The Y ASPIRE @ Oak Grove School

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 present during this visit and reported to be working daily at the program for the 2023-2024 school year has not completed the required fingerprint clearance. The program was notified of this requirement when the record check was processed for this person in 2019. This is a repeat violation. The program was cited for failing to have fingerprints processed for different individuals during a compliance visit in 2023. Corrective Action: As explained to Staff Person A during the visit, this person may not be left alone with children until fingerprint clearance approval has been sent to the program. Have Staff Person A have their fingerprints processed at an approved fingerprint processing location. Ensure the individual uses the fingerprint authorization form from the Child Development Division website. Send either paid receipt for the processing or the fingerprint processing confirmation receipt to Licensing Field Specialist Crawford. Develop a plan that identifies who is responsible and how that person will monitor the background clearance process to ensure completion of this requirement in a timely fashion.”

Correction date in the state record: Jan 23, 2025

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 confirm that a person listed on the associated parties list has not been employed by the program for more than 3 months. Corrective Action: Review and update the associated parties list to accurately reflect who is connected to the program. Remove persons no longer associated and review/update position titles for those remaining on this list. Identify who within the organization will be responsible for this immediately and for on-going review.”

Correction date in the state record: May 1, 2024

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.

“Staff person B has been employed by the program since 2021 and no training or qualification information is in this person's BFIS quality and credential account. Corrective Action: Submit all trainings, certifications, and documentation of education for this person to Northern Lights@CCV for uploading to this person's BFIS Quality and Credential Account. Carbon Copy (CC) Licensing Field Specialist Crawford on those submissions. Develop a system with identified persons who are responsible for ensuring the timely and complete submission of materials into staff person's BFIS quality and credential accounts. Review all staff persons's accounts to ensure they are up to date.”

Correction date in the state record: Feb 11, 2025

Regulation 5.27: At least one Staff person who holds a current CPR card in rescue breathing, and airway obstruction shall be present at all times.

“It was confirmed in email correspondence with the Program Administrator following this visit that neither of the two staff persons present on 03/28/2024 had current CPR/1st aid certification. Corrective Action: As confirmed on 03/29/2024, someone currently certified in CPR/1st aid is present at all times children are in care. Develop a system to monitor that staff persons complete and then renew their CPR/1st aid certifications prior to remain in compliance to this rule.”

Correction date in the state record: Mar 17, 2025

Regulation 5.24: A Program Administrator or a designated Site Director shall be present at the program more than 50% of the time children are present.

“Staff statements and the staff sign in sheets confirm that the site director is present less than 50% of the hours of operation. Staff sign in sheets show this requirement was not met for the months of January, February, or March. Corrective Action: Ensure the program has a qualified site director on site as required by this rule. Send to this licensor the planned dates and hours of the site director's scheduled times for the remainder of the school year.”

Correction date in the state record: May 1, 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 two staff persons present providing care have not completed the fingerprint clearance process. Staff person A has been employed since September 2021 and the program was notified of the need to complete the fingerprint clearance process on 09/22/2021. Staff person B has been employed since December 2002 and the program was notified of the need to complete the fingerprint clearance process on 12/06/2022. Corrective Action: As required during the site visit, the program needs to have at least one staff person who has completed and the program received notification of approval through the background clearance process on site as of 04/03/2023. Send the dates of Staff person A & B's scheduled fingerprint processing to this licensor. Create a plan that will ensure staff complete the fingerprint clearance process in a timely fashion and send this plan for review.”

Correction date in the state record: May 2, 2023

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.

“Staff person A and Staff person B have each been working at the program for more than one year. Neither staff person has documention of qualifications in their Quality and Credential accounts. Corrective Action: Have each staff person's Quality and Credential account up to date. Send a program improvement plan to this licenser that outlines the steps to be in place to ensure all persons accounts are maintained as required.”

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.

“The on site Program Director reportedly did not return to the program at the start of the 2019-2020 school year. As of the date of this visit, this person was still listed in the BFIS system as the program director. Corrective Action: Review and update the associated parties list for the program. Send to this licenser the practice that is to be put in place to ensure the associated parties list is maintained up to date as required by this rule. Submit a change of Director notice via BFIS to notify licensing of the on site Program Director.”

Correction date in the state record: Oct 22, 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 titled emergency procedures which was presented by staff 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 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 emergency evacuation drills for the 2018-2019 school year are not available for review. Corrective Action: Have all required documentation on site available electronically or in paper form as required.”

Correction date in the state record: Oct 22, 2019

Regulation 9.1: Staff shall use positive methods of guidance that meet the individual needs of each child and encourage self-control, self-direction, self-esteem and cooperation including: * redirection * planning ahead to prevent problems * reinforcing and praising appropriate behavior * encouraging children to express their feelings and ideas instead of solving problems with force.

“A nine year old child was instructed to "sit out" at the picnic table for his second incident of jumping off the swings. Staff person, Dan who had set the requirement did not discuss nor approach the child while the child was seated at the picnic table. The child was heard telling an agemate "I am expelled". The group transistioned back inside the building without any resolution. During inside snack preparation and handwashing, a kindergartner was requried to sit at a school desk which faced the wall after he had been turning over stools in the room and running in the program space. When asked about this intervention, staff stated that the child would be required to sit at the table for a couple of minutes until the child was told to get up by a staff person. Corrective Action: Neither example of staff intervention involved positive guidance techniques nor were designed to instruct the child on acceptable alternatives. Submit a program improvement plan to elaine.crawford@vermont.gov that outlines the appropriate guidance techniques staff shall employ with the varied ages and developmental abilities of the children in the program. A copy of this plan shall be sent to elaine.crawford@vermont.gov by 11/20/2016”

Correction date in the state record: Dec 1, 2016

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 black landscrape fabric protruding through the cushioning material creates a tripping and/or fall hazard for at least two of the swings. Corrective Action: Before daily use of the swings the program shall ensure the cushioning material is in place and the underlying black fabric is fully covered. Submit an e-mail to elaine.crawford@vermont.gov outlining this process.”

Correction date in the state record: Dec 1, 2016

Regulation 12.10: Each day the program is operating and prior to use by children a designated person shall: * inspect the playground equipment and fencing to ensure it is in good repair. Equipment found in disrepair shall be either repaired or not used by children until appropriate repairs are made; and * inspect the playground for hazardous materials (for example, broken glass, syringes, condoms, etc.). Hazardous materials shall be removed prior to the playground being used by children.

“Children and staff were observed sitting upon the two picnic tables which each had sections of chipping peeling paint and splintering wood on the table surface benches and support beanms. One picnic table has a 1 inch by 12 inch section of crawcked and splintering wood upon a bench seat. Children were observed sitting upon this section during the visit. The second picnic table has a bench that is missing the second plank for seating. There is splintering wood at the corner of support beam connecting the one plank to the table. Corrective Action: As required during the visit, the picnic tables shall not be used unless and until they are in good repair and free from splintering pieces, peeling paint . Establish a daily program practice of asessing and determining if playground grounds and equipment are safe for use. Submit an e-mail outlining this process to elaine.crawford@vermont.gov”

Correction date in the state record: Dec 1, 2016