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

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/Safety Specialist 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
      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:    

 

Effective Date: 8/7/17 Revision Date:
Approved By Policy Council: 8/7/17 Revision Approved By Policy Council:

Parent Procedure for Signing In/Out of Children

POLICY:

Children who do not ride the bus will be signed in and signed out by the parent or caregiver.

PROCEDURES:

NOCAC Staff will:

  • Explain this policy in detail to all families at the first home visit.

Arrival

Upon arrival, authorized caregivers* must:

  1. Sign their child in on the Parent Sign In Sheet
    1. Staff will print ChildPlus Report 2316 – Daily Sign-In & Sign-Out Worksheet weekly.
    2. Everyone is required to write in the date, the time, and a signature on the log.
  2. If arriving early, caregivers must wait with their child until the classroom starting time. Once the classroom starts, see step 3.
  3. Make personal contact with a staff member by using eye contact with and verbally telling them you are there and are dropping your child off for school.
  4. Wait for verbal confirmation from the staff person before leaving your child.

Departure

Upon departure, authorized caregivers* must:

  1. Sign their child out with time child is leaving on the Parent Sign In Sheet
    1. Everyone is required to write in the time of departure and a signature on the log.
  2. Make personal contact with a staff member by using eye contact and verbally telling them you are there to pick up your child.
  3. Wait for verbal confirmation from the staff person before leaving with your child.

*A list of authorized caregivers can be found on the NOCAC Head Start Child Pickup List Authorization form. This form can be found in the child’s file at the center.

Forms and Additional Guidance:

This policy complies with the following

Head Start Program Performance Standard:
ODJFS Child Care Manual:
CACFP Regulation:
Caring for Our Children:
Other Sources:

 

Effective Date: 7/11/16 Revision Date:
Approved By Policy Council: 7/11/16 Revision Approved By Policy Council:

Playground Safety

POLICY:

Routine safety inspections, appropriate supervision and rules will be established and maintained to assure child safety during outdoor play. NOCAC Head Start/Early Head Start (HS/EHS) will follow HS/EHS Program Performance Standards, ODJFS Day Care Licensing Rules, the Consumer Product Safety Commission (CPSC) and National guidelines related to play ground safety.

PROCEDURES:

  1. Daily inspections of the playground will include but not be limited to,
    1. A search for the following hazards: needles, glass and other sharp objects (Glass and non-bio-hazardous sharp materials can be disposed of in hard plastic or metal containers and placed in the dumpster).
    2. Check areas underneath play structures and swings for the depth of ground cover to be adequate based on the CPSC recommendations.
    3. Check for other dangers like: poisonous or hazardous foliage including sharp branches, thorns, poisonous mushrooms, bee or wasp nests and wood structures that have sharp splinters, bolts, nails, etc.
  1. The Center Manager (or a designee) will inspect the playground monthly using the JFS 01281 Child Care Playground Inspection Report
    1. The report will be sent to the Transportation/Safety Specialist.
  2. Some equipment located on public school playgrounds is inappropriate for the ages of HS/EHS children (ex: monkey bars, chain and net climbers, free standing arch climbers, sliding poles). HS/EHS children will not be allowed to play on these structures and will be instructed to only play on the structures that are age appropriate.
  3. NOCAC HS/EHS Staff need to be familiar with the CPSC Public Playground Safety Handbook.
  4. Sandboxes must be covered to avoid contamination from animals.
  5. NOCAC HS/EHS Staff will routinely review playground safety rules with children and consistently reinforce the rules. These rules need to be written and include appropriate pictures or visual cues and should encompass:
    1. Training for teachers regarding playground safety will be developed based on the CPSC Public Playground Safety Handbook as a reference. Each Center Manager will have a copy of the CPSC Public Playground Safety Handbook as a reference.
    2. Establishment of areas that are safe for running (i.e., not under play structures where a child might be jumped on).
    3. Establishment of playground boundaries if fences are not present. In this case some type of visual marker must be used and introduced to children as the playground boundary.
    4. Appropriate places to jump off a play structure. Safety rules related to elevated areas where children of this size and age should not be jumping: Anything at or above four feet is too high for children of this age to safely jump from.
    5. Appropriate play for slide safety: Sitting down facing frontward on slide is considered safe. Unsafe slide play would be laying down head first, sitting down backwards, climbing up slide, jumping off top of slide, etc.
    6. Sand play: throwing, eating, putting down clothing, etc.
    7. Safety regarding found objects, (e.g- glass, syringes, trash, insects)

7. Talk about traffic safety (driver and pedestrian)rules when going over tricycle safety.  Establish a specific direction of travel and safe location for children to ride without running into pedestrians.  Add crosswalks if necessary

Supervision of Children on the Playground:

  1. NOCAC HS/EHS staff will follow the Active Supervision Policy at all times when on the playground.
  2. There sill always be a minimum of two staff on the playground during outdoor play.  The ratio must never fall below one HS/EHS staff per 10 children (Note: This ratio specifically specifies that only HS/EHS staff will be considered the supervising adults when children are on the playground.  Parents and volunteers can increase the ratio of adults to children but they will at no time replace the HS/EHS staff to child ratio which is 1-10).
  3. NOCAC HS/EHS Staff must follow the playground zoning maps and be strategically located on the playground so that they are on opposite sides of the play structure and situated so that all the children are within view at all times.
  4. The First Aid kits must always be taken and carried by a NOCAC HS/EHS staff person when the children are engaged in outdoor play.  First aid kits carry items that pose potential risks to children and are not to be placed on a bench or other area where they are in reach of children or can be picked up by others.  If the playground is directly adjacent to the building and there is an easily accessible place within view that it can be hung (on the building) out of reach of children, this is an acceptable location to place it.

 

Forms and Additional Guidance:

This policy complies with the following

Head Start Program Performance Standard:    1302.47
ODJFS Child Care Manual:    5101:2-12-11
CACFP Regulation:    
Caring for Our Children:    6.2.5.1
Other Sources:    

 

Effective Date: 8/7/17 Revision Date:
Approved By Policy Council: 8/7/17 Revision Approved By Policy Council:

Radon

POLICY:

NOCAC will provide Radon testing at every center as determined by the Health Services Advisory Council.

PROCEDURES:

  1. Environmental Protection Agency recommends testing in the lowest level of the building. Each classroom and lunch room/gym will be tested. Teacher work areas and second story rooms do not need tested.
  2. Conducting the test
    1. Testing kits are purchased from and analyze by Air Check, Inc 1936 Butler Bridge Dietician/Nutritionist, Mills Rive, NC
      1. Contact the Transportation/Safety Specialist for a kit
      2. Perform test as instructions read.
      3. Air Check will mail the results via email.
  3. Repeating a high radon test
    1. Any test at or above 4.0 pCi/L will need to be repeated. The average of the first and second result will be averaged. If lower than 4.0 pCi/L no further action is required.
    2. Repeat testing of the location will take place every six months until 2 consecutive tests are below 4.0 pCi/L
    3. Policy Council and NOCAC Board will be provided with a complete report that includes all testing related documentation, results and interpretations.
    4. NOCAC will work with a radon mitigation professional licensed by the Ohio Department of Health to reduce elevated radon levels identified through testing.

Forms and Additional Guidance:

This policy complies with the following

Head Start Program Performance Standard:    
ODJFS Child Care Manual:    
CACFP Regulation:    
Caring for Our Children:    5.2.9.4
Other Sources:    

 

Effective Date: 5/4/15 Revision Date: 5/4/15
Approved By Policy Council: 5/4/15 Revision Approved By Policy Council: 5/4/15

Ratios and Group Size

POLICY:

NOCAC Head Start/Early Head Start (HS/EHS) will maintain appropriate ratios during all hours of program operations.

PROCEDURES:

  1. Staff-child ratios and group size maximums will be determined by the age of the majority of the children and the needs of children present.
  2. NOCAC HS/EHS will ensure required staff /child ratios and maximum group size is maintained at all times in accordance with:
    1. ODJFS 5101:2-12-18 appendix A
      1. Appendix A must be posted in a noticeable area in the center
    2. Head Start Performance Standard 1302.21(b)
  3. Staff shall not be counted in the ratio when engaged in duties or activities that interfere with supervision of children.
  4. Volunteers in the classroom may not be counted in ratio and are not to be left alone with children.
  5. The center shall not exceed the license capacity at any time.
  6. During nap/rest time, two staff members must be present.

Forms and Additional Guidance:

This policy complies with the following

Head Start Program Performance Standard:    1302.21(b)
ODJFS Child Care Manual:    5101:2-12-18 appendix A
CACFP Regulation:    
Caring for Our Children:    
Other Sources:    

 

Effective Date: 8/7/17 Revision Date:
Approved By Policy Council: 8/7/17 Revision Approved By Policy Council:

Safety Practices

POLICY:

NOCAC enforces a system of health and safety practices that ensure children are kept safe at all times.

PROCEDURES:

  1. NOCAC consults Caring for Our Children Basics for additional information to develop and implement adequate safety policies and practices meeting the requirements of HSPPS 1302.47
  2. NOCAC implements ongoing training, oversight, correction and continuous improvement in accordance with HSPPS that ensures all safety procedures are adequate to ensure child safety.
  3. NOCAC reports safety incidents in accordance with 1302.102 and the NOCAC Incident/Injury Report Form.
  4. All staff and consultants follow appropriate practices to keep children safe during all activities, including, at a minimum:
    1. Reporting of suspected or known child abuse and neglect per the NOCAC Child Abuse Reporting Procedures.
    2. Appropriate indoor and outdoor supervision of children all times as per the Active Supervision Policy.
    3. Only releasing children to an authorized adult as per the Child Enrollment and Health Information Form and the Authorized Pick up List.
    4. All standards of conduct described in 1302.90(c) and as per the NOCAC Standards of Conduct Policy.
  5. The NOCAC Safety Committee meets monthly.

Forms and Additional Guidance:

This policy complies with the following

Head Start Program Performance Standard:    1302.90, 1302.102
ODJFS Child Care Manual:    5101:2-12-12
CACFP Regulation:    
Caring for Our Children:    
Other Sources:    

 

Effective Date:   8/7/17 Revision Date:    
Approved By Policy Council:   8/7/17 Revision Approved By Policy Council: