Open Hearth At Waitsfield Elementary School

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.

“Upon review of staff's BFIS Quality and Credential accounts it was observed that two (2) staff members were missing Protecting Vermont's Children training. The program administrator was asked on 3/6/2026 to provide documentation of completed Protecting Vermont's Children training for the two (2) staff members by end of day on 3/10/2026. Documentation was provided for only one (1) staff member. Corrective Action: Submit staff's completed Protecting Vermont's Children certificates to Northern Lights and send submission confirmation to the licensor by 3/27/2026”

Correction date in the state record: Mar 31, 2026

Regulation 7.1.3: The licensee, in consultation with the program director, shall establish written program policies and procedures and provide these to staff and to auxiliary staff left alone with children and/or counted in staff/child ratio as specified in the rule 6.2.1.8 of these regulations during an orientation training session approved by the Division prior to being left alone with children. Trainees under eighteen (18) years of age and other staff not left alone with children shall complete the orientation training within at least one (1) month of their first date of working with children. 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; Supervision of children; Child accident and injury procedures including building and physical premises safety; Safe sleep practices; Administration of medication requirements; Emergency and evacuation requirements; Nutrition and food safety including prevention of and response to emergencies due to food and allergic reactions; Recordkeeping; Transportation and child passenger safety; Release of children; Respectful engagement of families; 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, partner staff, auxiliary staff, and business managers; Responsibility to comply with current applicable licensing regulations; Staffing requirements to include opening and closing; and Ensuring children have extra clothes and diapers available.

“Staff B was hired on April of 2024 and has not completed the Vermont Orientation training. Corrective Action: Please have Staff B complete the Vermont Orientation by the corrective action due date. They may not be left alone with children until they complete this training. Please email once they have completed the training. Ensure moving forward that all staff complete the Vermont Orientation, this includes substitutes who may not work frequently at the progam.”

Correction date in the state record: Jun 23, 2025

Regulation 6.2.6.6: The program director shall ensure that no person be left alone with children without approval from the Division based on the results of a background check that includes fingerprinting; with the exception of a parent may be left alone with his/her own child(ren).

“Staff C was left alone with a child on the playground for approximately five(5) minutes and the fingerprint supported background clearance has not yet been completed. Staff C worked in the Pre-K classroom in 2023 and 2024 but was removed from the associated parties list in June of 2024, therefore a new record check authorization form should have been submitted when they returned to the program in February of 2025. Corrective Action: Staff C may not be left alone with children until the Child Development Division issues a clearance letter once the results of their fingerprint supported background clearance is in BFIS. Please have Staff C schedule a fingerprinting appointment. Send a copy of the receipt to this licensor. Moving forward ensure that Director is sharing with staff if they have been cleared to be alone with children.”

Correction date in the state record: Jun 23, 2025

Regulation 7.1.2.2: Staff who are counted in the staff/child ratios and auxiliary staff left alone with children and/or counted in staff/child ratio as specified in the rule 6.2.1.8 of these regulations shall obtain training in pediatric first aid and in infant and child CPR within three (3) months of beginning work in the CBCCPP and remain currently certified.

“Staff A's First Aid and CPR expired and was not renewed. Staff B has been employed for more than three(3) month and has not completed First Aid and CPR training. Corrective Action: Staff A is signed up for an in person training. Please have Staff B sign up for an in person training or they may complete an online version.For training options please contact Northern Lights at CCV. Once they complete the training please submit the certificates to Northern Lights at CCV and include me on the email. Please ensure staff are renewing their certification by the expiration date and new staff are completing the training within three(3) months of hire.”

Correction date in the state record: Jun 23, 2025

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.

“A review of the staff's BFIS Quality and Credential accounts and confirmation from certificates sent, a program staff member had not completed the required eight (8) hours of professional development for the year of 3/38/2023-3/28/2024. This staff member completed five (5) hours of the eight (8) required for 3/28/2024-3/28/2025. Corrective Action: By 4/11/2025, submit a program improvement plan with the date this staff member will complete their missing hours of professional development. These hours will not count toward the 3/28/2025-2026 hours of professional development.”

Correction date in the state record: Apr 4, 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.

“There was one (1) staff member working with children during this licensing visit that had not completed the record check authorization form for this afterschool program and was not listed on the associated parties list. Corrective Action: Immediately have this staff member complete and submit a record check authorization form for this program.”

Correction date in the state record: Apr 28, 2025

Regulation 3.4.7.3: Within six (6) months of the initial date of employment; staff and auxiliary staff left alone with children and/or counted in staff/child ratio as specified in the rule 6.2.1.8 of these regulations, and the program director 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 sections 7.3 and 7.4 of these regulations shall be submitted to Northern Lights at CCV to be verified and maintained in BFIS.

“Two staff members who have been with the program for more than 6 months do not have complete BFIS quality and credential accounts. They are missing documents needed to assess qualification and required training documents. Corrective Action: Please submit the missing documents to Northern Lights at CCV and include this licensor on the email. Please ensure moving forward that required documents are submitted to Northern Lights at CCV within six months from their hire date.”

Correction date in the state record: Jul 3, 2024

Regulation 18.43: A Licensee shall apply for renewal of a license on forms provided and in a manner prescribed by the Division. Renewal application requirements shall include at a minimum:

“Staff A's 5 year renewal of the fingerprint supported background check was due by 1/18/2024. A new record check authorization form was not received by the Child Development Division and Staff A has not completed fingerprinting through the Child Development Division since January 18th of 2019. Corrective Action: Immediately submit a new record check authorization form for Staff A. Schedule a fingerprinting appointment for Staff A by 04/05/2024. Email this licensor once Staff A has completed fingerprinting. Save a copy of the fingerprinting receipt. Please describe the system that will be used to track when staff need to renew their fingerprint supported background checks. Licensing sends out an annual assurance letter which provides the names of staff due for renewal, please make sure you are reviewing the annual letter.”

Correction date in the state record: May 1, 2024

Regulation 11.1: The licensed space shall provide at least thirty five (35) square feet of safe, usable space per child inside the facility, excluding areas where children's personal belongings are stored and areas primarily used for hallways, bathrooms, offices and the food preparation area in the kitchen.

“When I arrived at the program 31 children were eating snack and getting ready to transition to outside time. 31 children would need a room that was a minimum of 1,085 square feet to meet compliance with this regulation. The room the children were in during the visit was approximetely 728 square feet. Therefore, there were 11 children more than this room can support present the day of the visit. The program does have access to other spaces in the building but meet in this space for snack. This licensor measured the square footage because the room felt cramped and in order to conduct observations this licensor had to squeeze into a corner to be out of the way. Corrective Action: As discussed the classroom may only be used for 20 children or less. The other spaces listed on the license application and approved for use must be utilized when the group exceeds 20 children. Maximum group size is 26, groups can combine during snack and outdoor time, please ensure you are sperating into groups of 26 when inside. This regulation was reviewed with the Program Administrator during the visit. As follow up please email this licensor confirming that this regulation was reviewed with staff. It is important that if the Program Administrator is absent staff understand that the classroom in question supports no more than 20 children.”

Correction date in the state record: Apr 29, 2024

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.

“Staff A and B did not submit to a fingerprint supported background check through the Child Development Division and have positions where they may be left alone with children.The Program Administrator did not submit to a fingerprint supported background check renewal, which is due every 5 years. Staff A and B were required to complete the fingerprint supported back ground check in September of 2022. The Program Administrator was due for fingerprint renewal by 03/01/2023. Corrective Action: Set up a fingerprinting appointment for Staff A and B. Notify this licensor when the appointments are made and send a copy of the receipts. Send a new record check authorization for the Program Administrator and schedule a fingerprint appointment, provide the same information to this licensor as is required for Staff A and B”

Correction date in the state record: Mar 11, 2024

Regulation 2.3.9.3: The licensee shall ensure that all staff have met ongoing background check requirements by submitting at least once every five (5) years a Records Check Authorization form to the Division and as required shall submit to fingerprinting.

“Staff A, B and C did not submit to fingerprinting before their 5 year renewal date. Corrective Action: Immediately send new record check authorization forms for Staff A, B and C. This a repeat violation from 5/18/2022 and therfore a program improvement plan is required. In this plan address the following: 1. a system for tracking staff fingerprint renewal dates. 2. Who will oversee this system to ensure compliance with this regulation.”

Correction date in the state record: Jul 24, 2023

Regulation 5.4.1.4: Cots, mats, and mattresses shall be nonporous or have nonporous coverings. Each child shall be provided clean, individual bed linens either by the licensee providing them directly or requiring parents to provide them. No child shall nap directly on nonporous coverings.

“The program uses yoga mats for resting, which are not nonporous. Corrective Action: Submit a plan that describes how the program will ensure that nonporous mats, cots, or mattresses are provided for each child to use for rest time.”

Correction date in the state record: Jul 5, 2022

Regulation 7.1.3: The licensee, in consultation with the program director, shall establish written program policies and procedures and provide these to staff and to auxiliary staff left alone with children and/or counted in staff/child ratio as specified in the rule 6.2.1.8 of these regulations during an orientation training session approved by the Division prior to being left alone with children. Trainees under eighteen (18) years of age and other staff not left alone with children shall complete the orientation training within at least one (1) month of their first date of working with children. 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; Supervision of children; Child accident and injury procedures including building and physical premises safety; Safe sleep practices; Administration of medication requirements; Emergency and evacuation requirements; Nutrition and food safety including prevention of and response to emergencies due to food and allergic reactions; Recordkeeping; Transportation and child passenger safety; Release of children; Respectful engagement of families; 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, partner staff, auxiliary staff, and business managers; Responsibility to comply with current applicable licensing regulations; Staffing requirements to include opening and closing; and Ensuring children have extra clothes and diapers available.

“A review of BFIS Quality and Credential Accounts and documentation provided by the program show that two (2) Auxiliary Staff who have been employed longer than one (1) month have not completed an orientation training approved by the Division. One (1) of the two (2) staff has also not completed a mandated reporter training approved by the Division. Corrective Action: The program submitted a plan that both of the Auxiliary Staff will complete the required trainings by 6/30/2022. In addition to completing the trainings, please submit copies of the completion certificates to Northern Lights at CCV and copy Licensor [name] Canniff on the submission.”

Correction date in the state record: Jul 5, 2022

Regulation 7.2.2: The licensee shall ensure that all new staff and auxiliary staff, prior to working with children in the CBCCPP; 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.

“There was a substitute staff person in the classroom that had not submitted a Record Check Authorization form to the Division as required. Corrective Action: The program submitted a plan that said that a Record Check Authorization form was submitted for the individual on 5/23/2022 and that the individual will submit to fingerprinting. No further corrective action is needed.”

Correction date in the state record: May 25, 2022

Regulation 2.3.9.3: The licensee shall ensure that all staff have met ongoing background check requirements by submitting at least once every five (5) years a Records Check Authorization form to the Division and as required shall submit to fingerprinting.

“A review of the program's BFIS Associated Parties list show that record check authorization forms have not been submitted for two (2) staff who were due for five (5) year background clearance renewals. The annual assurance letter submitted to the program on 8/9/2021 lists these individuals as due to submit a new Record Check Authorization form and comply with fingerprinting by 10/17/2021. Corrective Action: Immediately send completed signed Record Check Authorization forms for the identified staff to the Division. Comply with additional background clearances as required.”

Correction date in the state record: Jun 20, 2022

Regulation 3.7.2.2: The licensee shall ensure that evacuation drills are conducted at least once a month, and children and staff are evacuated in under three (3) minutes. Licensees of a CBCCPP located within a public or independent school building may count a lock-down drill performed while the CBCCPP is in operation in place of a monthly evacuation drill with the CBCCPP children and staff and at least three (3) of the monthly drills conducted within 365 days shall be evacuation drills.

“The director said that the school practices evacuation drills once every other month, and that the preschool follows the school's schedule, but has not practiced evacuation drills in the months the school does not have evacuation drills. The preschool conducted three (3) evacuation drills during the 2021-2022 school year, which occurred on 9/1/2021, 1/25/2022, and 4/12/2022. The documentation of the drills did not include the number of children and staff evacuated, the time taken to evacuate, or the notation of a drill conducted while children were resting. Corrective Action: The program submitted a plan to practice two (2) additional evacuation drills by the end of the 2021-2022 school year. Submit the record of these drills to Licensor [name] Canniff. Submit a program improvement plan that describes how the program will ensure that evacuation drills are practiced every month as required and documented appropriately. The link to the forms page on the CDD website where there is a sample evacuation drill log was provided to the program.”

Correction date in the state record: Jul 5, 2022

Regulation 5.4.1.8: Bedding used by a child shall be stored in a manner that prevents contact with bedding used by other children.

“The children's bedding was stored on a shelf and individual bedrolls were touching each other. Corrective Action: Submit a plan that describes how the program will ensure that children's bedding is stored in a manner that prevents contact with bedding used by other children.”

Correction date in the state record: Jul 5, 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 and Staff B had not yet completed an approved Orientation Training. Both staff members had completed an unapproved online orientation training. This is a repeat violation. Corrective Action: Immediately plan to have Staff A and Staff B complete an approved orientation training. A link to the online Vermont Orientation Training, can be found on the division's website, DCF.Vermont.org. Follow the path: Child Care for Providers>Professional Development>Required Trainings. The Vermont Orientation Training is one option for an approved Orientation Training. Develop a system which will prompt you and/or new staff to complete an approved Orientation Training in a timely manner and prior to working alone with children moving forward.”

Correction date in the state record: May 3, 2021

Regulation 12.14: Cushioning material which is absorbent shall be in place under climbers, slides, swings, or other structures which allow children to achieve a height of more than thirty inches. The depth of surfacing materials shall be appropriate to the height and use of the equipment as outlined by the Consumer Product Safety Commission's National Playground Safety Standards (see Appendix B). Surfacing material shall be maintained in good condition. Grass, bare ground, asphalt and concrete are prohibited under these structures. If weather conditions make the use of equipment unsafe, Staff shall keep children off of the equipment.

“The cushioing materials under and around all playground equipment was assessed to measure 2 inches or less. The playground had swings and several large climbers which allowed for children to achieve a height of more than 30 inches. Corrective Action: Immediately plan to bar the use of all playground equipment which allows children to reach a height of 30 inches or higher, until such a time when adequate cushioning materials are placed under and around said equipement. For guidelines regarding cushioing and other public playground safety, you may refer to the US Consumer Product Safety Commission's National Playground Safety Standards found at this link: https://www.cpsc.gov/s3fs-public/325.pdf-. Develop a system which will prompt you to regularly check, maintain, and replace playground cushioning materials in a timely manner moving forward.”

Correction date in the state record: May 3, 2021

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

“The evacuation drill log for the program was not availale onsite during this visit. The Program Director stated that while the drills had been conducted monthly, the evacuation drill log was with other program documents at her home. Corrective Action: Immediately plan to keep a record of practiced drills onsite and available for assessment during future licensing visits.”

Correction date in the state record: May 3, 2021