Y Day Camp

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.

“The Parent Handbook, reviewed in the 2025 compliance visit, was missing six (6) required topics. In this 2026 compliance visit, the parent handbook was reviewed and found to be missing five (5) out of the six (6) identified topics. These topics are 1. confidentiality, 2. missing child, 3. swimming activities policy, 4. excluding prohibited persons, and 5. pesticide use. Corrective Action: Submit the revised Parent Handbook, noting the location of each of the identified topics to Licensing Field Specialist Stark. Create a plan to shared the revised Parent Handbook with parents and staff members. Include who will be responsible for this task and when it will be completed. Send a detailed description of this plan to Licensing Field Specialist Stark. Status: Appeal Period.”

Correction date in the state record: Oct 15, 2026

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.

“Upon review of staff BFIS and Quality and Credential Accounts, it was identified that a Program Administrator, a Program Staff, and an Afterschool Aide did not have current certification in pediatric First Aid and infant and child CPR. Corrective Action: Develop a plan for the identified staff that continue employment the following summer, to obtain training in pediatric First Aid and infant and child CPR prior to working with children. Include in this plan the process of sending certificates to Northern Lights at CCV to be verified and uploaded to staff BFIS Accounts. Include a timeline and who will be responsible for ensuring tasks are complete. Send a detailed description of this plan to Licensing Field Specialist Stark. Create a system for tracking certification expiration dates and identify the individual responsible for ensuring staff remain certified. Send a detailed description of the system to Licensing Field Specialist Stark. Status: Appeal Period.”

Correction date in the state record: Oct 30, 2026

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.

“A compliance visit conducted in 2025 identified that the following items in the orientation training were missing: fire extinguisher use, staff sign off document to include agreement for the parent handbook and the orientation content. The Parent Handbook was reviewed at this compliance visit and found to be missing the same items identified in 2025. This program orientation has not yet been approved by the division. Individuals who have completed this program orientation have not met their Orientation requirement. Corrective Action: Send the revised program orientation to Licensing Field Specialist Stark. Once approved, send a copy of the orientation and staff sign off document to Northern Lights at CCV to be verified and submitted to the program's BFIS account. Send verification of this submission to Licensing Field Specialist Stark. Develop a plan to follow up on all talking points in compliance visit reports and complete all actionable items. Send a detailed description of this plan to Licensing Field Specialist Stark. Status: Appeal Period.”

Correction date in the state record: Oct 30, 2026

Regulation 18.50: The Licensee shall be responsible for compliance with these regulations and shall operate the Afterschool Child Care Program at all times within the terms and conditions of the license.

“A term on the license states that five (5) year old children cannot attend this program until they have completed Kindergarten. In discussion with staff, it was evident that two (2) children have attended the program this summer and have not yet entered Kindergarten. One attended last week and the other was absent on the day of the site visit. This child is a staff member's child. Corrective Action: Create a plan for ensuring five (5) year old children are not enrolled unless they have completed Kindergarten. Include how this information will be obtained, who is responsible for reviewing it, and how it will be enforced. Send a detailed description of this plan to Licensing Field Specialist Stark. Status: Appeal Period.”

Correction date in the state record: Oct 15, 2026

Regulation 4.14: The Licensee shall ensure that they and all Staff receive training and demonstrate understanding of their legal responsibilities regarding preventing and reporting suspected child abuse and neglect.

“Upon review of staff BFIS Quality and Credential Accounts, it was identified that eleven (11) staff members have not completed the division approved Mandated Reporter training. The mandated reporter responsibility was reviewed in the 2025 compliance visit, and the requirement for staff to obtain a division approved mandated reporter training was clarified. Corrective Action: Develop a plan for the identified staff that continue employment the following summer, to obtain the division approved Mandated Reporter training prior to working with children. Include in this plan the process of sending the training certificates to Northern Lights to be verified and uploaded to Staff BFIS Accounts. Include a timeline and who will be responsible for ensuring tasks are complete. Send a detailed description of this plan to Licensing Field Specialist Stark. Create a system for tracking completion of required trainings and identify the individual responsible for ensuring staff complete required trainings and send certificates to Northern Lights at CCV. Send a detailed description of the system to Licensing Field Specialist Stark. Status: Appeal Period.”

Correction date in the state record: Oct 30, 2026

Regulation 17.6: Staff/child ratios are as follows for transporting ambulatory children: Number of Children / Number of Staff: 1 - 6 children / 1 Staff person (can be the driver); 7 - 13 children / 2 Staff persons (can include the driver).

“Documentation about program practices and staff statements confirm the program provides commercial bus service for children to and from the camp. The following number of children rode the bus to the program on the identified dates: 07/07/2025 nineteen (19) children, 07/08/2025 fifteen (15) children, 07/09/2025 nineteen(19) children. It was confirmed that on each of these dates the only staff person on the bus was a sixteen (16) year old leader in trainer. Leaders-in- Training may not be left alone with children are required to be within the direct supervision of staff person(s) over the age of eighteen (18) years of age. The number of children present on the bus required at least two staff persons to be present daily. Failing to maintain staff to child ratio is considered a serious violation and requires a parental notification letter. Corrective Action: Serious violations require that a copy of this report is provided to families of children enrolled. This program is a camp and enrollment changes day to day and week to week, for this reason the report will be provided to families with children present from 07/07/2025 -07/11/2025. Send the names and contact information for the parents of children who attended the program between those dates and who are to receive a copy of this site visit letter.”

Correction date in the state record: Aug 20, 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.

“Attendance sheets for all six (6) camper groups were marked with a check mark. Times of arrival and departure for each camper were not noted, to include the time they got on or off the bus, if applicable. Corrective Action: As required during this visit, the program shall ensure daily attendance system includes the date and times children entered and departed the program. Attendance system shall include one (1) central attendance sheet that all campers and program staff can be accounted for during the program day. The system will be used by program staff as well as emergency personel to ensure all children and staff are accounted for at all times throughout the program day. Program shall maintain ongoing compliance with this rule.”

Correction date in the state record: Jul 10, 2025

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.

“Emergency medications were found onsite without the prescription and original medication packaging. 1. There was no prescription or packaging for EPI Pen, inhaler or drops. It was unclear if the drops were for ears or eyes, ziplock bag medications were kept in did indicate ears, dropper bottle indicated referring to packaging for dosage instructions. 2. An expired emergency medication was on site and admistered the week prior to site visit. Corrective Action: Ensure each prescribed medication is a current prescription, in it's original packaging; to include the original perscription, when a child begins their camp week(s). Program shall create a system to ensure all medications are reviewed for original prescriptions, expiration dates and original packaging at the beginning of the session(s) child(ren) attend, to ensure prescription and packaging are current, intact and kept with medication(s) at all times.”

Correction date in the state record: Aug 20, 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.

“Three staff persons who are confirmed to be counted in staff to child ratio regularly are employed for thier second season of camp without completing the required fingerprint clearance process. The program was notified on 07/29/22 that staff person A was required to complete the fingerprinter process. The program was notified on 08/11/2022 that staff persons B & C needed to complete the fingerprint clearance process. Corrective Action: Have the identified individuals complete the required fingerprint clearance process. Send documentation (receipt, invoice) to Licensor [name] that confirms the fingerprint processing has occurred. Develop a system that ensures the program requires staff persons to complete the fingerprinting process in a timely manner. This plan is to include how and by whom the fingerprinting requirements will be monitored.”

Correction date in the state record: Aug 23, 2023

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.

“On the date of this visit, there are eight staff persons present working with children for whom the Division has not received record check forms. Corrective Action: Develop a system to include submission of the required record check form at time of hire. Send to Licensor [name] an email explaining when in the hiring process the record checks will be completed, who within the organziation will be responsible for that, and how and when the program will confirm that submitted record checks are accepted/completed. The program submitted the missing record check forms for the persons present by 07/18/2023.”

Correction date in the state record: Aug 10, 2023

Regulation 18.43: A Licensee shall apply for renewal of a license on forms provided and in a manner prescribed by the Division. Renewal application requirements shall include at a minimum:

“There are five (5) staff persons currently employed by the program for whom the record check authorization forms have not been successfully submitted to the Child Development Division. It was confirmed that each of these individuals have worked at the program since the opening date of 06/27/2022. Corrective Action: Re-submit the record checks for the identified currently employed staff persons. Develop a system a monitoring system for the background clearance process that includes ensuring faxes are sent successfully, staff complete the required forms completely, and the associated parties list is checked regularly for updates.”

Correction date in the state record: Aug 2, 2022

Regulation 18.50: The Licensee shall be responsible for compliance with these regulations and shall operate the Afterschool Child Care Program at all times within the terms and conditions of the license.

“The program has been operating a two week session yearly for children who are five years of age and have not yet entered kindergarten. As of the license certificate issued in 2005, a term has been on the license that all children must be at least five years of age and have completed kindergarten to attend the program. This term ended the variance that was issued in 2003 that allowed the program to provide a two week session to five years old who were to attend kindergarten in the upcoming fall. By offering this two week session to children who have not completed kindergarten, the program has been out of compliance with the term of the license and the definition of school-age child (Rule 2.4.2) since 2005. Corrective Action: As agreed to by the licensee during a telephone call on 10/08/2021, the program is to no longer provide camp services to children who have not completed kindergarten. Send written confirmation of this program change. Include in this email what changes will be made to program materials to be distributed to the public about the summer 2022 operation.”

Correction date in the state record: Oct 31, 2021

Regulation 11.9: The facility's grounds, fencing and equipment shall be well-maintained and kept in good repair.

“One of the picnic tables used by children for lunch and snack had sections of splintering wood and missing sections of wood from the table surface, peeling paint on the table surface and benches and areas upon benches and table surface in which the paint has worn off and bare wood was exposed. Many of the stage benches had multiple sections of worn away or peeling paint. Corrective Action: Remove the picnic table unless and until the paint can be restored and all splintering addressed. Ensure all surfaces upon picnic tables and stage benches are free of peeling chipping paint and have intact paint surfaces. Send to this licenser the plan to addressed and maintain this equipment in good repair.”

Correction date in the state record: Aug 15, 2018

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 program has not practiced emergency evacuation drills for summer of 2017 or for the month of operation for the summer of 2018. Corrective Action: Establish an emergency evacuation route, plan, and drill schedule for this summer. As required two emergency evacuations are to be conducted before the end of the camp season. Send a copy of the emergency evacuation plan and dates of drills to this licenser.”

Correction date in the state record: Aug 15, 2018

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.

“The actual time of a child's arrival and departure are not recorded if the child arrives/departs at what is considered the expected times. Arrival times are noted for children who arrive late and departure times are noted for children leaving early. All other children are recorded as present with a checkmark system. This does not meet the requirements of this rule. Corrective Action: Effective immediately, each child's arrival and departure time are to be documented upon the attendance sheets. Children transported to and from the program by the Y bus are in the care of the program during their travel. For any child riding the Y bus, getting upon the bus is to be the child's arrival time for the program and the departure time for the child is when he/she is let out at his/her stop. Send confirmation of the revised attendance keeping system.”

Correction date in the state record: Aug 15, 2018