The Tapestry Program's Rutland Intermediate School After School 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.

“Shortly after arrival at the program an individual arrived to provide an enrichment program to a group of children. This individual was identified to be holding the role of an Afterschool Activities Specialist, who staff statements reflected visits the program at least weekly, but had not submitted a Record Check Authorization form to the Division. Corrective Action: Immediately, and prior to working with children, ensure that the identified individual submits a Record Check Authorization form to the Division and submits to fingerprinting as required. Develop a system to ensure that all individuals regularly present at the ASP submit Record Check Authorization forms prior to working with children. In the corrective action email include details of the system developed to ensure compliance moving forward.”

Correction date in the state record: Jun 17, 2026

Regulation 13.20: All prescription medications shall be kept in the original containers and be clearly labeled with children's name, dosage, medication name, and schedule of administration.

“A child's prescription medication was observed without its original container. Corrective Action: Immediately ensure that all prescription medications are kept in their original containers, clearly labeled with the child's name, dosage, medication name, and schedule of administration as required by this rule. Develop a system to ensure that all prescription medications are stored in this manner moving forward. In the corrective action email include details of how you have come back into compliance with this rule and of the system developed to ensure compliance moving forward.”

Correction date in the state record: Aug 5, 2025

Regulation 4.5: Programs shall implement a system that documents the whereabouts of each child in attendance at all times.

“Child A was signed in on the master attendance sheet as being with group two (2) at 8:43. Child A was not signed in on the group two (2) attendance, despite staff stating Child A was present. Child A fell asleep while in the room assigned to group one (1) while there with group two (2). Child A was not signed in on the group one (1) attendance when remaining with that group after group two (2) left. Group two (2) had a notation that Child A was with group one (1) on that particular day. Corrective Action: Submit a program improvement plan that 1) identifies a system to ensure that if a child is scheduled to be with a particular group, that if the child is not accounted for that steps are taken to determine that child's whereabouts, 2) a system for the assigned group and the group a child transitions to, to document the shift in placement for that particular child. As part of the program improvement plan identify the system to ensure ongoing compliance to this rule is monitored.”

Correction date in the state record: Dec 1, 2022

Regulation 7.1: Each child shall be supervised at all times by Staff as appropriate for the age of the child.

“Child A was left behind sleeping in the cafeteria unsupervised for approximately five (5) minutes. Both groups who had Child A in their care at one (1) point in the day had left the cafeteria, gone to the classroom to collect items, and went to the bus for a field trip. It was identified that Child A was not present as children were checked off the list once they were on the bus. Child A is known to run away from staff. This rule was previously cited on 05/03/20222. This is a serious violation. Corrective Action: Submit a program improvement plan that review the programs practice on accounting for children's whereabouts at all times, to inlcude transitioning from one location to another. Ensure there is a system in place to monitor ongoing compliance to this rule.”

Correction date in the state record: Dec 1, 2022

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 are kept off site and the program uses an affidavit to testify staff files are complete. The affidavit provided on-site was last updated on 01/26/2022; there are thirty-one (31) staff on the associated parties list not reflected on the affidavit, and three (3) staff on the affidavit no longer reflected on the associated parties list. Corrective Action: If staff files remain off site ensure that the affidavit is up to date as required by this rule.”

Correction date in the state record: Sep 5, 2022

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.

“During lunch, children left the cafeteria in buddy groups to go to the bathroom. At different periods during this time, children were observed returning to the cafeteria alone, up to several minutes before the second person in the group returned. In addition, there were times that three (3) to six (6) same gender children were in the bathroom together without adult supervision. Staff were not observed to note the children, the time they left, or where they were going. When asked about where the remaining children were in a group as they lined up, Staff A stated that one (1) third grader was in the bathroom with a sixth grader from the other group. Corrective Action: Ensure staff understand the buddy system guidelines. Ensure that if the buddy system is used that there is a system to track where children go, and the time they left to ensure they return within the alloted time frame permitted. Develop a system to monitor staff understanding and compliance to this rule.”

Correction date in the state record: Sep 8, 2022

Regulation 7.1: Each child shall be supervised at all times by Staff as appropriate for the age of the child.

“Child A was released from the program by being brought outside. Staff B did not stay with the child to ensure the adult present assumed responsibility of them. Child A determined after Staff B returned inside, that their parent was not in fact present to pick them up. Child A was unable to re-enter the building and remained outside for five (5) minutes until their parent arrived. Corrective Action: Submit a program improvement plan that identifies the programs review with all staff on proper supervision, to include dismissing children and ensuring staff have the ability to stay with each child until the authorized person picking the child up has assumed responsibility of that child.”

Correction date in the state record: Jul 7, 2022

Regulation 7.4: After a child has checked into the program, under no circumstances shall a child exit the program unless accompanied by a parent or authorized person with the exception of a child who has written parental permission to exit the program on his or her own at a specified time.

“Child A was released from the program without Staff B or C confirming the identity of the caller requesting Child A be released, nor Staff B confirming the individuals identity when releasing Child A to walk to the vehicle. Corrective Action: Submit a program improvement plan that includes 1) updating the parent and staff handbook to reflect the dismissal procedures, ensuring the need to verify the identity of the individual picking up and ensuring they are on the authorized pick up list, the process for permitting someone not on the authorized pick up list to assume responsibility of a child, 2) reviewing the safe release of children with all current staff, and new staff to include all staff knowing where to locate the authorized pick up list, understanding the need to check to ensure individuals are on the authorized pick up list, confirming their identity prior to releasing a child(ren), documenting the actual departure time on the attendance list, and the system for advising all staff if there are changes to the authorized pick up list 3) monitoring the dismissal procedure for all staff to ensure the system is being implemented as outlined, 4) creating a system to communicate with staff in a timely fashion and prior to a shift in policy or procedure occurring that staff need to know how to properly implement.”

Correction date in the state record: Jul 7, 2022