Middlebury School Age 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.

“Four (4) staff members were missing orientation training. The director confirmed the staff have not completed the training. This is a repeat violation and was previously cited on 3/16/2021. Corrective Action: The four (4) staff members must complete orientation training. Submit the staff members' completed orientation training certificates to Northern Lights and send submission confirmation to the licensor by 8/28/2026. Status: Appeal Period.”

Correction date in the state record: Oct 30, 2026

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

“Twenty-three (23) staff members were missing qualification documents. The director confirmed the program has not received qualification documents from the identified staff members. Corrective Action: Submit staff qualification documentation to Northern Lights and send submission confirmation to the licensor by 8/28/2026. Status: Appeal Period.”

Correction date in the state record: Oct 30, 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 staff fingerprint history it was identified that eight (8) staff members had not submitted fingerprinting as required. This is a repeat violation and was previously cited on 7/6/2022 and 3/16/2021 Corrective Action: Immediately ensure the eight (8) staff members submit a new Record Check Authorization Form to the Division. Upon receipt of a new Fingerprint Authorization Certificate, the staff members will have ten (10) business days to submit to fingerprinting. Provide the fingerprint receipt to this Licensor upon completion. Develop a system to ensure that all new staff submit to fingerprinting in a timely manner moving forward. In the corrective action email provide details of the system developed to ensure compliance moving forward. The staff members cannot be left alone with children until their fingerprints have been approved. Status: Appeal Period.”

Correction date in the state record: Oct 30, 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.

“Nine (9) ) staff members who have been employed at the program for more than six (6) months do not have complete and or up to date BFIS quality and credential accounts. Documents that are missing include Orientation, CPR/First Aid, and Protecting Vermont's Children training certificates. The missing documents were verified during the site visit and sent to this licensor after the visit; this violation was cited because these trainings were completed but not submitted to BFIS. This is separate from the violation cited for staff not completing training. This is a repeat violation and was previously cited on 7/23/2025, 7/11/2025, 3/16/2021. Corrective Action: Submit the missing documents to Northern Lights at CCV so that they can be uploaded to BFIS and send the licensor confirmation of submission by 8/28/2026. This is a repeat violation and a program improvement plan is required. The plan must provide clear details on how the program will maintain compliance with this regulation. The plan will identify who at the program is responsible for ensuring staff BFIS accounts are complete and what type of tracking system will be utilized to monitor staff BFIS accounts. The program improvement plan must also be submitted to the licensor by 8/28/2026. Status: Appeal Period.”

Correction date in the state record: Oct 30, 2026

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.

“Six (6) staff members were missing Protecting Vermont's Children training. The director confirmed the staff have not completed the training. Corrective Action: The six (6) staff members must complete Protecting Vermont's Children training. Submit the staff members' completed Protecting Vermont's Children certificates to Northern Lights and send submission confirmation to the licensor by 8/28/2026. Status: Appeal Period.”

Correction date in the state record: Oct 30, 2026

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.

“Fifteen (15) staff members were missing CPR/First Aid training. Director confirmed staff members had not completed the training. Corrective Action: The fifteen (15) staff members must complete CPR/First Aid training. Submit completed certificates to Northern Lights and send submission confirmation to the licensor by 8/28/2026. Status: Appeal Period.”

Correction date in the state record: Oct 30, 2026

Regulation 5.2: The Afterschool Site Director for an Afterschool Child Care Program shall meet or exceed the following qualifications: be at least eighteen years of age, possess a BA, BS or Associate's degree, and have one of the following: * at least ten months direct work experience with school age children or * Vermont On-The-Job Training certificate or * Vermont Afterschool Professional Credential or * Vermont Program Director Credential or * Vermont Teacher Licensure * Master's Degree in a youth-related field

“The Director was missing qualification documentation. The document missing was a bachelors or associates degree. Corrective Action: Submit the director's qualification documentation to Northern Lights and send submission confirmation to the licensor by 8/28/2026. Status: Appeal Period.”

Correction date in the state record: Oct 30, 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.

“Eighteen (18) staff members were missing professional development hours. The director confirmed the staff members had not completed the training. Corrective Action: The eighteen (18) staff members must complete their required professional development hours. Submit the completed professional development training certificates to Northern Lights and send submission confirmation to the licensor by 8/28/2026. Status: Appeal Period.”

Correction date in the state record: Oct 30, 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.

“Management said that several staff's BFIS Quality and Credential Accounts were lacking some documents which have not been sent to Northern Lights. By 08/22/2025 ensure that all lacking documentation is submitted to Northern Lights at CCV. This is a repeat violation. Corrective Action: By 08/22/2025, ensure all staff's required documentation is submitted to Northern Lights at CCV. Develop a system to send all required documents forward as outlined in the rule.”

Correction date in the state record: Aug 25, 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.

“Management said records of children's Immunizations were not available in any children's files on site. This is a repeat violation. Corrective Action: Immediately ensure that documentation of each enrolled child's immunization status is obtained. Develop a system to ensure that immunization records are maintained in each child's file moving forward. In the corrective action email provide evidence of how you have come back into compliance with this rule and the system developed to ensure compliance moving forward.”

Correction date in the state record: Aug 13, 2025

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.

“Three (3) individuals were present and working with children who had not yet submitted Record Check Authorization forms to the Division. Corrective Action: Immediately ensure that all three (3) identified staff submit Record Check Authorization forms to the Division for processing, and submit to fingerprinting as required. Develop a system to ensure that Record Check Authorization forms are submitted to the Division for any new individuals regularly present at the ASP prior to working with children moving forward. In the corrective action email provide details of the system developed to ensure compliance moving forward.”

Correction date in the state record: Aug 6, 2025

Regulation 5.23: The licensee shall maintain a legally notarized affidavit onsite, signed by the licensee or designee, testifying that each staff file contains these records as required in the rule 5.22 of these regulations. The licensee shall permit representatives of the Division to have full access to off-site records to verify documentation.

“Staff files were unable to be produced on site. Director statements reflected that staff files are maintained off-site. A legally notarized affidavit was unable to be produced. Corrective Action: Should staff files continue to be maintained off-site, by 08/06/2025 ensure that a legally notarized affidavit is obtained and is maintained on-site moving forward. If an affidavit is not obtained, ensure that each staff file is maintained on-site moving forward. In the corrective action email provide photo evidence and details of how you have come back into compliance with this rule.”

Correction date in the state record: Aug 6, 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.

“Record of children's Immunizations was not observed in any children's files. Staff statements reflected that immunizations were located off-site and there was no way to access them electronically. Corrective Action: Immediately ensure that documentation of each enrolled child's immunization status is obtained. Develop a system to ensure that immunization records are maintained in each child's file moving forward. In the corrective action email provide evidence of how you have come back into compliance with this rule and the system developed to ensure compliance moving forward. Status: Appeal Period.”

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 nineteen (19) staff were lacking reflection of at least one (1) qualification, professional development, or required training document in BFIS. All nineteen (19) staff have been employed at the program for more than six (6) months. Corrective Action: Review all staff BFIS Quality and Credential Accounts for lacking documentation. By 08/20/2025 ensure that all lacking documentation is submitted to Northern Lights at CCV with cover sheets. Develop a system to ensure that within six (6) months of initial date of employment, all staff working with children maintain an up-to-date BFIS Quality and Credentail Account moving forward. In the corrective action email include details of the system developed to ensure compliance moving forward. Status: Appeal Period.”

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.

“Staff A received the fingerprint authorization form on 03/02/2022, was working with children and did not submit to fingerprinting as required. This is a repeat violation previously cited on 03/16/2021. Corrective Action: Develop a system to ensure that staff complete fingerprinting as required when they receive their fingerprint authorization forms. Send an email to Heather.Purinton@vermont.gov describing the system that will be used to ensure compliance with this regulation. Staff A recently left her position with the program if Staff A returns ensure she submits to fingerprinting.”

Correction date in the state record: Nov 3, 2022

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.

“Staff A,B and C do not have documentation in BFIS that confirms completion of required orientation training. The program utilizes Better Kid Care and does not have an approved in house orientation training. Staff have been with the program for more than 6 months and the program was given time to locate documentation prior to the completion of this report. Corrective Action: If documentation of completion is not located ensure that staff complete the required orientation training and documents are submitted to Northern Lights. Email this licensor when these documents are sent to Northern Lights.”

Correction date in the state record: May 11, 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.

“Upon review of staff quality and credential accounts it was noted that 6 staff members are missing qualification documents and FA/CPR certificates.These 6 staff members have been employed by the program for more than 6 months. Corrective Action: Submit required qualification documents and CPR/FA cetificates to Northern Lights. Confirm by email with this licensor when documents have been submitted to Northern Lights.”

Correction date in the state record: Apr 29, 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.

“Staff A and Staff B do not have documentation to support that fingerprints were completed. Staff A was issued FAC's on 08/07/2017,12/29/2017,06/13/2018 and 07/27/2020. Staff B received an FAC on 07/06/2018. Corrective Action: Staff A and B may not be left alone with children until their Quality and Credential accounts confirm that fingerprint results were submitted. Schedule appointments for Staff A and B to have their fingerprints completed. A system shall be developed to ensure follow up with staff to confirm that when an FAC is received that the staff member submits to the fingerprint request.”

Correction date in the state record: Apr 20, 2021