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HomeMy WebLinkAboutC23-192 Family Learning Center_second amendment1 SECOND AMENDMENT TO AGREEMENT BETWEEN EAGLE COUNTY, COLORADO AND THE FOUNDATION OF TRUSTEES FOR THE FAMILY LEARNING CENTER THIS SECOND AMENDMENT (“Second Amendment”) is effective as of the______________ by and between “The Foundation of Trustees for the Family Learning Center” a Colorado Nonprofit Organization (hereinafter “Consultant” or “Contractor”) and Eagle County, Colorado, a body corporate and politic (hereinafter “County”). RECITALS WHEREAS, County and Consultant entered into an agreement C21-303 dated the 9th day of September 2021, for certain Services (the “Original Agreement”); and WHEREAS, County and Contractor entered into an agreement dated the August 16, 2022 for certain Services (the “First Amendment”); and WHEREAS, the First Amendment contemplated that the Consultant would perform certain Services with compensation in an amount not to exceed $308,440; and WHEREAS, the County desires to have Contractor perform additional Services for additional compensation as set forth below; and WHEREAS, the term of the First Amendment expires on the 31st day of July 2023 and the parties desire to extend the term for an additional year. SECOND AMENDMENT NOW THEREFORE, in consideration of the foregoing and the mutual rights and obligations as set forth below, the parties agree as follows: 1. The Original Agreement shall be amended to include additional Services as described in Exhibit A and B which is attached hereto and incorporated herein by reference. The compensation for the additional Services set forth in Exhibit A shall not exceed $310,000. for this second amendment or a total maximum compensation under the Original Agreement, First Amendment and this Second Amendment of $875,598. 3. The term of the First Amendment is hereby extended to the 31st day of July, 2024. DocuSign Envelope ID: 03F4600F-E089-4676-9E78-5F054D8B4C13 6/6/2023 2 4. Capitalized terms in this Second Amendment will have the same meaning as in the Original Agreement and First Amendment. To the extent that the terms and provisions of the Second Amendment conflict with, modify or supplement portions of the First Amendment, the terms and provisions contained in this Second Amendment shall govern and control the rights and obligations of the parties. 5. Except as expressly altered, modified and changed in this Second Amendment, all terms and provisions of the Original Agreement and First Amendment shall remain in full force and effect, and are hereby ratified and confirmed in all respects as of the date hereof. 6. This Second Amendment shall be binding on the parties hereto, their heirs, executors, successors, and assigns. IN WITNESS WHEREOF, the parties hereto have executed this Second Amendment to the Original Agreement the day and year first above written. COUNTY OF EAGLE, STATE OF COLORADO By and Through Its BOARD OF COUNTY COMMISSIONERS By: ___________________________ Kathy Chandler-Henry Attest: By: __________________________________ Regina O’Brien, Clerk to the Board CONSULTANT The Foundation of Trustees for the Family Learning Center By: _____________________________________ Print Name: ______________________________ DocuSign Envelope ID: 03F4600F-E089-4676-9E78-5F054D8B4C13 Whitney Young 3 EXHIBIT A SCOPE OF SERVICES, PAYMENT & FEE SCHEDULE Description of Services: This contract is for services provided beginning in July 2023 and ending June 30, 2024. The District is defined as a Contractor for purposes of this Exhibit. The contractor will provide Early Head Start child care services for up to twenty children enrolled in the Eagle County Early Head Start (“EHS”) program from 7:30 am to 5:30 pm in compliance with state child care licensing regulations, the most current Head Start Performance Standards, and the Head Start Reauthorization Act. The EHS Grantee shall: 1. Share children's assessments with classroom teachers, with parent permission. 2. Organize and participate in monthly Kid talks with classroom teachers. 3. Work with the Contractor to develop, implement and assess action plans for issues or concerns that arise during program monitoring and observation of the Contractor's site. 4. Offer training opportunities to Contractor's staff that care for infants and toddlers in specific issues about infants and toddlers up to age three. Program Provisions: The contractor must comply with all Head Start Performance Standards and the Head Start Reauthorization Act as defined in Exhibit B, including teacher credentials, teacher-child ratios, and group size at all times of the day. Exhibit B will be updated and replaced to reflect and assure compliance with any changes in state licensing regulations and Head Start Performance Standards. 1. Policies and procedures: a. Maintain a current Family Handbook that is distributed to families at enrollment, and go over the policies with the parent before enrollment. Share Family Handbook electronically with the EHS program annually. b. EHS children will be provided diapers and wipes as part of the program services. Families or contracted staff can contact EHS staff to address the issue. c. It is the responsibility of the Contractor to enforce the policy and procedures outlined in the Family Handbook, including health exclusions, pick-up, and drop- off policies and procedures. d. Infant Toddler Coordinator and/or Department Director will attend meetings with EHS staff as scheduled. e. Infant Toddler Coordinator and/or Department Director will contact County staff before denying services, excluding health-related issues. f. Allow County staff access to childcare sites and files during the hours of operation. This includes the EHS Manager, Supervisor, Program Coordinator, Health Coordinator, Education Coordinator, and Home visitors who will conduct DocuSign Envelope ID: 03F4600F-E089-4676-9E78-5F054D8B4C13 4 classroom observations and or training. g. Maintain files on-site and, as requested, provide EHS with a copy of current child care license(s) for child care facilities in this agreement. h. Maintain files on-site and, as requested, provide EHS with a copy of the Notice of Survey Findings from every health department visit to the center. i. Maintain files on-site and, as requested, provide EHS with copies of educational credentials for all staff members working with EHS children. j. Maintain files on-site and, as requested, provide EHS with a copy of stated private pay tuition rates Eligibility Determination: k. EHS will determine the eligibility of the children to be enrolled under this agreement and inform families of eligible children of their rights and obligations. l. The County will notify the Contractor when an enrolled child ages out of EHS at three or drops from the program. Payment for such clients will not be made after the Contractor is notified. m. It is agreed that when EHS children transition out of the EHS program, the parties will make every effort to provide a smooth transition for those children and their families into another early childhood program, including but not limited to Head Start, Universal Pre-K (UPK), Part B Special Education Services, or Colorado Child Care Assistance Program (“CCCAP”). 2. Enrollment: a. Vacancies in EHS spots must be filled within 30 days, no spaces can be reserved for longer periods. b. The Contractor and EHS will work together to enroll another child within 30 days of vacancies. c. The contractor will provide families with an orientation, Family Handbook, and observation before the first day of care. 3. Education and Child Development: a. The contractor must provide primary caregiving and continuity of care to all EHS infants and toddlers as defined in the performance standards: i. 45 CFR 1304.52(g)(4)—Grantee and delegate agencies must ensure that each teacher working exclusively with infants and toddlers has responsibility for no more than four infants and toddlers and that no more than eight infants and toddlers are placed in one group. ii. 45 CFR 1304.21(0)(1)(i)— Grantee and delegate agencies' programs of services for infants and toddlers must encourage: The development of secure relationships in out-of-home care settings for infants and toddlers by having consistent teachers over an extended period of time. Teachers must demonstrate an understanding of the child's family culture and, DocuSign Envelope ID: 03F4600F-E089-4676-9E78-5F054D8B4C13 5 whenever possible, speak the child's language. iii. 45 CFR 1304.21(a)(3)(ii)-Grantee and delegate agencies must support social and emotional development by: Planning for routines and transitions so that they occur in a timely, predictable, and unrushed manner according to each child's needs. b. The contractor and EHS must include infants and toddlers with special needs and disabilities. c. Allow for and participate in assessments to be conducted in classrooms such as, but not limited to, Ages and Stages Developmental Questionnaire, the Infant/Toddler Environment Rating Scale, Colorado Shines ratings, EHS ongoing monitoring, and EHS annual self-assessment. Results will be shared with the EHS Manager and the EHS Education Coordinator so that information can be shared with the governing bodies and parent committees. d. Staff will be involved in developing and implementing quality improvement plans based on the results of the assessments. e. Teachers will complete individual file for each child per the Teaching Strategies GOLD online system assessment system. f. Teachers will meet children's early learning needs by individualizing the curriculum for each child based on their observations and the child's developmental goals. g. At the time of transition to a new classroom or childcare site, the child's portfolio will accompany them to the new placement. h. Teachers will participate in developing individual child goals for each child by convening two parent-teacher conferences at the childcare site annually and participating in two home visits annually. Based on observations and assessments, all parties will contribute to the child's development plan. Copies of conference reports and the child's GOLD assessments will be filed in the child's portfolio on- site and in the child’s, file maintained by the EHS program. i. Complete weekly lesson plans and document observations for quarterly checkpoints in GOLD j. The contractor must identify a research-based curriculum (HSPPS 1302.32) to be used in each classroom and inform the County which curriculum will be used. k. Children will not be required to participate in religious activities. The contractor must offer alternate developmentally appropriate activities at these times. 4. Health, Nutrition, and Safety a. Share menus, health and safety checklist, and licensing reports with the County as requested. b. Provide snacks and meals to the children served under this Agreement and submit receipts for USDA reimbursement. DocuSign Envelope ID: 03F4600F-E089-4676-9E78-5F054D8B4C13 6 c. Adhere to all CACFP program requirements and audits and report to the EHS grantee any issues needing corrective action. 5. Family Engagement a. The contractor must have a process for all parents to sign their children in and out to assure safety. b. All information regarding children and families must be kept confidential. 6. Transitions a. Transition plans will be started by the Family Advocate in partnership with the family no later than when a child is 2 years 6 months. The Family Advocate will share the transition plan with the center to ensure coordination and collaboration b. The contractor will notify EHS of planned classroom transitions at least 1 month in advance and collaborate with the EHS family advocate to develop strategies with each family for successful and smooth transitions. 7. Professional Development a. The contractor shall work cooperatively with coaching and consultation agencies as funds allow in the infant and toddler classrooms. The above-listed services will be provided expeditiously to the children served under this Agreement. The legislation supporting the Early Head Start effort explicitly solicits and advocates the fullest possible cooperative and supportive approach from existing local and state agencies to enhance the efficacy of Early Head Start and its proposed measurably productive, pro-social impact on involved families. Performance Standards and the Head Start Act are located at the Early Childhood Learning and Knowledge Center: http://eclkc.ohs.acf.hhs.gov/hslc. Reporting Requirements: 1. The contractor shall follow the EHS Reporting Policy and procedure, including a written report to the child’s guardian(s). 2. The contractor will inform EHS immediately of any significant incidents affecting the health and safety of program participants, circumstances affecting the financial viability of the program, breaches of personally identifiable information, program involvement in legal proceedings, any matter for which notification or a report to state, tribal, or local authorities is required by applicable law, including at a minimum: a. Any reports regarding agency staff or volunteer compliance with federal, state, or local laws addressing child abuse and neglect or laws governing sex offenders; b. Incidents that require classrooms or centers to be closed for any reason; c. Legal proceedings by any party that is directly related to program operations; and, d. All conditions must be reported under §1304.12, including disqualification from the Child and Adult Care Food Program (CACFP) and license revocation. 3. The contractor must complete the Early Head Start Reporting Requirements Form DocuSign Envelope ID: 03F4600F-E089-4676-9E78-5F054D8B4C13 7 within 24 hours of knowledge of an incident. The form asks the following questions: ○ Name and email address of person completing the form ○ Date of incident ○ Name of child care provider ○ Name of the child impacted by the incident ○ Narrative of the incident ○ Narrative of follow-up actions ○ Narrative and documentation of incident report notifying the parents ○ If this incident has been reported to the child abuse hotline and if not why 4. The contractor is a DHS contractor and is considered a mandatory reporter for suspected child abuse and neglect. The contractor shall report those directly to the Colorado statewide hotline at 1-844-264-5437. The contractor must report any incidents of lack of supervision or suspected abuse or neglect within 24 hours to the EHS Leadership via the Google Form so that the EHS program can appropriately report to the Regional Head Start Offices. Maintenance and Access to Records: The Contractor agrees to keep records dealing with the frequency of service delivery, services provided, and fiscal records and retain all bookkeeping, records, and other documents relevant to this agreement for three years after final payment, and such records must be destroyed within a reasonable timeframe after such records are no longer needed or required to be maintained. The Contractor agrees that any persons duly authorized by the EHS Program (county, state, or federal) shall have full access to and the right to examine any of said materials. Program Records, Controls, Reports, and Monitoring Procedures: 1. The Contractor agrees to maintain program records required by County and agrees that a program and facilities review, including meetings with consumers, review of service records, review of staffing ratios, job descriptions, staff qualifications, and meetings with any staff directly or indirectly involved in the provision of services may be conducted at any reasonable time by state and federal personnel and other persons duly authorized by the County. 2. The Contractor agrees to maintain program records required by the County and to complete an invoice on forms furnished by the County. Further, the Contractor agrees to make available its facilities/services to County's designees (staff, students, parents), for training or observation. 3. Required Regular Reporting to EHS shall be as follows: a. Weekly: Attendance and reason absent updated through Child Plus b. Monthly by the 5th: Update to staff list including new staff and staff no longer employed with reason and documentation of staff education qualifications- DocuSign Envelope ID: 03F4600F-E089-4676-9E78-5F054D8B4C13 8 Monthly c. Quarterly (January, April, July, October): i. Completed Health and Safety Checklists for each classroom and outdoor space ii. Menu sample iii. Documentation of monitoring of curriculum individualization for all children, including individualization for children with IFSPs d. Access to the program’s ongoing assessment to track the developmental progress of children Staff Qualifications and Professional Development: 1. Individuals employed and representing the Contractor shall demonstrate the skills/qualifications required by the Federal Office of Head Start. Section 645A(h)(1) of the Head Start Act requires that “not later than September 30, 2010, all teachers providing direct services to children and families participating in Early Head Start programs located in Early Head Start centers, have a minimum of a child development associate credential (CDA), and have been trained (or have equivalent coursework) in early childhood development." For contracted center-based staff, a comparable credential for the CDA can be obtained by following the PDW IT Credential Crosswalk for Colorado PDIS credential crosswalk. Staff that obtains a minimum of the following to be counted as meeting the educational qualifications for EHS a. PDIS 2.0 or 3.0 Credential Level II including coursework specific to infants and toddlers and, b. ECE 111 or EQIT 2. The contractor must make every effort to reach and sustain compliance with the requirements for infant and toddler center-based teaching staff. The priority is to hire qualified, credentialed staff following the Head Start Act. Suppose the program cannot recruit and hire qualified credentialed staff. In that case, the program may hire a person who is in the process of completing their credential, has experience working with infants and toddlers, and has one of the following: a. Course work with infant and toddler content. b. Degree in a related field. c. Training with infant and toddler content. 3. The contractor has 24 months from the hire date to get the teacher the minimum required qualifications. A detailed professional development plan will be provided to EHS within 30 days of hire, outlining how the staff will obtain the required qualifications. 4. Staff needing to obtain education qualifications for EHS will be eligible for reimbursement for obtaining their CDA, as funds are available through the EHS training and technical assistance budget. 5. If staff cannot meet the education qualifications within the designated time they will not DocuSign Envelope ID: 03F4600F-E089-4676-9E78-5F054D8B4C13 9 be eligible to work in the EHS classrooms. 6. Staff must keep their CDA current, with renewal every three years. 7. Every teacher must attend at least 15 hours of professional development per year. 8. The contractor must keep a copy of educational qualifications for all staff working with EHS children, including a state teaching license and CDA, an associate's degree, or a Bachelor of Arts with transcripts in staff files and provide a sample to EHS for monitoring per this agreement. 9. Contracted staff working with EHS children will review and sign a Standard of Conduct annually. Payment and Fee Schedule: The contractor shall be compensated for the performance of assigned services as follows: 1. The county agrees to pay to Contractor a tuition rate of $71.00/ day for infants up to 18 months and $68/day for toddlers 18 months until they transition to preschool. The contractor will enroll up to 20 full-time child care slots for 200 calendar days annually of services starting May 1, 2023 which includes 8 holidays and 6 teacher training days based on the daily tuition rate per child if not paid by CCCAP. 2. The county will only compensate the Contractor for EHS spaces occupied by a child each month and 30 days past their discharge date to allow for new enrollment. 3. The contractor shall notify the County of a childcare slot vacancy within two business days. Vacancies of such slots shall be filled within 30 days. If the child care slot is not filled within this time frame, the County will request a pro-rata amount from the monthly payment for the time the child care slot remains vacant over 30 days. 4. The county (EHS) will compensate the Contractor for up to $2,000 annually for professional development training to meet EHS program quality standards. 5. The county (EHS) will compensate the Contractor for the annual $150 supply fee for each child enrolled and a $100 annual registration fee; if the child is not participating in CCCAP, said compensation might be at most $10,000 annually without prior approval. 6. 4. 1302.42(e.) (1) Child health status and care. A program must use funds to provide diapers and wipes for enrolled children during the program day. The county will compensate the Contractor for purchasing diapers and wipes; said purchases may be at most $5,000 annually without prior approval. 7. The county will only compensate the Contractor for spaces an EHS-enrolled child occupies each month up to the CCCAP published daily tuition rate. a. The contractor will receive an EHS statement of enrollment and CCCAP status at the end of each month for review and to help inform billing expectations. b. Children enrolled in the Colorado Child Care Assistance Program (CCCAP) will first be billed to CCCAP for registration fees and daily tuition. c. EHS will pay additional fees not paid for by CCCAP, including non-covered tuition, parent fees, material fees, late fees, etc., to ensure families are not charged for any services while enrolled in EHS. DocuSign Envelope ID: 03F4600F-E089-4676-9E78-5F054D8B4C13 10 d. If a manual claim to CCCAP is not paid within 90 days of the month when care was provided or if the manual claim is denied for a reason beyond what is eligible to be paid by CCCAP (see section c. above), EHS will be billed to ensure the center receives the full-daily rate for services provided. The contractor will provide documentation of the CCCAP payment denial to receive the EHS payment. e. EHS will follow tuition policies outlined in the FLC Parent Handbook for holidays “No credit will be given for holidays. However, credit will be given for the other days of week-long closures. No credit will be given for Holidays that fall on weekends, and FLC may close for commemoration/celebration either the Friday before - or the Monday after.” f. For unplanned closures, EHS will pay tuition according to the center's policy: " To maintain our programming, and meet local and federal requirements, FLC will charge full tuition for a one- or two-week consecutive closure. If FLC is required to close for three or more weeks consecutively, tuition will be charged at 50% rate and will be credited on the next billing cycle. If FLC is closed for longer than 8 weeks, a plan will be determined and families will be notified. If funding becomes available to FLC, this plan will be altered.” g. The contractor must comply with all CCCAP program rules and maintain an active fiscal agreement with Eagle County. h. CCCAP authorizations for EHS-enrolled children will be on the 1st and 15th of each month 8. Cost of living adjustment (COLA) is incorporated within this agreement from the previous year. Specifically, the 2023 COLA awarded to the staff at the Family Learning Center is equal to $21,165. Contractor will ensure each educator/teacher/staff member at the Family Learning Center who works directly with EHS children shall receive a minimum 5.6% increase of cost allocated annual salary. COLA is provided in order to assure compliance with Head Start Performance Standards. 9. Maximum compensation under this Agreement shall not exceed $310,000. DocuSign Envelope ID: 03F4600F-E089-4676-9E78-5F054D8B4C13 11 EXHIBIT B HEAD START PROGRAM PERFORMANCE STANDARDS POLICIES/PROCEDURES Contracted child care centers will have policies and procedures for the following: • Suspension and Expulsion of children- Center will have a procedure for handling these circumstances that meet the HSPPS 1302.17 stating that expulsion is prohibited. • Active Supervision- Center will have a procedure for meeting active supervision requirements, including reporting requirements • Mandated Reporting- Center will have a procedure for handling cases of suspected child abuse and neglect: o Establish a reporting plan to utilize in case of suspected abuse o Train staff to identify and report abuse to proper agencies annually o Cooperate with enforcement agencies o Ensure confidentiality of the individual reporting the abuse FACILITIES Classrooms and indoor spaces shall: 1. Be safe, clean, attractive, and spacious with the following: a. Soft areas b. Open areas for movement c. Clearly defined activities areas (centers) d. Toys and materials are accessible to children on low shelves e. A variety of surfaces outdoors f. Areas for sun and shade play g. A variety of physical activities for outdoors h. Outdoor activities for individual and group 2. Have appropriate areas for all program activities such as: a. Food preparation b. Resting and napping areas c. Diapering 3. Have classroom arrangements that promote spaces for centers and provide for interaction and prevent running and unattended children. 4. Be designed so that infants and toddlers are separated from walkways and areas used by preschoolers. 5. Contain at least 35 square feet of usable indoor space per child and 75 square feet of usable outdoor space per child. 6. Meet all state licensing requirements. DocuSign Envelope ID: 03F4600F-E089-4676-9E78-5F054D8B4C13 12 7. Contain adequate provisions for children with disabilities by, having an accessible environment, accommodations for special diets, emergency plans, and appropriate space. 8. Provide a variety of equipment, furniture, and toys that can impact the children in the program, that is safe and durable as follows: a. Materials are chosen that are developmentally appropriate for all areas of learning b. Rotate toys to provide a variety and new experiences c. Materials and equipment are inviting for play, child-sized, and allow children to make choices d. Each infant is to have their own crib e. Walkers are not to be used f. Provide safe, durable storage, low shelves for children's activities, and high shelves for adult items g. Toys must be made of non-toxic materials and must be sanitized regularly h. Non-mobile infants should sleep in their own crib on a firm mattress on their back, avoiding the use of fluffy blankets and other soft materials i. Avoiding overdressing infants during play or sleep j. Burping infants during and after feedings, and before they are put to sleep 9. Be free of toxins as follows: a. Prohibit the use of tobacco, alcohol, and illegal drugs in the center b. Pesticides applied by a licensed exterminator c. Remove children from areas being exterminated and ensure that children cannot touch or mouth surfaces that have been sprayed d. Inspection and removal of any environmental health hazards only by certified or licensed contractors e. Maintain a smoke-free environment Outdoor play areas 10. Outdoor play areas must be safe as follows: a. Areas will be fenced preventing the exit of children from the premises b. Children will be buckled into strollers and seats and will be supervised at all times c. Outdoor play is fully supervised at all times using active supervision strategies d. Establish and enforce procedures for loading and unloading children from the bus and checking to ensure no children are left on the bus Maintenance 11. Provides for maintenance, repair, safety, and security of facilities, materials, and equipment as follows: a. Weekly check of all toys and equipment b. Remove or replace all broken toys and equipment immediately c. Play areas are safe (i.e. no broken glass, sharp objects, standing water, etc.) d. Monitor entry into the building e. Daily cleaning of indoor and outdoor areas DocuSign Envelope ID: 03F4600F-E089-4676-9E78-5F054D8B4C13 13 f. Check for conditions that present hazards to children, plumbing, electrical, or structural g. If the facility is owned by another party, define the landlord's responsibilities for maintenance and responsibilities 12. Ensure that physical environments are consistent with the health, safety, and developmental needs of the children as follows: a. Heating and cooling systems are safe and effective at all times b. No flammable furnishings, materials, or equipment c. Dangerous materials and potential poisons are stored in locked cabinets d. All medications (including those required by staff and volunteers) are labeled, stored under lock and key, and kept out of the reach of children e. Rooms are well lit and provide emergency lighting (i.e. flashlights) f. Working fire extinguishers are in accessible locations and staff is trained on their use g. The appropriate number of smoke detectors are installed and tested regularly h. Exits are clearly visible and evacuation routes are marked and posted i. Indoor and outdoor premises are cleaned regularly j. Paint coatings do not contain lead k. Minimizing the possibility of injury by inspection of playground equipment l. Situate equipment so that proper clearance space is available m. Electrical outlets are safety proofed n. Windows and glass doors are adapted to prevent injury to children o. Only approved sources of water are used p. Toilets and handwashing facilities are adequately clean and in good repair and can be reached by children q. Toilet and diapering areas are separate from food service and other activities r. The handwashing sink is adjacent to the diapering table s. Clean and sanitized toilet training equipment is available for children t. Garbage and trash are stored away from children in closed containers and emptied regularly CHILD HEALTH AND SAFETY Group Size and Ratios 1. Ratios and group size are maintained consistently a. An Early Head Start class that serves children under 36 months old must have two teachers with no more than eight children or three teachers with no more than nine children. Each teacher must be assigned consistent, primary responsibility for no more than four children to promote continuity of care for individual children. A DocuSign Envelope ID: 03F4600F-E089-4676-9E78-5F054D8B4C13 14 program must minimize teacher changes throughout a child’s enrollment, whenever possible, and consider mixed-age group classes to support. HSPPS §1302.21(b) Active Supervision 1. Supervision is given at all times following the EHS Active Supervision policy Emergency Preparedness 1. Emergency plans are made and posted in clear sight, including first aid procedures and emergency phone numbers 2. Emergency contact list for each child including names and phone numbers of parents, emergency contact person, child's primary health care professional, immunizations, allergies, and parent's written consent for emergency care 3. Posted emergency evacuation plans a. Two planned exit routes b. Unannounced drills, recording the drills and the time it took to evacuate 4. In event of an accident or injury to a child, immediately inform the family and document the injury on an incident form 5. The program must exclude a child from the program for a short term if: a. The child has a contagious illness as stated by the health department that could harm the child or other children and this policy needs to be conveyed to parents at enrollment b. The child has an injury that the program cannot accommodate Health and wellbeing 1. Parents will be consulted when a health problem is suspected 2. The program shall not exclude a child that is currently enrolled due to a healthcare reason and: a. Must make accommodations for the child b. Ensure that parents and health care professionals supply instructions on proper care for the child c. Ensure the program has policies, staff training, and equipment to perform necessary health procedures d. Understand child's health needs and parent's concerns, and protect the family's privacy 3. Parents must inform the program of the special health or safety needs of the child and: a. Establish and enforce a policy for medication distribution, and storing of medicine b. If medication is needed to be administered, such medication: i. Must be labeled and stored in a locked box ii. Such label must be labeled by a pharmacist, with the child's first and last name, name of the medication, date medicine was filled, name of the doctor, expiration date, administration, storage, and disposal instructions DocuSign Envelope ID: 03F4600F-E089-4676-9E78-5F054D8B4C13 15 iii. If over the counter, such medicine must be accompanied by a note from a doctor with instructions, including the applicable specifications from above c. Medicine is provided in the original child-resistant container d. Medicine (including staff medicine) will be stored away from food, in a locked container, (in the refrigerator if it is required) e. Medicine will not be used after it has expired f. Medication needs to be transported, an adult will be in charge, making sure the temperature of the medication is controlled 4. A designated trained staff member or nurse administers the medication 5. Parents must fill out a form for medicine distribution, including doctor’s instructions, and parent's written authorization 6. Medication forms are kept in the child's file listing: the time and date medicine were given, amount, name of the person administering the medicine, and the amount given 7. Watch for medication reactions, record and contact parents if necessary 8. Staff knowledge of proper ways of handling medications for the safety of the children 9. Ensure that all staff and volunteers use safety precautions so that they: a. Use universal precautions b. Use proper seat belts for vehicles, strollers, car seats, high chairs, swings, and infant seats c. Keep firearms, medications, and other hazardous material away from children d. Supervise children at all times 10. Incorporate safety practices into child and parent activities that: a. Involve the child in making and enforcing rules of safety b. Use teachable moments when someone gets hurt c. Teach children what to do in an emergency 11. Staff and volunteers must wash their hands with warm water and soap: a. After diapering or toilet use b. Before handling food c. Whenever hands are contaminated due to blood or other bodily fluids d. After handling animals 12. Staff and volunteers must also wash their hands: a. Before and after administering medicine b. Before and after treating a wound c. After assisting a child in the bathroom 13. Non-Porous gloves must be worn when in contact with blood or other bodily fluids 14. At all diaper changes, a clean pair of gloves must be used on each child 15. Spills of bodily fluids must be cleaned immediately with disinfectant (red bags, table, changing table) 16. When diapering a child, safety procedures must be used DocuSign Envelope ID: 03F4600F-E089-4676-9E78-5F054D8B4C13 16 a. The child is safe at all times b. Diaper on a flat, elevated, nonporous surface that is used only for diapering c. Talk to the child while diapering d. Have access to a water source near the changing table e. Change children at regular intervals and when needed f. Minimize the contamination risks i.e. use gloves, wash hands between children, and sanitize the changing table 17. Portable potties must be emptied and disinfected after each use 18. Infant cribs should be placed three feet apart and children should sleep head to foot a. No child is to sleep on an uncovered surface 19. Accessible first aid kits must be available, and fully stocked 20. First aid kits must be restocked after each use and inventoried on a regular basis CHILD NUTRITION 1. Each center's food program must meet the nutritional needs of each child as follows: a. Programs will serve a variety of foods that consider cultural and ethnic preferences b. CACFP will be the primary source of reimbursement for food c. Children in a full-day program must receive meals and snacks that provide 1/2 to 2/3 of the child's daily nutritional needs d. In center-based settings, children are to receive breakfast if they have not had breakfast at home e. Parents and community agencies must be involved in planning and evaluating the center's nutritional services f. Infants and toddlers are to receive foods appropriate to their needs and feeding skills g. Breast milk is the optimal food for infants h. Cow's milk is not recommended for children under 12 months of age i. Solid foods are introduced between four and seven months of age (after consultation with the primary health provider and parent) j. New foods are introduced one at a time, a week apart to look for allergies k. To avoid choking hazards, centers will not serve the following foods: uncut hot dogs, uncut sausage rounds, whole grapes, hard raw vegetables and fruits uncooked, dried fruit, candy, whole nuts, pretzels, chips, popcorn, marshmallows, gum, spoonful of peanut butter, and chunks of meat. Hot dogs, sausage rounds, and grapes must be cut lengthwise and across rounds to make pieces small enough and non-circular to prevent choking l. Honey will not be served to children under 12 months of age DocuSign Envelope ID: 03F4600F-E089-4676-9E78-5F054D8B4C13 17 m. A variety of food is served to broaden each child's food experience n. A small amount of new food is offered with a familiar meal o. Children are prepared for new foods through activities p. Medically-based diets or other dietary requirements are accommodated q. Staff set good examples of eating different foods, and polite behaviors, ideally staff join children in all meals using a family-style approach Meals 2. Applies to All EHS Children a. Wash hands before and after feeding with soap and water b. Are never forced to eat c. Provide nutritious snacks as a part of children's daily intake of food d. The Center must serve meals in a pleasant, well-lit, and ventilated area e. Food is not to be used for punishment or rewards f. Sufficient time is allowed for children to eat g. When high chairs are used for infants, security straps are used h. Young infants are held while being bottle-fed and not laid down to sleep with a bottle i. Establish eye contact with infants while feeding and talk to the baby j. Providers will cut food into small pieces for young children 3. Infants a. Feed infants when they are hungry and comfort them when they are distressed b. Feeding infants on demand is the best way to meet nutritional and emotional needs c. Hold infants in a semi-sitting position with the head tilted forward and slightly higher than the rest of the body d. Teachers hold bottles still and at an angle, never prop bottles with an inanimate object e. Ensure that the liquid flows from the bottle f. Burp the infant at a natural break in feeding and at the end of the feeding g. All infant food is fed with a spoon 4. Toddlers a. Encourage toddlers to select from a variety of foods b. Milk is served at each meal c. 100% juice is served d. Meals and snacks must be scheduled, but flexible to meet the needs of the children e. Children and adults prepare meals together, clean, share conversation, and sometimes pass food among themselves Dental Health, and Toothbrushing a. Staff promote good dental hygiene after meals DocuSign Envelope ID: 03F4600F-E089-4676-9E78-5F054D8B4C13 18 b. For dental reasons, children are not to carry bottles around for long periods of time c. Food-related activities and leisurely mealtimes provide opportunities to develop positive attitudes d. Food-related activities are provided EDUCATION AND EARLY CHILDHOOD DEVELOPMENT 1. The contracted program will be required to complete for each child: a. two parent-teacher conferences each year b. two home visits per year that include classroom teachers c. Completion of ongoing assessments of children four times per year and the sharing of completed assessments with parents 2. Invite parents to be involved in the program development by attending two parent-teacher conferences and two home visits per year a. Encourage input from observations at home b. Communicate regularly with parents through conferences, home visits, and daily reports c. Staff communicates with families on a regular basis both informally as well as formally 3. Program is arranged to meet a variety of children's needs and strengths a. The program is developmentally, culturally, and linguistically appropriate b. A variety of supplies and planned activities for group and individual play c. Provide experiences for children to succeed d. Increase the complexity and challenge of activities as children develop e. Identify the children's preferred ways of interacting with the environment f. Develop learning environments that are varied and interesting g. Universality is the key to organizing and planning the environment h. Balance the program with child-initiated activities and teacher-directed activities i. Provide opportunities for children to take initiative, make meaningful choices, and learn the consequences of decision-making j. Take opportunities to extend children's thinking, and interests and develop problem-solving skills k. Assist children in developing decision-making skills l. Allow children to independently use toilet facilities when appropriate m. Toilet training provides opportunities for children to learn: self-control, autonomy, and responsibility n. Milestones for toilet training include: muscle control, emotional readiness, willingness to cooperate, and ability to communicate toilet needs DocuSign Envelope ID: 03F4600F-E089-4676-9E78-5F054D8B4C13 19 4. Support each child's learning, experimentation, inquiry, observation, play, and exploration a. Support children's cognitive development by posing problems and asking questions b. Have conversations with the children to expand their thinking and learning c. Provide opportunities for children to gain knowledge in areas such as science, social studies, creative arts, numeracy, and language d. Ensure opportunities for creative self-expression through activities, such as art, music, movement, and dialogue e. Support using art materials, engaging in rhythmic activities, and music, stimulating imagination and language through drama and other dialogues f. Encourage all language interactions g. Recognize infants' communication skills and respond to their cues h. Allow children processing time to respond and talk to each other and teachers i. Use simple, clear sentences when communicating to young children j. Speak in pleasant tones k. Expand children's language through songs, games, poems, and stories l. Engage in dramatic play m. Model appropriate language n. Expand upon rather than correct children's speech o. Set a foundation for reading and mathematics p. Activities should be developmentally appropriate, interesting, engaging, and meaningful q. Read and discuss stories every day r. Have reading and writing material accessible every day s. Plan opportunities for children to hear stories every day t. Encourage oral traditions through storytelling u. Provide opportunities for children to reflect upon experiences v. Provide books and stories with repetitive verses, words, sounds, or pictures w. Use rhymes to help children develop an awareness of language sounds x. Show children functional uses of language, (e.g. street signs, grocery lists) y. Provide objects for counting, and sequencing z. Provide toys that show cause and effect aa. Plan family activities bb. Support the use of libraries and other community resources 5. Promote each child's physical development by: a. Providing sufficient time, indoor and outdoor space, equipment, materials, and adult guidance for active play and movement that support gross motor skills b. Arranging physical space so children have room to roll over, crawl, sit, walk, and test new skills DocuSign Envelope ID: 03F4600F-E089-4676-9E78-5F054D8B4C13 20 c. Providing climbing structures that are challenging and give opportunities for success d. Providing padded and safe structures for exploration e. Encouraging the use of riding, pushing, and pulling toys f. Providing time and space for the development of children's fine motor skills g. Planning experiences for developing motor skills and physical activity through repetition of actions h. Increasing the complexity of manipulative activities i. Fostering self-help skills, like buttoning, lacing, and zipping j. Providing an appropriate environment and adult guidance for children with special needs k. Adapting materials and equipment so all children can share activities l. Ensuring equipment and materials are accessible m. Assisting children in using materials n. Integrating all children and enabling them to participate in activities 6. Develop secure relationships in out-of-home care by having consistent teachers who understand the child's family structure Children with Disabilities and Developmental Delays 1. Services, referrals, and resources for children with disabilities will be provided 2. Teachers will integrate strategies from the IFSP goals into lesson planning and individualization 3. Ensure that children receive specialized education and support if needed 4. Enable teachers to include children with disabilities thoroughly in their program 5. Children with special needs require an environment that is responsive and inclusive 6. If a child has an IFSP, use routines and experiences to help achieve those goals 7. Participate in meetings with experts in disabilities to implement IFSP Curriculum and Planning 1. The child care program will provide and implement an evidence-based curriculum that focuses on relationships, respect, and responsiveness a. The curriculum meets individual needs, developmental levels, interests, temperaments, languages, cultural backgrounds, and learning styles b. Program responsiveness to individual children is accomplished through a comprehensive curriculum c. The curriculum is intellectually engaging and meaningful 2. Lesson planning a. Focuses on implementing intentional, purposeful, high-quality teaching practices for children ideally with a collaborative, reflective team approach b. Designing lesson plans with a mix of child lead and adult-directed learning DocuSign Envelope ID: 03F4600F-E089-4676-9E78-5F054D8B4C13 21 experiences that are based upon children’s interests and needs c. Follow an ongoing teaching cycle that utilizes standards and curriculum goals, ongoing monitoring of children’s progress, designing explorations, interactions, and instruction, facilitating and documenting learning which is built on a foundation of reflection, inquiry and collaboration. 3. Individualization and Positive Interactions a. Safe and secure environment nurtures positive relationships with peers and adults b. Provide trust and emotional security to enable children to explore the environment c. Interact with infants and toddlers by gently holding, talking, and gesturing with them d. Provide an emotionally secure and physically safe environment e. Give children choices and provide opportunities for them to do things for themselves f. Provide opportunities for children to explore a variety of sensory and motor experiences g. Honor child and family values, culture, language, diversity, etc. through a strength’s based individualized lens. h. Move infants or reposition them to have a change of scenery i. Change or rotate toys to promote stimulation j. Encourage movements and playfulness k. Engage children in sensory activities l. Interact with children face to face Materials and Activities 1. Materials and activities will be age-appropriate, diverse, and support ongoing developmental progress, which will include: a. Use pictures of children and their families b. Respond to children's behaviors associated with fears and needs c. Provide opportunities for children to express themselves freely d. Engage children in verbal and non-verbal communication e. Use descriptive language during routine activities f. Support the physical development of children including gross motor skills: grasping, pulling, pushing, crawling, walking, and climbing g. Assist children, rather than do the task, when it becomes frustrating h. Recognize developmental milestones that indicate children's changing needs for independence i. Allow children to play and explore objects in a safe environment j. Bring objects and activities to non-mobile children k. Provide open and accessible indoor and outdoor space for children to practice skills DocuSign Envelope ID: 03F4600F-E089-4676-9E78-5F054D8B4C13 22 l. Create opportunities for fine motor development m. Provide activities that promote grasping, dropping, pulling, pushing, throwing, touching, and mouthing n. Provide activities for hand-eye coordination o. Implement a curriculum that is consistent with Head Start Performance standards p. Ensure the curriculum is comprehensive, based on child development principles, specific goals and objectives for children's development and learning that is achievable yet challenging q. Ensuring an inclusive and developmentally appropriate curriculum r. The program is supportive of spontaneous learning opportunities s. Plan time for children's involvement in teacher-planned activities t. Plan opportunities for children to work alone or with other children u. Respond to children's interests and learning styles v. Enable children to develop emerging skills and practice existing skills w. Provide for the development of cognitive skills x. Provide environments that offer experiences that vary in complexity y. Ask questions that have more than one answer to extend children's thinking z. Engage children in creative activities and problem-solving aa. Integrate aspects of health, nutrition, and mental health into activities bb. These aspects are incorporated into daily experiences: hand washing, brushing teeth, preparing food, and talking about feelings cc. Provide an environment of acceptance, and respect dd. Facilitate opportunities for children to develop social skills ee. Nurture children's friendships ff. Model communication with conflict resolution techniques gg. Help children manage stressful situations hh. Provide individual space for each child ii. Use photos, drawings, and tape recordings of children and their families jj. Model respect kk. Provide children with opportunities to succeed ll. Encourage individuality and self-awareness mm. Encourage children to resolve their own conflicts nn. Encourage children to do things for themselves Ongoing Monitoring Child Development a. The program supports each child's individual pattern of development and learning b. Regularly and continuously observing and recording children's behaviors and progress c. Knowing each child's capabilities and modes of learning d. Include parents in ongoing assessments e. Rearranging the program environment to respond to children's developmental DocuSign Envelope ID: 03F4600F-E089-4676-9E78-5F054D8B4C13 23 progress f. Develop and monitor child development and educational goals by utilizing tools such as classroom and child observations, review of ongoing monitoring and or assessments, IFSP goal review, input from family, collaboration with others, etc. SOCIAL-EMOTIONAL AND MENTAL WELL-BEING SERVICES 1. Agencies must work collaboratively with parents as follows: a. Request parental observations, information, and concerns about their child's mental health b. Staff will use positive guidance techniques such as: undesirable behaviors will be discouraged or redirected; trying to anticipate potential problems to avoid them: giving the child choices that are acceptable to staff and parents; helping children learn about natural consequences; and encouraging respect for the feelings and right of others. Corporal punishment is strictly prohibited, including but not limited to, spanking with a hand or any implement, slapping, swatting, pulling hair, yanking arm, etc. c. If a child has mental health issues, design the program to be beneficial to the child i.e. make curricula enhancements, implement practices responsive to infants and toddlers and their rapidly changing needs d. Staff support the social and emotional development of children i. Staff provide an environment that is responsive to children, predictable and consistent, which strengthens a child's confidence and builds trust ii. Staff fosters children's independence iii. The staff promotes the development of self-help skills iv. Staff provide opportunities for language development v. Staff encourage self-control by setting clear, consistent limits and having realistic expectations vi. Staff use positive techniques to assist children to develop self-control, such as modeling expected behaviors, redirecting children, and intervening to enforce consequences for unacceptable or harmful behaviors vii. Staff provide activities daily that challenges children mentally and physically viii. Staff develop clear, and consistent rules ix. Staff reinforce positive social behavior x. Staff encourage the children to learn respect for others feelings and rights xi. Staff encourage children to understand expressions of emotions model respect of others xii. Staff foster positive social behaviors such as cooperating, helping, and turn-taking DocuSign Envelope ID: 03F4600F-E089-4676-9E78-5F054D8B4C13 24 xiii. Staff discuss the consequences of behaviors and redirect children xiv. Staff plans for routines and transitions so they occur timely and predictable. xv. Staff give children notice to prepare for a change xvi. Staff allow children to participate in routines xvii. Staff minimize waiting time in group setting xviii. Support the social and emotional development of children by providing environments that encourage self-awareness, autonomy and self- expression xix. Affirm each child as an individual xx. Respond to each child's sense of pleasure in their successes xxi. Help children develop emotional security and social relationships CULTURAL AND LINGUISTIC RESPONSIVE PRACTICES 1. Provide environments that reflect different cultures, each child's primary language, avoid activities that stereotype, and model respect and help children appreciate others a. Provide positive communication with family members encouraging families to volunteer to increase understanding of a child's culture and home routines b. Provide stories from children's own culture c. Provide equipment that demonstrate: gender, family, race, language, and culture d. Program is informed by the community, cultural beliefs, and the language of those being served e. Respect children's developing skills in English and in their home language f. Utilize the EHS programs Planned Language Approach for guidance Dual Language Learners 2. Staff support and respect each child's home language, culture and family composition, in ways that support the child's health and well-being a. Staff communicate with children in their home language b. Staff give children a sense of acceptance by learning key words from their home language, or providing books, and other materials that reflect their family's home culture PARENT, FAMILY, COMMUNITY ENGAGEMENT Families are children’s most important teachers, advocates, and nurturers. Positive parenting and strong family engagement are central-- not supplemental-- to promoting children’s healthy development and wellness. This includes social-emotional and behavioral development; preparing children for school; seamlessly transitioning them to kindergarten; and supporting DocuSign Envelope ID: 03F4600F-E089-4676-9E78-5F054D8B4C13 25 academic achievement in elementary school and beyond. Families’ engagement in children’s learning at home and in early care and education programs can impact lifelong health, developmental and academic outcomes. 1. Contractors will use a strength-based approach to family engagement a. Be sensitive to parent's expectations 2. Partner with the EHS staff to implement parent committee meetings and learning opportunities for families 3. Agencies must work collaboratively with parents a. Parents are involved in the program: assist in the development and implementation of curricula, part of which is based on relationships, routines, and daily experiences b. Staff discuss with parents how to strengthen nurturing and supportive environments, in the home and program by: smiling, comforting, and reassuring children to promote self-esteem. c. Share observations with parents about child behavior, development, and other issues d. Information on child development should be shared with parents such as: typical development of young children, development of individual children, recognizing and understanding behaviors expressed when children are under stress, assisting parents with separation and attachment issues e. Discuss with parents appropriate, positive response to their child's behaviors f. Provide children with opportunities to succeed g. Staff talk with parents about child rearing practices to support the child and bridge the gap between home and the program DocuSign Envelope ID: 03F4600F-E089-4676-9E78-5F054D8B4C13