Boys & Girls Club of Rutland County @ Neshobe

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

“Upon review of staff BFIS Quality and Credential accounts and on-site staff files, no evidence was produced to support Staff A meeting the qualification requirements of Program Staff. Staff A has been in the position since 09/03/2024. Corrective Action: Immediately work with Staff A to develop a plan for them to become qualified as soon as possible. Develop a system to ensure that all new Program Staff become qualified within one (1) year moving forward. In the corrective action email include details of the plan for Staff A to become qualified, to include a completion date, and details of the system developed to ensure compliance moving forward.”

Correction date in the state record: Mar 31, 2026

Regulation 5.35: The Program Administrator or designee shall ensure a minimum of 8 hours of annual Professional Development Activities for new and returning Afterschool Child Care Program Staff related to the attainable goals defined in each Staff's Individual Professional Development Plan (IPDP). This training is in addition to any infant/child CPR certificate or recertification and First Aid training.

“Upon review of Staff BFIS Quality and Credential accounts and on-site staff files it was identified that Staff A had completed zero (0) of the required fifteen (15) hours of professional development activities between 09/03/2024 and 09/03/2025. Corrective Action: Prior to 09/03/2026 ensure that Staff A completes fifteen (15) hours in addition to the annually required fifteen (15), for a total of thirty (30) hours, to make up for those missed in the previous calendar year. Develop a system to ensure that staff complete professional development activities within their individual annual timelines moving forward. In the corrective action email provide a comprehensive plan, to include names and dates of trainings in which Staff A will complete as well as details of the system developed to ensure compliance moving forward.”

Correction date in the state record: Mar 31, 2026

Regulation 5.12: The licensee shall ensure that all new staff prior to working with children in the Afterschool Child Care Program; and any new individual designated as the representative of the licensee shall submit a Records Check Authorization form to the Division and shall submit to fingerprinting at a location designated by the Division after having received the Fingerprinting Authorization Certificate by the Division.

“Upon review of fingerint history, BFIS provided no indication that Staff B had submitted to fingerprinting as required. The program was notified of this requirement in a letter dated 11/25/2025. Documentation to confirm fingerprinting was not produced on-site. The Director was given a deadline of 03/09/2026 to submit evidence electronically. As of 03/12/2026 no evidence that Staff B has submitted to fingerprinting has been provided. Corrective Action: If Staff B has not yet submitted to fingerprinting, ensure that this is completed by 03/26/2026. Develop a system to ensure that fingerprinting is completed in a timely manner as required moving forward, and that evidence of fingerprinting is maintained on-site. In the corrective action email provide evidence that Staff B completed fingerprinting and details of the system developed to ensure compliance moving forward.”

Correction date in the state record: Mar 31, 2026

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 A and Staff B were observed left alone with fourteen (14) children on one (1) side of the gymnasium. Staff A and B had not received approval from the Division to be left alone with children. Corrective Action: Prior to being left alone with children, ensure that a Record Check Authorization form is submitted for both Staff A and Staff B. Ensure that both staff submit to fingerprinting as directed and are not left alone with children until approval from the Division has been received. Develop a system to ensure that no staff members are left alone with children until approval has been received moving forward. In the corrective action email provide details of the system developed to ensure compliance moving forward, including who is responsible for notifying staff when they have or have not been cleared.”

Correction date in the state record: May 8, 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.

“Upon review of the program's evacuation drill log, it was identified that only two (2) drills have been conducted since the program's opening in 08/2024. This is a repeat violation previously cited on 02/25/2025. Since the previous violation, only one (1) drill has been conducted when three (3) were required. Corrective Action: Develop a system to conduct multiple evacuation drills per month, until such a time when all seven (7) drills that were missed have been made-up. In the corrective action email provide a schedule of when evacuation drills will be conducted to meet this corrective action.”

Correction date in the state record: May 8, 2025

Regulation 4.2: A complete file for each enrolled child including youth Volunteers or leaders-in-training who are 13, 14, or 15 year olds shall be available on site, be updated annually, and, contain the following documentation in either hard copy or accessible and printable electronic format: * completed child's registration form which is signed and dated by the parent or legal guardian * child's complete name and birth date * full name of parent(s), address(es) and home and daytime (if applicable) telephone numbers * any legal documents necessary to define custodial rights or legal guardianship of the child * name, address, and home and daytime telephone numbers of two persons to contact in an emergency if a parent cannot be reached * name and telephone number of child's health care providers, including dentist, if any * description of child's health history, current medications, allergies, special dietary requirements and other identified special need(s) * dated copies of any accident, illness or injury reports * signed permission by parent to authorize: i. emergency medical care ii. field trips and associated transportation (if provided) iii. persons who can remove child from program, including telephone numbers

“Upon review of a random sampling of eight (8) children's files, it was foudn the all eight (8) files were lacking at least one (1) required component. This is a repeat violation, previously cited on 02/25/2025. Corrective Action: Immediately obtain missing information for all children's files. Develop a system to ensure that all children's enrollment files contain each required component moving forward. In the corrective action email describe how you have come back into compliance with this rule and the system developed to maintain compliance moving forward.”

Correction date in the state record: May 8, 2025

Regulation 5.12: The licensee shall ensure that all new staff prior to working with children in the Afterschool Child Care Program; and any new individual designated as the representative of the licensee shall submit a Records Check Authorization form to the Division and shall submit to fingerprinting at a location designated by the Division after having received the Fingerprinting Authorization Certificate by the Division.

“Two (2) new staff were present and working with children who had not submitted Record Check Authorization Forms to the Division. Staff statements reflected that Staff A and B had both started working at the program the week prior. Corrective Action: Immediately submit a Record Check Authorization Form to the Division for both Staff A and Staff B. Develop a system to ensure that Record Check Authorization Forms will be submitted to the Division prior to new staff working with children moving forward. In the corrective action email provide details about the system developed to ensure compliance moving forward, including who is responsible for submitting Record Check forms.”

Correction date in the state record: May 9, 2025

Regulation 18.72: When the Division requires parental notification due to a serious violation, the Division representative shall inform the Licensee of this requirement in writing, including reasons and factual basis for the violation and its designation as a serious violation. The Licensee shall mail the Parental Notification Letter (PNL) to the parent of each enrolled child. When the child's parents are separated or divorced a copy shall be mailed to each parent if both are known to the Licensee. Serious violations are defined by law and in the rule 2.44 of these regulations as violations of group size or staffing requirements, or violations that immediately imperil the health, safety or well-being of children. Serious violations may also include corporal punishment, lack of supervision, or inappropriate physical or sexual contact.

“Upon consultation with enrolled children's parents, ten (10) parents identified that they had not been informed of the serious violations as required by this rule. Corrective Action: Immediately ensure that all families of enrolled children are notified in writing of the serious violations cited on 02/25/2025. Develop a system to ensure that, should a serious violation be cited in the future, all parents of enrolled children are notified in writing by the date assigned by the Division. In the corrective action email provide evidence that parents of enrolled children have been notified and details of the system developed to ensure compliance with this rule moving forward including how the program will ensure parents are informed of serious violations.”

Correction date in the state record: May 8, 2025

Regulation 13.6: Staff shall follow the exclusion policies as set forth in the document Signs and Symptoms of Illness Chart (Adapted) which shall be made available to parents and Staff, and posted where parents and Staff can read it. (See Appendix A).

“The Signs and Symptoms of Illness Chart was not posted at the program. Staff statements confirmed this. This is a repeat violation previously cited on 02/25/2025. Corrective Action: Immediately ensure that the Signs & Symptoms of Illness Chart is posted where parents and staff can read it. Develop a system to ensure that this chart remain posted and visible moving forward. In the corrective action email provide photo evidence that the chart has been posted and details of the system developed to ensure compliance moving forward.”

Correction date in the state record: May 8, 2025

Regulation 3.2: The number of children served by the Afterschool Child Care Program at any one time shall not exceed the maximum number of children stated on the License certificate.

“Upon children's sign-in to the program, thirty-one (31) children were present for approximately fifteen (15) minutes. The program is approved to provide care to a maximum of thirty (30) children, as stated on the License Certificate. This is a serious violation. Corrective Action: Review capacity requirements with all staff. Develop a system to ensure that no more than thirty (30) children are provided care at one (1) time. In the corrective action email provide details of the system developed to ensure compliance moving forward. This is a serious violation which requires that a Parental Notification Letter be sent to all families of children enrolled in your program. In addition, provice all names and contact information of parents who will be sent the Parental Notification Letter to Jessica.stannard@vermont.gov.”

Correction date in the state record: Mar 27, 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.

“No evidence was available on site that emergency evacuation drills had been conducted. Director statements confirmed this. Corrective Action: Immediately ensure that a system is developed to conduct emergency evacuation drills monthly. Ensure that all staff are made aware of this requirement. In addition, develop a system to record details of each drill as required by this rule. Ensure that records are maintained and availabe on site for the current and previous year. In the corrective action email include 1) The systen developed to ensure drills are conducted monthly, 2) Documentation supporting that each staff member has been made aware of the requirement to do so, and 3) The system developed to document and maintain a record of drills conducted, including who is responsible for recording the information.”

Correction date in the state record: Mar 27, 2025

Regulation 5.22: The Licensee shall maintain hard copy or accessible electronic records for each Staff person, including: * start date * job title * record of education, training, and experience that demonstrates how the Staff member meets the required qualifications for the position * signed and dated statement(s) indicating that the employee has read and understands the Licensing Regulations for Afterschool Child Care Programs * current and dated Individual Professional Development Plan (IPDP) * a copy of the current First Aid and CPR training cards from either the American Red Cross or American Heart Association or other recognized organization(s), as required * a signed and dated statement verifying understanding of the legal requirement to report suspected child abuse or neglect.

“This program maintains staff files in an accessible online format. Upon review of the online files it was identified that files for all staff at this program contained no required documentation. Corrective Action: Immediately review staff files and obtain missing documentation frmo staff to ensure that each file contains all components required by this rule. Develop a system to ensure that staff documentation is gathered in a timely manner and maintained in their files moving forward. In the corrective action email include details of the system developed to maintain compliance moving forward.”

Correction date in the state record: Mar 27, 2025

Regulation 4.2: A complete file for each enrolled child including youth Volunteers or leaders-in-training who are 13, 14, or 15 year olds shall be available on site, be updated annually, and, contain the following documentation in either hard copy or accessible and printable electronic format: * completed child's registration form which is signed and dated by the parent or legal guardian * child's complete name and birth date * full name of parent(s), address(es) and home and daytime (if applicable) telephone numbers * any legal documents necessary to define custodial rights or legal guardianship of the child * name, address, and home and daytime telephone numbers of two persons to contact in an emergency if a parent cannot be reached * name and telephone number of child's health care providers, including dentist, if any * description of child's health history, current medications, allergies, special dietary requirements and other identified special need(s) * dated copies of any accident, illness or injury reports * signed permission by parent to authorize: i. emergency medical care ii. field trips and associated transportation (if provided) iii. persons who can remove child from program, including telephone numbers

“Upon review of a random sampling of eight (8) children's files it was identified that each of the eight (8) files were missing at least one (1) required component. Corrective Action: Review and revise all children's files to ensure that each file contains all components required by this rule. Develop a system to ensure that all required components will be collected and maintained in the future. In the corrective action email include details of the system developed to ensure compliance moving forward.”

Correction date in the state record: Apr 16, 2025

Regulation 13.6: Staff shall follow the exclusion policies as set forth in the document Signs and Symptoms of Illness Chart (Adapted) which shall be made available to parents and Staff, and posted where parents and Staff can read it. (See Appendix A).

“The Signs and Symptoms of Illness Chart was not posted at the program for parents and Staff to see. Corrective Action: Immediately post the Signs and Symptoms of Illness Chart in a location where parents and staff can read it. In the corrective action email include photo evidence of the location in which the chart has been posted.”

Correction date in the state record: Mar 27, 2025

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

“Upon children s sign-in to the program, thirty-one (31) children were observed intermingling in the licensed space with four (4) staff present. For approximately twenty (20) minutes this grouping was maintained. Though the program has assigned tables intended to divide the group into smaller groups assigned to specific staff, all staff members were observed tending to the needs of children at various tables and through various transitions during the visit. The group was over the maximum group size requirement of twenty-six (26). This is a serious violation. Corrective Action: Review group size and staff/child ratio requirements with all staff. Develop a system to ensure that when more than twenty-six (26) children are present that the groups are divided to maintain maximum group size within each group. It was discussed during a virtual debrief that to maintain group size in one space, staff members must be assigned to specific groups of children in which they oversee. In the corrective action email provide details about the system developed to ensure compliance moving forward. This is a serious violation which requires that a Parental Notification Letter be sent to all families of children enrolled in your program. In addition, provide all names and contact information for parents who will be sent the Parental Notification Letter to Jessica.stannard@vermont.gov.”

Correction date in the state record: Mar 27, 2025

Regulation 5.40: Before the expiration date on the card, training for First Aid and CPR shall be validated by the American Red Cross, American Heart Association or other equivalent, state- recognized organization, and the specific certification documentation maintained in the appropriate Afterschool Child Care Program Staff file.

“Upon review of staff BFIS Quality and Credential accounts it was identified that four (4) Program Staff, who had all been employed for more than three (3) months, had expired certifications in First Aid and CPR. The Director confirmed this during a virtual debrief. Corrective Action: Ensure that all four (4) identified staff obtain training in First Aid and CPR by 04/03/2025. Submit certificates of completion to Northern Lights at CCV with cover sheets and copy Licensor [name] on the submission email(s). Ensure that documentation of valid First Aid and CPR certifications are maintained in each staff member's files moving forward. In addition, develop a system to ensure that all staff maintain valid First aid and CPR certifications prior to the date of expiry, and within three (3) months of beginning work at the program. In the corrective action email include details of the system developed to ensure compliance moving forward.”

Correction date in the state record: Apr 28, 2025

Regulation 4.3: A child shall be admitted in an Afterschool Child Care Program when there is on file on the premises, either in hard copy or accessible and printable electronic format documentation in the child's file of each child's current immunization status. * Immunization records shall include the immunization administered and the date of each immunization. * If an enrolled child is in the process of complying with immunization requirements in accordance with the Vermont recommended immunization schedule, documentation in the child's file shall include the required Vermont Department of Health form. * If a child has not had a required immunization due to a Vermont allowed exemption, documentation in the child's file shall include the required Vermont Department of Health form.

“Upon review of children's files it was identified that children's immunization records were not maintained. DIrector statements confirmed that Immunization records had not been obtained for enrolled children. Corrective Action: Immediately obtain immunization records for enrolled children. By 04/03/2025 provide photo evidence that immunization records have been obtained. Develop a system to ensure that immunization records are obtained upon enrollment moving forward. In the corrective action email include details of the system developede to ensure compliance moving forward.”

Correction date in the state record: Apr 16, 2025