10A NCAC 09 .0304 · Violation

Name of Operation: CAPE HATTERAS ELEMENTARY ASEP Facility ID: 28000268 Consultant: MARJORIE WHITE Operation Type: Center Case Number: Visit Date: 9/10/2024 Number Present: 21 Completed Date: 9/10/2024 Age: From 5 To 10 Total Minutes: 213 Time In: 01:42 PM Time Out: 05:15 PM Time In: Time Out: List to Use: Center Type Of Visit: Annual Comp Full Announced/Unannounced: Unannounced * The purpose of today’s Annual Compliance visit was to monitor compliance with applicable out of school care requirements. Last Annual Compliance visit – 10/23/23 18-month compliance history from 3/7/23 – 9/6/24 = 97% Last Sanitation Inspection – 6/3/24 - Superior Last Fire Inspection – 5/24/24, but was due by 5/2/24 - Passed with Comments *Sanitation and fire inspections are required at least annually by the date of the previous inspection. Send fire inspections to me within seven (7) days of the inspection. The Clean Classrooms for Carolina Kids website reflects the following information about your center’s required three-year water testing, lead paint testing, and asbestos testing: Three-year Water Testing – 7/15/24; due again 7/2027 Lead Paint Testing – enrollment started; due 12/31/24; expected to be exempt since school was constructed post 1978 Asbestos Testing – enrollment started; due 12/31/24; expected to be exempt since school was constructed post 1988 Maintain any paperwork received by mail or email in your Program Records file. *Because program is part of a larger DPI school, testing for the school counted as testing for the licensed Pre-K and/or ASEP See below for more information. B. Smock, Administrator, was present and assisted me with the visit. The facility currently operates with a Four-Star Center License, issued 4/18/24 (restriction change), earning points in the following components: Program (2 PTS) + Education (7 PTS) + Quality Point (1 PT) = 10 Points = 4 Stars *Quality Point met and remains in effect: Meeting the following program standards: (1) Having a staff benefits package and (2) Having evidence of an infrastructure of parent involvement The next rated license assessment was due by 9/12/21, but new legislation (Senate Bill 425) has extended the “hold harmless” period until the new Quality Rating Improvement System (QRIS) is implemented. At this time, you may choose to complete a rated license assessment using the current rated license process or you may wait until the new QRIS is implemented. *Currently the SACERS-U will continue to be used as an approved program assessment. This facility is owned by Dare County Schools. License information was current. Contact me to make any changes to address, phone, or email or to request changes to the license. I monitored the spaces used for out-of-school care including primary space in the cafeteria and auxiliary space in the gym using the Child Care Center Requirements, effective 1/1/2024 and Item Number Listing, effective 3/1/2024. Dare County Schools opt to not meet playground safety standards; however, I observed the outdoor play area for hazards. I monitored three children’s records, two staff records and all program records. The program coordinator completed the DPI Off-site Verification for Staff Files and Children’s Files on 9/5/24. The facility meets all DPI transportation requirements and continues to be approved for transportation but currently does not do off-site activities that involve transportation at this time. Center Observations: The program coordinator/group leader and 2nd group leader greeted children as they arrived from their classrooms. Twenty-one children, Kindergarten through Fifth Grade were present. Children put their backpacks in their cubbies and washed their hands at the sink in the cafeteria. The children worked on cursive writing for their opening activity, as reflected on the posted activity plan. They ate snack which was Cheez-its and low-fat chocolate milk. Afterwards, they played Red Light Green Light in the gym or chose their own activity. They returned to the cafeteria for indoor free play. Many engaged in dramatic play. A few played ping pong. Others used art materials to draw. The two group leaders supervised and provided additional resources or ideas when needed. As parents arrived, they recorded departure times. The program coordinator reported that none of the children currently enrolled have medications. I observed and documented the following violations during today’s visit. Violation Number Comment Rule 106 Operator has not scheduled and obtained a fire inspection within 12 months of the previous inspection. Operator did not submit the original approved report to DCDEE within one week of the inspection visit on a form provided by the Division. The last fire inspection was due by May 2, 2024 but was not completed until May 24, 2024. 10A NCAC 09 .0304(a) 1897 The child care administrator and all staff did not complete the Recognizing and Responding to Suspicions of Child Maltreatment training within 90 days of employment. A group leader hired on January 29, 2024 was required to complete child maltreatment training by April 29. 2024 but did not complete it until September 3, 2024. .1102(g) * Child care programs are expected to achieve and always maintain compliance and are required by NC GS 110-90(4)(d) to achieve and maintain an 18-month compliance history score of at least 75%. Any violations documented may impact the compliance history score. I completed an electronic copy of the visit summary and provided a printed copy to B. Smock, Program Coordinator and will email an electronic copy to L. Murray, Off-site Administrator. I observed two items that were violations, but they had been corrected prior to the visit. No further action is required. I reviewed the visit summary with you. If you need further assistance or have questions, do not hesitate to contact me. Feel free to contact me by phone at (252) 373-9385 or by e-mail at Marjorie.White@dhhs.nc.gov. You may also call Jennifer Linhardt, Licensing Supervisor, at (252) 373-4199. Technical Assistance With Documented Violations: Annual Fire Inspection – Annual fire inspections ensure that the building meets fire codes and that your fire detection and alarm systems are operating correctly in the event of a fire. The fire inspector completed a fire inspection on 5/2/23 that expired on 5/2/24; a new inspection was not completed until 5/24/24 (authorized 5/28/24). The maintenance person had informed you that the fire marshal was running behind last spring. This item has been corrected. No further response is needed except to maintain communication with the building maintenance person and the fire marshal to insure the fire inspection is completed before it expires. Recognizing and Responding to Suspicions of Child Maltreatment – Recognizing and Responding to Suspicions of Child Maltreatment staff the signs and symptoms to look out for with child abuse and neglect, what to do when they suspect it is happening, NC’s reporting law, and what happens after a report is made. S. Rebollo was required to complete the training by 4/29/24 but did not complete it until 9/3/24. You stated the previous program coordinator forgot about the three-month deadline, but you had her complete it when you realized it was delinquent. This has been corrected so no further action is required. A list of required trainings/tasks that need to be completed at hire and throughout a new employee’s first year was observed in S. Rebollo’s file. Review that to learn what trainings are due in an employee’s first year. General Visit Information: As a licensed child care facility, it is your responsibility to be knowledgeable of the child care laws and rules and to teach your staff the rules to ensure your center remains in compliance. The most recent versions of laws and rules regarding child care facilities in North Carolina are available on the DCDEE website, www.ncchildcare.ncdhhs.gov. You can also review the “What’s New” section and download a copy of the Items Number Listing which you can use as a checklist for your program. Check the designated facility email at least weekly to stay current with communication and email blasts from DCDEE. If your email is not the facility email, sign up for email blasts on the What’s New page for general information and communication from DCDEE. Your local and regional Smart Start Partnerships and Child Care Resource and Referral Agencies and Child Care Health Consultants provide general training to meet on-going training hours, health and safety training requirements, Environment Rating Scale training and training specific to your center’s needs. They can also work with you to provide on-site technical assistance. *Children & Youth Partnership for Dare County: Phone - (252) 441-0614; website - www.darekids.org. *Child Care Health Consultant – S. Rosser - Office: (252) 557-4208 or stacy_rosser@unc.edu *The North Carolina CCR&R School Age Initiative can offer training on a wide variety of school-age topics and technical assistance with the SACERS-U. Call Traci Herring at (828) 350-7685 or email at herring.traci@swcdcinc.org. Or go to www.swcdcinc.org, click on the School-age Initiative tab and complete Request Form for technical assistance or check out available trainings. Reminders: Children’s Records – Children’s records were complete. The current ASEP Application captures all required information, and you are doing a thorough job reviewing them to verify that parents have completed all information. Staff Worksheets – Make it easier on yourself and schedule annual updates for staff emergency information forms at the same time of the year. Since you operator on a school-year basis, consider updating at the beginning of the school year. *When I email staff worksheets to you prior to your Annual Compliance visit, you are expected to update them and return them prior to the date provided in the email. If you cannot open or work with an Excel document, I can send you a list of questions to answer. Use your staff worksheet as a working document and keep it updated as staff information is updated or changes *We reviewed your staff worksheet. I highlighted items that were delinquent and items that are coming due in the next year. Criminal Background Checks (CBC) – Federal requirements require all staff who work in licensed afterschool or pre-k programs operated by public schools complete a DCDEE Criminal Background Check (CBC) before hire and then every five years. This includes administrators, program coordinators, group leaders, assistant group leaders, substitutes, one-on-one assistants, and therapists if therapy does not take place in the classroom. Health and Safety Training and Five (5) Year Cycle Tracking Requirements – Review Row 17 on Staff Worksheet for staff members needing initial H&S Training. New staff are required to complete Health & Safety Training (H&S Training) within one year of hire (CPR/First Aid and Recognizing and Responding to Suspicions of Child Maltreatment within 3 months of hire) and then complete training in all topic areas every five years. Note that BSAC Training (see below) meets the 5 following topic areas for new employees: 1. Prevention and control of infectious diseases, including immunization; 2. Administration of medication, with standards for parental consent; 3. Building and physical premises safety, including identification of and protection from hazards that can cause bodily injury such as electrical hazards, bodies of water, and vehicular traffic; 4. Emergency preparedness and response planning for emergencies resulting from a natural disaster, or a man-caused event (not the required EPR training); and 5. Precautions in transporting children, if applicable. New group leaders who take BSAC meet the Health and Safety Training requirements for these topics. *S. Rebollo needs to complete the following H&S modules by 1/29/25 – 1.) Prevention of and response to emergencies due to food and allergic reactions; 2) Handling and storage of hazardous materials and the appropriate disposal of biocontaminants On-going Training Hours – Review Row 18 (# hours to carry over) on the Staff Worksheets to determine how many on-going training hours returning staff will need by 9/10/25 (anniversary of today’s Annual Compliance visit). Staff Education and Works - Formal education (NCECC, college coursework, BSAC training certificates, and Early Educator Certificates) are submitted to DCDEE through WORKS, an on-line portal where you can register, request to be approved for various positions, and access your education information once evaluated and posted. You can now request to have your transcripts sent electronically from colleges attended. *B. Smock completed EDU 119 (required for Program Coordinator) over the summer (Yeah!) and needs to submit transcripts to the DCDEE Workforce Unit. Also log into Works and request to be approved as a Program Coordinator. *S. Rebollo has completed BSAC. She needs to register for Works, apply to be approved as a group leader and upload her BSAC certificate. *When education is posted, staff need to log back into Works and print a copy of their Education Status Letter for their file. School Critical Incident Plan and Emergency Medical Care Plan (EMCP) - • Licensed DPI programs are not required to complete a separate Emergency Preparedness Plan if they follow the school’s Critical Incident Plan (or similar type of plan for emergency responses). They are expected to have documentation of monthly fire drills and quarterly emergency drills – shelter-in-place or lock-down). Fire drills must be completed for any month or partial month the Pre-K or ASEP is operating. A quarterly emergency drill must be completed each quarter (July – September; October – December, January – March; April – June). • A current Emergency Medical Care Plan is required to be posted in a central location and updated to reflect current staff and assigned duties in a medical emergency. At least one person listed on EMCP must be on site. We updated your Emergency Medical Care Plan today to reflect the new staff and nurse. Activity Plans – Your Activity Plan was thorough and included 4+ activities that met the school-age requirements. The children who assisted with the week’s plan were listed. Post a copy of the activity plan weekly at the entrance where other parent info is posted. Turtles – You are considering keeping turtles as class pets for science observations. Per NC Environmental Health Requirements 15A NCAC 18A .2831(a) Animal and Vermin Control, “turtles, iguanas, frogs, salamanders, and other reptiles or amphibians shall not be kept as pets on the child care center premises”ave another classroom pet, it does need to have a vet check per environmental health rules. “Any animals kept at the child care center as pets shall be examined by a veterinarian to determine that they are free from pests and pathogens that could adversely affect human health.” Additional Comments: I shared information on the following topics and emailed the information to you after the visit: 1. Criminal Background Check Updates and Reminders 2. Free Webinar – Building Relationships With Parents 3. QRIS Update 4. Moodle Support Info 5. Provider Access to the Background Check Management System 6. NCID – Keep it active! Thank you for your time and assistance today. Refer to this visit summary for a refresher of our discussions today, and I encourage you to share with staff and use the information as a teaching tool. If you have any questions, do not hesitate to call or email me at the contact information listed above. If the operator fails to correct any documented violations within the established time period, the Division of Child Development and Early Education may deny, suspend, terminate, or revoke any permit to operate (10A NCAC 09 .2000). All information in this report has been reviewed with me today.I understand that it is my responsibility to maintaincompliance with applicable NC Child Care Requirements at all times

Open Not marked corrected in the state record

Category: supervision. Open / not marked corrected.

NC GS 110-90 · Violation

Name of Operation: CAPE HATTERAS ELEMENTARY ASEP Facility ID: 28000268 Consultant: MARJORIE WHITE Operation Type: Center Case Number: Visit Date: 9/10/2024 Number Present: 21 Completed Date: 9/10/2024 Age: From 5 To 10 Total Minutes: 213 Time In: 01:42 PM Time Out: 05:15 PM Time In: Time Out: List to Use: Center Type Of Visit: Annual Comp Full Announced/Unannounced: Unannounced * The purpose of today’s Annual Compliance visit was to monitor compliance with applicable out of school care requirements. Last Annual Compliance visit – 10/23/23 18-month compliance history from 3/7/23 – 9/6/24 = 97% Last Sanitation Inspection – 6/3/24 - Superior Last Fire Inspection – 5/24/24, but was due by 5/2/24 - Passed with Comments *Sanitation and fire inspections are required at least annually by the date of the previous inspection. Send fire inspections to me within seven (7) days of the inspection. The Clean Classrooms for Carolina Kids website reflects the following information about your center’s required three-year water testing, lead paint testing, and asbestos testing: Three-year Water Testing – 7/15/24; due again 7/2027 Lead Paint Testing – enrollment started; due 12/31/24; expected to be exempt since school was constructed post 1978 Asbestos Testing – enrollment started; due 12/31/24; expected to be exempt since school was constructed post 1988 Maintain any paperwork received by mail or email in your Program Records file. *Because program is part of a larger DPI school, testing for the school counted as testing for the licensed Pre-K and/or ASEP See below for more information. B. Smock, Administrator, was present and assisted me with the visit. The facility currently operates with a Four-Star Center License, issued 4/18/24 (restriction change), earning points in the following components: Program (2 PTS) + Education (7 PTS) + Quality Point (1 PT) = 10 Points = 4 Stars *Quality Point met and remains in effect: Meeting the following program standards: (1) Having a staff benefits package and (2) Having evidence of an infrastructure of parent involvement The next rated license assessment was due by 9/12/21, but new legislation (Senate Bill 425) has extended the “hold harmless” period until the new Quality Rating Improvement System (QRIS) is implemented. At this time, you may choose to complete a rated license assessment using the current rated license process or you may wait until the new QRIS is implemented. *Currently the SACERS-U will continue to be used as an approved program assessment. This facility is owned by Dare County Schools. License information was current. Contact me to make any changes to address, phone, or email or to request changes to the license. I monitored the spaces used for out-of-school care including primary space in the cafeteria and auxiliary space in the gym using the Child Care Center Requirements, effective 1/1/2024 and Item Number Listing, effective 3/1/2024. Dare County Schools opt to not meet playground safety standards; however, I observed the outdoor play area for hazards. I monitored three children’s records, two staff records and all program records. The program coordinator completed the DPI Off-site Verification for Staff Files and Children’s Files on 9/5/24. The facility meets all DPI transportation requirements and continues to be approved for transportation but currently does not do off-site activities that involve transportation at this time. Center Observations: The program coordinator/group leader and 2nd group leader greeted children as they arrived from their classrooms. Twenty-one children, Kindergarten through Fifth Grade were present. Children put their backpacks in their cubbies and washed their hands at the sink in the cafeteria. The children worked on cursive writing for their opening activity, as reflected on the posted activity plan. They ate snack which was Cheez-its and low-fat chocolate milk. Afterwards, they played Red Light Green Light in the gym or chose their own activity. They returned to the cafeteria for indoor free play. Many engaged in dramatic play. A few played ping pong. Others used art materials to draw. The two group leaders supervised and provided additional resources or ideas when needed. As parents arrived, they recorded departure times. The program coordinator reported that none of the children currently enrolled have medications. I observed and documented the following violations during today’s visit. Violation Number Comment Rule 106 Operator has not scheduled and obtained a fire inspection within 12 months of the previous inspection. Operator did not submit the original approved report to DCDEE within one week of the inspection visit on a form provided by the Division. The last fire inspection was due by May 2, 2024 but was not completed until May 24, 2024. 10A NCAC 09 .0304(a) 1897 The child care administrator and all staff did not complete the Recognizing and Responding to Suspicions of Child Maltreatment training within 90 days of employment. A group leader hired on January 29, 2024 was required to complete child maltreatment training by April 29. 2024 but did not complete it until September 3, 2024. .1102(g) * Child care programs are expected to achieve and always maintain compliance and are required by NC GS 110-90(4)(d) to achieve and maintain an 18-month compliance history score of at least 75%. Any violations documented may impact the compliance history score. I completed an electronic copy of the visit summary and provided a printed copy to B. Smock, Program Coordinator and will email an electronic copy to L. Murray, Off-site Administrator. I observed two items that were violations, but they had been corrected prior to the visit. No further action is required. I reviewed the visit summary with you. If you need further assistance or have questions, do not hesitate to contact me. Feel free to contact me by phone at (252) 373-9385 or by e-mail at Marjorie.White@dhhs.nc.gov. You may also call Jennifer Linhardt, Licensing Supervisor, at (252) 373-4199. Technical Assistance With Documented Violations: Annual Fire Inspection – Annual fire inspections ensure that the building meets fire codes and that your fire detection and alarm systems are operating correctly in the event of a fire. The fire inspector completed a fire inspection on 5/2/23 that expired on 5/2/24; a new inspection was not completed until 5/24/24 (authorized 5/28/24). The maintenance person had informed you that the fire marshal was running behind last spring. This item has been corrected. No further response is needed except to maintain communication with the building maintenance person and the fire marshal to insure the fire inspection is completed before it expires. Recognizing and Responding to Suspicions of Child Maltreatment – Recognizing and Responding to Suspicions of Child Maltreatment staff the signs and symptoms to look out for with child abuse and neglect, what to do when they suspect it is happening, NC’s reporting law, and what happens after a report is made. S. Rebollo was required to complete the training by 4/29/24 but did not complete it until 9/3/24. You stated the previous program coordinator forgot about the three-month deadline, but you had her complete it when you realized it was delinquent. This has been corrected so no further action is required. A list of required trainings/tasks that need to be completed at hire and throughout a new employee’s first year was observed in S. Rebollo’s file. Review that to learn what trainings are due in an employee’s first year. General Visit Information: As a licensed child care facility, it is your responsibility to be knowledgeable of the child care laws and rules and to teach your staff the rules to ensure your center remains in compliance. The most recent versions of laws and rules regarding child care facilities in North Carolina are available on the DCDEE website, www.ncchildcare.ncdhhs.gov. You can also review the “What’s New” section and download a copy of the Items Number Listing which you can use as a checklist for your program. Check the designated facility email at least weekly to stay current with communication and email blasts from DCDEE. If your email is not the facility email, sign up for email blasts on the What’s New page for general information and communication from DCDEE. Your local and regional Smart Start Partnerships and Child Care Resource and Referral Agencies and Child Care Health Consultants provide general training to meet on-going training hours, health and safety training requirements, Environment Rating Scale training and training specific to your center’s needs. They can also work with you to provide on-site technical assistance. *Children & Youth Partnership for Dare County: Phone - (252) 441-0614; website - www.darekids.org. *Child Care Health Consultant – S. Rosser - Office: (252) 557-4208 or stacy_rosser@unc.edu *The North Carolina CCR&R School Age Initiative can offer training on a wide variety of school-age topics and technical assistance with the SACERS-U. Call Traci Herring at (828) 350-7685 or email at herring.traci@swcdcinc.org. Or go to www.swcdcinc.org, click on the School-age Initiative tab and complete Request Form for technical assistance or check out available trainings. Reminders: Children’s Records – Children’s records were complete. The current ASEP Application captures all required information, and you are doing a thorough job reviewing them to verify that parents have completed all information. Staff Worksheets – Make it easier on yourself and schedule annual updates for staff emergency information forms at the same time of the year. Since you operator on a school-year basis, consider updating at the beginning of the school year. *When I email staff worksheets to you prior to your Annual Compliance visit, you are expected to update them and return them prior to the date provided in the email. If you cannot open or work with an Excel document, I can send you a list of questions to answer. Use your staff worksheet as a working document and keep it updated as staff information is updated or changes *We reviewed your staff worksheet. I highlighted items that were delinquent and items that are coming due in the next year. Criminal Background Checks (CBC) – Federal requirements require all staff who work in licensed afterschool or pre-k programs operated by public schools complete a DCDEE Criminal Background Check (CBC) before hire and then every five years. This includes administrators, program coordinators, group leaders, assistant group leaders, substitutes, one-on-one assistants, and therapists if therapy does not take place in the classroom. Health and Safety Training and Five (5) Year Cycle Tracking Requirements – Review Row 17 on Staff Worksheet for staff members needing initial H&S Training. New staff are required to complete Health & Safety Training (H&S Training) within one year of hire (CPR/First Aid and Recognizing and Responding to Suspicions of Child Maltreatment within 3 months of hire) and then complete training in all topic areas every five years. Note that BSAC Training (see below) meets the 5 following topic areas for new employees: 1. Prevention and control of infectious diseases, including immunization; 2. Administration of medication, with standards for parental consent; 3. Building and physical premises safety, including identification of and protection from hazards that can cause bodily injury such as electrical hazards, bodies of water, and vehicular traffic; 4. Emergency preparedness and response planning for emergencies resulting from a natural disaster, or a man-caused event (not the required EPR training); and 5. Precautions in transporting children, if applicable. New group leaders who take BSAC meet the Health and Safety Training requirements for these topics. *S. Rebollo needs to complete the following H&S modules by 1/29/25 – 1.) Prevention of and response to emergencies due to food and allergic reactions; 2) Handling and storage of hazardous materials and the appropriate disposal of biocontaminants On-going Training Hours – Review Row 18 (# hours to carry over) on the Staff Worksheets to determine how many on-going training hours returning staff will need by 9/10/25 (anniversary of today’s Annual Compliance visit). Staff Education and Works - Formal education (NCECC, college coursework, BSAC training certificates, and Early Educator Certificates) are submitted to DCDEE through WORKS, an on-line portal where you can register, request to be approved for various positions, and access your education information once evaluated and posted. You can now request to have your transcripts sent electronically from colleges attended. *B. Smock completed EDU 119 (required for Program Coordinator) over the summer (Yeah!) and needs to submit transcripts to the DCDEE Workforce Unit. Also log into Works and request to be approved as a Program Coordinator. *S. Rebollo has completed BSAC. She needs to register for Works, apply to be approved as a group leader and upload her BSAC certificate. *When education is posted, staff need to log back into Works and print a copy of their Education Status Letter for their file. School Critical Incident Plan and Emergency Medical Care Plan (EMCP) - • Licensed DPI programs are not required to complete a separate Emergency Preparedness Plan if they follow the school’s Critical Incident Plan (or similar type of plan for emergency responses). They are expected to have documentation of monthly fire drills and quarterly emergency drills – shelter-in-place or lock-down). Fire drills must be completed for any month or partial month the Pre-K or ASEP is operating. A quarterly emergency drill must be completed each quarter (July – September; October – December, January – March; April – June). • A current Emergency Medical Care Plan is required to be posted in a central location and updated to reflect current staff and assigned duties in a medical emergency. At least one person listed on EMCP must be on site. We updated your Emergency Medical Care Plan today to reflect the new staff and nurse. Activity Plans – Your Activity Plan was thorough and included 4+ activities that met the school-age requirements. The children who assisted with the week’s plan were listed. Post a copy of the activity plan weekly at the entrance where other parent info is posted. Turtles – You are considering keeping turtles as class pets for science observations. Per NC Environmental Health Requirements 15A NCAC 18A .2831(a) Animal and Vermin Control, “turtles, iguanas, frogs, salamanders, and other reptiles or amphibians shall not be kept as pets on the child care center premises”ave another classroom pet, it does need to have a vet check per environmental health rules. “Any animals kept at the child care center as pets shall be examined by a veterinarian to determine that they are free from pests and pathogens that could adversely affect human health.” Additional Comments: I shared information on the following topics and emailed the information to you after the visit: 1. Criminal Background Check Updates and Reminders 2. Free Webinar – Building Relationships With Parents 3. QRIS Update 4. Moodle Support Info 5. Provider Access to the Background Check Management System 6. NCID – Keep it active! Thank you for your time and assistance today. Refer to this visit summary for a refresher of our discussions today, and I encourage you to share with staff and use the information as a teaching tool. If you have any questions, do not hesitate to call or email me at the contact information listed above. If the operator fails to correct any documented violations within the established time period, the Division of Child Development and Early Education may deny, suspend, terminate, or revoke any permit to operate (10A NCAC 09 .2000). All information in this report has been reviewed with me today.I understand that it is my responsibility to maintaincompliance with applicable NC Child Care Requirements at all times

10A NCAC 09 .2700 · Violation

Name of Operation: CAPE HATTERAS ELEMENTARY ASEP Facility ID: 28000268 Consultant: MARJORIE WHITE Operation Type: Center Case Number: Visit Date: 4/10/2024 Number Present: 28 Completed Date: 4/10/2024 Age: From 5 To 10 Total Minutes: 195 Time In: 02:15 PM Time Out: 05:30 PM Time In: Time Out: List to Use: Center Type Of Visit: Routine Unannounced Announced/Unannounced: Unannounced * The purpose of today’s Routine Unannounced visit was to monitor compliance with applicable out of school care requirements and continue discussions about the facility’s next rated license reassessment. Last Annual Compliance visit – 10/23/23 Last Sanitation Inspection – 12/14/23 with a Superior Rating Last Fire Inspection – 5/2/23 with Passed with Comments rating (close to expiration date) *Sanitation and fire inspections are required at least annually by the date of the previous inspection. Send fire inspections to me within seven (7) days of the inspection. 18-month compliance history from 10/5/22 – 4/4/24 = 97% A. Coupland, Program Coordinator, was present and assisted me with the visit. The facility currently operates with a Four-Star Center License, issued 9/12/2018, earning points in the following components: Program (2 PTS) + Education (7 PTS) + Quality Point (1 PT) = 10 Points = 4 Stars *Quality Point met and remains in effect: Meeting the following program standards: (1) Having a staff benefits package and (2) Having evidence of an infrastructure of parent involvement The next rated license assessment was due by 9/12/21. See below for more information about the Division’s plan to return to rated license assessments. This facility is owned by Dare County Schools. License information was current. Contact me to make any changes to address, phone, or email or to request changes to the license. I monitored the spaces used for out-of-school care including primary space in the cafeteria and auxiliary space in the gym using the Child Care Center Requirements, effective 1/1/2024 and Item Number Listing, effective 3/2024. Dare County Schools opt to not meet playground safety standards. I monitored one new staff record and all program records. The facility meets DPI transportation requirements and continues to be approved for transportation but currently does not do off-site activities that involve transportation at this time. Center Observations: The school day was ending just as I arrived. About ten students arrived to the ASEP program and were greeted by the program coordinator and group leaders. The remaining students were in South Beach Academy, the school’s afternoon tutoring program or in Go Far, a running club. The students put away their backpacks in their cubbies and washed hands before starting free play in the primary space in the cafeteria. When the other eighteen children arrived from tutoring and the running club, they also washed hands. Everyone had a snack which was Cheez-its Crackers and fruit juice. They played in the cafeteria, gym and outdoors. As parents arrived, the group leader signed them out by documenting departure time. I observed and documented the following violations during today’s visit. Violation Number Comment Rule 1041 Prior to employment a Criminal Background Check was not completed. A criminal background check had not been fully completed for an employee hired on January 29, 2024. G.S. 110-90.2(b) 1757 A valid qualification letter was not on file and available to review at the facility. A qualification letter was not available for an employee hired on January 29, 2024 G.S. 110-90.2(b) & (d) & .2703(e) * Child care programs are expected to achieve and always maintain compliance and are required by NC GS 110-90(4)(d) to achieve and maintain an 18-month compliance history score of at least 75%. Any violations documented may impact the compliance history score. I completed an electronic copy of the visit summary and provided a printed copy of it to A. Coupland, Program Coordinator. I also emailed an electronic copy to L. Murray, Off-site Administrator. We reviewed the visit summary and violations documented during today’s visit. You have corrected the two violations related to the criminal background checks. No further action is needed except to maintain compliance with criminal background check requirements. If I may be of further assistance, please contact me by phone at (252) 373-9385, by e-mail at Marjorie.White@dhhs.nc.gov. You may also call Jennifer Linhardt, Licensing Supervisor, at (252) 373-4199 or Jennifer.Linhardt@dhhs.nc.gov. Technical Assistance With Documented Violations: Criminal Background Check (CBC) – Criminal Background Checks ensure that staff have not committed any crimes which could potentially make them unsafe to be around children and other staff. Because Abuse and Neglect registries are also checked, it helps to ensure that children are protected from physical, mental, and sexual abuse. Performing diligent background screenings also protects the child care facility against future legal challenges. Samantha Rebollo is a new Assistant Group Leader in the ASEP program. She started working on 3/15/24. She had completed an on-line application in January, but the Dare County Sheriff’s Department would not accept her NC Identification Card, stating that she had to have a NC Driver’s License and would not fingerprint her. You, L. Murray, stated that based on our email conversation on 11/7/2023, you thought she work but not be alone with children prior to turning eighteen years of age and did not understand that she also needed to have a CBC and meet all the staff requirements. Because Ms. Rebollo has not received a CBC Qualification Letter, she may not work in the ASEP program until she is qualified and has provided you with a Qualification Letter. In an email received from you, L. Murray, today you stated, “Sorry that I misunderstood! I understand now. A. Coupland is going to try to further assist her to get the application resubmitted, fingers prints done and her license by Monday. I know it may take a couple of weeks to get the CBC back. She will not be back onsite until it is received.” This violation has been corrected if Ms. Rebollo is not on-site until her QL is on file. Email the qualification letter when received so that I am aware that she is able to be employed. Federal requirements require all staff who work in licensed afterschool or pre-k programs operated by public schools complete a DCDEE Criminal Background Check (CBC) before hire and then every five years. This includes administrators, teachers, teacher assistants, program coordinators, group leaders, assistant group leaders, substitutes, one-on-one assistants, therapists if therapy does not take place in the classroom, and bus drivers. Multiple instances of failing to complete Criminal Background Checks may result in an Administrative Action. Review the section in the NC Child Care Requirements on Criminal Background Checks: 10A NCAC 09 .2700. General Visit Information: Be knowledgeable of the child care laws and rules and environmental health rules; review them with your staff and assist them with understanding and implementing them to maintain compliance and keep children safe and healthy. The most recent versions of child care laws and rules (updated 1/1/24) and environmental health rules (updated 7/1/23) in North Carolina, the Items Number Listing (can be used as a detailed checklist of required items) and What’s New information are available on the DCDEE website, www.ncchildcare.ncdhhs.gov. Check the designated facility email at least weekly to stay current with communication and email blasts from DCDEE. If your email is not the facility email, sign up for email blasts on the What’s New page for general information and communication from DCDEE. Your local and regional Smart Start Partnerships and Child Care Resource and Referral Agencies are available to assist you with technical assistance and training on a multitude of topics including but not limited to: Environment Rating Scales, healthy behaviors and classroom management, developmentally appropriate practice, , activity plans, etc. Child Care Health Consultants can provide training and technical assistance on topics related to health and safety such as sanitation, handwashing, illness policies, etc. *Children & Youth Partnership for Dare County: Phone - (252) 441-0614; website - www.darekids.org. *Child Care Health Consultant – S. Rosser - Office: (252) 557-4208 or stacy_rosser@unc.edu *The North Carolina CCR&R School Age Initiative can offer training on a wide variety of school-age topics and technical assistance with the SACERS-U. Call Traci Herring at (828) 350-7685 or email at herring.traci@swcdcinc.org. Or go to www.swcdcinc.org, click on the School-age Initiative tab and complete Request Form for technical assistance or check out available trainings. Reminders: Staff Worksheets – We reviewed your staff worksheet. I highlighted items that were delinquent and items that are coming due in the next year. *CPR/FA was due for A. Coupland by 1/31/24 and is due for E. Smock by 5/31/24 Health and Safety Training and Five (5) Year Cycle Tracking Requirements – Review Row 17 on Staff Worksheet for staff members needing initial H&S Training or five-year renewal. Both returning staff have current H&S Training. S. Rebollo has completed the modules from BSAC training and just needs to complete Recognizing and Responding to Suspicions of Child Maltreatment by 4/29/24 and the remaining modules by 1/29/25. Note that BSAC Training (see below) meets the 5 following topic areas for new employees: 1. Prevention and control of infectious diseases, including immunization; 2. Administration of medication, with standards for parental consent; 3. Building and physical premises safety, including identification of and protection from hazards that can cause bodily injury such as electrical hazards, bodies of water, and vehicular traffic; 4. Emergency preparedness and response planning for emergencies resulting from a natural disaster, or a man-caused event (not the required EPR training); and 5. Precautions in transporting children, if applicable. New group leaders who take BSAC meet the Health and Safety Training requirements for these topics. On-going Training Hours – Review Row 18 (# hours to carry over) on the Staff Worksheets to determine how many on-going training hours returning staff will need by 10/23/24 (anniversary of last Annual Compliance visit). New staff will complete Health & Safety in their first year and then will complete on-going training annually based upon their level of education posted in DCDEE Works. Staff Education and Works – Both staff need to register for Works, request to be approved as a group leader and upload BSAC certificates. To remain qualified as a program coordinator, A. Coupland needs to complete EDU 119 or 4 semester hours in school-age education. School Critical Incident Plan - Licensed DPI programs are not required to complete a separate Emergency Preparedness Plan if they follow the school’s Critical Incident Plan (or similar type of plan for emergency responses). They are expected to have documentation of monthly fire drills and quarterly emergency drills – shelter-in-place or lock-down). Fire drills must be completed and documented for any month or partial month the Pre-K or ASEP is operating. A quarterly emergency drill must be completed each quarter (July – September; October – December, January – March; April – June). Playground – Today I completed a playground audit. DPI programs may choose to be exempt from playground requirements. Dare County Schools has previously elected to not meet playground requirements. I completed the audit today and will send a letter to you documenting the current status of the playground and your continued decision to be exempt from meeting playground safety requirements. Additional Comments: Required Water, Lead Paint, and Asbestos Testing - New child care rules require child care facilities to test for lead in drinking water, lead paint, and asbestos. Testing is required by 1/1/2025, but enrollment is required by 5/1/2024. Check out the FAQ in the updated Clean Classrooms for Carolina Kids. Currently there is funding to pay for the testing and to mitigate lead paint or asbestos hazards. Depending on the age of your home or building and the information you provide in the enrollment process, testing for lead paint and asbestos may not be required. (Lead paint was not used in homes built after 1978. Asbestos was not used in homes after 1988.) Water testing will be required every three years. For more information go to https://www.cleanwaterforuskids.org/en/carolina/ or contact your Environmental Health Specialist. I shared information on the following topics and emailed the information to you after the visit: 1. Clean Classrooms for Carolina Kids – required testing for lead in water, lead paint, asbestos – Enrollment due 5/1/24 2. Moodle Back Up and Running! 3. Love Them Through It: Understanding Trauma in Young Children – 6 month training opportunity 4. Rules Changes, effective 1/1/2024 – Review on Moodle! 5. Provider Access to the Background Check Management System 6. Free On-line Teacher Professional Development Memberships 7. Resources from Health and Safety Resource Center! 8. Environmental Health Rules Update 9. NC Rated License Assessment Project (NCRLAP) Resources 10. NCID – Keep it active! Transition Back to Rated License Assessments: To transition back to rated license assessments, the Division has created a two-year Cohort Model. All facilities are assigned to one of three cohorts based on their current rated license assessment due date. Each cohort will have a year for preparation and a year for assessment. Your out-of-school program was due for a three-year rated license reassessment by 9/12/21 and has been assigned to Cohort 1. The Cohort 1 Rated License Preparation Year is from 7/1/2023 – 6/30/2024. You are at the end of your preparation year. Continue to work on staff education and ensure that Works accounts are completed and up to date for staff members. Look at options to help staff earn the NC Early Childhood Credential (NCECC): completing EDU 119 at one of the NC Community Colleges, applying for Early Educator Certification through the NC Institute for Child Development Professionals, or earning the Child Development Associate (CDA). Encourage staff with the NCECC to enroll in additional college coursework to increase points in Education. TEACH Scholarships are available to help staff pay for educational expenses. Go to https://www.childcareservices.org/programs/teach-north-carolina/ . The Cohort 1 Rated License Assessment Year is from 7/1/2024 – 6/30/2025. Your assessment year opens in July. During your assessment year you may choose to complete the SACERS-U. Your SACERS-U and rated license timeline will be based on the date of your Annual Compliance visit and will be due by January 2024. Immediately after school starts in August, reach out to the NC School-age Initiative to request technical assistance. During this year, all education needs to be posted in Works. At some point during that year, you will have your rated license assessed. Update on Current Rated License Points Program Points – Current Two (2) Points – will be reassessed when SACERS-U completed *meets enhanced space and ratios (may earn a maximum of 6 points) Education Points – Currently eligible for One (1) Point *Based in information available in DCDEE Works *Points are earned based on the lowest level of education for any one position. Administrator Education – 7 Points L. Murray – NCECAC III w/ 6+y s/a ad exp = 7 points Program Coordinator Education – 1 Point A. Coupland – BSAC (not posted in Works) w/ 1y exp = 1 point *needs to complete Works, request to be approved as a group leader and upload BSAC Certificate *Program Coordinator is required to have the NC Early Childhood Credential (NCECC) or 4 hours of coursework in school-age development and programming to meet minimum requirements (will earn 5 points) *To earn 7 points, Program Coordinator needs to complete an additional 6 hours school-age development and programming (ECE courses at community college count.) Group Leader Education – 1 Point *All group leaders need to complete BSAC, register for Works and upload BSAC certificate. A. Coupland – BSAC (not in Works) w/ 1y sa exp = 1 point (7 points when BSAC posted in Works) B. Smock - BSAC (not in Works) w/ 1y sa exp = 1 point (7 points when BSAC posted in Works) *registered for EDU 119 for summer QUALTY POINT - One (1) Point Staff benefits and parent involvement Total the amount of points in Program Standards, Education Standards and Quality Point. 1 – 3 Points = One Star 4 – 6 Points = Two Stars 7 – 9 Points = Three Stars 10 – 12 Points = Four Stars 13 – 15 Points = Five Stars Thank you for your time and assistance today. Refer to this visit summary for a refresher of our discussions today, and I encourage you to share with staff and use the information as a teaching tool. If you have any questions, do not hesitate to call or email me at the contact information listed above. If the operator fails to correct any documented violations within the established time period, the Division of Child Development and Early Education may deny, suspend, terminate, or revoke any permit to operate (10A NCAC 09 .2000). All information in this report has been reviewed with me today.I understand that it is my responsibility to maintaincompliance with applicable NC Child Care Requirements at all times

Open Not marked corrected in the state record

Category: supervision. Open / not marked corrected.

G.S. 110-90 · Violation

Name of Operation: CAPE HATTERAS ELEMENTARY ASEP Facility ID: 28000268 Consultant: MARJORIE WHITE Operation Type: Center Case Number: Visit Date: 4/10/2024 Number Present: 28 Completed Date: 4/10/2024 Age: From 5 To 10 Total Minutes: 195 Time In: 02:15 PM Time Out: 05:30 PM Time In: Time Out: List to Use: Center Type Of Visit: Routine Unannounced Announced/Unannounced: Unannounced * The purpose of today’s Routine Unannounced visit was to monitor compliance with applicable out of school care requirements and continue discussions about the facility’s next rated license reassessment. Last Annual Compliance visit – 10/23/23 Last Sanitation Inspection – 12/14/23 with a Superior Rating Last Fire Inspection – 5/2/23 with Passed with Comments rating (close to expiration date) *Sanitation and fire inspections are required at least annually by the date of the previous inspection. Send fire inspections to me within seven (7) days of the inspection. 18-month compliance history from 10/5/22 – 4/4/24 = 97% A. Coupland, Program Coordinator, was present and assisted me with the visit. The facility currently operates with a Four-Star Center License, issued 9/12/2018, earning points in the following components: Program (2 PTS) + Education (7 PTS) + Quality Point (1 PT) = 10 Points = 4 Stars *Quality Point met and remains in effect: Meeting the following program standards: (1) Having a staff benefits package and (2) Having evidence of an infrastructure of parent involvement The next rated license assessment was due by 9/12/21. See below for more information about the Division’s plan to return to rated license assessments. This facility is owned by Dare County Schools. License information was current. Contact me to make any changes to address, phone, or email or to request changes to the license. I monitored the spaces used for out-of-school care including primary space in the cafeteria and auxiliary space in the gym using the Child Care Center Requirements, effective 1/1/2024 and Item Number Listing, effective 3/2024. Dare County Schools opt to not meet playground safety standards. I monitored one new staff record and all program records. The facility meets DPI transportation requirements and continues to be approved for transportation but currently does not do off-site activities that involve transportation at this time. Center Observations: The school day was ending just as I arrived. About ten students arrived to the ASEP program and were greeted by the program coordinator and group leaders. The remaining students were in South Beach Academy, the school’s afternoon tutoring program or in Go Far, a running club. The students put away their backpacks in their cubbies and washed hands before starting free play in the primary space in the cafeteria. When the other eighteen children arrived from tutoring and the running club, they also washed hands. Everyone had a snack which was Cheez-its Crackers and fruit juice. They played in the cafeteria, gym and outdoors. As parents arrived, the group leader signed them out by documenting departure time. I observed and documented the following violations during today’s visit. Violation Number Comment Rule 1041 Prior to employment a Criminal Background Check was not completed. A criminal background check had not been fully completed for an employee hired on January 29, 2024. G.S. 110-90.2(b) 1757 A valid qualification letter was not on file and available to review at the facility. A qualification letter was not available for an employee hired on January 29, 2024 G.S. 110-90.2(b) & (d) & .2703(e) * Child care programs are expected to achieve and always maintain compliance and are required by NC GS 110-90(4)(d) to achieve and maintain an 18-month compliance history score of at least 75%. Any violations documented may impact the compliance history score. I completed an electronic copy of the visit summary and provided a printed copy of it to A. Coupland, Program Coordinator. I also emailed an electronic copy to L. Murray, Off-site Administrator. We reviewed the visit summary and violations documented during today’s visit. You have corrected the two violations related to the criminal background checks. No further action is needed except to maintain compliance with criminal background check requirements. If I may be of further assistance, please contact me by phone at (252) 373-9385, by e-mail at Marjorie.White@dhhs.nc.gov. You may also call Jennifer Linhardt, Licensing Supervisor, at (252) 373-4199 or Jennifer.Linhardt@dhhs.nc.gov. Technical Assistance With Documented Violations: Criminal Background Check (CBC) – Criminal Background Checks ensure that staff have not committed any crimes which could potentially make them unsafe to be around children and other staff. Because Abuse and Neglect registries are also checked, it helps to ensure that children are protected from physical, mental, and sexual abuse. Performing diligent background screenings also protects the child care facility against future legal challenges. Samantha Rebollo is a new Assistant Group Leader in the ASEP program. She started working on 3/15/24. She had completed an on-line application in January, but the Dare County Sheriff’s Department would not accept her NC Identification Card, stating that she had to have a NC Driver’s License and would not fingerprint her. You, L. Murray, stated that based on our email conversation on 11/7/2023, you thought she work but not be alone with children prior to turning eighteen years of age and did not understand that she also needed to have a CBC and meet all the staff requirements. Because Ms. Rebollo has not received a CBC Qualification Letter, she may not work in the ASEP program until she is qualified and has provided you with a Qualification Letter. In an email received from you, L. Murray, today you stated, “Sorry that I misunderstood! I understand now. A. Coupland is going to try to further assist her to get the application resubmitted, fingers prints done and her license by Monday. I know it may take a couple of weeks to get the CBC back. She will not be back onsite until it is received.” This violation has been corrected if Ms. Rebollo is not on-site until her QL is on file. Email the qualification letter when received so that I am aware that she is able to be employed. Federal requirements require all staff who work in licensed afterschool or pre-k programs operated by public schools complete a DCDEE Criminal Background Check (CBC) before hire and then every five years. This includes administrators, teachers, teacher assistants, program coordinators, group leaders, assistant group leaders, substitutes, one-on-one assistants, therapists if therapy does not take place in the classroom, and bus drivers. Multiple instances of failing to complete Criminal Background Checks may result in an Administrative Action. Review the section in the NC Child Care Requirements on Criminal Background Checks: 10A NCAC 09 .2700. General Visit Information: Be knowledgeable of the child care laws and rules and environmental health rules; review them with your staff and assist them with understanding and implementing them to maintain compliance and keep children safe and healthy. The most recent versions of child care laws and rules (updated 1/1/24) and environmental health rules (updated 7/1/23) in North Carolina, the Items Number Listing (can be used as a detailed checklist of required items) and What’s New information are available on the DCDEE website, www.ncchildcare.ncdhhs.gov. Check the designated facility email at least weekly to stay current with communication and email blasts from DCDEE. If your email is not the facility email, sign up for email blasts on the What’s New page for general information and communication from DCDEE. Your local and regional Smart Start Partnerships and Child Care Resource and Referral Agencies are available to assist you with technical assistance and training on a multitude of topics including but not limited to: Environment Rating Scales, healthy behaviors and classroom management, developmentally appropriate practice, , activity plans, etc. Child Care Health Consultants can provide training and technical assistance on topics related to health and safety such as sanitation, handwashing, illness policies, etc. *Children & Youth Partnership for Dare County: Phone - (252) 441-0614; website - www.darekids.org. *Child Care Health Consultant – S. Rosser - Office: (252) 557-4208 or stacy_rosser@unc.edu *The North Carolina CCR&R School Age Initiative can offer training on a wide variety of school-age topics and technical assistance with the SACERS-U. Call Traci Herring at (828) 350-7685 or email at herring.traci@swcdcinc.org. Or go to www.swcdcinc.org, click on the School-age Initiative tab and complete Request Form for technical assistance or check out available trainings. Reminders: Staff Worksheets – We reviewed your staff worksheet. I highlighted items that were delinquent and items that are coming due in the next year. *CPR/FA was due for A. Coupland by 1/31/24 and is due for E. Smock by 5/31/24 Health and Safety Training and Five (5) Year Cycle Tracking Requirements – Review Row 17 on Staff Worksheet for staff members needing initial H&S Training or five-year renewal. Both returning staff have current H&S Training. S. Rebollo has completed the modules from BSAC training and just needs to complete Recognizing and Responding to Suspicions of Child Maltreatment by 4/29/24 and the remaining modules by 1/29/25. Note that BSAC Training (see below) meets the 5 following topic areas for new employees: 1. Prevention and control of infectious diseases, including immunization; 2. Administration of medication, with standards for parental consent; 3. Building and physical premises safety, including identification of and protection from hazards that can cause bodily injury such as electrical hazards, bodies of water, and vehicular traffic; 4. Emergency preparedness and response planning for emergencies resulting from a natural disaster, or a man-caused event (not the required EPR training); and 5. Precautions in transporting children, if applicable. New group leaders who take BSAC meet the Health and Safety Training requirements for these topics. On-going Training Hours – Review Row 18 (# hours to carry over) on the Staff Worksheets to determine how many on-going training hours returning staff will need by 10/23/24 (anniversary of last Annual Compliance visit). New staff will complete Health & Safety in their first year and then will complete on-going training annually based upon their level of education posted in DCDEE Works. Staff Education and Works – Both staff need to register for Works, request to be approved as a group leader and upload BSAC certificates. To remain qualified as a program coordinator, A. Coupland needs to complete EDU 119 or 4 semester hours in school-age education. School Critical Incident Plan - Licensed DPI programs are not required to complete a separate Emergency Preparedness Plan if they follow the school’s Critical Incident Plan (or similar type of plan for emergency responses). They are expected to have documentation of monthly fire drills and quarterly emergency drills – shelter-in-place or lock-down). Fire drills must be completed and documented for any month or partial month the Pre-K or ASEP is operating. A quarterly emergency drill must be completed each quarter (July – September; October – December, January – March; April – June). Playground – Today I completed a playground audit. DPI programs may choose to be exempt from playground requirements. Dare County Schools has previously elected to not meet playground requirements. I completed the audit today and will send a letter to you documenting the current status of the playground and your continued decision to be exempt from meeting playground safety requirements. Additional Comments: Required Water, Lead Paint, and Asbestos Testing - New child care rules require child care facilities to test for lead in drinking water, lead paint, and asbestos. Testing is required by 1/1/2025, but enrollment is required by 5/1/2024. Check out the FAQ in the updated Clean Classrooms for Carolina Kids. Currently there is funding to pay for the testing and to mitigate lead paint or asbestos hazards. Depending on the age of your home or building and the information you provide in the enrollment process, testing for lead paint and asbestos may not be required. (Lead paint was not used in homes built after 1978. Asbestos was not used in homes after 1988.) Water testing will be required every three years. For more information go to https://www.cleanwaterforuskids.org/en/carolina/ or contact your Environmental Health Specialist. I shared information on the following topics and emailed the information to you after the visit: 1. Clean Classrooms for Carolina Kids – required testing for lead in water, lead paint, asbestos – Enrollment due 5/1/24 2. Moodle Back Up and Running! 3. Love Them Through It: Understanding Trauma in Young Children – 6 month training opportunity 4. Rules Changes, effective 1/1/2024 – Review on Moodle! 5. Provider Access to the Background Check Management System 6. Free On-line Teacher Professional Development Memberships 7. Resources from Health and Safety Resource Center! 8. Environmental Health Rules Update 9. NC Rated License Assessment Project (NCRLAP) Resources 10. NCID – Keep it active! Transition Back to Rated License Assessments: To transition back to rated license assessments, the Division has created a two-year Cohort Model. All facilities are assigned to one of three cohorts based on their current rated license assessment due date. Each cohort will have a year for preparation and a year for assessment. Your out-of-school program was due for a three-year rated license reassessment by 9/12/21 and has been assigned to Cohort 1. The Cohort 1 Rated License Preparation Year is from 7/1/2023 – 6/30/2024. You are at the end of your preparation year. Continue to work on staff education and ensure that Works accounts are completed and up to date for staff members. Look at options to help staff earn the NC Early Childhood Credential (NCECC): completing EDU 119 at one of the NC Community Colleges, applying for Early Educator Certification through the NC Institute for Child Development Professionals, or earning the Child Development Associate (CDA). Encourage staff with the NCECC to enroll in additional college coursework to increase points in Education. TEACH Scholarships are available to help staff pay for educational expenses. Go to https://www.childcareservices.org/programs/teach-north-carolina/ . The Cohort 1 Rated License Assessment Year is from 7/1/2024 – 6/30/2025. Your assessment year opens in July. During your assessment year you may choose to complete the SACERS-U. Your SACERS-U and rated license timeline will be based on the date of your Annual Compliance visit and will be due by January 2024. Immediately after school starts in August, reach out to the NC School-age Initiative to request technical assistance. During this year, all education needs to be posted in Works. At some point during that year, you will have your rated license assessed. Update on Current Rated License Points Program Points – Current Two (2) Points – will be reassessed when SACERS-U completed *meets enhanced space and ratios (may earn a maximum of 6 points) Education Points – Currently eligible for One (1) Point *Based in information available in DCDEE Works *Points are earned based on the lowest level of education for any one position. Administrator Education – 7 Points L. Murray – NCECAC III w/ 6+y s/a ad exp = 7 points Program Coordinator Education – 1 Point A. Coupland – BSAC (not posted in Works) w/ 1y exp = 1 point *needs to complete Works, request to be approved as a group leader and upload BSAC Certificate *Program Coordinator is required to have the NC Early Childhood Credential (NCECC) or 4 hours of coursework in school-age development and programming to meet minimum requirements (will earn 5 points) *To earn 7 points, Program Coordinator needs to complete an additional 6 hours school-age development and programming (ECE courses at community college count.) Group Leader Education – 1 Point *All group leaders need to complete BSAC, register for Works and upload BSAC certificate. A. Coupland – BSAC (not in Works) w/ 1y sa exp = 1 point (7 points when BSAC posted in Works) B. Smock - BSAC (not in Works) w/ 1y sa exp = 1 point (7 points when BSAC posted in Works) *registered for EDU 119 for summer QUALTY POINT - One (1) Point Staff benefits and parent involvement Total the amount of points in Program Standards, Education Standards and Quality Point. 1 – 3 Points = One Star 4 – 6 Points = Two Stars 7 – 9 Points = Three Stars 10 – 12 Points = Four Stars 13 – 15 Points = Five Stars Thank you for your time and assistance today. Refer to this visit summary for a refresher of our discussions today, and I encourage you to share with staff and use the information as a teaching tool. If you have any questions, do not hesitate to call or email me at the contact information listed above. If the operator fails to correct any documented violations within the established time period, the Division of Child Development and Early Education may deny, suspend, terminate, or revoke any permit to operate (10A NCAC 09 .2000). All information in this report has been reviewed with me today.I understand that it is my responsibility to maintaincompliance with applicable NC Child Care Requirements at all times

NC GS 110-90 · Violation

Name of Operation: CAPE HATTERAS ELEMENTARY ASEP Facility ID: 28000268 Consultant: MARJORIE WHITE Operation Type: Center Case Number: Visit Date: 4/10/2024 Number Present: 28 Completed Date: 4/10/2024 Age: From 5 To 10 Total Minutes: 195 Time In: 02:15 PM Time Out: 05:30 PM Time In: Time Out: List to Use: Center Type Of Visit: Routine Unannounced Announced/Unannounced: Unannounced * The purpose of today’s Routine Unannounced visit was to monitor compliance with applicable out of school care requirements and continue discussions about the facility’s next rated license reassessment. Last Annual Compliance visit – 10/23/23 Last Sanitation Inspection – 12/14/23 with a Superior Rating Last Fire Inspection – 5/2/23 with Passed with Comments rating (close to expiration date) *Sanitation and fire inspections are required at least annually by the date of the previous inspection. Send fire inspections to me within seven (7) days of the inspection. 18-month compliance history from 10/5/22 – 4/4/24 = 97% A. Coupland, Program Coordinator, was present and assisted me with the visit. The facility currently operates with a Four-Star Center License, issued 9/12/2018, earning points in the following components: Program (2 PTS) + Education (7 PTS) + Quality Point (1 PT) = 10 Points = 4 Stars *Quality Point met and remains in effect: Meeting the following program standards: (1) Having a staff benefits package and (2) Having evidence of an infrastructure of parent involvement The next rated license assessment was due by 9/12/21. See below for more information about the Division’s plan to return to rated license assessments. This facility is owned by Dare County Schools. License information was current. Contact me to make any changes to address, phone, or email or to request changes to the license. I monitored the spaces used for out-of-school care including primary space in the cafeteria and auxiliary space in the gym using the Child Care Center Requirements, effective 1/1/2024 and Item Number Listing, effective 3/2024. Dare County Schools opt to not meet playground safety standards. I monitored one new staff record and all program records. The facility meets DPI transportation requirements and continues to be approved for transportation but currently does not do off-site activities that involve transportation at this time. Center Observations: The school day was ending just as I arrived. About ten students arrived to the ASEP program and were greeted by the program coordinator and group leaders. The remaining students were in South Beach Academy, the school’s afternoon tutoring program or in Go Far, a running club. The students put away their backpacks in their cubbies and washed hands before starting free play in the primary space in the cafeteria. When the other eighteen children arrived from tutoring and the running club, they also washed hands. Everyone had a snack which was Cheez-its Crackers and fruit juice. They played in the cafeteria, gym and outdoors. As parents arrived, the group leader signed them out by documenting departure time. I observed and documented the following violations during today’s visit. Violation Number Comment Rule 1041 Prior to employment a Criminal Background Check was not completed. A criminal background check had not been fully completed for an employee hired on January 29, 2024. G.S. 110-90.2(b) 1757 A valid qualification letter was not on file and available to review at the facility. A qualification letter was not available for an employee hired on January 29, 2024 G.S. 110-90.2(b) & (d) & .2703(e) * Child care programs are expected to achieve and always maintain compliance and are required by NC GS 110-90(4)(d) to achieve and maintain an 18-month compliance history score of at least 75%. Any violations documented may impact the compliance history score. I completed an electronic copy of the visit summary and provided a printed copy of it to A. Coupland, Program Coordinator. I also emailed an electronic copy to L. Murray, Off-site Administrator. We reviewed the visit summary and violations documented during today’s visit. You have corrected the two violations related to the criminal background checks. No further action is needed except to maintain compliance with criminal background check requirements. If I may be of further assistance, please contact me by phone at (252) 373-9385, by e-mail at Marjorie.White@dhhs.nc.gov. You may also call Jennifer Linhardt, Licensing Supervisor, at (252) 373-4199 or Jennifer.Linhardt@dhhs.nc.gov. Technical Assistance With Documented Violations: Criminal Background Check (CBC) – Criminal Background Checks ensure that staff have not committed any crimes which could potentially make them unsafe to be around children and other staff. Because Abuse and Neglect registries are also checked, it helps to ensure that children are protected from physical, mental, and sexual abuse. Performing diligent background screenings also protects the child care facility against future legal challenges. Samantha Rebollo is a new Assistant Group Leader in the ASEP program. She started working on 3/15/24. She had completed an on-line application in January, but the Dare County Sheriff’s Department would not accept her NC Identification Card, stating that she had to have a NC Driver’s License and would not fingerprint her. You, L. Murray, stated that based on our email conversation on 11/7/2023, you thought she work but not be alone with children prior to turning eighteen years of age and did not understand that she also needed to have a CBC and meet all the staff requirements. Because Ms. Rebollo has not received a CBC Qualification Letter, she may not work in the ASEP program until she is qualified and has provided you with a Qualification Letter. In an email received from you, L. Murray, today you stated, “Sorry that I misunderstood! I understand now. A. Coupland is going to try to further assist her to get the application resubmitted, fingers prints done and her license by Monday. I know it may take a couple of weeks to get the CBC back. She will not be back onsite until it is received.” This violation has been corrected if Ms. Rebollo is not on-site until her QL is on file. Email the qualification letter when received so that I am aware that she is able to be employed. Federal requirements require all staff who work in licensed afterschool or pre-k programs operated by public schools complete a DCDEE Criminal Background Check (CBC) before hire and then every five years. This includes administrators, teachers, teacher assistants, program coordinators, group leaders, assistant group leaders, substitutes, one-on-one assistants, therapists if therapy does not take place in the classroom, and bus drivers. Multiple instances of failing to complete Criminal Background Checks may result in an Administrative Action. Review the section in the NC Child Care Requirements on Criminal Background Checks: 10A NCAC 09 .2700. General Visit Information: Be knowledgeable of the child care laws and rules and environmental health rules; review them with your staff and assist them with understanding and implementing them to maintain compliance and keep children safe and healthy. The most recent versions of child care laws and rules (updated 1/1/24) and environmental health rules (updated 7/1/23) in North Carolina, the Items Number Listing (can be used as a detailed checklist of required items) and What’s New information are available on the DCDEE website, www.ncchildcare.ncdhhs.gov. Check the designated facility email at least weekly to stay current with communication and email blasts from DCDEE. If your email is not the facility email, sign up for email blasts on the What’s New page for general information and communication from DCDEE. Your local and regional Smart Start Partnerships and Child Care Resource and Referral Agencies are available to assist you with technical assistance and training on a multitude of topics including but not limited to: Environment Rating Scales, healthy behaviors and classroom management, developmentally appropriate practice, , activity plans, etc. Child Care Health Consultants can provide training and technical assistance on topics related to health and safety such as sanitation, handwashing, illness policies, etc. *Children & Youth Partnership for Dare County: Phone - (252) 441-0614; website - www.darekids.org. *Child Care Health Consultant – S. Rosser - Office: (252) 557-4208 or stacy_rosser@unc.edu *The North Carolina CCR&R School Age Initiative can offer training on a wide variety of school-age topics and technical assistance with the SACERS-U. Call Traci Herring at (828) 350-7685 or email at herring.traci@swcdcinc.org. Or go to www.swcdcinc.org, click on the School-age Initiative tab and complete Request Form for technical assistance or check out available trainings. Reminders: Staff Worksheets – We reviewed your staff worksheet. I highlighted items that were delinquent and items that are coming due in the next year. *CPR/FA was due for A. Coupland by 1/31/24 and is due for E. Smock by 5/31/24 Health and Safety Training and Five (5) Year Cycle Tracking Requirements – Review Row 17 on Staff Worksheet for staff members needing initial H&S Training or five-year renewal. Both returning staff have current H&S Training. S. Rebollo has completed the modules from BSAC training and just needs to complete Recognizing and Responding to Suspicions of Child Maltreatment by 4/29/24 and the remaining modules by 1/29/25. Note that BSAC Training (see below) meets the 5 following topic areas for new employees: 1. Prevention and control of infectious diseases, including immunization; 2. Administration of medication, with standards for parental consent; 3. Building and physical premises safety, including identification of and protection from hazards that can cause bodily injury such as electrical hazards, bodies of water, and vehicular traffic; 4. Emergency preparedness and response planning for emergencies resulting from a natural disaster, or a man-caused event (not the required EPR training); and 5. Precautions in transporting children, if applicable. New group leaders who take BSAC meet the Health and Safety Training requirements for these topics. On-going Training Hours – Review Row 18 (# hours to carry over) on the Staff Worksheets to determine how many on-going training hours returning staff will need by 10/23/24 (anniversary of last Annual Compliance visit). New staff will complete Health & Safety in their first year and then will complete on-going training annually based upon their level of education posted in DCDEE Works. Staff Education and Works – Both staff need to register for Works, request to be approved as a group leader and upload BSAC certificates. To remain qualified as a program coordinator, A. Coupland needs to complete EDU 119 or 4 semester hours in school-age education. School Critical Incident Plan - Licensed DPI programs are not required to complete a separate Emergency Preparedness Plan if they follow the school’s Critical Incident Plan (or similar type of plan for emergency responses). They are expected to have documentation of monthly fire drills and quarterly emergency drills – shelter-in-place or lock-down). Fire drills must be completed and documented for any month or partial month the Pre-K or ASEP is operating. A quarterly emergency drill must be completed each quarter (July – September; October – December, January – March; April – June). Playground – Today I completed a playground audit. DPI programs may choose to be exempt from playground requirements. Dare County Schools has previously elected to not meet playground requirements. I completed the audit today and will send a letter to you documenting the current status of the playground and your continued decision to be exempt from meeting playground safety requirements. Additional Comments: Required Water, Lead Paint, and Asbestos Testing - New child care rules require child care facilities to test for lead in drinking water, lead paint, and asbestos. Testing is required by 1/1/2025, but enrollment is required by 5/1/2024. Check out the FAQ in the updated Clean Classrooms for Carolina Kids. Currently there is funding to pay for the testing and to mitigate lead paint or asbestos hazards. Depending on the age of your home or building and the information you provide in the enrollment process, testing for lead paint and asbestos may not be required. (Lead paint was not used in homes built after 1978. Asbestos was not used in homes after 1988.) Water testing will be required every three years. For more information go to https://www.cleanwaterforuskids.org/en/carolina/ or contact your Environmental Health Specialist. I shared information on the following topics and emailed the information to you after the visit: 1. Clean Classrooms for Carolina Kids – required testing for lead in water, lead paint, asbestos – Enrollment due 5/1/24 2. Moodle Back Up and Running! 3. Love Them Through It: Understanding Trauma in Young Children – 6 month training opportunity 4. Rules Changes, effective 1/1/2024 – Review on Moodle! 5. Provider Access to the Background Check Management System 6. Free On-line Teacher Professional Development Memberships 7. Resources from Health and Safety Resource Center! 8. Environmental Health Rules Update 9. NC Rated License Assessment Project (NCRLAP) Resources 10. NCID – Keep it active! Transition Back to Rated License Assessments: To transition back to rated license assessments, the Division has created a two-year Cohort Model. All facilities are assigned to one of three cohorts based on their current rated license assessment due date. Each cohort will have a year for preparation and a year for assessment. Your out-of-school program was due for a three-year rated license reassessment by 9/12/21 and has been assigned to Cohort 1. The Cohort 1 Rated License Preparation Year is from 7/1/2023 – 6/30/2024. You are at the end of your preparation year. Continue to work on staff education and ensure that Works accounts are completed and up to date for staff members. Look at options to help staff earn the NC Early Childhood Credential (NCECC): completing EDU 119 at one of the NC Community Colleges, applying for Early Educator Certification through the NC Institute for Child Development Professionals, or earning the Child Development Associate (CDA). Encourage staff with the NCECC to enroll in additional college coursework to increase points in Education. TEACH Scholarships are available to help staff pay for educational expenses. Go to https://www.childcareservices.org/programs/teach-north-carolina/ . The Cohort 1 Rated License Assessment Year is from 7/1/2024 – 6/30/2025. Your assessment year opens in July. During your assessment year you may choose to complete the SACERS-U. Your SACERS-U and rated license timeline will be based on the date of your Annual Compliance visit and will be due by January 2024. Immediately after school starts in August, reach out to the NC School-age Initiative to request technical assistance. During this year, all education needs to be posted in Works. At some point during that year, you will have your rated license assessed. Update on Current Rated License Points Program Points – Current Two (2) Points – will be reassessed when SACERS-U completed *meets enhanced space and ratios (may earn a maximum of 6 points) Education Points – Currently eligible for One (1) Point *Based in information available in DCDEE Works *Points are earned based on the lowest level of education for any one position. Administrator Education – 7 Points L. Murray – NCECAC III w/ 6+y s/a ad exp = 7 points Program Coordinator Education – 1 Point A. Coupland – BSAC (not posted in Works) w/ 1y exp = 1 point *needs to complete Works, request to be approved as a group leader and upload BSAC Certificate *Program Coordinator is required to have the NC Early Childhood Credential (NCECC) or 4 hours of coursework in school-age development and programming to meet minimum requirements (will earn 5 points) *To earn 7 points, Program Coordinator needs to complete an additional 6 hours school-age development and programming (ECE courses at community college count.) Group Leader Education – 1 Point *All group leaders need to complete BSAC, register for Works and upload BSAC certificate. A. Coupland – BSAC (not in Works) w/ 1y sa exp = 1 point (7 points when BSAC posted in Works) B. Smock - BSAC (not in Works) w/ 1y sa exp = 1 point (7 points when BSAC posted in Works) *registered for EDU 119 for summer QUALTY POINT - One (1) Point Staff benefits and parent involvement Total the amount of points in Program Standards, Education Standards and Quality Point. 1 – 3 Points = One Star 4 – 6 Points = Two Stars 7 – 9 Points = Three Stars 10 – 12 Points = Four Stars 13 – 15 Points = Five Stars Thank you for your time and assistance today. Refer to this visit summary for a refresher of our discussions today, and I encourage you to share with staff and use the information as a teaching tool. If you have any questions, do not hesitate to call or email me at the contact information listed above. If the operator fails to correct any documented violations within the established time period, the Division of Child Development and Early Education may deny, suspend, terminate, or revoke any permit to operate (10A NCAC 09 .2000). All information in this report has been reviewed with me today.I understand that it is my responsibility to maintaincompliance with applicable NC Child Care Requirements at all times

10A NCAC 09 .0901 · Violation

Name of Operation: CAPE HATTERAS ELEMENTARY ASEP Facility ID: 28000268 Consultant: MARJORIE WHITE Operation Type: Center Case Number: Visit Date: 10/23/2023 Number Present: 21 Completed Date: 10/23/2023 Age: From 5 To 10 Total Minutes: 270 Time In: 12:00 PM Time Out: 04:30 PM Time In: Time Out: List to Use: Center Type Of Visit: Annual Comp Full Announced/Unannounced: Unannounced * The purpose of today’s Annual Compliance visit was to monitor compliance with applicable out of school care requirements and begin discussions about the facility’s transition back to rated license reassessments. Last Annual Compliance visit – 12/12/22 Last Sanitation Inspection – 4/18/23 a Superior Rating; expires 4/18/23 Last Fire Inspection – 5/2/23 with Passed with Comments rating; expires 5/2/24 *Sanitation and fire inspections are required at least annually by the date of the previous inspection. Send fire inspections to me within seven (7) days of the inspection. 18-month compliance history from 4/21/22 – 10/20/23 = 98% A. Coupland, Program Coordinator, was present and assisted me with the visit. The facility currently operates with a Four-Star Center License, issued 9/12/2018, earning points in the following components: Program (2 PTS) + Education (7 PTS) + Quality Point (1 PT) = 10 Points = 4 Stars *Quality Point met and remains in effect: Meeting the following program standards: (1) Having a staff benefits package and (2) Having evidence of an infrastructure of parent involvement The next rated license assessment was due by 9/12/21. See below for more information about the Division’s plan to return to rated license assessments. This facility is owned by Dare County Schools. License information was current. Contact me to make any changes to address, phone, or email or to request changes to the license. I monitored the spaces used for out-of-school care including primary space in the cafeteria and auxiliary space in the gym using the Child Care Center Requirements, effective 7/1/2023 and Item Number Listing, effective 8/1/2023. Dare County Schools opt to not meet playground safety standards. I monitored three children’s records, two staff records and all program records. The facility meets DPI transportation requirements and continues to be approved for transportation but currently does not do off-site activities that involve transportation at this time. Center Observations: Children were greeted warmly as they arrived. They put away their personal items and washed hands before snack. Snack was tortilla chips and choice of white or chocolate milk. The current snack menu was not posted. While children were eating snack, the program coordinator asked for volunteers to share their Yeahs and Yucks from the weekend. The children talked about their weekends sharing what went well and not so great. The school had its Harvest Festival over the weekend, and many of the children enjoyed that event. After snack they split up and played in the gym and the cafeteria where centers were arranged around a fall theme. Later they went outdoors to play on the fenced playground. As parents arrived, they signed out their children. Interactions were respectful, warm and nurturing. I observed and documented the following violations during today’s visit. Violation Number Comment Rule 508 Special diet or food allergy information was not posted where they can be seen in food preparation and eating areas. A food allergy listed on a child's application was not included on the posted listing of food and other allergies and diet restrictions. .0901(g) 526 Menus for all meals and snacks were not current or posted where easily seen by parents and cook. The posted menu was dated August 28 - October 13, 2023. 10A NCAC 09 .0901(b) 1314 Emergency information did not name child's health care professional. In one of three children's files reviewed, the parent did not name the child's preferred health care professional. .0802(c)(2) 1316 Emergency medical care information did not contain information needed for safe medical treatment. In one of three children's files reviewed, the parent did not complete the Health Care Needs section. .0802 (c)(4) 1317 Authorization for emergency medical care information was not signed by child's parent. In one of three children's records reviewed the parent did not sign the statement authorizing the facility to seek emergency medical care. .0802(d) 1834 Application did not have a medical action plan attached for any child with health care needs such as allergies, asthma, or other chronic conditions that require specialized health services. In one of three children's files reviewed, the parent checked that the child has a medical action plan, but a medical action plan was not available. .0801(b) * Child care programs are expected to achieve and always maintain compliance and are required by NC GS 110-90(4)(d) to achieve and maintain an 18-month compliance history score of at least 75%. Any violations documented may impact the compliance history score. I completed an electronic copy of the visit summary and provided a printed copy of it to A. Coupland, Program Coordinator. We reviewed the visit summary and violation(s) documented during today’s visit. Correct these immediately. Send evidence of correction to me so that I receive it no later than 11/6/2023. The compliance verification letter needs to state the facility name and license number and list each violation by Item # and describe in detail when and how each violation has been corrected. Send compliance verification letter in an email from the center’s official email address, murraylt@daretolearn.org to my email address, Marjorie.White@dhhs.nc.gov. If sent from another email address, the center’s official address must be Cc’d in the compliance email. You may include the compliance verification as an attachment or in the body of the email. If sufficient information is not received by the due date, a follow-up visit may be conducted. *I will email a sample compliance verification letter to you. *Please be aware that any information submitted by you is legal documentation. If it is determined the information provided in the compliance letter is not true, this may be considered falsification of information. If I may be of further assistance, please contact me by phone at (252) 373-9385, by e-mail at Marjorie.White@dhhs.nc.gov. You may also call Jennifer Linhardt, Licensing Supervisor, at (252) 373-4199 or Jennifer.Linhardt@dhhs.nc.gov. TECHNICAL ASSISTANCE WITH DOCUMENTED VIOLATIONS: Menu - The menu must be current and planned and posted at least one week in advance so that parents are aware of food that is being served to their children. The posted menu was dated 8/28/2023 – 10/13/2023. You stated that you were not aware that the menu had expired but will ask the cafeteria manager for a current menu. Remember that any food substitutions must be recorded before food is served. Children’s Files Maintaining accurate records on the children in your care helps to ensure their health and safety, informs families of rules you are required to follow and your center’s policies, and provides a transfer of knowledge so that you can provide the best care possible for their children. I reviewed three (3) children’s files. The following items were not completed on the Child’s Application for EB: *the child’s preferred health care professional’ *questions in the Health Care Needs section or circle N/A. *authorization to obtain emergency medical care. *the parent checked that the child has a Medical Action Plan, but a MAP was not included in the file and other health care information was not completed. You stated the parent may not have understood the application and should have used the Spanish translation; however, it is your responsibility to check the applications to ensure all information is completed. You stated that you will review the information with the parent and have her complete the missing information. You will also review the other children’s files to verify that all information is included. The allergy posting serves as a reminder to staff to ensure that children with food allergies are not served food items that contain the food to which they are sensitive. Even if the child does not have a Medical Action Plan or Epi-pen, they may still be sensitive to certain foods. The parent of CK listed a food allergy; however, this was not posted to remind staff not to serve any food items with that ingredient to that child. You stated that you will confirm with the parent and add the allergy to the allergy posting. GENERAL VISIT INFORMATION: Be knowledgeable of the child care laws and rules and environmental health rules; review them with your staff and assist them with understanding and implementing them to maintain compliance and keep children safe and healthy. The most recent versions of child care laws and rules (updated 7/1/23) and environmental health rules (updated 7/1/23) in North Carolina, the Items Number Listing (can be used as a detailed checklist of required items) and What’s New information are available on the DCDEE website, www.ncchildcare.ncdhhs.gov. Check the designated facility email at least weekly to stay current with communication and email blasts from DCDEE. If your email is not the facility email, sign up for email blasts on the What’s New page for general information and communication from DCDEE. Your local and regional Smart Start Partnerships and Child Care Resource and Referral Agencies are available to assist you with technical assistance and training on a multitude of topics including but not limited to: Environment Rating Scales, healthy behaviors and classroom management, developmentally appropriate practice, activity plans. *Children & Youth Partnership for Dare County: Phone - (252) 441-0614; website - www.darekids.org. *The North Carolina CCR&R School Age Initiative can offer training on a wide variety of school-age topics and technical assistance with the SACERS-U. Call Angela Pate at (252) 640-0122 or email at pate.angela@swcdcinc.org. Or go to www.swcdcinc.org, click on the School-age Initiative tab and complete Request Form for technical assistance or check out available trainings. REMINDERS: Health and Safety Training and Five (5) Year Cycle Tracking Requirements – Both new staff members completed H&S Training and the H&S Training log. Review Row 17 on Staff Worksheet for staff members needing initial H&S Training or five-year renewal. On-going Training Hours – Review Row 18 (# hours to carry over) on the Staff Worksheets to determine how many on-going training hours returning staff will need by 10/23/24 (anniversary of today’s Annual Compliance visit). Staff Education and Works - Formal education (NCECC, college coursework, Principal and Teaching Licenses, BSAC training certificates, and Early Educator Certificates) are submitted to DCDEE through WORKS, an on-line portal where you can register, request to be approved for various positions, and access your education information once evaluated and posted. You can now request to have your transcripts sent electronically from colleges attended. *Staff must complete BSAC within 3 months of hire and submit it to Works within 6 months of hire. *When education is posted, staff need to log back into Works and print a copy of their Education Status Letter for their file. *See information on staff education below in Rated License Update School Critical Incident Plan and Emergency Medical Care Plan (EMCP) - • Licensed DPI programs are not required to complete a separate Emergency Preparedness Plan if they follow the school’s Critical Incident Plan (or similar type of plan for emergency responses). They are expected to have documentation of monthly fire drills and quarterly emergency drills – shelter-in-place or lock-down). Fire drills must be completed for any month or partial month the Pre-K or ASEP is operating. A quarterly emergency drill must be completed each quarter (July – September; October – December, January – March; April – June). Nutrition – Children who bring their own snacks may not eat or drink non-nutritional foods and beverages in front of other children. Storage of Personal Items – You have cubbies labeled for each child. They need to store their book bags in their cubbies and not on the floor in front of their cubbies. ADDITIONAL COMMENTS: Rated License Cohort Training – Tuesday, 11/7/23 – 9:30 – 11am – Join my colleague and me for a free virtual training to share information on the Rated License Cohort Model as DCDEE transitions back to rated license assessments after COVID. We will share information about available activities during the rated license preparation year and the timeline for the rated license assessment year. We will look at education opportunities available to help staff meet minimum and enhanced education requirements. We will also share information on DCDEE updates related to new rules. Contact me to register by Friday, 11/3/23. I shared information on the following topics and emailed the information to you after the visit: 1. Resources from Health and Safety Resource Center! 2. Child Care Immunization Report – due 11/1/23 3. Mental Health First Aid Training for Administrators 4. Annual License Fee 5. Environmental Health Rules Update 6. Moodle Support Email and Phone Contact 7. New Rules – July 2023 – enhanced outdoor space, cooperative arrangements, multi-age grouping 8. New Challenging Behaviors Helpline! 9. Two New Lead Teacher Options - NC Early Childhood Credential (NCECC) Equivalency Exam and Child Development Associate (CDA) 10. NC Rated License Assessment Project (NCRLAP) Resources 11. NCID – Keep it active! TRANSITION BACK TO RATED LICENSE ASSESSMENTS AND COHORTS To transition back to rated license assessments, the Division has created a two-year Cohort Model. All facilities are assigned to one of three cohorts based on their current rated license assessment due date. Each cohort will have a year for preparation and a year for assessment. (However, you are encouraged to begin preparations now so that you are ready when your cohort group is due!) Your out-of-school program was due for a three-year rated license reassessment by 9/12/21 and has been assigned to Cohort 3. I will share more information when your cohort year is closer. The Cohort 1 Rated License Preparation Year is from 7/1/2023 – 6/30/2024. During your preparation year, if you are interested in having the Environment Rating Scales completed, review the SACERS-U by obtaining the manuals for each classroom and looking for assessment related resources at ncrlap.org. Request technical assistance and training for your staff from NC CCR&R School-age Initiative. You can request and complete a SACERS-R during your preparation year. If your scores help you meet or exceed your current star rating and you are ready to move forward with your rated license assessment, you may choose to do so during your preparation year. Your preparation year is also the time to continue to work on staff education and ensure that Works accounts are completed and up to date for staff members. Look at options to help staff earn the NC Early Childhood Credential (NCECC): completing EDU 119 at one of the NC Community Colleges, applying for Early Educator Certification through the NC Institute for Child Development Professionals, completing and passing the new NCECC Equivalency Exam option available on Moodle, or earning the Child Development Associate (CDA). Encourage staff with the NCECC to enroll in additional college coursework to increase points in Education. TEACH Scholarships are available to help staff pay for educational expenses. Go to https://www.childcareservices.org/programs/teach-north-carolina/ . The Cohort 1 Rated License Assessment Year is from 7/1/2024 – 6/30/2025. During your assessment year you may choose to complete the SACERS-U again at no cost even if you completed them during your preparation year. Use the feedback from your preparation year scores to create a plan to improve your scores. During this year, all education needs to be posted in Works. At some point during that year, you will have your rated license assessed. UPDATE ON ASEP’s RATED LICENSE POINTS: PROGRAM STANDARDS – Two (2) Points – will be reassessed when SACERS-U completed *meets enhanced space and ratios (may earn a maximum of 6 points) EDUCATION STANDARDS – Seven (7) Points – currently eligible for One (1) Point *Based in information available in DCDEE Works *Points are earned based on the lowest level of education for any one position. Administrator Education – 7 Points L. Murray – NCECAC III w/ 6+y s/a ad exp = 7 points Program Coordinator Education – 1 Point A.Coupland – BSAC (not posted in Works) w/ 1y exp = 1 point *needs to complete Works, request to be approved as a group leader and upload BSAC Certificate *Program Coordinator is required to have the NC Early Childhood Credential (NCECC) or 4 hours of coursework in school-age development and programming to meet minimum requirements (will earn 5 points) *To earn 7 points, Program Coordinator needs to complete an additional 6 hours school-age development and programming (ECE courses at community college count.) Group Leader Education – 7 Points – Current eligible for 1 Point *All group leaders need to complete BSAC, register for Works and upload BSAC certificate. A.Coupland – BSAC (not in Works) w/ 1y sa exp = 1 point (7 points when BSAC posted in Works) B. Smock - BSAC (not in Works) w/ 1y sa exp = 1 point (7 points when BSAC posted in Works) QUALTY POINT - One (1) Point Staff benefits and parent involvement Total the amount of points in Program Standards, Education Standards and Quality Point. 1 – 3 Points = One Star 4 – 6 Points = Two Stars 7 – 9 Points = Three Stars 10 – 12 Points = Four Stars 13 – 15 Points = Five Stars Thank you for your time and assistance today. Refer to this visit summary for a refresher of our discussions today, and I encourage you to share with staff and use the information as a teaching tool. If you have any questions, do not hesitate to call or email me at the contact information listed above. If the operator fails to correct any documented violations within the established time period, the Division of Child Development and Early Education may deny, suspend, terminate, or revoke any permit to operate (10A NCAC 09 .2000). All information in this report has been reviewed with me today.I understand that it is my responsibility to maintaincompliance with applicable NC Child Care Requirements at all times

Open Not marked corrected in the state record

Category: supervision. Open / not marked corrected.

NC GS 110-90 · Violation

Name of Operation: CAPE HATTERAS ELEMENTARY ASEP Facility ID: 28000268 Consultant: MARJORIE WHITE Operation Type: Center Case Number: Visit Date: 10/23/2023 Number Present: 21 Completed Date: 10/23/2023 Age: From 5 To 10 Total Minutes: 270 Time In: 12:00 PM Time Out: 04:30 PM Time In: Time Out: List to Use: Center Type Of Visit: Annual Comp Full Announced/Unannounced: Unannounced * The purpose of today’s Annual Compliance visit was to monitor compliance with applicable out of school care requirements and begin discussions about the facility’s transition back to rated license reassessments. Last Annual Compliance visit – 12/12/22 Last Sanitation Inspection – 4/18/23 a Superior Rating; expires 4/18/23 Last Fire Inspection – 5/2/23 with Passed with Comments rating; expires 5/2/24 *Sanitation and fire inspections are required at least annually by the date of the previous inspection. Send fire inspections to me within seven (7) days of the inspection. 18-month compliance history from 4/21/22 – 10/20/23 = 98% A. Coupland, Program Coordinator, was present and assisted me with the visit. The facility currently operates with a Four-Star Center License, issued 9/12/2018, earning points in the following components: Program (2 PTS) + Education (7 PTS) + Quality Point (1 PT) = 10 Points = 4 Stars *Quality Point met and remains in effect: Meeting the following program standards: (1) Having a staff benefits package and (2) Having evidence of an infrastructure of parent involvement The next rated license assessment was due by 9/12/21. See below for more information about the Division’s plan to return to rated license assessments. This facility is owned by Dare County Schools. License information was current. Contact me to make any changes to address, phone, or email or to request changes to the license. I monitored the spaces used for out-of-school care including primary space in the cafeteria and auxiliary space in the gym using the Child Care Center Requirements, effective 7/1/2023 and Item Number Listing, effective 8/1/2023. Dare County Schools opt to not meet playground safety standards. I monitored three children’s records, two staff records and all program records. The facility meets DPI transportation requirements and continues to be approved for transportation but currently does not do off-site activities that involve transportation at this time. Center Observations: Children were greeted warmly as they arrived. They put away their personal items and washed hands before snack. Snack was tortilla chips and choice of white or chocolate milk. The current snack menu was not posted. While children were eating snack, the program coordinator asked for volunteers to share their Yeahs and Yucks from the weekend. The children talked about their weekends sharing what went well and not so great. The school had its Harvest Festival over the weekend, and many of the children enjoyed that event. After snack they split up and played in the gym and the cafeteria where centers were arranged around a fall theme. Later they went outdoors to play on the fenced playground. As parents arrived, they signed out their children. Interactions were respectful, warm and nurturing. I observed and documented the following violations during today’s visit. Violation Number Comment Rule 508 Special diet or food allergy information was not posted where they can be seen in food preparation and eating areas. A food allergy listed on a child's application was not included on the posted listing of food and other allergies and diet restrictions. .0901(g) 526 Menus for all meals and snacks were not current or posted where easily seen by parents and cook. The posted menu was dated August 28 - October 13, 2023. 10A NCAC 09 .0901(b) 1314 Emergency information did not name child's health care professional. In one of three children's files reviewed, the parent did not name the child's preferred health care professional. .0802(c)(2) 1316 Emergency medical care information did not contain information needed for safe medical treatment. In one of three children's files reviewed, the parent did not complete the Health Care Needs section. .0802 (c)(4) 1317 Authorization for emergency medical care information was not signed by child's parent. In one of three children's records reviewed the parent did not sign the statement authorizing the facility to seek emergency medical care. .0802(d) 1834 Application did not have a medical action plan attached for any child with health care needs such as allergies, asthma, or other chronic conditions that require specialized health services. In one of three children's files reviewed, the parent checked that the child has a medical action plan, but a medical action plan was not available. .0801(b) * Child care programs are expected to achieve and always maintain compliance and are required by NC GS 110-90(4)(d) to achieve and maintain an 18-month compliance history score of at least 75%. Any violations documented may impact the compliance history score. I completed an electronic copy of the visit summary and provided a printed copy of it to A. Coupland, Program Coordinator. We reviewed the visit summary and violation(s) documented during today’s visit. Correct these immediately. Send evidence of correction to me so that I receive it no later than 11/6/2023. The compliance verification letter needs to state the facility name and license number and list each violation by Item # and describe in detail when and how each violation has been corrected. Send compliance verification letter in an email from the center’s official email address, murraylt@daretolearn.org to my email address, Marjorie.White@dhhs.nc.gov. If sent from another email address, the center’s official address must be Cc’d in the compliance email. You may include the compliance verification as an attachment or in the body of the email. If sufficient information is not received by the due date, a follow-up visit may be conducted. *I will email a sample compliance verification letter to you. *Please be aware that any information submitted by you is legal documentation. If it is determined the information provided in the compliance letter is not true, this may be considered falsification of information. If I may be of further assistance, please contact me by phone at (252) 373-9385, by e-mail at Marjorie.White@dhhs.nc.gov. You may also call Jennifer Linhardt, Licensing Supervisor, at (252) 373-4199 or Jennifer.Linhardt@dhhs.nc.gov. TECHNICAL ASSISTANCE WITH DOCUMENTED VIOLATIONS: Menu - The menu must be current and planned and posted at least one week in advance so that parents are aware of food that is being served to their children. The posted menu was dated 8/28/2023 – 10/13/2023. You stated that you were not aware that the menu had expired but will ask the cafeteria manager for a current menu. Remember that any food substitutions must be recorded before food is served. Children’s Files Maintaining accurate records on the children in your care helps to ensure their health and safety, informs families of rules you are required to follow and your center’s policies, and provides a transfer of knowledge so that you can provide the best care possible for their children. I reviewed three (3) children’s files. The following items were not completed on the Child’s Application for EB: *the child’s preferred health care professional’ *questions in the Health Care Needs section or circle N/A. *authorization to obtain emergency medical care. *the parent checked that the child has a Medical Action Plan, but a MAP was not included in the file and other health care information was not completed. You stated the parent may not have understood the application and should have used the Spanish translation; however, it is your responsibility to check the applications to ensure all information is completed. You stated that you will review the information with the parent and have her complete the missing information. You will also review the other children’s files to verify that all information is included. The allergy posting serves as a reminder to staff to ensure that children with food allergies are not served food items that contain the food to which they are sensitive. Even if the child does not have a Medical Action Plan or Epi-pen, they may still be sensitive to certain foods. The parent of CK listed a food allergy; however, this was not posted to remind staff not to serve any food items with that ingredient to that child. You stated that you will confirm with the parent and add the allergy to the allergy posting. GENERAL VISIT INFORMATION: Be knowledgeable of the child care laws and rules and environmental health rules; review them with your staff and assist them with understanding and implementing them to maintain compliance and keep children safe and healthy. The most recent versions of child care laws and rules (updated 7/1/23) and environmental health rules (updated 7/1/23) in North Carolina, the Items Number Listing (can be used as a detailed checklist of required items) and What’s New information are available on the DCDEE website, www.ncchildcare.ncdhhs.gov. Check the designated facility email at least weekly to stay current with communication and email blasts from DCDEE. If your email is not the facility email, sign up for email blasts on the What’s New page for general information and communication from DCDEE. Your local and regional Smart Start Partnerships and Child Care Resource and Referral Agencies are available to assist you with technical assistance and training on a multitude of topics including but not limited to: Environment Rating Scales, healthy behaviors and classroom management, developmentally appropriate practice, activity plans. *Children & Youth Partnership for Dare County: Phone - (252) 441-0614; website - www.darekids.org. *The North Carolina CCR&R School Age Initiative can offer training on a wide variety of school-age topics and technical assistance with the SACERS-U. Call Angela Pate at (252) 640-0122 or email at pate.angela@swcdcinc.org. Or go to www.swcdcinc.org, click on the School-age Initiative tab and complete Request Form for technical assistance or check out available trainings. REMINDERS: Health and Safety Training and Five (5) Year Cycle Tracking Requirements – Both new staff members completed H&S Training and the H&S Training log. Review Row 17 on Staff Worksheet for staff members needing initial H&S Training or five-year renewal. On-going Training Hours – Review Row 18 (# hours to carry over) on the Staff Worksheets to determine how many on-going training hours returning staff will need by 10/23/24 (anniversary of today’s Annual Compliance visit). Staff Education and Works - Formal education (NCECC, college coursework, Principal and Teaching Licenses, BSAC training certificates, and Early Educator Certificates) are submitted to DCDEE through WORKS, an on-line portal where you can register, request to be approved for various positions, and access your education information once evaluated and posted. You can now request to have your transcripts sent electronically from colleges attended. *Staff must complete BSAC within 3 months of hire and submit it to Works within 6 months of hire. *When education is posted, staff need to log back into Works and print a copy of their Education Status Letter for their file. *See information on staff education below in Rated License Update School Critical Incident Plan and Emergency Medical Care Plan (EMCP) - • Licensed DPI programs are not required to complete a separate Emergency Preparedness Plan if they follow the school’s Critical Incident Plan (or similar type of plan for emergency responses). They are expected to have documentation of monthly fire drills and quarterly emergency drills – shelter-in-place or lock-down). Fire drills must be completed for any month or partial month the Pre-K or ASEP is operating. A quarterly emergency drill must be completed each quarter (July – September; October – December, January – March; April – June). Nutrition – Children who bring their own snacks may not eat or drink non-nutritional foods and beverages in front of other children. Storage of Personal Items – You have cubbies labeled for each child. They need to store their book bags in their cubbies and not on the floor in front of their cubbies. ADDITIONAL COMMENTS: Rated License Cohort Training – Tuesday, 11/7/23 – 9:30 – 11am – Join my colleague and me for a free virtual training to share information on the Rated License Cohort Model as DCDEE transitions back to rated license assessments after COVID. We will share information about available activities during the rated license preparation year and the timeline for the rated license assessment year. We will look at education opportunities available to help staff meet minimum and enhanced education requirements. We will also share information on DCDEE updates related to new rules. Contact me to register by Friday, 11/3/23. I shared information on the following topics and emailed the information to you after the visit: 1. Resources from Health and Safety Resource Center! 2. Child Care Immunization Report – due 11/1/23 3. Mental Health First Aid Training for Administrators 4. Annual License Fee 5. Environmental Health Rules Update 6. Moodle Support Email and Phone Contact 7. New Rules – July 2023 – enhanced outdoor space, cooperative arrangements, multi-age grouping 8. New Challenging Behaviors Helpline! 9. Two New Lead Teacher Options - NC Early Childhood Credential (NCECC) Equivalency Exam and Child Development Associate (CDA) 10. NC Rated License Assessment Project (NCRLAP) Resources 11. NCID – Keep it active! TRANSITION BACK TO RATED LICENSE ASSESSMENTS AND COHORTS To transition back to rated license assessments, the Division has created a two-year Cohort Model. All facilities are assigned to one of three cohorts based on their current rated license assessment due date. Each cohort will have a year for preparation and a year for assessment. (However, you are encouraged to begin preparations now so that you are ready when your cohort group is due!) Your out-of-school program was due for a three-year rated license reassessment by 9/12/21 and has been assigned to Cohort 3. I will share more information when your cohort year is closer. The Cohort 1 Rated License Preparation Year is from 7/1/2023 – 6/30/2024. During your preparation year, if you are interested in having the Environment Rating Scales completed, review the SACERS-U by obtaining the manuals for each classroom and looking for assessment related resources at ncrlap.org. Request technical assistance and training for your staff from NC CCR&R School-age Initiative. You can request and complete a SACERS-R during your preparation year. If your scores help you meet or exceed your current star rating and you are ready to move forward with your rated license assessment, you may choose to do so during your preparation year. Your preparation year is also the time to continue to work on staff education and ensure that Works accounts are completed and up to date for staff members. Look at options to help staff earn the NC Early Childhood Credential (NCECC): completing EDU 119 at one of the NC Community Colleges, applying for Early Educator Certification through the NC Institute for Child Development Professionals, completing and passing the new NCECC Equivalency Exam option available on Moodle, or earning the Child Development Associate (CDA). Encourage staff with the NCECC to enroll in additional college coursework to increase points in Education. TEACH Scholarships are available to help staff pay for educational expenses. Go to https://www.childcareservices.org/programs/teach-north-carolina/ . The Cohort 1 Rated License Assessment Year is from 7/1/2024 – 6/30/2025. During your assessment year you may choose to complete the SACERS-U again at no cost even if you completed them during your preparation year. Use the feedback from your preparation year scores to create a plan to improve your scores. During this year, all education needs to be posted in Works. At some point during that year, you will have your rated license assessed. UPDATE ON ASEP’s RATED LICENSE POINTS: PROGRAM STANDARDS – Two (2) Points – will be reassessed when SACERS-U completed *meets enhanced space and ratios (may earn a maximum of 6 points) EDUCATION STANDARDS – Seven (7) Points – currently eligible for One (1) Point *Based in information available in DCDEE Works *Points are earned based on the lowest level of education for any one position. Administrator Education – 7 Points L. Murray – NCECAC III w/ 6+y s/a ad exp = 7 points Program Coordinator Education – 1 Point A.Coupland – BSAC (not posted in Works) w/ 1y exp = 1 point *needs to complete Works, request to be approved as a group leader and upload BSAC Certificate *Program Coordinator is required to have the NC Early Childhood Credential (NCECC) or 4 hours of coursework in school-age development and programming to meet minimum requirements (will earn 5 points) *To earn 7 points, Program Coordinator needs to complete an additional 6 hours school-age development and programming (ECE courses at community college count.) Group Leader Education – 7 Points – Current eligible for 1 Point *All group leaders need to complete BSAC, register for Works and upload BSAC certificate. A.Coupland – BSAC (not in Works) w/ 1y sa exp = 1 point (7 points when BSAC posted in Works) B. Smock - BSAC (not in Works) w/ 1y sa exp = 1 point (7 points when BSAC posted in Works) QUALTY POINT - One (1) Point Staff benefits and parent involvement Total the amount of points in Program Standards, Education Standards and Quality Point. 1 – 3 Points = One Star 4 – 6 Points = Two Stars 7 – 9 Points = Three Stars 10 – 12 Points = Four Stars 13 – 15 Points = Five Stars Thank you for your time and assistance today. Refer to this visit summary for a refresher of our discussions today, and I encourage you to share with staff and use the information as a teaching tool. If you have any questions, do not hesitate to call or email me at the contact information listed above. If the operator fails to correct any documented violations within the established time period, the Division of Child Development and Early Education may deny, suspend, terminate, or revoke any permit to operate (10A NCAC 09 .2000). All information in this report has been reviewed with me today.I understand that it is my responsibility to maintaincompliance with applicable NC Child Care Requirements at all times