The Y ASPIRE @ Academy School

Regulation 10.8: The licensee shall develop and maintain a written Emergency Response Plan to respond to a full range of emergencies both natural and man-made. A complete plan shall include how the licensee will address and manage the following situations and responsibilities: * Evacuations of the building for fire or other emergencies such as lockdown situations and sheltering-in-place; * Specific concerns related to the location of the program, such as proximity to a nuclear reactor, an area prone to flooding or power loss; * Notifying the local authorities of the emergency; * A system for notifying the parents of the emergency; * Notifying the local emergency planning committee regarding the location of the Afterschool Child Care Program and using the committee as a resource in emergency planning for the program; * A system of identifying the children and staff present at the time of the emergency and maintaining knowledge of their whereabouts; * A plan for handling children with special needs; * An established evacuation meeting location within walking distance of the Afterschool Child Care Program; * Responsibility to account for all children and staff at the evacuation meeting place; * An established plan for relocation if necessary including safe transportation; and * Staff chain of command and individual staff roles and responsibilities, (if applicable) during emergencies.

“The on site Emergency Response Plan did not contain a plan to transport children if an evacuation required, how parents would be notified of such actions, or how parents would be re-unified with their children at the off site location. This requirement was reviewed and the requirement to update the existing plan discussed during a site visit on 12/11/2024. Corrective Action: Update the Emergency Response Plan to contain the required items. Send the plan to Licensing Field Specialist Crawford for review. Status: Appeal Period.”

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 program could not provide documentation that Staff person A is currently certified in CPR and the staff person could not recall the date of last training session. The program was given and additional two (2) business day to provide the documentation and did not do so. Corrective Action: Have Staff person A complete CPR training meeting the requirement of this rule. Develop a system to ensure all staff persons will remain current with CPR certifications.”

Correction date in the state record: Feb 11, 2025

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.

“The BFIS accounts for the three (3) staff persons reported to work daily in the program are incomplete. All three (3) BFIS accounts are missing documentation confirming completion of program's orientation, documentation of yearly professional development training, and documentation confirming completion of Protecting Vermont's Children from Abuse & Neglect. Each person has been employed at the program for more than one (1) year. Corrective Action: Update the identified staff person's BFIS accounts and all persons substituting in the program. Develop a plan to maintain up to date BFIS accounts. In this plan identify who will be responsible for monitoring accounts for timely and accurate listings.”

Correction date in the state record: Feb 11, 2025

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.

“There are three (3) persons listed on the associated parties list for whom the program does not have completed fingerprint clearance. The program was notified on 10/31/23 of Staff person B's need to be fingerprint for their role as a program aide. The program was notified for Staff person C on 10/17/19 that they needed to be fingerprinted for this role as a substitute. The program was notified on 11/29/21 that Staff person D needed to be fingerprinted for their role as a substitute. Corrective Action: Develop a system that ensures timely completion of the fingerprinting process. Identify in this plan who within the organization will monitor this process and be responsible for ensuring staff lists are up to date and accurate.”

Correction date in the state record: Feb 11, 2025

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 person A has not completed the required fingerprinting process as of the date of this visit and has been employed by the program since October 2022. The program was notified on 10/13/2022 that this person needed to complete the fingerprinting process for the Child Development Division. The staff person has reportedly averaged working three days per week since date of hire. Corrective Action: The identified staff person submitted for fingerprint processing on 12/27/2023. Develop a system to ensure persons submit to timely fingerprint clearance processing. In this plan, include the Y ASPIRE staff person responsible for monitoring the background clearance process for each new staff person.”

Correction date in the state record: Dec 20, 2023

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.

“The program was notified via the BFIS system that Staff person A needed to complete the fingerprinting supported clearance process on 09/04/2018. As of 02/17/2022, Staff Person A has not completed the fingerprint supported clearance process. It was confirmed that this individual was counted in staff to child ratio on 01/24/2022 and has provided care on other dates between 09/04/2018 and 01/24/2021. The program was notified via the BFIS system on 09/23/2021 that Staff Person B needed to complete the fingerprint supported clearance process. As of 02/17/2022, Staff Person B has not completed the process. It was confirmed that this individual served as a substitute counting in staff to child ratio in January 2022. Corrective Action: Ensure the identified staff persons are not left alone with children until the program receives confirmation via the BFIS system that each individual has been approved through the fingerprint supported clearance process. Contact Child Care Business Technician [name] for updated fingerprint required documentation to ensure Staff Person A & B have the up to date documentation for the fingerprinting process. Have the identified staff persons schedule their fingerprint process appointment by 02/28/2022. Develop a program improvement plan that will identify what systems are put in place to ensure the fingerprint supported clearance process is completed in a timely manner for all future staff persons. Identify in this plan, who for the organization will be responsible for monitoring the BFIS account for the program for updates from the Division regarding record check clearance for individuals and what steps will be put in place to ensure ongoing monitoring of compliance to this rule for all staff.”

Correction date in the state record: Mar 23, 2022

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.

“The posted menu in the program is for the month of September. Staff confirmed that they have not received a menu for October and that the program has not communicated to parents what the snack choices were to be or have been for the first week of October. Corrective Action: Ensure monthly menus are posted or sent home as required. Have the previous three months of menus on record for review. Send confirmation to this licenser as to when and how parents were given access to the October menu.”

Correction date in the state record: Oct 22, 2019

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.

“Confirmation of completion of abuse and neglect training is the only documentation in Staff person B's quality and credential account in the Bright Futures Information System (BFIS). This staff person has been employed at the program since 10/15/2018 Corrective Action: Submit the required documentation to NLCDC for uploading to this person's quality and credential account. Send an e-mail to this licenser outlining the procedure put in place to review all staff persons BFIS quality and credential accounts to ensure they are up to date and the steps in place to ensure documentation is to be submitted in a timely fashion.”

Correction date in the state record: Oct 24, 2019

Regulation 10.8: The licensee shall develop and maintain a written Emergency Response Plan to respond to a full range of emergencies both natural and man-made. A complete plan shall include how the licensee will address and manage the following situations and responsibilities: * Evacuations of the building for fire or other emergencies such as lockdown situations and sheltering-in-place; * Specific concerns related to the location of the program, such as proximity to a nuclear reactor, an area prone to flooding or power loss; * Notifying the local authorities of the emergency; * A system for notifying the parents of the emergency; * Notifying the local emergency planning committee regarding the location of the Afterschool Child Care Program and using the committee as a resource in emergency planning for the program; * A system of identifying the children and staff present at the time of the emergency and maintaining knowledge of their whereabouts; * A plan for handling children with special needs; * An established evacuation meeting location within walking distance of the Afterschool Child Care Program; * Responsibility to account for all children and staff at the evacuation meeting place; * An established plan for relocation if necessary including safe transportation; and * Staff chain of command and individual staff roles and responsibilities, (if applicable) during emergencies.

“The document title emergency procedures which was presented by staff persons as the emergency response plan for the program contains only one of the required eleven bullet points listed in this rule. The plan lists local authorites to contact for emergencies. The response plan does not address any other requirements of this rule. Corrective Action: Update the emergency reponse plan to address each required bullet point listed in this rule. Send confirmation that this plan has been updated and reviewed with all staff persons.”

Correction date in the state record: Oct 22, 2019

Regulation 18.79: The Licensee shall maintain a current list of the Licensee or Designee, Staff, and Volunteers, as applicable in BFIS. Any changes shall be reported through BFIS within five working days of the change.

“Staff person C is listed upon the associated parties list as program staff as of 10/28/2016 and has reportedly not worked at this program site. Staff person D is listed as a substitute for the program and reportedly finished in her role as of the June 2019. Corrective Action: Ensure the associated parties list accurately reflects the persons associated with the program and thier roles. Notify this licenser of the system to be put in place to ensure compliance to the requirements of this rule are maintained.”

Correction date in the state record: Oct 22, 2019

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 person A has been working with children two days per week since September 14, 2019. The program has not submitted a record check authorization form for this person. Corrective Action: Effective immediately, have this individual submit a record check form. Send an e-mail to this licenser outining the procedure that will be in place to ensure all new hires have record checks submitted prior to working with children.”

Correction date in the state record: Oct 22, 2019