Upper Valley Haven After School Program

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 on 01/09/2025 that Staff person A was in a position requiring fingerprinting to be completed. It was confirmed during this visit on 01/06/2026, that Staff person A has not completed the fingerprinting process. Following an extensive discussion about position titles and roles as defined by regulations, Staff person A was changed to a volunteer in the program. Corrective Action: Develop a system and have an identified person responsible for monitoring the system that is to ensure timely completion of the fingperinting process. Send this via email to Licensing Field Specialist Crawford.”

Correction date in the state record: Sep 8, 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.

“There is an unlabeled epi-pen reported to be for a child in the program. The program does not have any documentation confirming the medical need for this emergency medication. Corrective Action: Have documentation on site of the medical needs for the identified child's allergy needs. If appropriate to have the epi-pen on site, have the required labeling and corresponding medical action plan on site for the discussed epi-pen. Establish a procedure that identifies the role and responsiblity of staff person(s) who: accepts medication into the program, confirms medications have the required labeling/packaging, and monitors medications for expiration dates. Send this plan information to Licensing Field Specialist Crawford by the identified corrective action due date.”

Correction date in the state record: Sep 8, 2026

Regulation 4.4: A system for taking attendance, including documentation of the time when each child arrives and departs each day he/she attends the Afterschool Child Care Program, shall be established.

“A child was observed in care at the program for approximately five (5) minutes and was not signed in nor out of the program. This is a repeat violation. Corrective Action: It was discussed that no matter how little time a child is present at the program, children must be accounted for on the attendance log. Develop a system to ensure all children are signed in and out of the program in the moment moving forward. In the corrective action email include details of the system developed to maintain compliance moving forward.”

Correction date in the state record: Apr 16, 2025

Regulation 11.27: Essential Maintenance Practices (EMPs) shall be performed prior to initial licensure and annually thereafter in the space defined as licensed space. Essential Maintenance Practices shall be performed by a person who (a) has been certified by the Vermont Department of Health to perform Essential Maintenance Practices, or (b) is supervised on-site by a person certified by the Vermont Department of Health to perform Essential Maintenance Practices.

“Upon review of the Vermont Department of Health Inspection, Repair, and Cleaning Practices database, and confirmation from the program, IRC practices have not been conducted as required. This is a repeat violation. Corrective Action: Immediately plan for an individual certified in IRC to perform required IRC practices. Once complete, file the compliance statement with the Vermont Department of Health at this website: https://secure.vermont.gov/VDH/emp/. Develop a system to ensure that IRC practices are conducted annually moving forward. In the corrective action email include the IRC compliance statement and details of the system developed to ensure compliance moving forward.”

Correction date in the state record: Apr 28, 2025

Regulation 11.25: Step stools for children shall be required if hand sinks are installed at other than child height.

“A child was observed climbing on the kitchen counter in order to reach the kitchen sink to wash their hands. Corrective Action: Immediately ensure that, should the kitchen sink continue to be used for handwashing, a step stool be available to children. In the corrective action email identifiy if the kitchen sink is still being utilized for hand washing, and the system developed to maintain compliance with this rule moving forward.”

Correction date in the state record: Apr 16, 2025

Regulation 4.4: A system for taking attendance, including documentation of the time when each child arrives and departs each day he/she attends the Afterschool Child Care Program, shall be established.

“Upon arrival to the program at 4:46 PM, four (4) children were observed in care. Daily attendance records reflected that five (5) children to have been signed in at the same time that morning and signed out at 5:00 PM. Corrective Action: Immediately develop a system to document each individual child's arrival and departure times in the moment each day. In the corrective action email include details of the attendance practice adopted to ensure compliance moving forward.”

Correction date in the state record: Apr 16, 2025

Regulation 5.39: Within six months of hire, all paid Staff counted in the staff/child ratios shall have obtained CDD-approved training in infant/child CPR and basic first aid for children, injury prevention and emergency readiness. All Staff shall receive retraining in first aid prior to the expiration date on each Staff person's first aid card.

“Upon review of on-site staff files it was identified that Staff A had not obtained certification in basic first-aid for children. Correspondence with Northern Lights at CCV confirmed that the certification Staff A had obtained previously, covered infant/child CPR alone. An Administrative Memorandum published 07/30/2019 requries all staff to obtain training in infant/child CPR and basic first aid for children within three (3) months of hire. Staff A has been employed at the program since 07/18/2024. Corrective Action: Immediately plan for Staff A to complete a CDD-approved training in basic first aid for children. Develop a system to ensure that all staff complete CDD-approved training in infant/child CPR and basic first aid for children within three (3) months of hire moving forward. In the corrective action email provide Staff A's certificate of completion and include details of the system developed to ensure compliance with this rule moving forward.”

Correction date in the state record: May 5, 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 arrival at the program Staff A was caring for four (4) children alone. Director statements confirmed that Staff A had not yet completed Orientation Training. Staff A has been employed at the program since 07/18/2024. Corrective Action: Immediately ensure that Staff A is not left alone with children until such a time that they have completed Orientation training as required and documentation has been provided to Supervisor Sheldrick-Humphries. Develop a system to ensure that all staff complete Orientation training prior to being left alone with children moving forward. In the corrective action email include evidence that Staff A has completed Orientation training. In addition, include details of the system developed to ensure all staff complete such training prior to being left alone with children moving forward.”

Correction date in the state record: May 5, 2025

Regulation 11.27: Essential Maintenance Practices (EMPs) shall be performed prior to initial licensure and annually thereafter in the space defined as licensed space. Essential Maintenance Practices shall be performed by a person who (a) has been certified by the Vermont Department of Health to perform Essential Maintenance Practices, or (b) is supervised on-site by a person certified by the Vermont Department of Health to perform Essential Maintenance Practices.

“Based on correspondence from the Vermont Department of Health, it was identified that the program has not complied with Inspection, Repair, and Cleaning (IRC) practices since 08/02/2022. Corrective Action: Immediately plan to comply with IRC practices as required by the Vermont Department of Health. Ensure a compliance statement has been filed with the Vermont Department of Health by 2/18/25. Develop a system to ensure that IRC practices are conducted annually moving forward. In the corrective action email include details of the system developed to ensure compliance moving forward.”

Correction date in the state record: Apr 28, 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.

“Upon review of the Program's BFIS account it was identified that the identified new Director had not submitted a Record Check Authorization to the Division priro to working in the program. The Director confirmed that this form had not been submitted successfully. Since the licensing visit a record check was submitted to the Division. Corrective Action: Develop a system to ensure that all staff regularly present at the program submit a Record Check Authorization form to the Division prior to working with children moving forward. In the corrective action email include details of the system developed to ensure compliance moving forward.”

Correction date in the state record: May 5, 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.

“Upon arrival at the program, Staff A was observed providing care for four (4) children alone. At the time of this visit Staff A had not received approval from the Division to be left alone with children based on fingerprinting results. Corrective Action: Develop a system to ensure that no individual be left alone with children until they have received approval from the Division to do so. In the corrective action email provide details of the system developed to include who is responsible for monitoring approval letters and how staff will be informed of which staff have and have not received approval.”

Correction date in the state record: May 5, 2025

Regulation 4.7: The following written information shall be provided to parents and prospective parents; for example, in a handbook or other format such as website access: * typical daily schedule * check-in and check-out attendance procedures * pick-up/drop-off policies; including releasing of children to authorized persons * description of the Afterschool Child Care Program which identifies the philosophy on goals for children and families * description of religious activities, if any * schedule of fees and payment plans * statement allowing parental access to the facility, their child's records and the Staff * explanation of program confidentiality policies * a policy regarding inclusion and exclusion of ill children in the Afterschool Child Care Program * a policy regarding storage and administration of medications * policies related to the inclusion of children with special needs and disabilities * policy regarding the reporting of suspected child abuse and/or neglect * policies for reporting a missing child * description of how to access and view these regulations and Division Afterschool Child Care Program information at: http://dcf.vermont.gov/cdd * requirements for maintaining accurate and up-to-date immunization records * offsite activity (field trip) policies * if offered, swimming activities policies * parent involvement opportunities * no smoking policy * relevant information about the program's Emergency Response Plan including communication and meeting site information * procedure on what to do in the case of a general emergency such as a school closing, etc. * policy regarding excluding persons whose presence is prohibited by these regulations * policy regarding use of pesticides as part of a least toxic integrated pest management policy * information concerning complaint procedures regarding the welfare of children and the Child Care Consumer Line telephone number * Assurance that non-discrimination and respect for each child's family and culture is maintained.

“Upon review of the Program's Family Handbook it was identified that only nine (9) of the twenty-four (24) required components were included. Corrective Action: By 02/13/2025 review and revise the Family Handbook to ensure that all required components are included. In the corrective action email include the revised Handbook to be assessed. Once the revisions have been assessed, continue to implement Licensor feedback until such a time when revisions made to the Handbook meet compliance.”

Correction date in the state record: May 5, 2025

Regulation 3.5: The Licensee shall notify the Division within 5 business days of any change or vacancy of the Site Director and/or Program Administrator position. If this position is not filled within 5 business days of the vacancy, the Licensee shall submit a written plan for interim coverage to the Division. A qualified replacement or interim plan approved by the Division shall be in place within thirty days from the date the position became vacant.

“Based on staff statements it was discovered that the identified Program Director had vacated the Director position on 12/20/2024. The Division did not receive notification of this change prior to this visit, which exceeded the required five (5) day notification. During the visit Staff B indicated that it was their first day serving in the Director position. Additionally, this rule was reviewed with the program on 12/21/21 during a Technical Assistance Visit. Corrective Action: By 01/27/2025 submit a Director Change notification in BFIS. Develop a system to ensure that if a change or vacancy in the Site Director position occurs in the future, that the Division is notified within five (5) business days. In the corrective action email include details of the system developed including who is responsible for ensuring program information is reported to the Division as required.”

Correction date in the state record: May 5, 2025