V.U.S.D.#20 - Sycamore Early Childhood and School Age Program

AAC R9-5-203.E. E. If a staff member possesses a fingerprint clearance card that was issued before the staff member became a staff member at the facility, a licensee shall: 1. Contact the Department of Public Safety before the individual becomes a staff member to determine whether the fingerprint clearance card is valid; and 2. Document this determination, including the name of the staff member, the date of contact with the Department of Public Safety, and whether the fingerprint clearance card is valid.

“Findings: Based on the Compliance Officer's observations and the review of facility documentation, it was determined that the files for Staff #1 and Staff #2 lacked documentation that their Fingerprint Clearance Cards were validated prior to their current employment date.”

AAC R9-5-309.C. C. A licensee shall maintain on facility premises: 1. A current fire inspection report including documentation of any repairs or corrections required by the fire inspection report; and 2. If there are gas pipes that run from a gas meter to an appliance or location on the facility premises, a current gas inspection report including documentation of any repairs or corrections required by the gas inspection report.

“Findings: Based on the Compliance Officer's observations, the facility lacked a current, violation-free fire inspection report.”

AAC R9-5-309.C. C. A licensee shall maintain on facility premises: 1. A current fire inspection report including documentation of any repairs or corrections required by the fire inspection report; and 2. If there are gas pipes that run from a gas meter to an appliance or location on the facility premises, a current gas inspection report including documentation of any repairs or corrections required by the gas inspection report.

“The Compliance Officer reviewed the fire inspection and observed that the corrections of the violations were not on file. The Compliance Officer reviewed the most recent gas inspection and observed that it was conducted on 4/29/24 and is therefore expired.”

AAC R9-5-402.A. A. A licensee shall maintain a file for each staff member containing:1. The staff member’s name, date of birth, home address, and telephone number; 2. The staff member’s starting date of employment or volunteer service; 3. The staff member’s ending date of employment or volunteer service, if applicable; 4. The name and telephone number of an individual to be notified in case of an emergency; 5. The staff member’s written statement attesting to current immunity against measles, rubella, diphtheria, mumps, and pertussis; 6. The form required in A.R.S. § 36-883.02(C); 7. Documents required by R9-5-203; 8. Documents required by R9-5-301; 9. Documents required by R9-5-401, if applicable; 10. If applicable: a. The form required in A.R.S. § 8-804(I), b. Documentation of the submission required in A.R.S. § 8-804 and the information received as a result of the submission, and c. Documentation of training provided by a licensee as required by R9-5-403, if applicable; 11. A copy of any current license or certification required by A.R.S. Title 36, Chapter 7.1, Article 1. or this Chapter; and 12. Documentation of the requirements in A.R.S. § 36-883.02(D).

“The Compliance Officer reviewed the file for Staff 1 and observed that it lacked official documentation of education.”

AAC R9-5-512.D. D. A licensee shall ensure that toilet bowls, lavatory fixtures, and floors in toilet rooms and kitchens are cleaned and sanitized as often as necessary to maintain them in a clean and sanitized condition or at least once every 24 hours.

“Compliance Officer observed an unflushed toilet containing urine in the bathroom next to classroom 540.”

AAC R9-5-512.F. F. A licensee shall ensure that:1. Each toilet room in a facility contains, within easy reach of enrolled children: a. Mounted toilet tissue; and b. Except as provided in subsection (G): i. A sink with running water; ii. Soap contained in a dispenser; and iii. Disposable, single-use paper towels in a mounted dispenser, or a mechanical air hand dryer; 2. Staff members wash their hands with soap and running water after toileting; 3. An enrolled child’s hands are washed with soap and running water after toileting; 4. Except for a cup or receptacle used only for water, food waste is stored in a covered container and the container is clean and lined with a plastic bag; 5. Food waste and other refuse is removed from the facility building at least once every 24 hours or more often as necessary to maintain a clean condition and avoid odors; 6. A staff member or an enrolled child does not draw water for human consumption from a toilet room handwashing sink; 7. Toys, materials, and equipment are maintained in a clean condition; 8. Plumbing fixtures are maintained in a clean and working condition; and 9. Chipped or cracked sinks and toilets are replaced or repaired.

“Compliance Officers observed uncovered food waste in rooms 540, 541 and the preschool playground.”

AAC R9-5-516.B.3. B. If prescription or nonprescription medications are administered, a licensee shall ensure that:3. A facility director, or a staff member designated in writing by the facility director, does not administer a medication to an enrolled child unless the facility receives written authorization signed by the enrolled child’s parent or health care provider that includes the: a. Name of the enrolled child; b. Type of the medication; c. Prescription number, if any; d. Instructions for administration specifying the: i. Dosage and route of administration; ii. If indicated, starting and ending dates of the dosage period; and iii. Times and frequency of administration; e. Reason for the medication; and f. Date of authorization; and

“Compliance Officer observed medication being stored in classroom 701 for Child 4. The medication form did not have a starting or ending date of the dosage period, time or frequency to administer the medication, or a prescription number.”

AAC R9-5-516.B.4. B. If prescription or nonprescription medications are administered, a licensee shall ensure that:4. A staff member : a. Administers a prescription medication provided by a parent only from a container dispensed by a pharmacy; b. Administers a nonprescription medication provided by a parent for an enrolled child only from a container prepackaged and labeled for use by the manufacturer and labeled with the enrolled child’s name; c. Does not administer any medication that has been transferred from one container to another; and d. Does not administer a nonprescription medication to an enrolled child inconsistent with the instructions on the nonprescription medication’s label, unless the facility receives written authorization from the enrolled child’s health care provider.

“Senior Compliance Officer observed that the medication for Child 4 was not in its original container. It was being stored with the chamber in a zip lock bag.”

AAC R9-5-603.E. E. A licensee shall ensure that the following is provided and maintained within the fall zones of swings and climbing equipment in an outdoor activity area:1. A shock-absorbing unitary surfacing material manufactured for such use in outdoor activity areas; or 2. A minimum depth of 6 inches of a non-hazardous, resilient material such as fine loose sand or wood chips.

“Senior Compliance Officer used a Department approved tool to measure the resilient surface. 2” of wood chips were measured at the base of the slides on preschool playground.”

AAC R9-5-301.B. B. A licensee shall ensure that a facility director: 1. Designates, in writing, an individual who meets the requirements of R9-5-401(2) to act on behalf of the facility director when the facility director is not present in the facility; 2. Supervises or assigns a teacher-caregiver to supervise each staff member who does not meet the qualifications of R9-5-401(3); 3. Prepares a dated attendance record for each day and ensures that each staff member documents on the attendance record the time of each arrival and departure of the staff member; and 4. Maintains on the facility premises, the dated attendance record required in subsection (B)(3) for 12 months after the date on the attendance record.

“Staff 1 was alone with enrolled children, is not qualified and is not being supervised.”

AAC R9-5-301.D. D. A licensee shall ensure that the following individuals are allowed immediate access to facility premises during hours of operation: 1. A parent of an enrolled child or an individual designated in writing by the parent of an enrolled child; or 2. A representative of: a. The Department, b. The local health department, c. Arizona Department of Child Safety, or d. The local fire department or State Fire Marshal.

“Upon arriving to the facility, Compliance Officers observed a sign on the gate stating that if an individual did not have the application downloaded on their phone to enter the facility they needed to call the Director at a specified number and the Director would let the individual into the facility. Senior Compliance Officer called the number which went straight to voicemail. A message was left stating that the Compliance Officers were waiting at the gate to be let in. Senior Compliance Officer called the number 6 times and went to voicemail each time. Compliance Officers proceeded to the front of the school to see if there was an entrance there. The office was closed, and all gates to enter the property were locked. Compliance Officers proceeded back to the preschool at which time parents were picking up their children. Compliance Officers were able to get into the facility after 20 minutes of failed attempts.”

AAC R9-5-301.I. I. At least once a month, and at different times of the day, a licensee shall ensure that an unannounced fire and emergency evacuation drill is conducted and each staff member and enrolled child at the facility participates in the fire and emergency evacuation drill. 1. If child care services for a child with special needs are provided at a facility, the licensee shall provide for the enrolled child’s participation in each fire and emergency evacuation drill according to the enrolled child’s individualized plan as specified in R9-5-507(A)(1). 2. A licensee shall document each fire and emergency evacuation drill and maintain the documentation on facility premises for 12 months after the date of the fire and emergency evacuation drill.

“Compliance Officer reviewed the fire drill log, and observed that a fire drill was conducted on1/28/24, which is a Sunday.”

AAC R9-5-303.A. A. A licensee shall post in a place that can be conspicuously viewed by individuals entering or leaving the facility or activity area, the:1. Facility’s license; 2. Name of the facility director; 3. Name of the individual designated to act on behalf of the facility director when the facility director is not present in the facility, as prescribed by R9-5-301(B)(1); 4. Schedule of child care services fees and policy for refunding fees as prescribed by A.R.S. § 36-882(P); 5. Breakfast, lunch, dinner, and snack menus for each calendar week at the beginning of the calendar week; 6. Notice of the presence of any communicable disease or infestation listed in 9 A.A.C. 6, Article 2, Table 2, from the date of discovery through the incubation period of the communicable disease or infestation; 7. Notice of the Department’s intent to deny, revoke, or suspend as prescribed by A.R.S. § 36-888 at the expiration of time in the notice for the licensee to respond; 8. Notice of an intermediate sanction imposed as prescribed by A.R.S. § 36-891.01 within 10 calendar days after the licensee received notice of the intermediate sanction; 9. Notice of a legal injunction imposed as prescribed by A.R.S. § 36-886.01 when the licensee receives the legal injunction; and 10. Notice of the availability of facility inspection reports for public viewing at the facility premises.

“Compliance Officer reviewed the chain of command to see who was next in charge; as the facility Director was not present. The next person is charge, Staff 2 was not present at the time of the inspection, Staff 3 only works during the school year, Staff 4 had just left the facility, and Staff 5 no longer works at the facility.”

AAC R9-5-304.B. B. Except as required in A.R.S. § 36-3009, before an enrolled child receives child care services, a licensee shall require the enrolled child’s parent to complete a Department-provided Emergency, Information, and Immunization Record card that is signed by the enrolled child’s parent containing: 1. The child’s name, home address, city, state, zip code, home telephone number, sex, and date of birth; 2. The date of the child’s enrollment; 3. The name, home address, city, state, zip code, and contact telephone number of each parent of the child; 4. The name and contact telephone number of at least two individuals authorized by the child’s parent to collect the child from the facility in case of emergency, or if the child’s parent cannot be contacted; 5. The name and contact telephone number of the child’s health care provider; 6. The written authorization for emergency medical care of the enrolled child when the parent cannot be contacted at the time of the emergency; 7. The name of the individual to be contacted in case of injury or sudden illness of the child; 8. The written instructions of a child’s parent or health care provider for nutritional and dietary needs of the child including, if applicable, the request in R9-5-509(C)(9); and 9. A written record completed by the child’s parent or health care provider noting the child’s susceptibility to illness, physical conditions of which a staff member should be aware, and any individual requirements for health maintenance.

“Compliance Officer reviewed ten children's emergency records. The records for Child 1,2, and 3 were missing the parent signature on back of the record.”

AAC R9-5-305.A. A. A licensee shall not permit an enrolled child to attend a facility until the facility receives: 1. An immunization record for the enrolled child with the information required in 9 A.A.C. 6, Article 7, documenting that the enrolled child has received all current, age-appropriate immunizations required under 9 A.A.C. 6, Article 7: a. Provided by a healthcare provider, or b. Generated from the Arizona State Immunization Information System, which is the Department’s child immunization reporting system established in A.R.S. § 36-135; or 2. An exemption affidavit for the enrolled child provided by the enrolled child’s parent that contains: a. A statement, signed by the enrolled child’s health care provider, that the immunizations required by 9 A.A.C. 6, Article 7 would endanger the enrolled child’s health or medical condition; or b. A statement, signed by the enrolled child’s parent, that the enrolled child is being raised in a religion whose teachings are in opposition to immunization.

“Compliance Officer observed that Child 3 was missing documentation of their immunization record and/or exemption.”

AAC R9-5-401.3. A licensee shall ensure that staff members meet the following qualifications for employment or volunteer service at a facility:3. A teacher-caregiver is 18 years of age or older and provides the licensee with documentation of one of the following: a. Six months of child care experience and: i. A high school diploma or high school equivalency diploma; or ii. At least 12 credit hours from an accredited college or university, including at least six credit hours in early childhood, child development, or a closely-related field; b. Associate or bachelor degree from an accredited college or university in early childhood, child development, or a closely-related field; or c. N.A.C., C.D.A., or C.C.P. credential;

“Staff 1 was alone with the enrolled children in classroom 540. Upon review of their personnel file, Compliance Officer observed that Staff 1 is not qualified as they do not have documentation of 6 months of child care experience.”

AAC R9-5-404.E. E. In addition to maintaining the required staff-to-children ratios, a licensee shall ensure that:1. Staff members are present on facility premises to perform facility administration, food preparation, food service, and maintenance responsibilities; and 2. Facility maintenance does not depend on the work of enrolled children.

“Senior Compliance Officer determined that there was not enough staff at the beginning of the inspection. The staff in the school age classroom were not able to access the personnel files because they could not leave their classrooms. Compliance Officers proceeded to the preschool classrooms located on the other side of the property. The Compliance Officers were not able to gain access to the classrooms as the gate was locked, and there were no staff available to let Compliance Officers into the preschool area. Compliance Officers walked back to the school age classrooms. The Director arrived 15-20 minutes later. According to the Director, she received the voicemail and called her staff to let the Compliance Officers in. Per the Director, the staff stated that they could not leave their classrooms unsupervised. Upon review of the file for Staff 1, who was alone with the enrolled children is not qualified and should have been supervised. The only other available staff according to the chain of command had already left for the day.”

AAC R9-5-501.A.10. A. A licensee shall ensure that:10. At least one indoor activity area in the facility is equipped with at least one cot or mat, a sheet, and a blanket, where an enrolled child can rest quietly away from other enrolled children;

“Senior Compliance Officer observed a child napping in classroom 541. The child was laying on a bean bag while other children were playing around them. The child was not provided with a mat, sheet or blanket. Compliance Officer observed that the facility did not have a sheet available.”

AAC R9-5-501.A.19. A. A licensee shall ensure that:19. Except as provided in subsection (A)(20), the following are stored separate from food storage areas and are inaccessible to an enrolled child: a. All materials and chemicals labeled as a toxic or flammable substance; b. All substances that have a child warning label and may be a hazard to a child; and c. Lawn mowers, ladders, toilet brushes, plungers, and other facility equipment that may be a hazard to a child;

“Senior Compliance Officer observed a bottle of Dawn Dish Soap under the sink in classroom 540. The bottle had a child warning label and was accessible to the enrolled children. In classroom 701, there was a container of Lysol Wipes, a can of Lysol Spray and 3 cans Air Fresheners under the diapering surface. Each of the items had a flammable and/or child warning labels, and were accessible to the enrolled children.”

AAC R9-5-501.C.5. C. A licensee shall ensure that a staff member:5. Except as provided in subsection (D), prepares and posts a dated lesson plan in each indoor activity area for each calendar week, which is maintained on facility premises for 12 months after the lesson plan date and provides opportunities for each child to: a. Gain a positive self-concept; b. Develop and practice social skills; c. Think, reason, question, and experiment; d. Acquire language skills; e. Develop physical coordination skills; f. Participate in structured large muscle physical activity; g. Develop habits that meet health, safety, and nutritional needs; h. Express creativity; i. Learn to respect cultural diversity of children and staff; j. Learn self-help skills; and k. Develop a sense of responsibility and independence;

“Senior Compliance Officer observed that classroom 541 had a lesson plan dated April 8th-12th. Classroom 701 had a lesson plan dated May 25th-31st.”

AAC R9-5-501.C.6. C. A licensee shall ensure that a staff member: 6. If an activity in the lesson plan required in subsection (C)(5) includes screen time, include in the lesson plan the duration of the screen time in minutes;

“Senior Compliance Officer observed that the posted activity schedule in room 541 did not reflect the summer hours.”

AAC R9-5-503.A.1. A. A licensee shall ensure that each diaper changing area required in R9-5-601(4) contains:1. A nonabsorbent, sanitizable diaper changing surface that is: a. Seamless and smooth, and b. Kept clear of items not required for diaper changing;

“Senior Compliance Officer observed that the diapering surface in classroom 701 had a niche holding ponytail ribbons, bells and a ball. The diaper changing sink had artificial foliage hanging on the back splash, two plastic plates behind the faucet, a watering jug, an empty pitcher and two plastic blocks.”

AAC R9-5-512.A. A. A licensee shall maintain facility premises free of insects and vermin.

“Per Allegation: Case # 85850 and 85820 Based on staff interviews and observation, it was determined that mice droppings were in classroom 703, but were cleaned up. A mouse glue trap was observed in the office located between classrooms 703 and 704. According to the Director, she placed mice traps out and caught two mice. She stated that she cleaned the mice droppings in classroom 703, but has not had time to clean classroom 704. According to two staff, classrooms 703 and 704 have been used a day and a half during a four week period. Senior Compliance Officer observed mice dropping along the window sill in the office. In classroom 704, there were several mice droppings in the pull out cubbies. One cubby had a blanket with visible droppings. Random droppings were observed along the window sill, along the baseboards and several droppings on the art equipment being stored next to the window by the bathroom.”