Ludlow Afterschool Program

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.

“Five staff members do not have documentation of completing either the Vermont Orientation or a program developed orientatoin in BFIS accounts. The documents were not available on site and were not provided in the two weeks following the site visit. Corrective Action: Ensure that all current staff complete the Vermont Orientation or a program orientation approved by CDD. Documentation of this should be sent to sarah.crosier@vermont.gov to document completion and submitted to Northern Lights for entry into BFIS accounts. Additionally, create a plan to ensure that every staff member completes this prior to counting in ratio or being left alone with children, or within 30 days of employment if the other situations don't apply. Submit this plan to sarah.crosier@vermont.gov for approval. This is a repeat violation. Status: Appeal Period.”

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.

“Five staff members did not have documentation of completing Protecting Vermont's Children mandated reporter training in their BFIS accounts. The documents were not available on site during the visit and were not sent to licensing within the two weeks following the visit. Corrective Action: Ensure that all current staff complete the Protecting Vermont's Children mandated reporter training. Send all completion certificates to sarah.crosier@vermont.gov and also to Northern Lights for entry in BFIS. Create a plan to ensure that every new staff member completes this training prior to working with children, and submit this plan to sarah.crosier@vermont.gov for approval. This is a repeat violation. Status: Appeal Period.”

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.

“Five staff members employed longer than 3 months did not have documentation of completing First Aid and CPR in their BFIS accounts. The documentation was not available on site and was not provided to licensing in the two weeks following the site visit. Corrective Action: Ensure that the identified staff complete first aid and CPR immediately, and submit the completion certificate to sarah.crosier as well as submitting it to Northern Lights for entry in BFIS accounts. Develop a plan to ensure that all staff complete this training within 3 months of their employment and that they remain current in their certification prior to their initial certification expiring. Send this plan to sarah.crosier@vermont.gov for review. Status: Appeal Period.”

Regulation 13.7: Staff and children shall all wash their hands with soap under warm, running water: * before they eat or prepare food * after they use the toilet * after handling animals * after playing outside.

“A violation to this rule was cited on 4/24/2025 with a corrective action date of 5/21/2025. An email was sent to the program on 6/19/2025 requiring all outstanding corrective action to be completed by 6/25/2025. At this time, no corrective action has been received regarding this regulation. Corrective Action: Develop a plan to ensure that hand washing occurs at all required times. Submit the plan to sarah.crosier@vermont.gov for approval.”

Correction date in the state record: Jul 30, 2025

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.

“A violation to this rule was cited on 4/24/2025 with a corrective action date of 5/21/2025. An email was sent to the program on 6/19/2025 requiring all outstanding corrective action to be completed by 6/25/2025. At this time, no corrective action has been received regarding this regulation. Corrective Action: Ensure that the identified staff complete this training and send copies of the completion certificates to Northern Ligths for entry into BFIS accounts. Copy sarah.crosier@vermont.gov on the emails to Norther Lights. If this has already been sent, please forward the emails showing this to this licensor.”

Correction date in the state record: Dec 16, 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.

“A violation to this rule was cited on 7/12/2019 with a corrective action due date of 10/1/2019. An email was sent to the program on 6/19/2025 requiring all outstanding corrective action to be completed by 6/25/2025. At this time, no corrective action has been received regarding this rule. Corrective Action: Ensure that the necessary steps are taken to come into compliance with this regulation. Provide information about how your program is currently im compliance with this regulation. Email sarah.crosier@vermont.gov with your informatoin.”

Correction date in the state record: Jul 30, 2020

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.

“A violation to this rule was cited on 4/24/2025 with a corrective action date of 5/22/2025. An email was sent to the program on 6/19/2025 requiring all outstanding corrective action to be completed by 6/25/2025. At this time, no corrective action has been received regarding this regulation. Corrective Action: Develop a staffing plan to ensure that there is at least one staff member actively in the program for every 13 children present at any time the program is in operation. This plan should include planning for unexpected events and describe the program's actions if it is not possible to meet this requirement. This is a serious violation which requires that a Parental Notification Letter be sent to all families of children enrolled in your program. Please also send to sarah.crosier@vermont.gov names and contact information for parents who will be sent the Parental Notification Letter.”

Correction date in the state record: Jul 30, 2025

Regulation 15.5: Monthly snack menus shall be posted or sent home. Monthly snack menus shall be kept on file for the preceding three months.

“A violation to this rule was cited on 5/27/2021 with a corrective action due date of 6/17/2021. An email was sent to the program on 6/19/2025 requiring that all outstanding corrective action be completed by 6/25/2025. At this time, no corrective action has been received regarding this regulation. Corrective Action: Ensure that the program takes the steps required to complete this corrective action. Send an email to sarah.crosier@vermont.gov identifying how your program meets compliance with this regulation at this time.”

Correction date in the state record: Jul 30, 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.

“A violation to this rule was cited on 4/24/2025 with a due date of 6/7/2025. An email was sent to the program on 6/19/2025 requiring that all outstanding corrective action be completed by 6/25/2025. At this time, no corrective action has been received regarding this regulation. Corrective Action: Please ensure that the steps are taken to come into compliance with this regulation. Send an email to sarah.crosier@vermont.gov describing how you will ensure access to or maintain a copy of each child's immunization records on site, available to staff at all times.l”

Correction date in the state record: Jul 30, 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.

“A violation to this rule was cited on 4/24/2025 with a corrective action date of 6/4/2025. An email was sent to the program on 6/19/2025 requiring all outstanding corrective action to be completed by 6/25/2025. At this time, no corrective action has been received regarding this regulation. Corrective Action: Ensure that the identified staff complete the training. Send copies of the completion certificates to sarah.crosier@vermont.gov”

Correction date in the state record: Dec 16, 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.

“A violation to this rule was cited on 4/24/2025 with a corrective action date of 5/31/2025. An email was sent to the program on 6/19/2025 requiring all outstanding corrective action to be completed by 6/25/2025. At this time, no corrective action has been received regarding this regulation. Corrective Action: Ensure that the identified staff complete the required training. Submit the documentation to Northern Lights for entry into their BFIS accounts, and copy sarah.crosier@vermont.gov on the email to Northern Lights. Create a plan to ensure that all new employees complete this required training within three (3) months of their start date and that all existing employees renew their certification prior to their current one expiring.”

Correction date in the state record: Jan 12, 2026

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.

“A violation to this rule was cited on 4/24/2025 with a corrective action date of 5/31/2025. An email was sent to the program on 6/19/2025 requiring all outstanding corrective action to be completed by 6/25/2025. At this time, no corrective action has been received regarding this regulation. Corrective Action: Immediately begin documenting drills and maintaining the documentation in an accessible location. Please send documentation of 2 drills in May and 1 from June. If these are not available because they were not completed and/or documented, during the month of July, complete one evacuation drill each week. Upon completion of the final drilll, send a photo of the documentation to sarah.crosier@vermont.gov.”

Correction date in the state record: Apr 2, 2026

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

“A violation to this rule was cited on 4/24/2025 with a corrective action date of 5/22/2025. An email was sent to the program on 6/19/2025 requiring all outstanding corrective action to be completed by 6/25/2025. At this time, no corrective action has been received regarding this regulation. Corrective Action: Develop a plan to ensure that at any time more than 26 children are present, there is a staffing plan that allows for two separate groups. Include in the plan what action the program would take if it was not possible to meet this requirement. Submit the plan to sarah.crosier@vermont.gov for approval. This is a serious violation which requires that a Parental Notification Letter be sent to all families of children enrolled in your program. Please also send to sarah.crosier@vermont.gov names and contact information for parents who will be sent the Parental Notification Letter.”

Correction date in the state record: Jul 30, 2025

Regulation 18.43.a.: Background Check Requirements as specified in rules 5.11 - 5.18 of these regulations. A new background check shall be completed for the Licensee and for all Staff, Substitutes, Associated Parties, and Volunteers at the time of renewal.

“A violation to this rule was cited on 4/24/2025 with a corrective action date of 6/6/2025. An email was sent to the program on 6/19/2025 requiring all outstanding corrective action to be completed by 6/25/2025. At this time, no corrective action has been received regarding this regulation. The identified staff has not yet submitted a new RCA. Corrective Action: Ensure that the identified staff immediately submit a new record check authorization form and submit to fingerprints when the fingerprint authorization form is issued. Please send the date the fingerprinting appointment is scheduled for, and once complted send sarah.crosier@vermont.gov a copy of the receipt.”

Correction date in the state record: Jan 12, 2026

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.

“When this licensor arrived on site, 33 children were present with two staff members. A third staff arrived after snack ended and the group was going outside, approximately 15 minutes after the program started. Corrective Action: Develop a staffing plan to ensure that there is at least one staff member actively in the program for every 13 children present at any time the program is in operation. This plan should include planning for unexpected events and describe the program's actions if it is not possible to meet this requirement. This is a serious violation which requires that a Parental Notification Letter be sent to all families of children enrolled in your program. Please also send to sarah.crosier@vermont.gov names and contact information for parents who will be sent the Parental Notification Letter.”

Correction date in the state record: Jul 30, 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.

“Four (4) staff members did not have documentation of completing the Vermont Orientation Training or an approved program specific orientation, and have actively worked with children and counted in ratio. Corrective Action: Immediately ensure that the identified staff complete the required orientation training. Send copies of completion certificates to sarah.crosier@vermont.gov. Develop a plan to ensure that all new staff complete this training prior to being left alone with children or counting in ratio.”

Correction date in the state record: Dec 16, 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.

“Three (3) staff members do not have documentation of current First Aid and CPR documented in BFIS, and the documentation was not provided on site or during the 10 days following the site visit. Corrective Action: Ensure that the identified staff complete the required training prior to 5/31/2025. Submit the documentation to Northern Lights for entry into their BFIS accounts, and copy sarah.crosier@vermont.gov on the email to Northern Lights. Create a plan to ensure that all new employees complete this required training within three (3) months of their start date and that all existing employees renew their certification prior to their current one expiring.”

Correction date in the state record: Jan 12, 2026

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.

“A staff member was present and in ratio and had not submitted a record check authorization form or completed a fingerprint supported background check. The individual has been working in the program for more than 4 months. Corrective Action: A record check authorization form has been submitted. The individual must submit for fingerprinting to complete the fingerprint supported background clearance process. Once complete, please send a copy of the receipt to sarah.crosier@vermont.gov. Develop a plan to ensure that each new staff member submits a RCA prior to working with children and submits for fingerprinting when the Fingerprint Authorization Certificate is issued.”

Correction date in the state record: May 2, 2025

Regulation 13.7: Staff and children shall all wash their hands with soap under warm, running water: * before they eat or prepare food * after they use the toilet * after handling animals * after playing outside.

“Children did not wash hands after returning to program space after outdoor play. Corrective Action: Develop a plan to ensure that hand washing occurs at all required times. Submit the plan to sarah.crosier@vermont.gov for approval.”

Correction date in the state record: Jul 30, 2025

Regulation 18.43.a.: Background Check Requirements as specified in rules 5.11 - 5.18 of these regulations. A new background check shall be completed for the Licensee and for all Staff, Substitutes, Associated Parties, and Volunteers at the time of renewal.

“One staff has a fingerprint supported background check that expired in November 2024. No new RCA form was submitted and fingerprints are not current. Corrective Action: Immediately submit a new Record Check Authorization form for this individual and schedule fingerprinting. When fingerprinting has been completed, send a copy of the receipt to sarah.crosier@vermont.gov. Develop a plan to ensure that all staff submit a new RCA and submit for fingerprinting prior to the expiration of their current fingerprint supported background clearance.”

Correction date in the state record: Jan 12, 2026

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.

“Program staff stated that they did not have copies of immunization records for enrolled children. Staff stated the school nurse had copies, but that the program did not have access to the nurse's office. Corrective Action: Ensure that the program has a copy of or has access (during all operating hours) to a copy of each enrolled child's vaccination record or exemption documentation. Notify sarah.crosier@vermont.gov when documentation for all children has been obtained.”

Correction date in the state record: Jul 30, 2025

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.

“Three (3) staff members do not have documentation of completing the Protecting Vermont's Children mandated reporter training in their BFIS accounts. The documentation was not provided on site or within the ten days following the site visit. Corrective Action: Ensure that the identified staff complete the required training by 5/21/2025. Submit completion certificates to Northern Lights for entry into their BFIS accounts and copy sarah.crosier@vermont.gov on the emails sent to Northern Lights. Create a plan to ensure that each new staff member completes this training prior to working with children and that the documentation is submitted to Northern Lights upon completion.”

Correction date in the state record: Dec 16, 2025

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

“A group of 33 children operated as a single group for approximately an hour, including snack time, a transition outside and outdoor time. Staff stated that they are typically together for snack, then split into two separate groups but were unable to on this date due to staff members out sick or unavailable due to an unanticipated meeting that some staff participated in at the school. Corrective Action: Develop a plan to ensure that at any time more than 26 children are present, there is a staffing plan that allows for two separate groups. Include in the plan what action the program would take if it was not possible to meet this requirement. Submit the plan to sarah.crosier@vermont.gov for approval. This is a serious violation which requires that a Parental Notification Letter be sent to all families of children enrolled in your program. Please also send to sarah.crosier@vermont.gov names and contact information for parents who will be sent the Parental Notification Letter.”

Correction date in the state record: Jul 30, 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.

“Staff stated that evacuation drills have been practiced monthly, but no documentation was available to show that the drills were completed. Corrective Action: Immediately begin documenting drills and maintaining the documentation in an accessible location. During the month of May, complete two evacuation drills. Upon completion of the second drill, send a photo of the documentation to sarah.crosier@vermont.gov.”

Correction date in the state record: Apr 2, 2026

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.

“Six staff members did not have documentation of up to date first aid and CPR at the time of the visit. Three staff members completed the training between the time of the visit and the completion of this report. Corrective Action: Immediately ensure that the remaining 3 staff members complete the required first aid and CPR training(s). Develop a plan to ensure that new employees complete this training within 3 months of employment and that all staff update their training prior to the expiration date on their current certificate. Copy sarah.crosier@vermont.gov when sending the remaing certificates to Northern Lights for entry into BFIS accounts. Notify this licensor when all aspects of corrective action are complete.”

Correction date in the state record: Dec 31, 2024

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.

“Staff A stated that emergency drills are conducted monthly, but that no record of them has been kept. Corrective Action: Ensure that monthy emergency evacuation drills are conducted and that the drills are recorded and that record is maintained onsite. Complete and record drills for May and June, and send a copy of the documentation for these drills to sarah.crosier@vermont.gov.”

Correction date in the state record: Jun 27, 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 members A and B were alone with a group of children in the library. Staff member C was alone with a group of children outside. None of these staff had a fingerprint supported background clearance completed at the time of the visit. Corrective Action: Beginning immediately, ensure that every child in care is supervised by at least one staff member who has completed a fingerprint supported background clearance and received approval from CDD to be left alone with children. Please send an email to sarah.crosier@vermont.gov by 7/29/2022 describing how this will be ensured in this program.”

Correction date in the state record: Jul 26, 2022

Regulation 15.5: Monthly snack menus shall be posted or sent home. Monthly snack menus shall be kept on file for the preceding three months.

“Menus are not posted and caregivers have not been provided a list of foods that will be served as snack. No record of food served was kept. Corrective Action: Ensure that snack menus are posted or sent home monthly, and an accurate record of snacks served is kept for three months.”

Correction date in the state record: Jul 30, 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.

“Documentation of First Aid/CPR, Mandated Reporter Training, Orientation Training, Professional Development and Education Documents were available that had not been submitted to Northern Lights for entry into BFIS Quality and Credential accounts for up to 25 people. Corrective Action: Send all documents to Northern Lights for entry in to BFIS. Create a plan to ensure that all training and education documents are sent to Northern Lights in a manner that ensures up to date BFIS accounts. Send an email to sarah.crosier@vermont.gov when these items are completed.”

Correction date in the state record: Jul 8, 2021

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.

“The BFIS Quality and Credential Accounts for more than ten staff members do not reflect documents for verification of qualifications. Corrective Action: Submit all documentation for staff as required to Northern Lights at CCV. Email confirmation to this licensor when required documents have been sent and a program improvement plan on how staff member's BFIS Quality and Credential Accounts will be up-to-date and maintained”

Correction date in the state record: Jul 8, 2021

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.

“Three employees received letters requiring fingerprinting in 2017, and seven others received letters requiring fingerprinting in 2018. Fingerprinting was not completed by these individuals. One was present and working with children during this visit. Corrective Action: All individuals requiring fingerprinting will submit to fingerprinting no later than 10/1/2019.”

Correction date in the state record: Jul 30, 2025

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.

“Children's names are highlighted upon arrival. The arrival time is not recorded. On 01/18/2017, 8 of the 13 chidren who were picked up at the program were not signed out. The attendance does not denote the time other children were dismissed to be transported by bus. Corrective Action: The program shall ensure that staff understand that attendance system must include the time of arrival and time of departure of each child. This practice shall be implemented by 01/24/2017. Send an e-mail to elaine.crawford@vermont.gov by 02/14/2017 confirming this requirement has been reviewed with staff.”

Correction date in the state record: Feb 12, 2017

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.

“[name] was the sole staff member with 18 students from the start of this visit at 3:25 p.m. until 3:50 p.m. It was acknowledged that [name] came to the program space unexpectedly at 3:50 p.m. and remained to assist with providing care at Janelle's request. Shona Trombili was the reported second staff person who had left the program before 3:25 p.m. and did not return to the program until 4:35 p.m. This is a Serious Violation of staff to child ratio warranting a Parental Notification Letter. Corrective Action: Staff to child ratio shall be maintained at all times. Submit a program improvement plan to elaine.crawford@vermont.gov that outlines the staffing pattern and the emergency or substitute staffing plans. Send a copy of this site visit letter via e-mail or U.S. postal mail to the parents of each child who has attended the program in the past 30 days. Send the names and contact information for the parents to elaine.crawford@vermont.gov.”

Correction date in the state record: Feb 12, 2017

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.

“A girl younger than 6th grade left the stage area and could not be seen or accounted for from 3:38 p.m. to 3:42 p.m. Children, both in groups and independently, were allowed to leave the curtain stage area to access the bathroom. Children could not be seen or heard once they left the curtained area. At 4:30 p.m., a group of nine children were allowed to walk from the library down the hall to a classroom to join an activity. There was no communication between the staff person in the library and the staff person in the classroom to confirm that the children arrived. This is a Serious Violation of supervision warranting a parental notification letter. Corrective Action: Submit a program improvement plan to elaine.crawford@vermont.gov that outlines the licensed space that children may travel to and from, the plan to ensure children use the buddy system and the method of monitoring to ensure children are accounted for after 10 minutes. Send a copy of this site visit letter via e-mail or U.S. postal mail to all parents of children who have attended the program in the past 30 days. Send the names and contact information to elaine.crawford@vermont.gov. The Program Improvement plan, letters to parents, and e-mail confirming parent information shall be sent by 02/14/2017.”

Correction date in the state record: Feb 12, 2017

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.

“A background record check authorization form has not been submitted to the Child Development Division for [name] who typically works with children on Monday, Tuesday and Thursday or [name] who is assisting with sewing club during this visit. Corrective Action: Submit the required record check authorization form for both persons by 02/05/2017. Confirm via e-mail that a system has been put in place to ensure that record checks are submitted prior to working with children.”

Correction date in the state record: Feb 12, 2017