South Hadley Middle School-Michael E. Smith - YMCA Program

7.04(07) — Administration

The program had children’s records on site; however, the records did not contain all required information and consent forms. Corrective action: To address children’s records that were missing required information and consent forms, the program reviewed all files to identify incomplete records. Parents of children with incomplete online registrations have been contacted and asked to complete physical registration forms to ensure all required information and consent forms are obtained and placed in the children’s files. In addition, the program is actively working to update the online registration process so that families are unable to bypass required fields, including consent forms. The Site Coordinator will continue to monitor children’s records on an ongoing basis to ensure all documentation is complete and maintained in compliance with EEC regulations.. Regulation: Children’s Records. The licensee must maintain an individual written record for each child that includes: Cited during: Renewal - Full Review Visit. Source: MA EEC child care provider record (childcare.mass.gov).

7.07(10)(g) — Physical Facility - Indoors

During the visit, children’s backpacks and coats were observed on the floor throughout the classroom entrance area. The items were not stored in an organized manner and created a cluttered space. Corrective action: To address the issue observed during the visit, the Holyoke YMCA Afterschool Program at Michael E. Smith Middle School has reorganized the classroom entrance area to ensure children’s backpacks and coats are stored off the floor in an organized manner. Designated hooks, cubbies, and storage bins are now provided for children’s personal belongings and are used consistently upon arrival. Staff actively monitor the entrance area during arrival and dismissal times and remind and assist children, as needed, to properly store their items. The Site Coordinator conducts daily checks to ensure the area remains free of clutter. This corrective action has been implemented immediately and will be maintained on an ongoing basis to ensure compliance with EEC regulations and to promote a safe and orderly environment.. Regulation: The licensee must provide sufficient space, accessible to children, for each child to store clothing and other personal items in a safe, sanitary manner. Cited during: Renewal - Full Review Visit. Source: MA EEC child care provider record (childcare.mass.gov).

7.04(14)(d) — Postings

The EEC license was not posted. Corrective action: To address the EEC license not being posted, the document board has been updated to include the current EEC license and all required program documentation and has been returned to the Holyoke YMCA Afterschool Program at Michael E. Smith Middle School. The [redacted] temporarily removed the document board to update materials so they accurately reflect the consolidation that took place at the beginning of the new year between Mosier School and Michael E. Smith Middle School. All required documents are now clearly posted in a visible location and will be reviewed regularly by the [redacted] to ensure continued compliance with EEC regulations. This includes EEC license.. Regulation: the current license or approval. Cited during: Renewal - Full Review Visit. Source: MA EEC child care provider record (childcare.mass.gov).

7.04(14)(a), 7.04(14)(b), 7.04(17)(p)(02) — Postings

The emergency numbers were not posted. Corrective action: To address the EEC license not being posted, the document board has been updated to include the current EEC license and all required program documentation and has been returned to the Holyoke YMCA Afterschool Program at Michael E. Smith Middle School. The [redacted] temporarily removed the document board to update materials so they accurately reflect the consolidation that took place at the beginning of the new year between Mosier School and Michael E. Smith Middle School. All required documents are now clearly posted in a visible location and will be reviewed regularly by the [redacted] to ensure continued compliance with EEC regulations. This includes emergency numbers.. Regulation: “Call 911” reminder and the telephone number and address of the program, including the location of the program in the facility;, the telephone number of the Poison Control Center and the name and telephone number of the emergency back-up person,, the name, address and telephone number of the health care consultant; Cited during: Renewal - Full Review Visit. Source: MA EEC child care provider record (childcare.mass.gov).

7.04(17)(p)(04), 7.11(07)(e), 7.11(18)(b) — Postings

Evacuation procedures and diagrams were not posted at each exit. Corrective action: To address the evacuation procedures and diagrams not being posted at each exit, the program worked collaboratively with the school administration to ensure compliance while following school policies. Due to school policy restrictions, the program is not permitted to post materials independently at exits, even during program hours. As a result, the school has created and posted evacuation procedures and diagrams that meet the needs of both the Holyoke YMCA Afterschool Program and the school for the program’s designated spaces. These evacuation procedures are now in place and accessible, and staff have been reviewed and trained on the procedures to ensure children’s safety and ongoing compliance with EEC regulations.. Regulation: next to each exit, emergency and evacuation procedures., Exit signs must be posted in rooms that have direct access to the outdoors., Escape Routes. A diagram of escape routes must be posted conspicuously at each means of egress in rooms that do not have direct access to the outdoors. Cited during: Renewal - Full Review Visit. Source: MA EEC child care provider record (childcare.mass.gov).

7.10(08)(b) — Postings

The program did not have a staff schedule posted. Corrective action: To address the EEC license not being posted, the document board has been updated to include the current EEC license and all required program documentation and has been returned to the Holyoke YMCA Afterschool Program at Michael E. Smith Middle School. The [redacted] temporarily removed the document board to update materials so they accurately reflect the consolidation that took place at the beginning of the new year between Mosier School and Michael E. Smith Middle School. All required documents are now clearly posted in a visible location and will be reviewed regularly by the [redacted] to ensure continued compliance with EEC regulations. This includes staff's schedule. Regulation: Whenever more than one educator is providing care: Cited during: Renewal - Full Review Visit. Source: MA EEC child care provider record (childcare.mass.gov).

7.11(05)(d)(04) — Health

The program did not have medication on site for children who require it. Corrective action: To address the concern regarding medication not being on site, the program confirmed that there are currently no children enrolled who are required to take medication during program hours. This information has been verified through communication with parents and documented in children’s files. The Site Coordinator will continue to monitor enrollment and maintain ongoing communication with parents to ensure that if a child requires medication in the future, the appropriate medication, consent forms, and required documentation will be obtained and kept on site prior to the child attending the program, in compliance with EEC regulations.. Regulation: emergency or life-saving medications, such as asthma inhalers and epinephrine auto-injectors, for any children for whom they have been prescribed; Cited during: Renewal - Full Review Visit. Source: MA EEC child care provider record (childcare.mass.gov).

7.11(02)(j), 7.11(02)(l) — Health

The program was missing medication consent forms and IHCP for children who require them. Corrective action: To address the missing medication consent forms and Individual Health Care Plans (IHCPs), the program reviewed all children’s files to identify those who require health documentation. The program has received written notes from parents stating that their children do not require medication during program hours. These notes have been placed in the children’s files. Staff have been reminded that if a child’s medical needs change or if medication is required in the future, the appropriate medication consent forms and IHCPs will be obtained and kept on file prior to the child attending the program. The Site Coordinator is responsible for ongoing monitoring of children’s records to ensure compliance with EEC regulations.. Regulation: Each time a medication is administered, the educator must document in the child’s record the name of the medication, the dosage, the time and the method of administration, and who administered the medication, except as noted in (k) below., All medications must be administered in accordance with the consent and documentation requirements specified below: Cited during: Renewal - Full Review Visit. Source: MA EEC child care provider record (childcare.mass.gov).

7.07(02), 7.07(03), 7.07(16)(b) — Physical Space (Indoor & Outdoor)

The building inspection was not posted and was not available at the time of the visit. The fire inspection had expired at the time of the visit. Corrective action: To address the EEC license not being posted, the document board has been updated to include the current EEC license and all required program documentation and has been returned to the Holyoke YMCA Afterschool Program at Michael E. Smith Middle School. The [redacted] temporarily removed the document board to update materials so they accurately reflect the consolidation that took place at the beginning of the new year between Mosier School and Michael E. Smith Middle School. All required documents are now clearly posted in a visible location and will be reviewed regularly by the [redacted] to ensure continued compliance with EEC regulations. This include the building inspection. We've received the updated fire inspection and it at has been posted to our document board.. Regulation: Building Inspection. Every program that is not located in a residence and every program that has a licensed capacity of more than 10 children must provide a certificate of inspection from the Department of Public Safety or the local building inspector certifying that the facility complies with the State Building Code (780 CMR). The certificate must indicate the following:, Fire Inspection. Every program not located in a residence must submit evidence of compliance with applicable fire codes., Integrated Pest Management. Programs must document compliance with the Integrated Pest Management program of the Department of Agricultural Resources. Cited during: Renewal - Full Review Visit. Source: MA EEC child care provider record (childcare.mass.gov).

7.04(18)(d)(01) — Administration

The program did not have a staff records checklist available. Corrective action: To address the EEC license not being posted, the document board has been updated to include the current EEC license and all required program documentation and has been returned to the Holyoke YMCA Afterschool Program at Michael E. Smith Middle School. The [redacted] temporarily removed the document board to update materials so they accurately reflect the consolidation that took place at the beginning of the new year between Mosier School and Michael E. Smith Middle School. All required documents are now clearly posted in a visible location and will be reviewed regularly by the [redacted] to ensure continued compliance with EEC regulations. This includes staff's record checklist. The staff records checklist will no longer be posted; instead, it will be maintained on-site and securely stored in the staff cabinet to reflect all regular employees. The School Age Director will continue to review posted documents and staff records regularly to ensure ongoing compliance with EEC regulations.. Regulation: a current staff records check list that reflects all regular employees, Cited during: Renewal - Full Review Visit. Source: MA EEC child care provider record (childcare.mass.gov).

7.04(05)(a), 7.04(05)(b), 7.04(05)(c), 7.09(09) — Administration

The program did not have a staff records checklist. Corrective action: The updated tri-fold was brought down to our current class room from our previous classroom. We were in the process of transitioning as the the school switched our space with minimal notice. Staff record checklist is posted on the our tri-fold license board. Regulation: documentation that the employee has the qualifications required under 606 CMR 7.09, including, but not limited to, health records, as required by 606 CMR 7.09(11);, copies of licenses, certifications and registrations held, including, but not limited to, motor vehicle operator’s license (if the staff member transports children) and EEC educator qualification;, documentation of orientation, training and professional development, as required by 606 CMR 7.09(15)(d-f), 7.09(16)(c) and 7.09(17)(a), and 7.11(1), 7.09 (18)(d), and 7.09(19)(b),as applicable;, All educators must attend an orientation to early education and care approved by the Department. Cited during: Monitoring Visit. Source: MA EEC child care provider record (childcare.mass.gov).

7.07(01), 7.11(07)(h) — Emergency Preparedness

The program did not have a current evacuation drill log showing that evacuation drills are conducted monthly. Corrective action: The updated tri-fold was brought down to our current class room from our previous classroom. We were in the process of transitioning as the the school switched our space with minimal notice. A current Evacuation drill log is currently posted on our tri-fold board.. Regulation: The licensee must ensure that the physical facilities are safe, clean, in good repair and free from hazards and clutter. The licensee must monitor the environment daily to identify and remove or repair any hazards that may cause injury to children. Exits and evacuation routes must be kept clear of obstructions., The educator must hold practice evacuation drills with all groups of children and all educators from each floor level of the approved space at least monthly. Drills must be held during different times of the program day, and must use alternative exits. The educator must document the date, time, exit route used, number of children evacuated and effectiveness of each drill. Cited during: Monitoring Visit. Source: MA EEC child care provider record (childcare.mass.gov).

7.07(02), 7.07(03) — Physical Facility - Indoors

The building and fire inspections are expired. Corrective action: The updated tri-fold was brought down to our current class room from our previous classroom. We were in the process of transitioning as the the school switched our space with minimal notice. Date completed: 8/19/24 (fire inspection) Date completed: 8/29/24 (building certificate). Regulation: Building Inspection. Every program that is not located in a residence and every program that has a licensed capacity of more than 10 children must provide a certificate of inspection from the Department of Public Safety or the local building inspector certifying that the facility complies with the State Building Code (780 CMR). The certificate must indicate the following:, Fire Inspection. Every program not located in a residence must submit evidence of compliance with applicable fire codes. Cited during: Monitoring Visit. Source: MA EEC child care provider record (childcare.mass.gov).

7.10(08)(b)(02), 7.09(05) — Care of Children

The staff schedule was not current. Corrective action: Our Tri-fold board with all our documents, including schedule are hung up on the wall visible to educators, parents and visitors.. Regulation: the Licensee must keep the schedule current and posted in an area easily visible to educators, parents and visitors., All educators must possess the qualifications required for their positions in accordance with EEC regulations. Cited during: Monitoring Visit. Source: MA EEC child care provider record (childcare.mass.gov).