OSSD Randolph Elementary After School Program

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

“On 02/20/2025 a violation for this regulation was cited and corrective action was due by 03/26/2025. The following corrective action was not received.Immediately review all children's files to ensure that all lacking required components are obtained. Review and revise enrollment documentation to ensure that all required components of this rule are included. Once revised, submit a copy of the enrollment documentation to Licensor [name] for review. On 06/19/2025 Program Administrator [name] was sent an overdue corrective action email, the program was notified that they must submit overdue corrective action by 06/25/2025 or this violation would be cited again. Heather did not respond to the email and corrective action was not received. Corrective Action: Submit the corrective action by the due date. Failure to submit the overdue corrective action may result in a licensing visit and additional violations.”

Correction date in the state record: Aug 28, 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.

“On 02/20/2025 a violation was cited for this regulation. The program was required to submit the following corrective action by 03/26/2025, the corrective action was not received.Submit a First Aid and CPR certificate of completion for each of the six (6) identified staff to Northern Lights at CCV with cover sheets by 03/26/2025. Copy Licensor [name] on the submission email. In addition, develop a system to ensure that compliance with this rule will be maintained moving forward. Provide details of the system developed in the corrective action email. On 06/19/2025 an email was sent to program administrator, [name], notifying that there was overdue corrective action. The program was given until 06/25/2025 to submit the overdue corrective action. Heather did not respond to the email and the corrective action has not been received. It should be noted that three(3) of the six(6) staff member's now have First Aid and CPR certificates in BFIS, the email sent on 06/19/2025 listed the three(3) staff who still do not have certificates in BFIS. Corrective Action: Submit the corrective action by the due date. Failure to submit the overdue corrective action may result in a licensing visit and additional violations”

Correction date in the state record: Aug 18, 2025

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

“Upon review of a random sampling of ten (10) children's files it was observed that all files were lacking permissions to authorize emergency medical care. In addition two (2) files were lacking a second emergency contact as required, two (2) files were missing all emergency contacts, and one (1) file was missing name and telephone number of the child's health care providers. Corrective Action: Immediately review all children's files to ensure that all lacking required components are obtained. Review and revise enrollment documentation to ensure that all required components of this rule are included. Once revised, submit a copy of the enrollment documentation to Licensor [name] for review.”

Correction date in the state record: Aug 28, 2025

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

“No record of evacuation drills were available, as the Director confired evacuation drills had not been conducted. Corrective Action: Immediately develop a system to ensure that an emergency evacuation drill is practiced with children each month and includes all required components of this rule. Ensure that each time a practice drill is conducted, a record of the drill is noted and maintained for the current and previous years. In the corrective action email include details of the system developed to ensure compliance with this rule moving forward.”

Correction date in the state record: Mar 26, 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.

“During the visit staff members were observed alone with children when not permitted to do so as a result of the background clearance process not being complete. Corrective Action: Immediately ensure that no child(ren) are left alone with individuals who have not received approval from the Division to be working alone with children. Develop a system to ensure that compliance is maintained moving forward. In the corrective action email provide details about how the program has come back into compliance and details of the system developed to ensure compliance moving forward, to include 1) who is responsible for regularly checking for staff background check and fingerprint approval letters, 2) who is responsible for notifying staff about their status and when they can/cannot be left alone.”

Correction date in the state record: Mar 26, 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.

“Upon review of staff BFIS Quality and Credential accounts and on-site staff files, eight (8) staff were lacking evidence they had completed training in preventing and reporting suspected child abuse and neglect. Corrective Action: Submit a Protecting Vermont's Children: Reporting Abuse and Neglect training certificate for each of the eight (8) identified staff to Northern Lights at CCV with cover sheets by 03/26/2025. Copy Licensor [name] on the submission email. In addition, develop a system to ensure that compliance with this rule will be maintained moving forward. Provide details of the system developed in the corrective action email.”

Correction date in the state record: Mar 27, 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.

“Upon review of staff BFIS Quality and Credential accounts and on-site staff files, eight (8) staff were lacking evidence that they had completed an approved orientation training. Corrective Action: Submit a certificate of completion of an approved orientation training for all identified staff to Northern Lights at CCV with cover sheets by 03/26/2025. Copy Licensor [name] on the submission emails. In addition, develop a system to ensure that compliance with this rule will be maintained moving forward. Provide details of the system developed in the corrective action email.”

Correction date in the state record: Jun 19, 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.

“During the visit it was identified that Record Check Authorization forms had not been submitted to the Division for Staff A and Staff B, who were both present and working with children. Corrective Action: Immediately submit Record Check Authorization forms to the Division for Staff A and Staff B. Develop a system to ensure that Record Check Authorization forms are submitted for all new individuals regularly present at the ASP prior to the individual working with children moving forward. In the corrective action email provide details about how the program has come back into compliance with this rule, and details of the system developed to ensure compliance moving forward.”

Correction date in the state record: Mar 27, 2025

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

“Upon review of children's files it was identified that no immunization records were present for enrolled children. Staff reported that the school nurse has access to such records, but that the school nurse is not present during afterschool program hours. Corrective Action: Identify how compliance to this rule will be met and maintained, by either 1) Maintaining copies of immunization records in each child's file, or 2) How the program will access immmunization records stored in the school nurse's office when they are not on site.”

Correction date in the state record: Mar 27, 2025

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

“Upon review of staff BFIS Quality and Credential accounts on in-site staff files, six (6) staff were lacking evidence they had completed First Aid and CPR training. Corrective Action: Submit a First Aid and CPR certificate of completion for each of the six (6) identified staff to Northern Lights at CCV with cover sheets by 03/26/2025. Copy Licensor [name] on the submission email. In addition, develop a system to ensure that compliance with this rule will be maintained moving forward. Provide details of the system developed in the corrective action email.”

Correction date in the state record: Aug 19, 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.

“No monthly snack menu was observed on site. Staff statements reflected that no monthly snack menu has been developed, nor posted or sent home. Corrective Action: Immediately ensure that a monthly snack menu is developed and either posted or sent home with children's families. Develop a system to ensure compliance with this rule moving forward. In the corrective action email, include details of the system developed.”

Correction date in the state record: Mar 26, 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.

“No Emergency Response Plan was observed on site. Staff statements confirmed that the emergency response plan was not maintained on site. Corrective Action: Immediately ensure that a copy of the program's Emergency Response Plan be maintained at the childcare facility and that all staff are made aware of the location of the plan moving forward. In the corrective action email provide details about how the program has come back into compliance with this rule including the location the Emergency Response Plan will be maintained and how staff were made aware of the plan and its location.”

Correction date in the state record: Mar 26, 2025