Regulations for the Licensing of Child Care Assistance Program (CCAP)-Reimbursable Youth Camps

A.These Regulations are promulgated pursuant to the authority conferred under R.I. Gen. Laws § 23-21.2-4 and are established for the purpose of licensing youth camps which meet federally required standards for Child Care Assistance Program (CCAP) reimbursement.

A.The terms and provisions of these Regulations shall be liberally construed to permit the Department of Human Services to effectuate the purposes of State law, goals and policies.

A. If any provision of these Regulations or application thereof to any person or circumstance is held invalid by a court of competent jurisdiction, the validity of the remainder of the Regulations shall not be affected thereby.

A.These Regulations hereby adopt and incorporate the United States Environmental Protection Agency’s “Safer Choice and Design for the Environment (DfE) Standard” (2024) by reference, not including any further editions or amendments thereof and only to the extent that the provisions therein are not inconsistent with these Regulations.

B.These Regulations hereby adopt and incorporate the United States Department of Agriculture (USDA) Child and Adult Care Food Program nutritional standards 7 C.F.R. § 226.20 (2024), Requirements for Meals, by reference, not including any further editions or amendments thereof and only to the extent that the provisions therein are not inconsistent with these Regulations.

C.These Regulations hereby adopt and incorporate the Department of Health and Human Services, Child Care and Development Fund, 45 C.F.R. Part 98 Subpart E (2024), by reference, not including any further editions or amendments thereof and only to the extent that the provisions therein are not inconsistent with these Regulations.

A.Wherever used in this Part, the terms listed below shall be construed as follows:

1.“Activity area” means any indoor or outdoor area at a youth camp that is used for activities involving children during any part of the day.

2.“Activities specialist” means a staff member who is responsible for the execution of activity instruction in this Part, supervises children during camp activities, and may have exclusive responsibility for children. For the purposes of youth camp, activity specialists may be responsible for an entire program, or a specific specialized/hazardous activity type of instruction

3.“Adequate” means that which is needed to accomplish the intended purpose in keeping with good public health practice.

4.“Capacity” means the maximum number of children permitted to be in a youth camp at any one time.

5.“Camp director” means an individual who has primary and direct responsibility for the day-to-day operations and supervision of a recreational camp for children including oversight of program operations, supportive services, business affairs, health matters, food, staff supervision, and transportation.

6.“Child Care Assistance Program” or “CCAP” means the child care assistance program administered by the Rhode Island Department of Human Services.

7.“Comprehensive Background Check” means an all-inclusive set of State and Federal criminal background checks and child abuse and neglect registry checks that are required to work in a licensed youth camp. The Comprehensive Background Check must include:

a.State and national criminal and sex offender registries in accordance with R.I. Gen. Laws Chapter 40-13.2;

b.Child abuse and neglect clearances, in accordance with R.I. Gen. Laws Chapter 40-13.2;

c.Any additional background checks as required by State or Federal law; and

d.In any circumstance where an individual lives or has lived outside of the State of Rhode Island in the previous five (5) years, out of State background checks are also required.

8.“Counselor” means a staff member who guides and supervises children during camp activities, supports the camp director and activities specialists, and may have exclusive responsibility for children.

9.“Day Camp” as defined in R.I. Gen. Laws § 23-21.2-1, means a youth camp operated for less than twenty-four (24) hours in any one day, with certain exclusions. It also limits day campers to two overnight programs per week. This does not include family child care homes as defined in R.I. Gen. Laws § 23-28.1-5 or child care centers as defined in R.I. Gen. Laws § 23-75-2 and accepts the CCAP payment rates established in R.I. Gen. Laws § 40-6.2-1.1.

10.“Department” means the Rhode Island Department of Human Services, also referred to as DHS.

11.“Director” means the director of the Department of Human Services.

12.“Field trip” means a planned outing off-site of a youth camp’s established premises.

13.“Licensing unit” means the unit within the Department responsible for issuing Youth Camp Licenses.

14.“Operator” means as defined in 216-RICR-50-10-3.2(A), “Licensing of Recreational Facilities and Beaches,” promulgated by the Rhode Island Department of Health.

15.“Plan of corrective action” means a plan that is developed as a result of a non-compliant monitoring visit. This plan includes the specific non-compliance observed, a timeframe for correction and additional next steps needed to come into compliance. Repeated or egregious non-compliance may result in the assessment of fees in accordance with R.I. Gen. Laws § 42-12.5-7. All youth camps shall be treated as child day care centers for purposes of assessing fees associated with repeated or egregious non-compliance.

16.“Probationary license” means a license issued when a youth camp program is at risk for licensing action due to non-compliance with the regulatory requirements of this Part. A probationary license results in more frequent unannounced monitoring visits as well as required participation in technical assistance to ensure future compliance. Probationary license status due to noncompliance may result in the assessment of fees in accordance with R.I. Gen. Laws § 42-12.5-7 and may affect a program's eligibility for federally funded quality initiatives during the probationary period. All youth camps shall be treated as child day care centers for purposes of assessing fees associated with probationary license status resulting from non-compliance.

17.“Provisional license” means a new license that is provided to a youth camp for the first six (6) months of operation for a full year program, or, for a program operational for fewer than six months, for the first season of that camp’s licensed operation.

18.“Residential Camp” as defined in R.I. Gen. Laws § 23-21.2-1, means a youth camp which provides overnight facilities and accepts the CCAP payment rates established in R.I. Gen. Laws § 40-6.2-1.1.

19."RISES" means the Rhode Island Starts Early System, the State's integrated early childhood data and information system, administered by the DHS, that is used to manage child care licensing, workforce registry information and provider applications.

20.“School age” means a child at least five years of age and in kindergarten, but under 16 years of age.

21.“Summary suspension” means an immediate suspension of a license as a result of an instance of significant non-compliance that causes imminent risk of harm to a child or children in care; or as a result of an event that impacts public health, safety or welfare that requires immediate action.

22.“Variance” means administrative decision that allows a youth camp to meet a standard for licensure in a manner other than that specified in this Part. A variance is granted on a case-by-case basis only when the purpose of the licensing standard is achieved and the safety of the child is maintained.

23.“Volunteer” means any person who performs services in an unpaid capacity at a youth camp.

24.“Waiver” means an administrative decision that allows a youth camp to be exempted from a standard for licensure. A waiver is granted on a case-by-case basis only when the purpose of the licensing standard is achieved and the safety of the child is maintained.

25.“Youth camp” as defined in R.I. Gen. Laws § 23-21.2-1, means any day camp or residential camp which conducts a program for ten (10) or more campers and accepts the CCAP payment rates established in R.I. Gen. Laws § 40-6.2-1.1.

A.Pursuant to R.I. Gen. Laws § 23-21.2-2, no youth camp may accept the CCAP payment rates established in R.I. Gen. Laws § 40-6.2-1.1 without a license from the Department or advertise any service that it is not equipped or licensed to offer.

B.An applicant or licensee shall maintain liability insurance for the licensed program.

C.Licensees shall maintain compliance with the nondiscrimination requirements of 45 C.F.R. § 98.48 and 45 C.F.R. § 98.49.

D.Applications for Licensure

1.Application is available to any person, firm, corporation, association, or agency interested in opening a youth camp for school-age children that accepts the CCAP payment rates established in R.I. Gen. Laws § 40-6.2-1.1.

2.A youth camp must have a valid license, as applicable, issued by the Rhode Island Department of Health (RIDOH) pursuant to 216-RICR-50-10-3, “Licensing of Recreational Facilities and Beaches,” promulgated by RIDOH, or indicate that the camp is in the process for applying for such a license. Issuance of a license under this Part is conditional upon obtaining and maintaining such a license, if applicable, from RIDOH for the youth camp.

3.Proposed youth camps must submit an individual digital application for each prospective location through RISES including all required supporting documentation and applicable fees, in accordance with R.I. Gen. Laws § 42-12.5-5(2) for the non-refundable application fee. All youth camps will be treated as child daycare centers for the non-refundable application fee. Each application shall be reviewed by the Department for licensing determination.

E.Initial Licensure

1.Prior to initial licensure, all required leadership and regulatory staff, as stated in § 14.10(F)(3) of this Part, must have a completed and approved RISES workforce registry profile.

a.The Department shall verify compliance with this requirement as part of the prelicensure process.

2.Upon successful completion of the application process and issuance of a time-limited Provisional License, the licensee must develop an operational program in order to meet the needs of the children served and demonstrate full compliance with these Regulations, in order to transition to a Regular License.

3.To obtain and maintain a Regular License, the program must demonstrate full compliance with the Regulations at all times.

4.The initial licensure application process is required for all licensees including those who are purchasing an already existing licensed program or youth camp.

5.Incomplete Initial applications will expire six (6) months from the date of submission. Applicants whose applications have expired must submit a new initial application to continue with the licensure process.

F.Renewal License

1.For all existing programs, the Department provides access to a digital renewal application through RISES once a youth camp license has expired. This application must be submitted with all supporting documentation and fee payment at least thirty (30) days prior to the anticipated opening date.

2.Programs that fail to submit their renewal application at least thirty (30) days prior to the expiration date may result in a delay of opening.

3.The program shall remain closed until the Department receives and reviews a renewal application and determines licensure eligibility.

4.It is the program’s responsibility to track license expiration dates and to maintain an active license at all times while the program is operating.

G.Provisions of the License

1.The program is responsible for adhering to the youth camp license which indicates the:

a.Physical location of the program;

b.Dates of validity;

c.Maximum number of children; and

d.Age groups to be served in the program.

2.The current license must be posted in a conspicuous place in the program.

3.If there are any inaccuracies on the printed license, the licensee is responsible to contact the Department to rectify the error.

4.The license is not transferable and is granted only to the designated licensee and is limited to the stated location.

5.When the operation of a youth camp is discontinued prior to the end date on the license, the licensee must provide the Department’s licensing unit with written notification at least thirty (30) days prior to closure by completing a Program Closure Request in RISES.

a.The youth camp must only operate for the period of time that is printed on the license.

H.Monitoring

1.The license entitles the Director of the Department or designee and the Office of the Child Advocate or designee:

a.The right of entrance;

b.The privilege to inspect and access all files/documentation in order to ascertain compliance with these Regulations; and

c.The right to investigate complaints.

2.The Department shall conduct at least one (1) unannounced monitoring visit per calendar year for a licensed youth camp.

I.Enforcement

1.If at any time, the licensee violates the terms of the license or application:

a.A Probationary License may be issued;

b.A Plan of Corrective Action is required;

c.The Department may pursue administrative, civil and/or criminal remedies according to applicable Rhode Island General Laws.

2.A license may be denied, suspended, or revoked for:

a.Failing to comply with these Regulations;

b.Providing falsified or misleading statements and/or documentation to the Department;

c.Making efforts to deceive the Department; and/or

d.Change of ownership of a program without approval of the Department.

3.If at any time, under any license status, the Department finds that the health, safety or welfare of children, or the public, is in jeopardy, a summary suspension of the license may be ordered.

4.If the Department takes licensing action to suspend or revoke the license, the youth camp is obligated to:

a.Post the Department’s notification of this action in a prominent location near the program entrance;

b.Notify the parents/guardians of enrolled children about the reasoning and timing of the licensing action; and

c.Provide the Department with the names and contact information for parents/guardians of enrolled children, upon request.

J.Variance and Waivers

1.A licensee may apply, by submitting an application via RISES, for a variance or waiver to a Regulation provided that the variance or waiver in no way jeopardizes the health, safety or well-being of the children.

2.A variance or waiver is not valid until the licensee receives notification of approval from the Department vis RISES.

3.The conditions and term of the variance or waiver may not change without written/digital approval from the Licensing Administrator or designee.

4.At the end of the variance or waiver term, the licensee must demonstrate compliance with all of these Regulations.

K.Appeals and Hearings

1.Any applicant for licensure or license holder may appeal any action or decision of a Departmental staff, supervisor or Administrator that is adverse to the person’s status as an applicant or license holder through the Executive Office of Health and Human Services administrative appeal policy established in 210-RICR-10-05-2, “Appeals Process and Procedures for EOHHS Agencies and Programs,” promulgated by the Executive Office of Health and Human Services.

A.Required Inspections and Certifications

1.Prior to receiving an initial license, the program must show compliance with current inspections or certifications, when applicable, regarding:

a.Building Inspection/Certificate of Occupancy;

b.Life Safety Fire Inspection, from a State Fire Marshal or designee;

c.Lead; as applicable based on the facility, building age, and population served, the program shall demonstrate compliance with the Rhode Island Department of Health's Lead Inspections Regulations, 216-RICR-50-15-5, and applicable provisions of R.I. Gen. Laws Chapter 23-24.6, including any required lead inspection or lead-safe certification;

d.Asbestos; to be completed in accordance with Asbestos Control, 216-RICR-50-15-1, issued by the Rhode Island Department of Health;

e.Radon; to be completed in accordance with Radon Control, 216-RICR-50-15-2, issued by the Rhode Island Department of Health;

f.Water potability (as applicable for youth camps with well-water); to be completed in accordance with Public Drinking Water, 216-RICR-50-05-1, or Private Drinking Water Systems, 216-RICR-50-05-2, both issued by the Rhode Island Department of Health;

g.Food safety and food service (as applicable for youth camps that prepare and serve meals) to be completed in accordance with the Rhode Island Food Code, 216-RICR-50-10-1, and Certification of Managers in Food Safety, 216 RICR-50-10-2, issued by the Rhode Island Department of Health, Center for Food Protection;

h.Public pools (as applicable for youth camps with a pool on program grounds);to be completed in accordance with Licensing Aquatic Venues, 216-RICR-50-05-4 issued by the Rhode Island Department of Health; and

i.Playground Inspection for any new facilities applying for licensure subsequent to the date of these Regulations or any previously licensed program making structural changes to their playground/playground equipment subsequent to the date of these Regulations.

2.Youth camps operating in a public-school building must show compliance with the current inspections or certifications below:

a.Fire, from a city, town or State Fire Marshal or designee; and

b.Radon; to be completed in accordance with Radon Control, 216-RICR-50-15-2, issued by the Rhode Island Department of Health.

3.To maintain licensure, upon renewal, the program must show compliance with current inspections or certifications regarding:

a.Fire;

b.Lead; in accordance with Rhode Island Department of Health's Lead Inspections Regulations, 216-RICR-50-15-5, and applicable provisions of R.I. Gen. Laws Chapter 23-24.6, including any required lead inspection or lead-safe certification;

c.Radon, in accordance with Radon Control, 216-RICR-50-15-2, issued by the Rhode Island Department of Health;

d.Water potability (as applicable for youth camps with well-water);

e.Food safety and food service (as applicable for youth camps that prepare and serve meals) to be completed in accordance with the Rhode Island Food Code, 216 RICR-50-10-1, and Certification of Managers in Food Safety, 216 RICR-50-10-2; and

f.Public pools (as applicable for youth camps with a pool on program grounds).

B.New Construction or Improvements

1.The construction of new buildings or outdoor space for the use of children, or the renovation/modification of existing buildings or outdoor space used by children requires approval by the Department prior to the start of construction.

2.The licensee is responsible to obtain new inspections as necessitated by construction.

3.The removal of lead paint must be done in accordance with the guidelines set forth in the Removal of Lead Based Paint from Exterior Surfaces, 250-RICR-120-05-24, promulgated by the Rhode Island Department of Environmental Management and Lead Safe Work Practices, 216-RICR-50-15-12, promulgated by the Rhode Island Department of Health.

C.Structural Requirements and Mechanical Systems

1.Each indoor activity area must be ventilated via a ventilation system or opened door or window.

a.Any door or window that is used for ventilation must not inhibit the security of the program.

b.All exterior windows that can open are securely screened.

2.Each indoor activity area must have artificial lighting that is intact and in good working order.

3.Portable space heaters are prohibited.

4.All activity areas and program exits/egresses must be:

a.Clearly identified; and

b.Free of clutter around the area of the door.

5.All hand-washing sinks have running tempered water.

6.There is a telephone (landline or cellular), solely designated for program and business use, located within the program at all times and readily available for use in case of an emergency.

7.Facilities used by children are above grade, as defined by the Rhode Island Building Code.

D.Toileting Facilities

1.Programs serving school age children must have one (1) toilet and one (1) sink for each group of twenty (20) children.

a.Youth camps must have separate bathroom facilities for both boys and girls that provide privacy for children.

b.Youth camps serving under twenty (20) children may use one (1) fully enclosed gender-neutral bathroom.

c.During the operation of the youth camp, bathrooms are for the exclusive use of youth camp children.

2.Toilets are appropriate to the size of the child.

3.There are toilet facilities in the same building for exclusive use by staff and other adults.

a.Adults are not permitted to use any child’s bathroom.

b.Children are not permitted to use any adult’s bathroom.

E.Food Preparation

1.There must be an area for food preparation that is sanitized prior to use for food handling, preparing, and distributing of snacks.

2.If meals are prepared and served at the program, there is a kitchen equipped for food preparation that meets minimum requirements of Rhode Island Department of Health (RIDOH).

3.If refrigeration is used, temperatures are maintained at forty-one degrees Fahrenheit (41° F) or lower for refrigerator and zero degrees Fahrenheit (0° F) or lower for freezer.

4.A dishwasher with a sanitizing option or a three (3) bay sink must be used for re-usable tableware utilized by children.

F.Indoor Activity Area Requirements

1.activity areas must be on the first (1st) or second (2nd) floor.

2.Each activity area must maintain a minimum of thirty-five (35) square feet of usable floor space for each child.

3.Youth camps are required to designate space in the facility for:

a.Administrative and clerical functions;

b.Storage of equipment and materials; and

c.Storage of food.

G.Outdoor Requirements

1.Each program has an outdoor play area:

a.With at least seventy-five (75) square feet of usable outdoor space per child for at least fifty percent (50%) of the licensed capacity of the program; or

b.With at least seventy-five (75) square feet of usable outdoor space per child, as designated by a schedule of use, subject to approval by the Department.

2.If the licensed facility does not have access to usable outdoor space the program must submit a plan for outdoor play, subject to approval by the Department.

a.The Department will consider the following criteria when reviewing the plan:

(1)Traffic patterns of vehicles and people in the area;

(2)Ages of children enrolled;

(3)Availability of age-appropriate equipment;

(4)Usage of the location by other groups when the children would be most likely to use it;

(5)Neighborhood circumstances, hazards, and risks, including the crime rate for the area;

(6)Accessibility to children and caregivers by foot;

(7)Reasonable accessibility of restroom facilities; and

(8)Ability to obtain assistance, if needed, when injury or illness occurs.

b.If approved, parents/guardians of children in care must be notified of the plan to use alternate outdoor space and have a way to contact the provider when the provider is off site.

3.Any outdoor equipment utilized by the program shall be maintained and operated in accordance with manufacturer standards and in a condition of good repair.

4.Operators shall take reasonable precautions during inclement weather.

5Outdoor trampolines are prohibited.

6.If sandboxes are used, they must be covered when not in use and should be regularly cleaned of foreign matter.

7.Youth camps operating in a public, private, or parochial school approved by the Rhode Island Department of Education are subject to the Rhode Island Department of Education requirements for outdoor space.

a.If any youth camp operates in a space that cannot meet any of the outdoor requirements above, a written plan must be submitted to the Department and the DHS Licensing Administrator for review and determination whether a variance is appropriate, to ensure safe outdoor play for children in the outdoor space available.

8.Youth camps with a pool must comply with the Licensing of Aquatic Venues, 216-RICR-50-05-4.

a.The pool license must be posted in a visible area.

b.If a program’s pool has been deemed by the Rhode Island Department of Health as a status of ”closure” it is not permitted for children’s use, until such time that the Rhode Island Department of Health changes the status.

9.The use of diving boards is not permitted.

10.Primitive (outpost) camps shall adhere to the basic sanitation requirements of Licensing of Recreational Facilities and Beaches,216-RICR-50-10-3, promulgated by the Rhode Island Department of Health.

H.Overall Facility Safety

1.Equipment, materials, furnishings and play areas should be sturdy, safe and in good repair and must be free of the following safety hazards:

a.Openings that could entrap a child’s head or limbs;

b.Elevated surfaces that are inadequately guarded;

c.Lack of specified surfacing and fall zones under and around climbable equipment;

d.Insufficient spacing between equipment;

e.Tripping hazards;

(1)For fully outdoor youth camps, tripping hazards should be minimized and not man-made.

f.Equipment that is known to be of a hazardous type;

g.Sharp points or corners;

h.Splinters;

i.Protruding nails, bolts, or other components that could entangle clothing or snag skin;

j.Loose, rusty parts;

k.Strangulation hazards (e.g., straps, strings, etc.);

l.Flaking paint; and

m.Tip-over hazards, such as chests, bookshelves, and televisions.

2.In any event where weather or disaster compromises safety of the facility, the program ensures:

a.Safe passage in and out of the program; and

b.That all structural and mechanical systems are fully functional.

3.All storage chests, boxes, trunks, or comparable items with hinged lids must be equipped with a lid support designed to hold the lid open in any position, be equipped with ventilation holes, and must not have a latch that might close and trap a child inside.

4.Youth camps that offer specialized activities that present an increased risk to health and safety shall ensure that they are following all of the safety rules for the activity and for the use and maintenance of any specialized equipment.

a.Youth camps offering these specialized activities shall develop written policies and procedures for each specialized activity prior to such activity being available for participation, and these policies and procedures must be included in the camp’s application for licensure and/or renewal.

I.Security

1.Youth camps shall complete and maintain a plan for ensuring the security of the premises, subject to the Department’s approval. This plan must:

a.Be completed and approved by the Department prior to licensure and updated yearly; and

b.Ensure mechanisms for secure, monitored entry, including the oversight of persons entering and leaving the premises.

2.Visitors and Observers

a.Visitors requesting entry onto the premises of the youth camp must provide photo identification prior to admittance.

b.Visitors and observers are not considered volunteers and are not required to be cleared and approved in accordance with § 14.11(A) of this Part.

c.Visitors and observers must be under the direct supervision of staff members at all times and never be left alone with children or be responsible for the supervision of children.

d.A visitor log must be maintained documenting all times during which visitors or observers are on the premises of the youth camp during operational hours.

A.Communicable Disease

1.In the event a child or staff member suffers from a communicable disease of public health significance, or in the event of an outbreak of any type, the facility must:

a.Report the disease to Rhode Island Department of Health, Center for Acute Infectious Disease Epidemiology; and

b.Provide written notice to inform all parents/guardians to which communicable disease the child(ren) may have been exposed, without providing any identifying information regarding the source of the communicable disease.

2.In all matters of exclusion and readmission of children for reasons of illness, the decision of youth camp applies. If applicable, due to communicable disease, this decision is made in consultation with a licensed physician, physician’s assistant, or nurse practitioner, and Rhode Island Department of Health, Center for Acute Infectious Disease Epidemiology.

B.Medication Administration

1.Prescribed medication for all children and non-prescribed (over the counter) medication for children under the age of thirteen (13) is not administered without:

a.Written or electronic permission from the parent/guardian; and

b.A written or electronic order from a licensed physician, physician’s assistant, or nurse practitioner (which may include the label on the medication) indicating that the medicine is for a specified child. The medication must be in the original container.

(1)The written or electronic order includes the name of the child, the name of the medication, circumstances under which it may be administered, route, dosage, and frequency of administration.

(2)For school age children who self-carry rescue medication (prescription inhalers and/or auto-injectable epinephrine), there must also be medical documentation that the rescue medication has been prescribed and that the child needs to carry it on his or her person due to a medical condition.

(3)Non-prescription sunscreen and insect repellent always require parental consent but do not require instructions from each child’s prescribing health professional.

2.The camp director or designee dispenses all medications if a nurse or health care consultant is not on site (excluding children who self-carry).

3.Children thirteen (13) years of age and older can carry and administer their own over the counter medication with a parent’s consent.

4.A daily log is maintained of every medication administered except for those noted in §§ 14.8(B)(1)(b)(2) and14.8(B)(3) of this Part. This record includes the:

a.Child's name;

b.Name and dosage of medication administered;

c.Date and time administered;

d.Name and signature of the person who administered the medication; and

e.Name of the licensed physician, physician’s assistant, or nurse practitioner prescribing the medication.

5.The medication log is transported with the child to the emergency treatment facility in the event of an emergency.

6.The first (1st) dose of a medication must be administered by the parent/guardian.

7.Medications are stored:

a.In clearly labeled original containers;

b.In spaces secured with child safety locks that are separate from any items that attract children;

c.In a way that does not contaminate play surfaces or food preparation areas; and

d.Children may carry their own rescue medication (prescription inhalers and/or auto-injectable epinephrine), sunscreen and/or insect repellent.

C.Special Health Care Needs

1.If there are children in the program who have special health care needs, specific health procedures are delivered by a licensed/certified health professional or a staff person who has been trained to appropriately carry out such procedures.

2.Youth camps must be able to ensure safe participation of all children with special needs, who are enrolled, in all experiences, activities, and opportunities, including active play.

D.Child Abuse and Neglect

1.Any suspected case of child abuse and/or neglect is reported to the Rhode Island Department of Children, Youth and Families’ Child Protective Services (CPS) hotline (1-800-RI-CHILD/1-800-742-4453) within twenty-four (24) hours in accordance with State law and Department policy.

2.If the suspected case occurred at the program, the program must report to the Department’s licensing unit immediately after reporting to the CPS hotline.

E.Prohibited Practices

1.Physical restraint of children is prohibited, except for a brief physical intervention necessary to prevent immediate serious physical harm to the child or another person.

2.Corporal punishment is strictly prohibited. Corporal punishment includes, but is not limited to:

a.Hitting, spanking, shaking, slapping, twisting, pulling, squeezing, or biting a child;

b.Demanding excessive physical exercise, excessive rest, or strenuous or bizarre postures of a child;

c.Compelling a child to eat or have in his/her mouth soap, food, spices, or foreign substances;

d.Exposing a child to extremes of temperature;

e.Isolating a child in an adjacent room, hallway, closet, darkened area, play area, or any other area where a child cannot be seen or supervised; and

f.Binding, tying, or taping to restrict movement.

3.Other practices that are strictly prohibited include, but may not be limited to:

a.Using or withholding food as a punishment or reward;

b.Toilet training methods that punish, demean, or humiliate a child;

c.Rejecting, terrorizing, ignoring, isolating, or corrupting a child;

d.Using abusive, profane, sarcastic language, verbal abuse, threats, or derogatory remarks about the child or child’s family;

e.Engaging in any form of public or private humiliation, including threats of physical punishment;

f.Taking away physical activity/outdoor time as punishment;

g.Smoking, vaping and the use of tobacco products in the program or on program grounds;

h.Smoking and/or vaping in any vehicle used by the program for transporting children;

i.Possessing, using, or being under the influence of illegal or recreational drugs and/or alcohol while in the program or on program grounds; and

j.Possessing or using firearms or other weapons on program grounds, except when expressly authorized as part of a lawful specialized camp activity and conducted under the supervision of a qualified activities specialist in accordance with R.I. Gen. Laws § 23-21.2-2(6).

F.Environmental Health

1.The facility, equipment, and materials are clean, free of hazards, and kept in good repair.

2.Any product used for cleaning, sanitizing and/or disinfecting is approved by the United States Environmental Protection Agency (incorporated at § 14.4(A) of this Part) and is used in accordance with the manufacturer’s instructions.

3.Toxic substances and any other items of potential danger to children are clearly labeled and are in an area that is secured by a child safety lock or out of reach of all children in the facility.

4.All preventive maintenance performed within the program must be performed at times when children are not in the area of the equipment or systems being serviced.

a.Tools, supplies, materials, parts, or debris must not be left at the job site, unless they are secured and stored in an area that is not accessible to children.

5.Garbage receptacles are covered in all areas that are accessible to children, lined and garbage is removed from the program daily.

6.Any rodent or insect infestation or other pests that pose a human health risk must be promptly treated. All pesticides must be used in accordance with the Rhode Island Pest Control Act (RIPCA), R.I. Gen. Laws § 23-25 and the Rules and Regulations Relating to Pesticides, 250-RICR-40-15-2, issued by the Rhode Island Department of Environmental Management and all product label directions must be followed.

7.The program posts in a conspicuous place and follows a regular cleaning and sanitation schedule, including provisions for deep cleaning.

8.Tables used for eating are sanitized before and after meals and snacks.

a.For outdoor areas that cannot be fully sanitized, the operator will ensure reasonable methods to encourage sanitation, including, handwashing or the use of hand sanitizer, and the prompt removal of bagged garbage.

9.Sensory water tables or other receptacles used for water play must be emptied and sanitized daily.

10.Reusable sponges and dish cloths are not used for cleaning and/or sanitizing.

11.The program utilizes a dishwasher with a sanitizing option or a three (3) bay sink to wash all reusable tableware.

12.If a water fountain within the program is used, the program must:

a.Execute a plan for sanitizing the water fountain; and

b.Provide disposable cups.

13.Youth camps operating in public, private, or parochial schools approved by the Rhode Island Department of Education may use water fountains in those facilities without the use of cups.

14.The use of any water fountain outside of the licensed program’s facility is prohibited.

G.Hygiene

1.The program stocks, and makes accessible, a sufficient supply of items required to maintain personal hygiene for children and staff. A sufficient supply of items should include:

a.Liquid soap

b.Hand sanitizer

c.Paper towels within arm’s reach of the user of each sink.

d.Toilet paper within arm’s reach of the user of each toilet.

2.Staff wash their hands with liquid soap and warm running water as needed and:

a.After personal toileting;

b.After wiping a runny nose;

c.After touching any bodily fluid;

d.Before and after using water, sand, or other sensory tables;

e.After messy play; and/or

f.Before any food preparation or service.

3.Staff ensure that children wash their hands, for a minimum of twenty (20) seconds, with liquid soap and warm running water as needed and:

a.After each toileting;

b.Before each meal or snack;

c.After wiping or blowing their nose;

d.After touching any bodily fluid;

e.Before and after using water, sand, or other sensory tables;

f.After messy play; and/or

g.Upon entry from the outdoors.

4.Drinking-water is never obtained from any bathroom facility.

5.Youth camps ensure arrangements for children to engage in personal hygiene including brushing teeth and changing clothes

H.Farm, Domestic, Visiting Animals

1.Children must be protected from animals that are potentially dangerous to their health or safety.

2.Parents/Guardians must be notified in advance of any animals maintained as pets, service animals, farm animals or animals visiting the program.

3.All individuals must wash their hands immediately after any contact with animals, including prior to touching the mouth, eating, or drinking.

4.Youth camps where animals are present must post clearly visible signage requiring hand washing immediately after animal contact and prior to touching the mouth, eating, or drinking.

5.All animals maintained as pets, service animals, farm animals or animals visiting the program must be cared for in a clean, safe and sanitary manner.

6.All animals maintained as pets, service animals, farm animals or animals visiting the program must be healthy and free from visible signs of disease. Any animal exhibiting signs of illness, injury, or other conditions that may pose a risk to health or safety shall be excluded from public contact until evaluated by a licensed veterinarian and determined to be suitable for participation in camp activities.

7.All animals maintained as pets, service animals, farm animals or animals visiting the program are kept in accordance with State and local requirements, including all applicable vaccinations in compliance with 250-RICR-40-05-2, “Rules and Regulations Governing the Prevention, Control, and Suppression of Rabies Within the State of Rhode Island,” promulgated by the Rhode Island Department of Environmental Management, shall be maintained at all times.

I.Illness and Injury

1.A daily health check must be conducted on each child as soon as possible after the child arrives at the program.

2.If a child presents with symptoms of concern, staff:

a.Document the findings;

b.Determine the needs of the child and make accommodations as necessary; and

c.Notify the parent/guardian, as necessary.

3.If a child becomes ill while at the program:

a.A clean, appropriate resting surface is available for an ill child to rest that is away from other children.

b.The clean, appropriate resting surface must be - in a supervised area, away from other children.

c.Furniture and materials touched by an ill child are disinfected after use.

4.A first aid kit is available in each activity area and/or portably with each group of children.

a.The following first aid supplies should be in all first aid kits:

(1)Adhesive bandages (assorted sizes)

(2)Cold pack

(3)Disposable powder-free, latex-free gloves

(4)Plastic bags (for disposing of blood and other bodily fluids)

(5)Thermometer, digital or ear, should not contain glass/mercury.

b.The first aid kit is restocked after each use.

c.Staff should inventory or check first aid supplies once a month and replace any used or expired items.

(1)A list of supplies and a written log should be kept that documents the date the inventory was conducted, verification expiration dates were checked, and name of staff member conducting inventory.

5.Injuries are documented on an injury report.

a.A parent/guardian must sign (written or electronically where applicable) the injury report.

b.Parents/guardians are notified of injuries on the same day of the injury.

(1)Any injury that is head related or an injury that may require medical attention should be an immediate phone call to the parent/guardian.

c.A copy of this report is placed in the child's file.

d.The injury, first aid and parent/guardian communication are recorded in the program’s daily health log.

6.A choke-saving poster, that outlines the Heimlich Maneuver, is prominently displayed in any area where children eat. If children are not eating indoors, choke saving resources must be available portably.

J.Equipment and Furniture

1.Program furniture must be clean, durable, maintained in good repair and free of hazards.

2.Programs that operate overnight care must ensure that parents/guardians provide an adequate supply of bed linens and clothing changes.

a.The program maintains an additional supply of clean bed linens, and clothing changes.

K.Emergency/Disaster Plans and Procedures

1.The youth camp is required to have an emergency preparedness and response plan approved by the Department that addresses all of the required components found at 45 C.F.R. § 98.41(a)(1)(vii), incorporated above at § 14.4(C) of this Part.

2.In all situations where an emergency or suspected emergency occurs the program follows the Department approved Emergency Preparedness and Response plan.

3.An individualized graphic evacuation plan identifying alternative escape routes is posted in each activity area.

4.All required emergency phone numbers are posted in a conspicuous place adjacent to the telephone.

5.The program administrator or camp director or designee conducts regular safety drills.

a.One (1) fire drill is conducted every month the program is in operation, with no more than three (3) drills delayed for weather.

b.Every fourth (4th) drill must be obstructed, by means of not using one (1) of the typical exits/egresses. The other drills may be unobstructed.

(1)In programs operating less than four (4) months, there must be one (1) obstructed drill.

c.Two (2) shelter-in-place drills are conducted every twelve (12) months.

(1)For programs operating less than twelve (12) months, there must be one (1) shelter in place drill.

d.A record of all safety drills is maintained.

e.Youth camp with night time care conduct an additional set of safety drills during the night time hours of operation.

L.Nutrition

1.All meals and snacks provided by the program must meet current United States Department of Agriculture (USDA) Child and Adult Care Food Program nutritional standards (incorporated at § 14.4(B) of this Part).

2.The youth camp shall not serve beverages containing caffeine or beverages sweetened with sugar or artificial sweeteners, including soda, to any child. An exception is permitted for flavored milk, which may be served to children age six (6) and older.

3.A supply of food that meets the USDA Child and Adult Care Food Program nutritional standards is kept at the program for:

a.Meals (if applicable) and snacks; and /or

b.When a child is still hungry after a meal or snack

4.If a youth camp chooses to serve juice, it must:

a.Be one hundred percent (100%) fruit juice;

b.Be in accordance with the USDA Child and Adult Care Food Program; and

c.Be served only at meal or snack time;

5.Menus for meals and snacks are planned and are posted weekly.

6.The program gives parents/guardians written nutrition guidelines at the time of enrollment.

7.On special occasions (not to exceed two (2) per month) food and beverages (not to include soda or other caffeinated drinks) that do not meet nutritional requirements may be served in addition to required meals and snacks.

8.Drinking-water is readily available and offered throughout the day, especially before, during and after outdoor play.

9.Drinking-water supplies are located in or near activity areas.

M.Food Allergies

1.For each child with food allergies or special nutritional needs, the program must request that the parent/guardian obtains a care plan from the child’s health care provider.

2.The youth camp must make provisions for protecting children with food allergies from contact with the allergen(s).

3.The youth camp must ask the parent/guardian of a child with food allergies to give consent for posting information within the program about that child’s food allergy.

a.If consent for posting is provided, that information is posted in the food preparation area and in the areas of the youth camp the child uses.

b.If consent for posting is not provided, then this information is shared verbally with all relevant staff and is documented in the child’s file.

c.Where posting is not feasible, portable/electronic allergy information must be accessible to staff who are supervising the children.

A.Eating and Feeding

1.Eating and feeding routines meet the individual needs of children in the program.

2.Staff do not force children to eat.

3.Food is not used as an incentive unless specifically stated in the child’s IEP.

B.Toileting

1.Toileting routines meet the individual needs of children in the program.

2.Staff do not force children to use the bathroom.

A.Enrollment Age

1.For admission into a youth camp, a child must beat least five (5) years of age and in kindergarten and must also be under sixteen (16) years of age.

a.A child between sixteen (16) and eighteen (18) years old may be eligible if approved for CCAP based on their documented disability.

2.A youth camp shall not enroll children or allow attendance of children who are outside of the ages for which the program is licensed.

3.Under no circumstances is a child in care for over fourteen (14) consecutive hours, unless the youth camp is specifically licensed as a residential youth camp, or the child is participating in an overnight program pursuant to R.I. Gen. Laws § 23-21.2-1 that has been approved by the DHS.

B.Staff/Child Ratio, Group Size, and Age Integration

1.Youth camps must group children according to the following staff/child ratios and maximum number of children:

2.During the summer before a child enters kindergarten, a child may be considered as part of a School Age K program.

3.In consideration of or required by a child’s IEP, youth camps must implement more stringent staff/child ratios if providing inclusive settings for children with disabilities, developmental delays, other special learning, health, and/or social and emotional need.

a.KIDS CONNECT staff are permitted to provide the additional staffing in these circumstances.

4.All staff are required to meet staff/child ratios at all times.

5.In accordance with R.I. Gen. Laws § 23-21.2-2(6)-All hazardous activities, including, but not limited to, archery, aquatics, horseback riding, and firearms instruction, shall be supervised by a qualified activities specialist who has adequate experience and training in such area of specialty. Programs must adhere to precautionary staff to child ratios for field trips, activities that may impose additional safety considerations, and swim activities, including swimming, wading, or sitting in water, in accordance with applicable requirements.

6.In addition to youth camp staff, adult volunteers may be used to satisfy the precautionary staff/child ratio, as long as they are never left alone with children.

7.All individuals to be included in the precautionary staff/child ratio for swim activities must be in or directly adjacent to the water.

C.Field Trips

1.For all field trips, youth camps must:

a.Provide written notice to parents/guardians of any field trip at least three (3) days in advance;

b.Have a signed permission slip, prior to departing, for each child that states the date(s), time(s), location, means of transportation, and potential risks, specific to each individual trip;

c.Bring emergency information for each child on each individual trip; and

d.Adhere to the relevant precautionary staff/child ratios.

2.Outdoor walks around the area of the youth camp are not considered a field trip.

3.Staff must have means to contact the program if leaving youth camp grounds.

D.Attendance

1.Each activity area has an individual attendance sheet that lists the first and last names of all children in the activity area. This list:

a.Is updated every time that there is a change in enrollment.

b.Reflects which children are present at any given time.

c.Travels with the group and is accessible at any location where children are active.

d.Is up to date at all times and reflective of the number of children in care.

2.Attendance records are kept for all children.

3.Every activity area has a copy of the emergency information for each child.

E.Supervision

1.Activity area staff provide sight and sound supervision during all aspects of the program, which include:

a.Indoor play;

b.Outdoor play;

c.Bathroom use and changing clothes, while maintaining appropriate supervision that protects the child’s privacy;

d.Meals and snacks; and

e.Transitions.

2.Furniture does not obstruct youth camp staff from visual supervision.

3.Staff do not use cell phones, personal electronic devices, personal reading materials, or are in any other way distracted while part of the staff/child ratio and supervising children.

F.Staffing Requirements

1.All staff employed in the program, who work with children or on site when children are present, must have an active RISES workforce registry account.

2.Two or more staff members must be on site at all times during operation of the youth camp. At least one of these staff members must be the camp director or assistant director, pursuant to R.I. Gen. Laws § 23-21.2-2.

3.Each program is required to have individuals in Program Leadership and Regulatory roles in accordance with the following:

a.Administrator or Camp Director

b.Activities Specialists

(1)There must be separate activity specialist providing night time care.

4.All Program Leadership and Regulatory roles must receive Department approval in RISES before being associated with the program.

a.Programs that make changes to regulatory roles without prior Department approval may be subject to licensing action.

5.If a qualified individual assumes a camp director role in more than one (1) licensed program, the youth camp must submit a plan for approval from the Department that includes:

a.A time schedule for each location;

b.An outline of responsibilities; and

c.The staff members in charge if the individual is not on site.

6.There are sufficient auxiliary staff to ensure the efficient operation of the youth camp. Auxiliary staff, including consultants and resource staff, must meet the qualifications and certifications consistent with the skills needed to perform the respective job and do not count toward staff/child ratios.

a.Camp director and/or activity area staff may perform these functions but cannot be counted in the staff/child ratio while doing so.

7.Youth camps must have maintenance personnel on staff in accordance with R.I. Gen. Laws § 23-21.2-2. Maintenance personnel shall not supervise children and do not count toward staff/child ratios.

8.A program whose capacity exceeds twenty (20) children, and which prepares and serves meals, must employ at least one (1) part-time or full-time food service worker.

9.The Activities Specialist is onsite during all times that these programs are in operation.

10.At all times, every staff member on site must have photo identification available.

11.Every staff member must be trained under the most recent guidelines of the American Heart Association in:

a.Pediatric cardiopulmonary resuscitation (CPR) (online training is not accepted); and

b.Pediatric first aid (online training is accepted).

(1)Renewal certification for both Pediatric CPR and Pediatric First Aid may be done either in person or online.

12.The youth camp must have the consultant services of a licensed physician, physician’s assistant, nurse practitioner, or other approved health consultant who is a licensed health professional with education and experience in child and community health, readily available.

a.The youth camp must have a written plan for accessing (via phone, virtual or in person) such consultation services at all times when children are in care; and

b.The youth camp must maintain a letter of understanding regarding consultation services between the program and the consultant.

13.When the camp director is not at the youth camp, designee of the camp director, who is knowledgeable in the overall functioning of the program, is in charge and maintains responsibility for staff supervision during the times that they are in charge.

G.Volunteers

1.Programs may utilize two (2) types of Volunteers:

a.Adult Volunteers:

(1)Are eighteen (18) years of age or older;

(2)Must be cleared and approved in accordance with the Department's policies on Comprehensive Background Checks;

(3)Must undergo orientation to program policies and procedures and the volunteer assignment and maintain written proof in file; and

(4)Are never left alone with children.

b.Minor Volunteers:

(1)Are at least sixteen (16) years old;

(2)Obtain a signed consent from his/her parent/guardian approving of the volunteer assignment;

(3)Must be cleared and approved in accordance with the Department's policy on Child Abuse and Neglect Registry Check;

(4)Must undergo orientation to program policies and procedures and the volunteer assignment and maintain written proof in file;

(5)Are never left alone with or responsible for the supervision of children; and

(6)Are not considered staff members and do not count towards required staff/child ratios at any time.

2.All volunteers work under the supervision of the youth camp leadership and do not engage in any disciplinary action with a child.

3.Youth camps must maintain onsite emergency contact information for each volunteer.

A.Comprehensive Background Checks

1.All individuals who are employed or act as a volunteer in the program, must complete all requirements of a comprehensive background check as outlined in § 14.5(A)(7) of this Part, prior to the assignment of youth camp duties, and every five (5) years thereafter.

a.Any volunteer or staff under the age of eighteen (18), is required to be cleared through a Child Abuse and Neglect Central Registry Check prior to participating in youth camp duties. BCI or fingerprints are not processed for those under eighteen (18) years of age.

b.Within thirty (30) days of receipt of written notification of disqualifying information, the applicant or staff may appeal the finding of the comprehensive background check.

B.Youth Camp Staff

1.Camp Director or Administrator

a.The camp director or administrator is responsible for the operation of the youth camp to ensure compliance with these Regulations;

b.Must be twenty-one (21) years of age or older; and

c.Must have a High School diploma, and one (1) year of professional experience working with school-age children.

2.A designee of the camp director acting in the camp director’s absence must meet all the qualifications of § 14.11(B) of this Part and must comply with all requirements applicable to the camp director.

3.Activities Specialists

a.Activities Specialists are responsible for the execution of the applicable Learning and Development of this Part.

b.A person who is at least twenty-one (21) years of age and meets all the qualifications in one (1) of the following options may assume the role of Activities Specialists:

(1)Option 1: The individual holds an associate’s degree or sixty (60) college credit hours, with eighteen (18) of them in a field related to Education, Child Development, Human Services or Recreation from an approved and accredited institution of higher education and has been employed at least one (1) year within the program.

(2)Option 2: The individual holds an associate's degree in a field related to Education, Child Development, Human Services or Recreation from an accredited or approved institution of higher education.

(3)Option 3: The individual holds a bachelor's degree or higher in a field related to Education, Child Development, Human Services or Recreation from an accredited or approved institution of higher education.

(4)Option 4: The individual holds a high school diploma or GED, is trained in the activities they instruct, and have either formal training related to child or youth development or at least one (1) year of supervised experience working with school-age children in a group setting.

4.Youth Camp Counselor

a.The youth camp counselors are responsible for supporting the activity specialist or the night time care coordinator.

b.Youth camp counselors must be at least eighteen (18) years of age, hold a High School Diploma or a GED certification, and have had either:

(1)Formal training related to child or youth development; or

(2)At least six (6) months of supervised experience working with school age children in a group setting.

5.Junior Counselors/Counselors in Training

a.Youth camps may utilize Junior Counselors or Counselors in Training, under the age of eighteen (18); however, they shall not be considered staff members, shall not supervise children alone, and shall not be counted in staff/child ratios at any time.

b.Junior Counselors or Counselors in Training must:

(1)Be at least sixteen (16) years old;

(2)Obtain a signed consent from his/her parent/guardian approving of their position;

(3)Must be cleared and approved in accordance with the Department's policy on Child Abuse and Neglect Registry Check; and

(4)Must undergo orientation to program policies, procedures and their position and maintain written proof in file.

C.Staff Orientation

1.All new staff and volunteers are oriented by the camp director during their first (1st) week at the youth camp.

2.The orientation includes information regarding:

a.The DHS Regulations for the Licensing of Child Care Assistance Program (CCAP) Youth Camps;

b.State law governing child abuse and neglect, and reporting procedures;

c.Program policies, procedures, and operations, as documented in the Staff Handbook; and

d.Supervision, accountability, emergency release and other trainings as deemed necessary.

3.Proof of participation in staff orientation must be kept in an employee’s file, signed and dated by the employee and a member of the leadership team.

4.All new staff must complete Department approved health and safety preservice training prior to caring for children.

a.This preservice training may count towards the individual’s required hours of professional development.

D.Professional Development

1.All camp directors, activity specialists and camp counselors are required to complete annual Professional Development training relevant to their role.

a.Camp directors, activity specialists and camp counselors are required to complete at least four (4) hours of Professional Development training, or two (2) hours per month, whichever is greater.

2.The required Professional Development Training must be approved through a process as determined by the Department or on the approved list provided by the PDTA Hub.

a.Four (4) of the required hours of training must be in one (1) of the following topics related to health and safety requirements:

(1)Prevention and control of infectious diseases (including immunization)

(2)Prevention of Sudden Infant Death Syndrome and use of safe sleep practices

(3)Administration of medication, consistent with standards for parental consent

(4)Prevention and response to emergencies due to food and allergic reactions

(5)Building and physical premises safety, including identification of and protection from hazards, bodies of water, and vehicular traffic

(6)Prevention of Shaken Baby Syndrome, abusive head trauma, and child maltreatment

(7)Emergency preparedness and response planning for emergencies resulting from a natural disaster or a man-caused event (such as violence at a child care facility)

(8)Handling and storage of hazardous materials and the appropriate disposal of bio contaminants

(9)Appropriate precautions in transporting children (if applicable)

(10)Pediatric First-Aid and CPR

(11)Recognition and reporting of child abuse and neglect.

3.Approved hours are documented through a transcript or completion certificate and an approval code.

4.Professional development hours are completed annually based on the calendar year.

5.Required hours may be prorated if an individual is hired within the calendar year.

a.Prorated hours will equal two (2) hours per month when calculating for staff hired mid-year.

6.CPR/First Aid certification may be counted for no more than three (3) professional development hours each calendar year.

7.Staff meetings, staff orientation, and other meetings regarding program specific knowledge, do not count towards professional development hours.

8.Any staff member who prepares and serves meals must complete eight (8) hours of training per year relevant to their position, including food safety and CACFP nutrition standard.

A.Changes to the Program

1.All changes to the program listed below must be submitted to the Department using the RISES system. Such changes require prior review and written approval by the Department before implementation. Implementation of any changes without prior Department approval may result in licensing action.

a.Change of leadership role;

b.Intent to change the name of the program;

c.Intent to change ownership of the program;

d.Intent to change the physical address/location of the program;

e.Intent to use different/additional spaces for activity areas;

f.Intent to change the numbers or ages of children served; and/or

g.Any other major changes in the program.

2.The program is responsible for immediately notifying the Department in the event of an emergency situation, which includes:

a.Any death and/or serious injury (injury requiring outside medical attention) while in care of the program; including on-site, during transport and/or on a field trip.

(1)After notifying emergency personnel, if abuse or neglect is suspected, the program must also report to the Rhode Island Department of Children, Youth and Families’ Child Protective Services hotline (1-800-RI-CHILD/1-800-742-4453) in accordance with R.I. Gen. Laws Chapter 40-11.

b.Activation of emergency personnel;

c.Occurrence of emergency or disaster that impacts the program’s ability to operate; or

d.Failure of mechanical systems.

B.General Requirements

1.The program does not exceed the licensed capacity at any time.

2.The program has a confidentiality policy that requires all staff, consultants and volunteers to maintain confidentiality of the child, family and staff information included in files, conversations, observations, meetings, correspondence, social media, cell phones or any other source.

3.Children may not participate in activities including fundraising, publicity, and research, without informed, written consent from the parent/guardian.

C.Arrival and Departure of Children

1.Children are only released to the parent/guardian or to an individual, eighteen (18) years of age or older, who is authorized, in writing, by the parent/guardian to pick up the child and whose identity can be verified by proper picture identification.

2.Approved individuals manually or electronically sign the child in at drop off and sign the child out at pick up, using a time stamp and a full signature, name, or comparable identifier.

3.Programs must follow policies and procedures that include:

a.Documenting any custody or restraining orders relating to the child;

b.Maintaining current written parental/guardian authorization for the release of the child to named individuals, which is updated annually;

c.Verifying the identity of authorized individuals, including picture identification; and

d.At the discretion of the program, handling emergency call-in authorization by the parent, including verification of the identity of the parent over the phone.

4.If an individual attempting to pick up a child from the program appears to be under the influence of drugs or alcohol, the program:

a.Does not release the child;

b.Contacts the local police; and

c.Contacts the Rhode Island Department of Children, Youth and Families’ Child Protective Services (CPS) hotline (1-800-RI-CHILD/1-800-742-4453).

5.If children are bused to and from the youth camp, there is a written procedure for monitoring and documenting their arrival and departure.

D.Transportation of Children

1.If the youth camp chooses to provide transportation, a transportation policy must be written.

2.The youth camp is required to adhere to State law and the Rules and Regulations of the Rhode Island Registry of Motor Vehicles, and comply with State Regulations for vehicles that transport children as part of the program regarding:

a.Registration;

b.Inspections; and

c.Insurance.

3.All individuals who provide transportation of children must:

a.Hold a valid Rhode Island Chauffeur’s License or equivalent from another State; and

b.Have a completed background check on file.

4.In addition, vehicles used to transport children must have:

a.Two inch (2”) lettering on the vehicle (unless leased and then a magnetized sign can be used), stating the program’s name;

b.A fire extinguisher;

c.First aid, emergency airway and bodily fluid spill kits; and

d.Audible door and back-up alarms (mountable or installed).

5.Children must never be left alone in the vehicle.

6.A face-to-name attendance check of all children is completed upon entrance to and departure from the vehicle.

7.Attendance and emergency information on each child being transported must be available in the vehicle when transportation is being provided.

8.When being transported, children must be properly secured in the appropriate safety restraint or car seat for their age.

E.Handbooks

1.The youth camp must develop a Family Handbook and a Staff Handbook, which must be approved by the Department.

2.The youth camp is responsible for communicating and implementing policies and procedures from the handbooks.

F.Records and Files

1.The youth camp maintains program files, and individual files for children and staff that are available on-site at all times.

a.If these files are stored electronically, there must be someone on site at all times who can access these records in a timely fashion.

2.Provisions are made for the protection of files and reports, to ensure confidentiality.

3.Parents/guardians may access their child's file at any time during the program hours of operation.

4.All youth camp staff or children’s records are subject to review and/or reproduction by the Department or designee, or the Office of the Child Advocate upon request during the program hours of operation.

5.Information contained in a child's file is only released to an outside entity with written authorization from the child's parent/guardian.

6.Each child’s file must include:

a.An application form completed by the parent/guardian containing the child's name, birth date, parent’s/guardian's name, current address and phone number and work or school address and phone number;

b.Date of enrollment;

c.Written authorization from the parent/guardian for emergency medical treatment;

d.Written reports of injuries, accidents or illness occurring while the child is in the program and any treatment administered;

e.Written authorization from the parent/guardian for the child to participate in and be transported for field trips, special activities or events, and other activities that are not part of the program's daily routine;

f.Names of individuals to whom the child may be released;

g.A statement signed by the parent/guardian authorizing the program to act in an emergency;

h.A parental consent form which authorizes or prohibits the program to photograph or videotape a child and to use images in publications, websites and social networking sites; and

i.All other records or reports pertaining to the child.

7.Children’s files are updated on an annual basis.

8.Each staff who work with children or are on site when children are present must have a completed workforce registry profile in RISES that includes:

a.Name, date of birth, personal email address, home address, phone, education and any child care/education relevant work experience;

b.Comprehensive Background Checks;

c.Staff performance evaluations;

d.Signed documentation of participation in orientation; and

e.Evidence of required professional development.

9.Youth camps must maintain the following documentation on-site for Department staff to review, if requested, for a minimum of three (3) years:

a.Relevant inspections for physical facilities;

b.Sign in/sign out logs;

c.Daily injury/illness and medication administration logs;

d.Emergency drill log;

e.Letter of understanding with consultative medical services;

f.Documentation for program animals;

g.Field trip permission slips and related documentation;

h.Staff attendance or schedule records; and

i.All other records or reports pertaining to the program.

10.Program and staff files must be updated regularly to include new information and changes in information.

A.Activities: Activity Area Level Content

1.Youth camps must maintain activity area level curriculum/activities.

2.The curriculum /activities are informed by program philosophy, beliefs, practices, and relevant research.

3.The activities consider the developmentally appropriate needs of all children served.

4.Written or electronic documentation of the activities (lesson plans or planning documentation) is easily accessible in each activity area.

5.Activities for the previous three (3) months are maintained on-site.

6.Youth camp counselors share planning information with other activity area staff.

B.Activities: Process

1.Children have access to a variety of experiences, activities, and opportunities including materials that reflect diverse cultures and ethnicities.

2.Staff provide experiences and environments that go beyond routine care and supervision.

3.Opportunities for moderate to vigorous physical activity (sixty (60) minutes total for a full day program, and thirty (30) minutes total for a part day program) are available to children each day.

4.Television or other screen time is:

a.Prohibited during scheduled meal and snack times; and

b.Limited to no more than thirty (30) minutes per day for each child or group; except in situations including:

(1)Activities (not to exceed one (1) event per month, per group) such as watching a movie, provided that alternate supervised activities remain available; and

(2)Children’s use of electronic media or e-readers for homework, reading, or hands on learning activities.

C.Activities: Teaching and Facilitation

1.Staff are required to:

a.Implement the activity area level activities;

b.Actively engage with children;

c.Develop individual relationships with children by providing care that is responsive, attentive, consistent, comforting, supportive and culturally sensitive;

d.Serve as a positive role model for children;

e.Use positive methods in guiding and redirecting children;

f.Encourage appropriate behavior and set clear limits;

g.Match expectations with the children's developing abilities and capabilities;

h.Praise the children's accomplishments as well as their attempts at tasks;

i.Create a positive environment through their own behaviors such as frequent social conversations with children, joint laughter and affection, eye contact, pleasant tone of voice and smiles; and

j.Assist children who present challenging behaviors by:

(1)Identifying and documenting factors that may predict or contribute to the challenging behavior;

(2)Making adaptations to the child’s environment as necessary;

(3)Supporting families by sharing documentation and information; and

(4)Providing connection to relevant services and outside resources, when necessary.

2.Youth camps must be able to communicate with children, who are enrolled, whose primary language is not English, or require alternative methods of communication.

D.Activities: Context

1.Activity areas are arranged into activity-appropriate areas that focus on safe movement, accessibility and supervision.

2.Child-accessible storage is provided for children’s belongings.

3.Activity area arrangement:

a.Allows for clear pathways around the activity area;

b.Ensures visual supervision by staff;

c.Separates noisy and quiet activities; and

d.Provides the children with ample opportunity for freedom of movement in a safe, clean, and uncluttered area.

4.Each activity area has:

a.Furniture and seating as appropriate to the activity; and

b.Accessible materials to accommodate the number of children in the group, that support a wide range of developmentally and culturally appropriate experiences, activities and opportunities.

5.Rebounders (therapeutic trampolines) are allowed, if the trampoline has a welded handle, height of no more than nine inches (9”), and a diameter of no more than three feet (3’).

6.Activity area staff post and follow a regular daily schedule.

7.Staff must make adaptations to the daily schedule to meet the interests and needs of the children, and to cope with weather changes, or other situations that may affect routines.

8.The daily schedule allows for:

a.Child-directed play;

b.Counselor-directed play;

c.Quiet and active play;

d.Large group, small group, and individual play;

e.Outdoor play;

f.Rest appropriate to the needs of children); and

g.Additional routine care

E.Family Engagement

1.Prior to enrollment, youth camps must provide opportunities for the child and parent/guardian to visit the camp.

2.Youth camps conduct and document a comprehensive intake for every camper. A pre-admission conference is required when requested or when health, allergy, disability, communication, behavior, custody, safety, or other individual information warrants discussion before attendance.

3.Families are kept informed of the program and their child’s day through any or all effective communication platforms, including but not limited to: newsletters, email, an app or portal, family handbook, website, or any other means.

4.Youth camps must be able to communicate with families, of children who are enrolled, whose primary language is not English, or require alternative methods of communication.

5.If a youth camp chooses to suspend or terminate a child for any reason the program must provide written documentation to the parent/guardian, which includes the specific reasons for the proposed suspension or termination of the child, and the circumstances under which the child may return, if any.

6.A directory of community resources is available to families.

7.The youth camp is open to families for observations and visits whenever the program is in operation.

8.Families are given the opportunity to engage in their child’s learning experience and development.

9.Residential and overnight youth camp programs must have a clear parent-child communication policy and process that meets children’s individual needs, including an ability for a child to be able to contact their parent(s) once per day upon request.