Phone (419) 784-5136 | Address: 1933 E 2nd Street Defiance, Ohio 43512

Classroom Transition Procedures

POLICY:

NOCAC staff utilizes Active Supervision strategies when transitioning children in and out of the classroom to ensure the safety of the children at all times.

PROCEDURES:

Transitioning the entire class out of the room to a different location.

  1. Staff will line children up and complete face to name recognition by saying each child’s name and looking at each child.
  2. They will compare the clips on the Classroom Transition Clipboard as they are saying the names to ensure the clips match the children that are present and in line for the transition.
  3. Staff will complete a visual scan of the room from one side to the other including looking under and around furniture.Staff will close the door when they leave a room after scanning for children.
  4. One staff will walk at the front of the line, backwards to ensure they can see the group.
  5. The other staff member will walk last in line to see the entire line.The clipboard will remain with staff at every location.
  6. When the class returns to the room, the clipboard will be hung on the hook on the classroom door.

Classroom Transition Clipboard

  1. Each clipboard will be labeled “Classroom Transition Clipboard” and should be used for this purpose only.
  2. Each clip (clothespin) will include the child’s first name and last initial (unless two children have the same first name and last initial in which case the entire name will be written for both of those children) on the front and their birthday on the back (ex: 4/12/12).
  3. The clipboard will have wording to indicate whether a child is at school or at home. The staff will put the clips in the appropriate place as they take attendance so they can do a face to name check.
  4. The clipboard will have a spot to complete daily for staff including the date, staff responsible for the day, total children, and total children present. This space must be completed daily as attendance is completed.
  5. When the day is over, the clips with the children’s names will be moved to the “At Home” side and all other daily information will be erased.
  6. The clipboard will remain on the classroom door when in the classroom.
  7. The clipboard will be carried by one of the staff responsible (noted on the clipboard form) only. Children will not assist with the clips or clipboard.
  8. The clips will remain on the clipboard or on a lanyard only when the group is separated. Clips will not be on shirts, name tags, pockets, or children.
  9. ChildPlus Report #2340 Barcode Badge which includes the children’s photo and name will be under the clipboard cover for all support staff and subs to reference when transitioning with children.

 

Classroom Attendance Binder

The Classroom Attendance Binder will travel with the entire group when transitioning. If a group of children are separated from the others, the Classroom Attendance Binder will remain in the classroom or the location they are currently in (gym, outside, lunch, etc.).

The Classroom Attendance Binder will include

      1. CACFP Meal Count and Weekly Attendance Form
      2. Medical Care Plan
      3. Blank Incident Reports
      4. Blank Child Health Observation Form
      5. Emergency Preparedness Plan – specific to each site
      6. Safe Meeting Place Location – specific to each site
      7. Playground/Gym Zoning Map – specific to each site
      8. ChildPlus report #2340 with Child Pictures

Attendance

1. Staff will follow the Attendance Guidance Policy.

2. A record of daily attendance for each class (group) shall be kept on the CACFP Meal Count and the Weekly Attendance Form (form ER2) by the NOCAC staff members responsible for that group.

    1. The CACFP Meal Count and the Weekly Attendance Form will contain all of the following information: 

      1. Names and birthdates of each child in the group
      2. Names of the NOCAC Staff members responsible for the group.
      3. Child’s weekly schedule
      4. Time of the child’s arrival and departure to the group
    2. Upon the child’s arrival, staff will record the time immediately on the CACFP Meal Count and the Weekly Attendance Form.
    3. Upon the child’s departure, staff will record the time immediately on the CACFP Meal Count and the Weekly Attendance Form.
    4. Staff will put an “A” in the box for any child absent by the end of the day in red and will record the reason for the absence.
    5. The CACFP Meal Count and the Weekly Attendance Form will be kept for a period of one year.

Forms and Additional Guidance:

This policy complies with the following

Head Start Program Performance Standard: 1302.47
ODJFS Child Care Manual: 5101:2-12-19
CACFP Regulation:
Caring for Our Children:
Other Sources:

 

Adopted with Board & Policy Council Approvals:  7/11/16
Revised with Board & Policy Council Approvals:  7/11/16

Emergency/Disaster Plans

POLICY:

NOCAC Head Start will establish and implement policies and procedures to respond to emergency situations of which all staff are familiar and trained.

PROCEDURES:

Disaster Plan

  1. The written disaster plan will be updated annually by each Center Manager.
  2. The written disaster plan will be available to all NOCAC staff and posted on the Family Information Board
  3. For a detailed description of what ODJFS requires to be included, go to http://emanuals.jfs.ohio.gov/ChildCare/ChildCareCenter/Rules/5101-2-12-16.stm

Medical or Dental Emergencies

  1. Every NOCAC Head Start Site will complete the JFS 01242 Medical, Dental and General Emergency Plan
    1. The plan will be posted by each phone and in each classroom and other spaces used by the children.
  2. Every NOCAC Head Start Site will complete the JFS 01201 Dental First Aid Plan.
    1. This plan will be posted in a location readily available to staff and parents.
  3. Choking posters must be clearly hanging in every room where meals are served and eaten.

Fire and Weather Alert Plans

  1. Every NOCAC Head Start Site will post fire and weather alert plans in each classroom and other spaces used by the children. The plan will include a diagram indicating evacuation routes.
    1. Every site will conduct monthly fire drills at varying times and document drills on the Record of Emergency Drills form from the Ohio State Fire Marshall which can be found at http://www.com.ohio.gov/documents/fire_RecordofEmergencyEvacuationDrills.pdf
    2. Every site will conduct monthly weather emergency drills in the months of March through September and document the drills on the Record of Emergency Drills form from the Ohio State Fire Marshall (see link on a).
  2. Every NOCAC Head Start Site will conduct an emergency/lockdown drill quarterly and record it on the Record of Emergency Drills from the Ohio State Fire Marshall (see link above)

Forms and Additional Guidance:

This policy complies with the following

Head Start Program Performance Standard: 1302.47(b)(8)
ODJFS Child Care Manual: 5101:2-12-16(H)
CACFP Regulation:
Caring for Our Children: 9.2.4.3
Other Sources:

 

Adopted with Board & Policy Council Approvals:
Revised with Board & Policy Council Approvals:

Facility Safety Inspections

POLICY:

NOCAC Head Start indoor and outdoor spaces are safe for children and comply with all applicable performance standards and Ohio Department of Job and Family Services (ODJFS) Day Care Licensing Regulations.

PROCEDURES:

Playground Inspection

  1. The Center Manager (or designee) will complete a JFS 01281 Child Care Playground Inspection Report every month.
    1. The completed inspection report will be emailed to the Transportation and Safety Coordinator by the 10th of each month.
    2. The original completed inspection report will be kept on file at the center for one year.

Monthly Safety Inspection

  1. The Center Manager (or designee) will complete a NOCAC Head Start/ECE Safety Checklist the first week of every month.
  2. The completed checklist will be emailed to the NOCAC Safety Coordinator.
  3. See the NOCAC Safety Guidelines for further guidance.

Fire Inspection

  1. The Center Manager (or designee) will secure a fire inspection from the state fire marshal or the local fire safety inspector annually.

Forms and Additional Guidance:

This policy complies with the following

Head Start Program Performance Standard:
ODJFS Child Care Manual: 5101:2-12-04(B); 5101:2-12-11(C)(3)
CACFP Regulation:
Caring for Our Children:
Other Sources:

 

Adopted with Board & Policy Council Approvals:
Revised with Board & Policy Council Approvals:

First Aid Kits

POLICY:

All NOCAC classrooms and buses have readily available, well-supplied first aid kits appropriate for the ages served and available on outings away from the site and accessible to staff members at all times but kept out of reach of children.

PROCEDURES:

  1. First Aid kits are available in each classroom and bus and must be accessible to all staff members at all times. There are two different First Aid Kits. One kit remains on the bus at all times. The other is a backpack used for the center/classroom/playground.
  2. First Aid kits are to be kept out of reach of children at all times.
  3. The bus first aid kit must be secured to a surface.
  4. Classroom staff will carry First Aid backpack on all field trips.
    1. When on the bus, the First Aid backpack must be secured on the bus.
    2. The First Aid backpack cannot be stored on the bus.
  5. Classroom staff will carry First Aid backpack when outdoors.
  6. Classroom staff will carry First Aid backpack for any type of safety drill (fire, tornado and emergency/lockdown).
  7. Inventory of first aid supplies
    1. Center/Classroom First Aid Backpacks: An inventory of first aid supplies is to be conducted monthly and recorded on the inventory log.
    2. Bus First Aid Kit: Drivers must check first aid kit daily as part of their daily pre-trip inspection.
  8. Staff will restock depleted items immediately when used. If additional items are needed please request from the Transportation/Safety Coordinator
  9. Transportation and Safety Coordinator will order and keep supplies at the central office to be used out at sites.

Forms and Additional Guidance:

  • First Aid Kit Contents – ODJFS 5101:2-12-16 Appendix A (See chart below for link)
  • First Aid Guide (form S5 – First Aid Guide)

This policy complies with the following

Head Start Program Performance Standard: 1302.47
ODJFS Child Care Manual: 5101:2-12-16 & 5101:2-12-16 Appendix A
CACFP Regulation:
Caring for Our Children: 5.6.0.1
Other Sources:  2016 Ohio School Bus Inspection Manual pg 26

 

Adopted with Board & Policy Council Approvals:
Revised with Board & Policy Council Approvals:

Hand washing

POLICY:

NOCAC Head Start staff and all other adults working in the classroom will teach and model appropriate hand washing practices in order to lower the risk of spreading communicable disease.

 

PROCEDURES:

Staff and children will wash their hands, defined as using soap and water, at the following times:

  1. Upon arrival for the day
  2. After toileting or assisting a child with toileting
  3. After contact with bodily fluids
  4. After returning inside after outdoor play
  5. After handling pets, pet cages or area in contact of pets
  6. Before food preparation, handling or serving (including setting the table)
  7. Before and after eating meals or snacks
  8. After coughing or sneezing
  9. Before and after giving medications
  10. When visibly soiled (must use soap and water)
  11. In accordance with ODJFS Rule 5101:2-12-13 Appendix B

 

The use of Hand Sanitizer by children over twenty-four months of age and staff is an appropriate alternative to the use of traditional hand washing with soap and water at the following times:

    1. Upon immediate arrival to the center with adult supervision
    2. When approved by a site manager, content area manager or director of the program
    3. Only hand sanitizer purchased by NOCAC will be used. Children are not permitted to bring hand sanitizer from home
    4. Manufacturer instructions and label must always be followed

 

Children, staff and volunteers using the traditional hand washing procedure, will follow the steps posted next to all sinks. 

  1. Step 1- Wet hands with water then add liquid soap
  2. Step 2- Use friction to work up lather and wash hands for at least 15 seconds
  3. Step 3- Rinse well under a stream of water
  4. Step 4- Dry hands thoroughly with a single use paper towel 
  5. Step 5- Turn off faucet with paper towel, if possible

 

Contact the Health and Safety Assistant for a replacement poster 

 

This policy complies with the following

Head Start Program Performance Standard:   1302.47 (b)(6)
ODJFS Child Care Manual:   5101:2-12-13; Appendix B
CACFP Regulation:    
Caring for Our Children:   3.2.2.1        3.2.2.2
Other Sources:    

 

Adopted with Board & Policy Council Approvals:    5/4/15
Revised with Board & Policy Council Approvals:    5/4/15

Incident/Injury Reporting

POLICY:

When an incident/injury occurs, the NOCAC Staff in charge of the child will complete an Incident/Injury Report for Child Care (JFS01299)

PROCEDURES:

  1. The staff member will fill out the form completely (each section must be marked). See sample.
  2. An illness or incident/injury is considered minor if a child is able to return to normal activity or when basic first aid is given.
    1. If a child becomes ill or has an injury that requires First Aid it is considered a minor incident.
    2. A JFS 01299 – Incident/Injury Report must be completely filled out.
      1. A copy must be signed by the parent or caregiver the day of the incident.
      2. Parent/Caregiver gets one copy
      3. Send one copy to the Transportation and Safety Coordinator at the Central Office.
  3. Serious Incident, Injury or Unusual Event
    1. Includes any situation occurring while a child is in the care of the provider that
      1. Death of child at the center
      2. Bus accident with or without injury
      3. A child receives a bump or blow to the head that requires first aid or medical attention.
      4. An incident, injury or illness requires a child to be removed by the parent or emergency services from the center for medical treatment, professional consultation or transportation for emergency treatment.
      5. An unusual or unexpected incident which jeopardizes the safety of children or staff
      6. A child left unattended
      7. An incident defined as a serious risk noncompliance in appendix A to ODJFS rule 5101:2-12-03
    2. NOCAC Staff will report all Serious Incident, Injury or Unusual events to the Center Manager.
    3. NOCAC Center Manager will go to https://oclqs.force.com and file a Serious Incident Report by the next business day.
      1. The Center Manager will print a completed copy of the JFS 01156 Serious Incident Reporting for Child Care and give to each parent. This meets the parent notification requirement of 2b and takes the place of JFS 01299 – Incident/Injury Report
      2. Copy of the JFS 01156 Serious Incident Reporting for Child Care will be sent to the Health and Safety Manager, Transportation, Facilities & Safety Assistant and the NOCAC Child Development Director.
      3. This notification does not replace reporting to ODJFS Children Services if there are concerns of child abuse/neglect.

Forms and Additional Guidance:

This policy complies with the following

Head Start Program Performance Standard: 1302.47(b)(5)
ODJFS Child Care Manual: 5101:2-12-03, 5101:2-12-16
CACFP Regulation:
Caring for Our Children:
Other Sources:

 

Adopted with Board & Policy Council Approvals:
Revised with Board & Policy Council Approvals: