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Council Connections
 		June 2011

Enjoy the June edition of School Age Connections, an e-newsletter from the Child Care Council of Westchester.  As the after school year winds down to another end, take a moment to smell the flowers and revel in your accomplishments over the past year.  Enjoy the summer and re-energize and rejuvenate. We'll see you in August!  

 
Susan M. Edelstein

Director, ISACC
School Age Newsletter
School Age Child Care Regulation Review
TA Tip of the Month
Resources for School Age Staff
Upcoming Events and Trainings
School Age Child Care Regulation Review: 414.15 Management and Administration 
The end of a year is a great time to take a fresh look at the management and administration of your program, especially as it relates to the regulations.  Review these regulations to ensure you have a strong handle on what is needed when you re-open in September. You'll find portions of the regs underlined; these are violations we have seen numerous times this past year.

(a) School-age child care programs must comply with the following standards:

 

(1) Each school-age child care program must register with the Office and must operate in compliance with the regulations of the Office and all other applicable laws and regulations. No person or entity may operate a school-age child care program unless registered with the Office;

 

(2) Providers who have registered with the Office must provide proof of registration and information concerning any waivers that have been approved by the Office upon request;

 

(3) A new application for registration must be submitted to the Office when there is a change in the name, address or operator; when reinstatement of a withdrawn application is sought; or when a registration is sought following the Office's revocation of, or denial of an application to renew, a registration;

 

(4) The provisions specified on the registration are binding and the school-age child care program must operate in compliance with the terms of the registration. The number and age range of children specified thereon are the maximum number and age range of children who may be in the care of the school-age child care program at any one time;

 

(5) Information relating to an individual child is confidential and cannot be disclosed without written parental permission to anyone other than the Office, its designees or other persons authorized by law. Information relating to an individual child may be disclosed to a social services district where the child receives a day care subsidy from the district, where the child has been named in a report of alleged child abuse or maltreatment, or as otherwise authorized by law. Redisclosure of confidential HIV-related information, as defined in section 360-8.1 of this Title, concerning a child receiving school-age child care is not permitted except in a manner consistent with article 27-F of the Public Health Law;

 

(6) A school-age child care program may not refuse to admit a child to the program solely because the child is a child with a disability or has been diagnosed as having human immunodeficiency virus (HIV), HIV-related illness or acquired immune deficiency syndrome (AIDS). Each such child must be evaluated by the provider to determine whether the child could be accommodated in the program if reasonable modifications are made to the premises and/or program. Nothing contained in this paragraph shall be deemed to require the provider to incur significant additional expenses to modify the premises and/or program to accommodate such a child;

 

(7) A school-age child care program must give the parent, at the time of admission of a child, a written policy statement including, but not limited to: the responsibilities of the program; the responsibilities of the parent; the policies of the school-age child care program regarding admission; the disciplinary policy; the program activities to be provided; a summary of the program's health care policies, including the level of illness the program will accommodate; actions the school-age child care program will take in the event the child is not picked up as scheduled; the food service arrangements; and instructional materials on the available procedures and legal remedies if they suspect their child has been abused or maltreated;

 

(8) (i) The parent of a child receiving care must have: unlimited and on demand access to such child; the right to inspect all parts of the building used for school-age child care or which could present a hazard to the health or safety of the child whenever the parent requests at any time during the hours of operation of the school-age child care program; unlimited and on demand access to the provider whenever such child is in care or during the normal hours of operation; and unlimited and on demand access to written records concerning such child except where access to such records is otherwise restricted by law;

 

(ii)(a) The parents of all children receiving care in a school-age child care program equipped with video surveillance cameras installed for the purpose of allowing parents to view their children in the day care setting by means of the internet must be informed that cameras will be used for this purpose. All staff of the school-age child care program must also be informed if video surveillance cameras will be used for this purpose.

 

(b) All parents of children enrolled in the school-age child care program and all staff of the school-age child care program must be made aware of the locations of all video surveillance cameras used at the school-age child care program.

 

(c) School-age child care programs opting to install and use video surveillance equipment must comply with all State and federal laws applicable to the use of such equipment.

 

(d) Video surveillance cameras may not be used as a substitute for competent direct supervision of children.

 

(e) School-age child care programs opting to allow parents to view their children in the day care setting by means of the internet must use and maintain adequate internet security measures at all times. Such measures include but are not limited to: frequent changes of passwords; filtering measures that prohibit public access to or viewing of day care activities via the internet; and immediate corrective action in response to any report of abuse of the system or inappropriate access. Such programs must also advise the parents having access to views of the day care program through the internet of the importance of security in regard to such viewing and of the importance of the privacy rights of other children who may be viewed.

 

(f) Video surveillance cameras are permitted to transmit images of children in common rooms, hallways and play areas only. Bathrooms and changing areas must remain private and free of all video surveillance equipment.

 

(g) School-age child care programs that use video surveillance equipment must allow inspectors and other representatives of the Office to have access to such equipment and to have viewing privileges as required by the Office.

 

(9) School-age child care programs must post or display conspicuously in a place to which parents have free and daily access, the following:

 

(i) the Office's school-age child care program regulations;

(ii) the name(s), addresses and telephone numbers of person(s) with the legal responsibility and administrative authority for the operation of the school-age child care program; and

(iii) the address and telephone number of the appropriate regional office of the Office which may be contacted to lodge a complaint against the program for violations of statutory and regulatory requirements;

 

(10) School-age child care programs must admit inspectors and other representatives of the Office onto the grounds and premises at any time during the hours of operation of the program. Such inspectors and representatives must be given free access to the building or buildings used by the program, staff and children and any records of the program. School-age child care staff must cooperate with inspectors and other representatives of the Office in regard to any inspections or investigations that are conducted by the Office or its' representatives. School-age child care staff also must cooperate with local Child Protective Services' Staff conducting any investigation of alleged child abuse or maltreatment;

 

(11) School-age child care programs must comply with all applicable State and federal laws relating to equal employment opportunities;

 

(12) School-age child care programs must report to the Office: any change affecting, or which reasonably might be expected to affect, those portions of the building in which the program is located or which are used for the children's egress in the case of an emergency; any change of director; and any other change that would place the program out of compliance with applicable regulations;

 

(13) All staff of the school-age child care program must be familiar with the regulations governing such programs. Such regulations must be readily accessible to staff for reference purposes;

 

(14) The provider must immediately notify the Office upon learning of the death, serious injury or infectious illness of an enrolled child which occurred while the child was in care at the program or was being transported by the provider;

 

(15) Parents must be given the opportunity to discuss issues related to their children and care of their children with an appropriate staff member or members. Such opportunities must occur at the time of enrollment and as frequently as needed thereafter, but at least annually;

 

(16) The indoor and outdoor areas of the school-age child care program where the children are being cared for must not be used for any other business or social purpose when children are present such that the attention of staff is diverted from the care of the children. When a school-age child care program is located in a multi-use building, those portions of the building designated for the care of children must be used exclusively for child day care during the hours that children are present; and

 

(17)(i) Within five days after receiving the initial registration and before actually commencing operation, the provider must, using a form specified by the Office for that purpose, notify the local police and fire departments of the municipality within which the school-age child care program is located of the following:

 

(a) the address of the school-age child care program;

 

(b) the maximum capacity of the school-age child care program;

 

(c) the age range of children that will be in care; and

 

(d) the hours during which children will be in care.

 

(ii) If the local municipality does not have a police or fire department, the sheriff of the county within which the school-age child care program is located must be notified instead. The provider must notify the local police and fire departments or the county sheriff, as appropriate, if there is any change in any of the information required to be provided pursuant to subparagraph (i) of this paragraph.

 

(b) Conditions which apply to school-age child care program registration are as follows:

 

(1) No registration will be issued unless the provider is in full compliance with the regulations of the Office and all other applicable laws and regulations except where a waiver of one or more requirements of this Part has been approved in writing by the Office in accordance with section 413.5 of this Title;

 

(2) The effective period of the initial registration and each subsequent registration will be up to two years each so long as the provider remains in compliance with applicable laws and regulations during such periods;

 

(i) If a provider or operator has not met the training requirement specified in section 414.14 of this Part, a subsequent registration may be issued for a period of up to one year following the completion of an acceptable inspection of the school-age child care program;

 

(ii) No more than one such limited renewal may be issued in succession;

 

(3) A registration is not transferable to any other provider or location;

 

(4) School-age child care programs required to be registered with the Office will not be exempt from this requirement through registration with another State agency or certification, registration or licensure by any local governmental agency or authorized agency; and

 

(5) Before denial of an application for registration or renewal of registration, the provider is entitled to a hearing before the Office pursuant to Part 413 of this Title.

 

(c) The provider must maintain on file at the school-age child care program, available for inspection by the Office or its designees at any time, the following records in a current and accurate manner:

 

(1) a copy of the evacuation plan, as required in section 414.5 of this Part, specifying alternate means of egress;

 

(2) an approved health care plan as required in section 414.11 of this Part;

 

(3) a sample copy of all forms used in the school-age child care program;

 

(4) the name, address, gender, and date of birth of each child; each child's parents' names, addresses, telephone numbers and place(s) at which the parents or other persons responsible for the child can be reached in case of an emergency; and the names and addresses of persons authorized to take the child from the school-age child care program;

 

(5) daily attendance records;

 

(6) children's health records, including parental consents for emergency medical treatment; the name and dosage of any medications used by a child, the frequency of administration of such medications and a record of their administration by school-age child care program staff; and a record of illnesses, injuries and any indicators of child abuse or maltreatment;

 

(7) copies of the school-age child care program's personnel policies and practices;

 

(8) copies of staff health statements;

 

(9) a description of the pattern of supervision of staff by the director, program specialist or other responsible person and procedures to assure adequate and appropriate supervision of employees and volunteers of the program;

 

(10) personnel information including a list of all staff with job assignments and schedules; Statewide Central Register clearance forms; criminal history review information; staff resumes; and other information required by section 414.13 of this Part;

 

(11) when the school-age child care program is incorporated, the following additional documentation:

 

(i) a copy of the certificate of incorporation and any amendments thereto;

 

(ii) verification of filing of the certificate of incorporation and any amendments thereto with the Secretary of State; and

 

(iii) a current list of the names of the board of directors and their addresses, telephone numbers of the current principal officers and members, and the business and civic qualifications of all such individuals;

 

(12) when the school-age child care program is owned by an individual, corporation, partnership or other entity using a business or assumed name, a copy of the certificate of doing business under an assumed name obtained from the county clerk;

 

(13) a copy of a certificate of insurance from an insurance company showing the intent to provide general liability insurance to the school-age child care program upon registration and a copy of the insurance policy;

 

(14) a description of specific procedures which will assure the safety of a child who is reported to the Statewide Central Register of Child Abuse and Maltreatment as well as other children provided care in the school-age child care program;

 

(15) a description of the procedure to be used to review and evaluate the background information supplied by applicants for employment and volunteer positions, as required in section 414.13 of this Part;

 

(16) a description of the schedule and content of training as required in section 414.14 of this Part, including use of both in-service training and outside training resources;

 

(17) a description of policies and practices regarding appropriate supervision of children in conformance with section 414.8 of this Part;

 

(18) a copy of the notification form provided to the local police and fire departments or the county sheriff as required in paragraph (17) of subdivision (a) of this section; and

 

(19) a copy of the certification that the building and the surrounding neighborhood and environment are free from environmental hazards, as required in paragraph (6) of subdivision (a) of section 414.2 and paragraph (3) of subdivision (e) of section 414.2 of this Part.

 

(d) Where multiple sites are operated by one organization or provider, records, other than those of children currently enrolled in the program, may be retained at a central administrative location. The operators of these programs must make all such records available on site upon request by the Office or its designees.


 
TA Tip of the Month - Supervision and Evaluation of Staff

Best practices note the importance of conducting annual supervisory reviews of staff.  These reviews should include both observation and written evaluations of staff interactions and work with children, as well as staff-staff interactions.  For full and part time staff, annual reviews help staff set goals and determine in which areas staff development is needed.  This in turn can lead to an annual plan for professional growth opportunities, some of which can be conducted at monthly staff meetings. Each staff meeting should have planned opportunities for staff to share new professional ideas and materials with each other.

 

Staff should be encouraged to participate in self-evaluations, which results in increased employee accountability, and to request help and guidance from supervisors. Having staff self-evaluate encourages personal growth and facilitates employee development.  A self-review offers an introspective point of view instead of merely telling staff what they are doing right or wrong.  Self-reviews take advantage of an employee's familiarity with his/her work.  Offering self-reviews as part of the evaluation process also gives people the chance to study their performance, which give workers an important message: their opinions count.  Self-reviews give people the opportunity to show their employers that they take their jobs seriously.

 

The Council offers technical assistance and training to maintain compliance with OCFS regulations and to familiarize school age staff with best practices in school age care. Contact Mary Ann Brendler at maryannb@cccwny.org or  914-761-3456 x 172, if you would like additional assistance on this topic or any other topic relating to school age care.  

Resources for School Age Staff

GETTING ORGANIZED

All too often, directors lament that there is no time to organize, clean and take stock of what materials and resources are on hand.  It has been shown that a lack of organization can be detrimental to an after school program: much time and money can be lost by not knowing what supplies are available and what is needed.  Spend some time at the end of your year to get organized: document all the materials on hand, and make a list of what needs to be attained before your program opens in September.  Be sure to throw out or donate supplies that you no longer need or are no longer in good condition. 

  

Take stock, too, of your human resource materials - staff. As vacancies are created, it's important to remember that the first step in hiring isn't interviewing candidates but assessing what your program has and what it needs.

 

After school program directors must be strategic when assessing the strengths and weaknesses of staff members. You should be able to clearly visualize the gaps you want to fill, as well as the overlap you want to avoid. 

 

Determine the strengths and characteristics that your staff has and weigh it against what you lack. For example, if you have a number of people who excel at organization and planning, but very few who are creative and artistic, you will want to focus on seeking those traits in potential employees. The goal is to create a balanced team of competent professionals.

 

MAKE THE MOST OF SUMMER

Studies have shown that children experience a learning loss during the summer months, placing them at a disadvantage when returning to school in the fall. 

 

According to the Center for Summer Learning at Johns Hopkins University, students lose about two months of grade level equivalency in math skills during the summer. In addition to losing knowledge, children tend to gain weight more rapidly in the summer. Parents cite summer as the most difficult time to ensure that their children have productive things to do.

 

Work with your parents and  families to help children get the most out of summer. The Center for Summer Learning has some tips for success:

 

Set goals and issue a challenge

Understand your child's interests

Communicate with teachers and after school staff

Create intentional learning experiences

Engage kids with low-cost, creative activities

Sustain routine and structure

Set limits and communicate expectations

 

Parents and other caregivers are essential for helping prevent summer learning loss. Home and community environments play a big role in helping children retain and advance their learning, while they are having fun. 

 

You can create a Make the Most of Summer packet for your parents.  Include information about the many easy and fun activities that parents can do with their children to help them maintain the skills and grow during the summer months: the local library's summer reading program, the parks and recreation department's guide to parks and nature preserves, museums and cultural centers and festivals, practice of math skills while cooking, baking, or at the grocery store. You can also research the many websites and publications that offer fun, summer activities for children and include them too.

 

 

Upcoming Events and Workshops

Pre-registration is required for all workshops and conferences.  When registering online at www.ChildCareWestchester.org, save $3.00 on standard workshops that cost $33/$43.  
 
Tuesday June 14, 2011 11:00 am

School Age Director's Network End of the Year Luncheon

Cost: $25 

Location: Molly Spillane's, 211 Mamaroneck Avenue, Mamaroneck, NY 

RSVP by 6/10 to: Noreen Brett @ KEEPS (914) 698-5632   

 

Tuesday, June 21, 6:30 pm-9:00 pm

Child Abuse Identification & Prevention, Including Shaken Baby Syndrome

Training Categories: 1, 6, 8, 9

Cost: $33 Members, $43 Non-Members *(Eligible for $3.00 discount when you register online!)  Modality/Age: ALL

Trainer: Terri Richardson, Child Welfare Manager of the Office of Child Protective Services & Carmelita Bota, Early Childhood Consultant

Description:This is a specially designed Child Abuse & Shaken Baby training which will include pertinent information on the role and responsibility of the Mandated Reporter and the local Child Protective Services role and responsibilities.  Participants will also understand their responsibility as a mandated reporter and learn how, when, and why to report.  Shaken Baby Syndrome, a form of child abuse, will also be included in this workshop. 

 

Saturday, June 25, 9:00 am-12:30 pm

Heartsaver First Aid 

Training Categories:  2, 3, 4

Cost:  $45 members, $50 non-members    Code:  11172      Modality/Age:  All 

Trainer:  William Harrison, First Response Training Academy 

Description: Learn how to manage illnesses and injuries in adults, children, and infants. Topics include First Aid Basics, Medical Emergencies, Injury Emergencies, and Environmental Emergencies. Each participant receives a course completion card valid for 2 years though the American Heart Association, and a training certificate.

 

Saturday, June 25, 1:00 pm - 4:30 pm 

Heartsaver CPR with AED

Training Categories: 2, 3, 4
Cost: $45 members, $50 non-members   Code: 11173    Modality/Age: All
Trainer: William Harrison, First Response Training Academy
Description: This workshop will cover the basic techniques of adult, child, and infant CPR, how to use an Automated External Defibrillator (AED), and how to respond to a choking victim. Each participant receives a course completion card valid for 2 years through the American Heart Association and a training certificate.There is a 9 person maximum for this course.  Please call (914) 761-3456, ext. 163 to inquire about availability prior to registering.

 

Saturday, July 9, 9:00 am - 4:30 pm

Heartsaver CPR with AED & Heartsaver First Aid

Training Categories: 2, 3, 4 for each

Cost:$90 for both CPR & First Aid combined       Modality/Age: All

Trainer: David A. Cadogan, Lifeline Rescue Training

Description: The CPR with AED workshop will cover the basic techniques of adult, child, and infant CPR, how to use an Automated External Defibrillator (AED), and how to respond to a choking victim. Each participant receives a course completion card valid for 2 years through the American Heart Association and a training certificate.  In the First Aid training participants will learn how to manage illnesses and injuries in adults, children, and infants. Topics include First Aid Basics, Medical Emergencies, Injury Emergencies, and Environmental Emergencies. Each participant receives a course completion card for each of the trainings valid for 2 years though the American Heart Association and training certificates from the Child Care Council of Westchester.

 

Thursday, July 14, 9:30 am - 12:00 pm

NEW! Medication Administration Review Course

Training Categories: 2,4,5,7

Cost:$10 per person for programs under the Council's Health Care Consultant Service, $20 for all other programs                          Modality/Age: All

Trainer: Elissa Guzzardi, Director, Health Services, CCCW

Description: This workshop is an interactive medication administration (MAT) review, putting policies and procedures into real practice. It will also include information regarding children with Special Health Care Needs. Highly recommended for anyone that is certified to administer medications.

 

Saturday, July 16, 9:00 am - 6:00 pm

Medication Administration Training Course

Training Categories: 2, 4, 5, 7    Cost: $150            Modality/Age: All

Trainer: Elissa Guzzardi, Director, Health Services, CCCW

Description: Child Care providers who choose to administer medication to children in a child care setting must take the MAT course.   

 

Thursday, July 20, 1:00 pm - 3:30 pm

NEW! Medication Administration Review Course

Training Categories: 2,4,5,7

Cost:$10 per person for programs under the Council's Health Care Consultant Service, $20 for all other programs     Modality/Age: All

Trainer: Elissa Guzzardi, Director, Health Services, CCCW

Description: This workshop is an interactive medication administration (MAT) review, putting policies and procedures into real practice. It will also include information regarding children with Special Health Care Needs. Highly recommended for anyone that is certified to administer medications.

  

Saturday, July 23, 9:00 am - 4:30 pm

Heartsaver CPR with AED & Heartsaver First Aid

Training Categories: 2, 3, 4 for each

Cost:$90 for both CPR & First Aid combined   Modality/Age: All

Trainer: David A. Cadogan, Lifeline Rescue Training

Description: The CPR with AED workshop will cover the basic techniques of adult, child, and infant CPR, how to use an Automated External Defibrillator (AED), and how to respond to a choking victim. Each participant receives a course completion card valid for 2 years through the American Heart Association and a training certificate.  In the First Aid training participants will learn how to manage illnesses and injuries in adults, children, and infants. Topics include First Aid Basics, Medical Emergencies, Injury Emergencies, and Environmental Emergencies. Each participant receives a course completion card for each of the trainings valid for 2 years though the American Heart Association and training certificates from the Child Care Council of Westchester.

 

Saturday, July 23, 9:30 am - 12:00 pm

NEW! Professional Responsibility: The NAEYC Code of Ethics

Training Categories: 1, 4, 7

Cost: $33 members, $43 non-members         Modality/Age: All

Trainer: Dana Doyle, Professional Development Coordinator, CCCW

Description: In this workshop participants will learn the history of NAEYC's Code of Ethical Conduct and the importance of a code of ethics for child care and early childhood education professionals when working with children and families. 

 

Wednesday, August 3, 6:30 pm - 9:00 pm

School Age Training Kit: Making School Age Program Planning Intentional & Meaningful

Training Categories: 1, 3, 4

Cost:$69 Workshop and Training Kit Rental; $35 Workshop Only Modality/Age: SA

Trainer: Mary Ann Brendler, Management Consultant, CCCW

Description: This training kit will provide school age directors with activities and strategies in order for staff to become more intentional and creative with their program planning.

 

Wednesday, August 3, 6:30 pm - 9:00 pm

Child Abuse Identification & Prevention, Including Shaken Baby Syndrome

Training Categories: 1,6,8,9

Cost:$33 Members, $43 Non-Members    Modality/Age: All

Trainer: Laura Cleare, Infant & Toddler Specialist, CCCW

Description: Understand your responsibility as a mandated reporter and learn how, when, and why to report.  Shaken Baby Syndrome, a form of child abuse, will also be discussed.

 

 

Become a member of Council and receive membership discounts. 

 

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