afterschool Essentials Certificate or * Vermont On-the-Job Training Certificate or * Vermont Afterschool Professional Credential or * Vermont Program Director Credential or * Vermont Teacher Licensure or * BA/BS or Associates degree

“Staff C has been employed at the program since 12/20/2021 and had until 12/20/2022 to meet qualifications as Program Staff. As of the date of the visit, Staff C had not obtained qualifications for this position, nor had the program requested a variance to the Division for consideration. Corrective Action: Submit a program improvement plan outlining the steps that Staff C will take to obtain qualifications. As part of that plan, provide Staff C's IPDP and what the mentoring plan will be during this time frame.”

Correction date in the state record: Aug 21, 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.

“Upon arrival Staff A, Staff B, and Staff C were the staff on site with children, but had not been cleared to be alone with children as the results of their fingerprinting had not been returned. Staff D arrived thirty (30) minutes after children arrived, and left the building for ten (10) minutes during the visit. Staff E arrived and remained in the cafeteria with Staff A the duration of the visit. Staff D was observed going between groups of children indoors and outdoors; the group of children outdoors remained with staff that had not been cleared to be alone. Corrective Action: Effective immediately ensure there is staff on site at all times that have been cleared to be alone with children. Develop a schedule ongoing to ensure compliance to this rule. Develop a system for staff to be aware who can be left alone with children.”

Correction date in the state record: Jun 22, 2022

Regulation 7.2: Children may be out of direct supervision within the confines of the licensed space for brief periods of time as outlined below, with Staff knowledge and permission. The chart below outlines the parameters and conditions for when a child may be out of direct supervision by Staff for short periods of time: * Grades and Age Group: Buddy Requirement; Time Limit. * Grades K, 1, and 2: With a buddy in the same age group; For not more than 10 minutes. * Grades 3, 4, and 5: With a buddy in the same age group; For not more than 10 minutes. * Grades 6 and over: No buddy required; For not more than 10 minutes.

“Children were given the direction to wash their hands before snack. Several children were observed entering the bathrooms at the same time without adult supervision, as Staff B remained in the hallway. Corrective Action: If the buddy system is used, ensure that it is not during bathroom use, and that it follows the parameters as stated in this rule. During times of using the bathrooms when more than one (1) child is present, ensure that staff are within the bathroom space supervising.”

Correction date in the state record: May 27, 2022

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 confirmation received from Northen Lights at CCV, nine (9) staff were missing between one (1) and five (5) documents required to be reflected in their accounts. Corrective Action: Submit all required documentation to Northern Lights at CCV for those staff required to have an up-to-date BFIS Quality and Credential account. Submit a program improvement plan that outlines how the program will maintain compliance to this rule. Include within this plan the system to track trainings for all current and new employees to ensure they are completed by required dates, the system on collecting training certificates or educational documents to confirm completion and qualifications, indicating who is responsible for submitting and tracking documentation to ensure it was received by Northern Lights at CCV and uploaded into staff accounts, as well as the individual responsible for communicating with Northern Lights when documentation previously submitted is not reflected in staff accounts.”

Correction date in the state record: May 31, 2022

Regulation 8.11: Program Staff shall provide a welcoming and supportive environment and engage children in positive ways. Staff shall: * greet children as they arrive or at the start of the session * be available and responsive to children at all times * use a warm tone of voice and respectful language during activities * generally smile, use friendly gestures, and make eye contact during activities * consistently interact with children in positive ways (e.g., discuss or explain rules and limits, model positive affect, follow children's leads) * offer assistance to a child or group of children in ways that support social competence and initiative to encourage informed, responsible choices * explain and apply rules, expectations, and limits in a clear, positive and consistent manner * listen and respond to children in ways that encourage them to share experiences, ideas and feelings.

“Child A asked Staff G why Child B was not able to go outside with the group; they were told they knew what they had done and that was why they were being separated. Child A stated they did not know what they had done, but an explanation was not provided. Child C returned to the indoor group with Staff H. Child C identified to Staff G that they were upset due a situation that occurred outdoors with Child A. Staff G told Child C they did not want to hear about what happened. Staff H did not provide Staff G with any information on what had occurred. Child C continued to express frustration by kicking a rug and remaining distant from the other children. Staff G told Child C they needed to go to the table and be part of the art group. Child C stated they did not want to and was then told by Staff G that right now they were the problem. Child C attempted again to talk to Staff G about what was bothering them, and Staff G responded by saying that they were going to have to tell their mom about their behavior. Child C and Child D were sitting at a table when Staff G approached both and told them to separate. Both children asked why. Staff G asked both if they had said something specific about another child; both stated no. Staff G took Child C to another table and spoke briefly. Staff G returned to Child D and told them that Child C admitted they both had made the statement in question. Child D began crying and stated they had not said anything. Staff G responded by saying- you're in denial about it, ok cool. Staff G then walked away from Child D. Child E was overheard telling Staff G they were bored. Child E stacked five (5) or six (6) markers and commented that their specialty was destroying stuff; Child E did not destory anything. Staff G told Child E they needed to go to a separate table for two (2) minutes because of their behavior. Child E sat alone without any adult interaction. Child F was approched by Staff G after they stated they did not want to do art; Child F told Staff G they wanted to go outside. Staff G told Child F they could not go outside, but then asked Child F what could help the situation. Child F stated going outside would help. Staff G told Child F no; no other choices were offerred in lieu of going outside. Staff G told Child F they needed to go sit at a table alone for two (2) minutes. An explanation of why they had to sit alone was not provided to Child F. At 4:30 a child coming in from outdoors asked Staff G why Child J was crying; they were told it was none of their business. Corrective Action: Submit a program improvement plan outling how the program will provide a welcoming and supportive environment that engages children in positive ways. As part of the plan identify the training(s) staff will take related to interactions with supporting children, and how staff will have appropriate responses modeled for them to strengthen the environment. Lastly, identify the process for ongoing supervision and mentoring of current and future staff to ensure interactions are positive and meeting teh needs of children in care.”

Correction date in the state record: May 5, 2022

Regulation 8.4: Activities shall be aligned with the styles, abilities and interests of the children in the program.

“Starting at 3:30 until 4:30, children who remained inside were provided paper, markers, and scissors and were told that they didn't have a choice on another activity during that time. Children were heard saying they did not want to do art, and that they were bored. Children attempted to get up and move around the room but were told to come back to the table and sit. Children were observed randomly scribbling on their papers, turned in their seat disengaged, or sitting at the table but not participating in creating art. One (1) child asked to make a paper airplance and was told no. Several children threw their paper in the recycling bin when the art hour was over. Corrective Action: Submit a program improvement plan that outlines a schedule of activities, and the options children have during each scheduled block. Within the program improvement plan identify how staff will be trained on the variety of options children can be provided, and how staff will adjust the options to meet the interests of the children to keep them engaged.”

Correction date in the state record: May 5, 2022

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.

“While in the gym Staff B indicated to Staff C that they were stepping out for a minute. Staff B said to Staff C not to kill anyone. Later in the visit, Staff C was observed responding to childrens behavior by telling them that they were making it so they do not have any fun tomorrow, that all they were going to do is read, and by saying to them how many times do I have to tell you. Staff C was also observed raising their arms above their head while walking towards children and yelling at them to stop running. Corrective Action: Ensure Staff understand and follow the use of positive methods of guidance as outlined by this rule. Develop a system to monitor compliance to this rule.”

Correction date in the state record: Apr 1, 2022

Regulation 10.9: Emergency evacuations shall be practiced with the children each month. A record of practice drills for the previous and current year shall be maintained and available onsite. Practice drills may be pre-announced. There shall be: * a system in place to assure that all children are accounted for at a predetermined safe place; * a safety plan that may include additional lock down practices and procedures.

“Upon request for evacuation drill records, Staff A stated that evacuation drills had not been done since at least September 2021. Corrective Action: By 3/18/2022 complete and document one (1) evacuation drill. In addition to the required evacuation drill, complete one (1) additional drill each month starting in April through September. Develop a system to ensure all monthly evacuation drills are completed and documented to ensure ongoing compliance.”

Correction date in the state record: Mar 21, 2022

Regulation 15.10: All readily perishable food shall not be kept at room temperature for more than one hour.

“As part of the dinner, children were served cheese that had been stored in a cardboard box in the room. The program had additional unopened boxes stacked in the room that contained cheese. The food was not refrigerated within the hour and a half prior to being served, nor was the remaining unopened/unserved food refrigerated after children were served. Staff C identified that the food remained stored as it was found during the visit. Corrective Action: Ensure all perishable food is not stored at room temperature for more than one (1) hour. Develop a system that ensures any perishable items are refrigerated, and remain refrigerated as outlined by this rule.”

Correction date in the state record: Mar 28, 2022

Regulation 18.50: The Licensee shall be responsible for compliance with these regulations and shall operate the Afterschool Child Care Program at all times within the terms and conditions of the license.

“At the time of the visit, the program believed that they were not operating as a licensed Afterschool Child Care Program therefore were not required to adhere to licensing regulations. They were advised at the visit that their license was active, as such they were required to adhere to the regulations. During the visit there were multiple areas of non-compliance to include those individually identified in this report that are related to health and safety concerns, as well as other areas of non-compliance such as: background clearances not completed, paperwork not complete to include attendance, menus posted, files for children and staff, and sitting with children during meals. Corrective Action: Ensure all staff have read and understand the Afterschool Child Care Licensing Regulations. Develop a system to ensure paperwork is up-to-date and maintained as required by the individual rules. Identify how staff will be monitored and compliance to these rules will be maintained.”

Correction date in the state record: Mar 28, 2022

Regulation 14.4: Meals and snacks provided at the program shall be nutritious. Additional food shall be available in sufficient quantity as appropriate for the age and needs of the child. If a child is hungry he or she shall be offered a second helping.

“As a program that serves dinner, on the day of the visit, crackers, marinara sauce and cheese was provided as the planned dinner. While it's questionable if this covers the required nutritional content required by the food program, milk was not served to children in care which is a required meal component. Corrective Action: Ensure meals and snacks align with the required nutrional components of the Child and Adult Food Program, and that staff are trained on those requirements to ensure compliance is met. Provide this Licensor with a plan that shows the programs understanding on the food program requirements, and a timeline on when and how staff will be trained on those requirements.”

Correction date in the state record: Apr 1, 2022

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

“On more than three (3) occassions children were observed leaving the cafeteria without staff knowledge. Children were observed going to the bathroom with other children, and by themselves. Staff did not have knowledge where the children were going or what time they left the room. Staff did not check the bathrooms to ensure other individuals not permitted to be in the bathroom at the same time were not present. Another group of adults and children were in the gym and had access to the bathrooms children of the program were using. Corrective Action: Ensure staff know the whereabouts of children and maintain supervision at all times, unless the program appropriately uses the buddy system as outlined in rules 7.2 and 7.3. Provide this Licensor a plan that outlines how staff will be trained or re-trained on appropriate supervision, and how ongoing monitoring of supervision will be completed to ensure compliance to this rule.”

Correction date in the state record: Mar 25, 2022