Sharon Afterschool Program

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.

“Upon review of staff fingerprint history it was identified that Staff A had not submitted to fingerprinting as required. The program was notified of this requirement in a letter dated 06/29/2023. Corrective Action: Immediately ensure Staff A submits a new Record Check Authorization Certificate to the Division. Upon receipt of a new Fingerprint Authorization Certificate, Staff A 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. Staff A cannot be left alone with children until their fingerprints have been approved.”

Correction date in the state record: Jun 10, 2026

Regulation 4.1: All records, reports, and documentation required by these regulations related to the Afterschool Child Care Program shall be maintained in an up-to-date manner by the Licensee and are subject to inspection by and/or surrender to the Department during regular program hours or upon request by a Department representative. All documentation shall be maintained for one year.

“Affidavit not on site to verify all required documentation is being maintained in staff files off site, nor were staff files on site for review. Documentation of CPR/First Aid, Orientation, Mandated Reporter training not found in review of BFIS accounts for six (6) staff. Corrective Action: By the corrective action date below ensure an affidavit that meets the requirements of this rule is on site, or create an onsite or electronic filing system to ensure all staff files are available to the Division at the time of the visit.”

Correction date in the state record: Jul 1, 2024

Regulation 5.22: The Licensee shall maintain hard copy or accessible electronic records for each Staff person, including: * start date * job title * record of education, training, and experience that demonstrates how the Staff member meets the required qualifications for the position * signed and dated statement(s) indicating that the employee has read and understands the Licensing Regulations for Afterschool Child Care Programs * current and dated Individual Professional Development Plan (IPDP) * a copy of the current First Aid and CPR training cards from either the American Red Cross or American Heart Association or other recognized organization(s), as required * a signed and dated statement verifying understanding of the legal requirement to report suspected child abuse or neglect.

“During the visit, the program was not able to produce complete and up-to-date staff files for any of the staff listed on the Program's BFIS staff list or the unlisted staff who were present on 07/22/2022. The program was not able to produce a current affidavit attesting to completed and up-to-date off-site files during the visit. As of 07/28/2022, the program was able to provide the majority of the required staff file documents via email. The necessary docuemnts for review were described during an onsite debrief with Staff K. After the visit, many additional email prompts as to what items were needed for review were sent before receiving the required documentation. Corrective Action: Immediately plan to create electronic or hard copy, complete and up-to-date staff files for every staff of the program. Develop a system which will ensure that staff files are createed for each new staff in a timely manner and maintained in a manner which ensures compliance with this rule moving forward. Include details of who will be responsible for developing the system for tracking documents, who will be responsible for maintaining staff files, how staff will be made aware of the documents required for staff files and the requirements for trainings, who will be responsible for continual tracking of staff files and communication with staff about documentation, and who will be responsible for the timely submission of all required staff documentation to Northern Lights at CCV.”

Correction date in the state record: Jul 22, 2022

Regulation 5.14: The licensee shall ensure that no person shall be left alone with children without approval from the Division which shall be based on the results of the background check to include fingerprinting.

“Upon arrival at the program, 10 individuals, who had not received approval from the Division based on background checks and fingerprinting results, were present and working with children. Staff A, B, C, D, E, F, G, and H had not yet submitted records check authorization forms to the Division. The Division had not yet received fingerprinting results for Staff I and J. Seven of the ten staff hold position titles which would suggest that they are left alone with children. Staff C, I and J were observed to be left alone with children during the visit. These individuals were observed to be supervising indoor and outdoor activities, as well as toileting throughout the visit, without the presence of an individual who had received approval from the Division. Staff K and L were the only two staff onsite during the visit who had received approval from the Division. A condition on the license at the time of the visit stated that the Licensee shall comply with fingerprinting requirements by 06/07/2022. Corrective Action: As discussed during the visit, immediately plan to have Staff A, B, C, D, E, F, G, and H submit completed records check authorization forms to the Division, have Staff I and J submit to fingerprinting. Immediately ensure all staff, who have not yet received approval from the Division based on background check and fingerprinting results, be within ear and eye shot of staff who have received approval from the Division based on background check and fingerprinting results, at all times, until such a time when they have received approval from the Division and they are qualified in a position which allows for them to be left alone with children. Develop a system which prompts you to submit records check authorization forms to the Division prior to allowing staff to work with children, and ensures that staff do not work alone with children prior to recieving approval from the Division moving forward.”

Correction date in the state record: Jul 28, 2022

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 review of staff documentation reflected that Staff E, F and G had not yet completed the required mandated reporter training. Staff K confirmed that it is not the program's practice to have high school aged aides complete the mandated reporter training as they are not left alone with children. Corrective Action: Immediately plan to have Staff E, F, and G complete the required mandated reporter training and submit the certificate of completion with a cover sheet to Northern Lights at CCV (NLCCV). A link to the training can be foudn on the Divicion's website: dcf.vermont.gov. Follow the path: Our Divisions>Child Care for Providers>Professional Development>Required Trainings. If you need assistance with how to submit documentation to NLCCV, you may reah out to your NLCCV resource advisor, [name], at 802-885-8374 or amelia.struthers@ccv.edu. Develop a system which ensures all staff complete the required mandated reporter training prior to working with children moving forward.”

Correction date in the state record: Jul 22, 2022

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 record of monthly evacuation drills was not available for review during the visit. Staff A stated that while the program does conduct monthly evacuation drills, those drills had not been documented. This is a repeat violation. Corrective Action: Immediately plan to develop a system which will prompt you to record monthly evacuation drills. The document shall include the date, number of children present, number of staff present, and the time it took to evacuate the building. Include in the system who will be responsible for recording the details of evacuation drills in the log in a timely manner and where the log will be posted or stored moving forward.”

Correction date in the state record: Jul 21, 2021

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

“Of the five children's files reviewed, four files did not have completed and signed registration forms. Staff A confirmed that children's emergency contacts are available to staff via a computer application. Corrective Action: Immediately plan to obtain signed and dated paper or electronic registration forms for all children enrolled at the program. Develop a system which will prompt you to collect completed and signed registration forms including all required information for each child prior to or at the time of the child's enrollment. Include in the system who will be responsible for reviewing child registration forms when received, communicating with families when further information is needed, and ensuring that completed registration forms are on site and readily available to all staff at all times moving forward.”

Correction date in the state record: Jun 28, 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.

“A review of staff quality and credentialing accounts, reflected a lack of documentation of CPR and first aid certification, verification of qualifications and up-to-date annual professional development. Corrective Action: Immediately plan to gather all required documents for all staff members and to submit the documents to Northern Lights at CCV. If you need assistance with this process, you may reach out to your Northern Lights at CCV resource advisor, [name] at (802) 885-8374 or amelia.struthers@ccv.edu. Develop a system which will prompt you and/or your staff members to submit all required documentation to Northern Lights at CCV in a timely manner moving forward.”

Correction date in the state record: Nov 19, 2019

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.

“There was not an adequate amount of mulch under and around; the 3 metal climbers, the tractor tire, the two sets of swings and the large structure with the slide. All of these pieces of equipment allow for children to reach a height over 30 inches. The cushioning materials measured 1 to 3 inches in all measured areas. Corrective Action: Immediately plan to place an adequate amount of cushioning material under and around all playground equipment which allows for children to reach a height of 30 inches or more or to discontinue the use of the equipment until such a time when an adequate amount of cushioing material is present. For more information about the guidelines for cushioing materials, you may consult the Consumer Product Safety Commission's National Playground Safety Standards by following this link: https://www.cpsc.gov/s3fs-public/325.pdf. Develop a system which will prompt you to routinely check, maintain and replace the cushioning materials in a timely manner moving forward.”

Correction date in the state record: Nov 19, 2019

Regulation 12.13: All outside equipment, materials, furnishings and play areas shall be sturdy, safe, and in good repair and shall meet the recommendations of the U.S. Consumer Product Safety Commission (CPSC). (See Appendix B).

“The steps on the large play structure with a slide had large pieces of the coating that were cracked and sticking out. The cracked coating was hard and sharp. Corrective Action: Immediately plan to repair, remove or replace the cracked coating on the climber or to discontinue use of the climber until such a time that the cracked coating has been repaired, removed or replaced. Develop a system which will prompt you to routinely check, maintain and repair all playground equipment moving forward.”

Correction date in the state record: Nov 19, 2019

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.

“The director stated that two staff members had not renewed their CPR and first aid cards prior to expiry. Corrective Action: Immediately plan to have the two staff members complete a CPR and first aid training. Develop a system which will prompt you or your staff members to renew their CPR and first aid certification prior to expiry moving forward.”

Correction date in the state record: Nov 19, 2019

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.

“While children were asked to wash thier hands after outside play and before eating snack, not all children did. During the visit, 24 children were present, 5 were observed to wash their hands upon entering the building, 17 were observed to eat snack. Corrective Action: Develop a system which prompts staff members to ensure that all children wash their hands before they eat, after toileting and after playing outside moving forward. Include details such as staff supervision and guidance for this process as this is a repeat violation.”

Correction date in the state record: Nov 19, 2019

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.

“The director stated that not all staff members have completed the online mandated reporter training. Corrective Action: Immediately plan to have all staff complete the online mandated reporter training. The link to the training can be found on the Child Development Division website; dcf.vermont.gov, Our Divisions, Childcare for Providers, Professional Development. Develop a system which will prompt you to ensure that all new staff members complete the online mandated reporter training in a timely manner moving forward.”

Correction date in the state record: Nov 19, 2019

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.

“Emergency evacuation drills were documented for October and November 2017 only. The Program Director could not confirm if evacuation drills had been done monthly from December 2017 through March 2018. Corrective Action: Establish a system that will ensure evacuation drills are conducted and documented monthly as required. Send an e-mail outlining the system put in place. Conduct and document two monthly evacuation drills for May and June 2018. For every month thereafter, conduct and record at least one emergency evacuation drill.”

Correction date in the state record: Sep 12, 2018