Chelsea Afterschool Program

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 Member A was missing CPR/First Aid training. Program Administrator confirmed that Staff Member A had not completed the training. Corrective Action: Staff Member A must complete CPR/First Aid training. Submit completed certificates to Northern Lights and send submission confirmation to the licensor by 6/5/2026.”

Correction date in the state record: May 14, 2026

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.

“Documentation confirming completion of an approved orientation training and the full amount of professional development training hours were missing from the BFIS Quality and Credential accounts for Staff persons A, B, and C. It was confirmed that each person has been associated with the program for more than one year. Corrective Action: Review all staff BFIS quality and credential accounts. Determine what training documents need to be submitted to NL@CCV for uploading to the Quality and Credential Accounts and submit all documents. Ensure the identified persons have the required trainings and the documentation is submitted. Develop a plan to ensure timely and complete submissions to Quality and Credential accounts. CC Licensing Field Specialist Crawford upon the electronic submission of the orientation and professional development hours for staff persons A, B, & C.”

Correction date in the state record: Dec 2, 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.

“For each child's file sampled, the immunization records were not present. The program does not have access to the immunization records maintained by the school. Corrective Action: Review all children's files for completeness. Develop a plan which includes the person responsible for ensuring immunization records are up to date and remain accessible during program operation.”

Correction date in the state record: Nov 6, 2025

Regulation 3.5: The Licensee shall notify the Division within 5 business days of any change or vacancy of the Site Director and/or Program Administrator position. If this position is not filled within 5 business days of the vacancy, the Licensee shall submit a written plan for interim coverage to the Division. A qualified replacement or interim plan approved by the Division shall be in place within thirty days from the date the position became vacant.

“The Site Director reportedly left the program as of June 2024. No notification was made to the Child Development Division as of the date of this visit. Corrective Action: Submit a change of Director notice within the BFIS account for the program. Identify the individual either meeting qualifications for on site director or submit the program's interim plan for approval.”

Correction date in the state record: Dec 1, 2025

Regulation 5.24: A Program Administrator or a designated Site Director shall be present at the program more than 50% of the time children are present.

“There is not an identified person on site the required amount of time meeting this rule. The person listed as Program Administrator for the program was reported by staff to have been present one time in the previous two months. The person listed as program director has not had direct involvement with nor been on site at the program since the 2023-2024 school year. Corrective Action: Have a qualified Program Administrator or Site Director on site as required by this rule.”

Correction date in the state record: Nov 6, 2025

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 person A has reportedly been outside as the sole staff person with a group a children while the other staff person working was inside the building. Per staff statements, this practice has occurred at least four (4) times in the month of May 2025. The program was notified that this person was not to be left alone with children until completion of the background clearance process on 06/24/2024. Corrective Action: As required during this visit Staff person A is not to be left alone with children until notification from the Child Development Division that approval from the Division has been given and the background clearance process is completed. Have this individual's fingerprints processed as outlined in the letter sent to the program on 06/06/2025.”

Correction date in the state record: Aug 13, 2025

Regulation 10.8: The licensee shall develop and maintain a written Emergency Response Plan to respond to a full range of emergencies both natural and man-made. A complete plan shall include how the licensee will address and manage the following situations and responsibilities: * Evacuations of the building for fire or other emergencies such as lockdown situations and sheltering-in-place; * Specific concerns related to the location of the program, such as proximity to a nuclear reactor, an area prone to flooding or power loss; * Notifying the local authorities of the emergency; * A system for notifying the parents of the emergency; * Notifying the local emergency planning committee regarding the location of the Afterschool Child Care Program and using the committee as a resource in emergency planning for the program; * A system of identifying the children and staff present at the time of the emergency and maintaining knowledge of their whereabouts; * A plan for handling children with special needs; * An established evacuation meeting location within walking distance of the Afterschool Child Care Program; * Responsibility to account for all children and staff at the evacuation meeting place; * An established plan for relocation if necessary including safe transportation; and * Staff chain of command and individual staff roles and responsibilities, (if applicable) during emergencies.

“When asked for a copy of the Emergency Response Plan, staff on site pointed to generalized safety placards posted in the space and could not locate a written plan with the identified requirements of this rule. Corrective Action: Develop and submit for review an Emergency Response Plan that meets the requirements of this rule.”

Correction date in the state record: Dec 1, 2025

Regulation 10.10: The Licensee shall assure that a written Emergency Response Plan (ERP) is developed and maintained at the facility. For Afterschool Child Care Programs located in public schools the Emergency Response Plan shall be in concert with the school's preparedness or safety plan. * All Afterschool Child Care Program Staff shall be aware of the location of the plan. * The plan shall be reviewed and updated annually. * Copies of the plan shall be sent to the Vermont Division of Emergency Management upon their request. * For programs located in public schools, the Emergency Response Plan shall reflect relevant physical spaces of the school's preparedness or safety plan.

“Review of Emergency Reponse Plan, identified by Staff A as only plan available, was determined to have not been reviewed in the last year as staff listed as reponsible for tasks in the plan are no longer employed with the program. It was identified based on leave dates in BFIS as well as conversation with Staff A that these staff identified had left the program more than one (1) year ago. Corrective Action: By the corrective action due date given, updated Emergency Response Plan. Also created a system for reminder to ensure plan is reviewed annually as required by this rule.”

Correction date in the state record: Jun 3, 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.

“Request on site to review evacuation drill logs as well as conversation with Staff A determined one drill had been completed in September 2023, however no drills had been completed since. Corrective Action: For the months of September, October, November and December 2024, complete a second evacuation drill in addition to the monthly required drill. Create a system to ensure drills are completed and recorded as required by this rule.”

Correction date in the state record: Jun 2, 2025

Regulation 5.31: Orientation training shall be conducted for every employee before they are left alone with children. This training shall be documented and shall cover material included in the Staff handbook and licensing regulations. Complete written information and the orientation training session shall include: * Basic knowledge of child growth and development; * Routine and emergency health protection of children including health related exclusions; * Safety and sanitation requirements including handling and storage of hazardous materials and disposal of bio contaminants; * Positive behavior management and child guidance; * Curriculum development policies and responsibilities; * Supervision of children; * Policies and procedures for reporting a missing child; * Child accident and injury procedures including building and physical premises safety; * Safe sleep practices; * Requirements for administration and storage of medication; * Emergency Response Plan and emergency procedures, including: staffing emergencies, school closings, evacuation plans such as site evacuations in case of national or environmental emergency, lock-down procedures, responding to a sick or injured child and medical emergencies; * Use of fire extinguishers; * Nutrition and food safety including prevention of and response to emergencies due to food and allergic reactions; * Recordkeeping, including daily attendance procedures; * Transportation and child passenger safety; * Off-site activities (field trips) * Release of children; * Respectful engagement of families, including daily communication with parents about their child's activities; * Preventing, recognizing, and reporting child abuse and neglect; including information about the signs and symptoms of sexual abuse, sexual violence, grooming processes, recognizing the dangers of child sexual abuse, and other predatory behaviors of sex offenders; * Recognition of and response to the symptoms of common childhood illnesses; * Preventing the spread of infectious disease; * Providing developmentally appropriate activities and experiences for children; * Inclusion of children with special needs; * Guidelines for volunteers; * Responsibility to comply with current applicable licensing regulations; * Staffing plans and definitions of related duties to include opening and closing procedures; * Afterschool Child Care Program licensing regulations; * Employee complaint and grievance procedures; and * Assuring children have extra clothes and diapers available.

“Review of BFIS Credential accounts for Staff A, Staff D, Staff F, Staff G and Staff H, as well as site visit follow up email correspondence determined aforementioned staff have not completed Orientation. Staff A, D, F, G and H have all been working at the program for more than three (3) months and are counted in ratio. Corrective Action: Ensure Staff A, D, F, G and H all complete orientation training by the corrective action due date provided. Create a tracking system to ensure all new staff complete this required training prior to working with children.”

Correction date in the state record: Sep 1, 2023

Regulation 4.14: The Licensee shall ensure that they and all Staff receive training and demonstrate understanding of their legal responsibilities regarding preventing and reporting suspected child abuse and neglect.

“BFIS Credential account review in addition to post site visit email correspondance with the program determined Staff A and Staff G have not completed the mandated reporter training as required by this rule. Staff members A and G both began there employment with the program more than three (3) months ago. Corrective Action: Ensure Staff A and G complete the mandated reporter training before the corrective action due date given. Create a system to ensure all new staff complete this required training within one (1) month of starting employment.”

Correction date in the state record: Sep 1, 2023

Regulation 5.39: Within six months of hire, all paid Staff counted in the staff/child ratios shall have obtained CDD-approved training in infant/child CPR and basic first aid for children, injury prevention and emergency readiness. All Staff shall receive retraining in first aid prior to the expiration date on each Staff person's first aid card.

“BFIS Credential account review, as well as email correspondance post site visit, determined Staff B, Staff F, and Staff H have not obtained their CPR and First Aid certifications. Staff B began their employment with the program 7/25/22, Staff F began their employment 9/13/21, and Staff H began their employment 7/25/22. All three (3) identified staff are counted in staff/child ratio. Corrective Action: Ensure Staff B, Staff F and Staff H obtain CPR and First Aid certification prior to their next shift in which they are counted in ratio. Create a system to ensure all new staff are CPR and First Aid certified prior to working and being counted in child/staff ratio.”

Correction date in the state record: Sep 1, 2023

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.

“Review of BFIS Credential accounts, as well as site visit follow up email correspondace with the program, determined CPR and First Aid certifications for Staff D and Staff G both expired 6/30/21. Corrective Action: Staff D and Staff G must complete CPR and First Aid recertification prior to the corrective action due date provided. Create a system for tracking CPR and First Aid certification expirations to ensure all staff receive recertification before the expiration dates.”

Correction date in the state record: Sep 1, 2023

Regulation 5.11: The licensee shall ensure that any new individuals regularly present at the Afterschool Child Care Program submit a Records Check Authorization form to the Division prior to working with children in the Afterschool Child Care Program.

“Four (4) staff regularly present at the summer program and working with children at the time of the visit, were not listed on the associated parties list and Record Check Authorization forms had not been sent for them to the Division. Corrective Action: It is required to complete the fingerprint supported background clearance process with all staff. It is required to develop an onboarding process when a new staff joins the program so that it is ensured that the Record Check Authorization form is completed and sent as part of the hiring process.”

Correction date in the state record: Aug 5, 2022

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.

“Two (2) children enrolled at the program were with a Supervisory Union staff member that was not an employee of the program and did not complete the State of Vermont Child Development Division fingerprint supported background clearance process. Corrective Action: It is required to develop and implement a detailed system to ensure the fingerprint supported background clearance procedure, and any required trainings, are completed prior to a staff member being left alone with children.”

Correction date in the state record: Jul 19, 2022

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.

“It was determined that one staff that was present at the program more than five times had not had a record check and that two staff, employed by the program since 2017, had not submitted to fingerprinting. Corrective Action: By 12/18/2019, create a plan to ensure all staff have completed a background check from for the program and submit to fingerprinting as required. Send the plan to this licensor for review by the due date.”

Correction date in the state record: Jan 6, 2020

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.

“It was determined that the program did not have access to the immunization files, either hard copy or electronic versions during the licensing visit. It is required for the program to have on file a hard copy or accessible printable electronic documentation of immunizations for each child's file, documenting their immunization status. Corrective Action: By 12/18/19, develop a plan to ensure that the program has copies of or electronic access to, immunization files for enrolled children. Send the plan, which includes how this will be done, and a system to obtain immunization records in the future, to this licensor for review by the due date.”

Correction date in the state record: Jan 6, 2020

Regulation 18.79: The Licensee shall maintain a current list of the Licensee or Designee, Staff, and Volunteers, as applicable in BFIS. Any changes shall be reported through BFIS within five working days of the change.

“Upon review of the associated parties list with the Site Director, it was determined that nine (9) staff listed had not been affiliated with the program for longer than 5 buisness days. Length of time these individuals had not been affiliated with the program ranged from never affiliated to, last year, and a month ago, respectively. Corrective Action: By 12/18/2019, review the associated parties list for the program, removing anyone that is no longer affiliated with the program and ensuring that each staff has an appropriate title related to their role at the program. Once completed, send confirmation email to this licensor.”

Correction date in the state record: Jan 6, 2020

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.

“Leila reported that the program practices about 3 emergency evacuation drills a year and does not document them after completion. It is required to practice and document the completion of emergency evacuation drills at least once a month. Corrective Action: For December, January and February conduct two emergency evacuation drills with the children each month and record each practiced drill as described by regulation. Beginning in March, conduct at least one evacuation drill every month. By December 1, 2017, submit the projected dates to vicki.burgess@vermont.gov.”

Correction date in the state record: Jan 9, 2018