Staff Requirements
What certifications must paid staff counted in ratios obtain within six months of hire?
CPR & basic First Aid
What’s the maximum staff/child ratio?
1:13
Besides CPR, what training must staff complete?
First Aid
Where should the emergency procedures binder be kept so that all staff can access it quickly in an emergency?
In a visible and easily accessible location at every site
What types of activities must be included every day to meet licensing requirements for program structure?
Active play, quiet time, time outdoors (weather permitting), and varied age-appropriate options
What's the minimum age for program staff and what education level must they have?
18 years; high school or equivalent
What’s the maximum group size?
26 children
Who can work without CPR/First Aid if within earshot of a staff who has them?
Substitutes
What is the first thing staff must do if there is a fire or evacuation emergency during program hours?
Immediately evacuate the building and ensure all children are accounted for using ProCare or attendance sheets
What kinds of materials must be available to children daily to ensure an enriching and developmentally appropriate program?
A mix of books, games, art supplies, manipulative toys, and physical activity equipment
Within the first year, what credential options are acceptable for staff?
Afterschool Foundations or Essentials Certificate, Vermont Afterschool Professional or Director Credential, On‑the‑Job Certificate, Vermont Teacher Licensure, or BA/AS
If more than 10 children, what is required even if ratio isn't exceeded?
Another staff in ear or eye shot
When a child becomes sick during program hours, what three steps must staff take according to licensing regulations?
Isolate the child from the group
Contact the parent or guardian to pick them up
Document the illness
How soon must the licensing specialist be notified after a serious incident, such as a child injury or emergency requiring outside response?
Within 24 hours of the incident
How often must indoor and outdoor spaces be checked for safety hazards like broken toys, wet floors, or unsafe equipment?
Every day before children arrive
What Trainings and documents and onboarding do you need to be in your file to be allowed to work with children.
Background check/Fingerprint, Mandated reporter, CPR first aid, Diploma, Orientation
How long can children in Grades K–2 and Grades 3–5 be in buddy system without direct supervision?
Up to 10 minutes
What are the requirements before staff can administer medication to a child during afterschool hours?
A signed parent/guardian authorization form
The medication in its original container with a pharmacy label
Written instructions for administration (from parent or doctor)
Who is responsible for calling 911 during an emergency if no Area Director or Program Director is present?
The most available and responsible staff person on-site must call 911 immediately
what is the maximum amount of recreational screen time children may have each day, and how often can a full-length movie be shown?
Children may have no more than 30 minutes of recreational screen time per day, and a full-length movie (up to two hours) may be shown only once per month for entertainment purposes.
Who must be on-site >40% of the time and qualifies as leadership?
Area Directors
According to licensing regulations, who is ultimately responsible for making sure staff-to-child ratios are maintained at all times throughout the day?
The on-site area director or Program Director and or designated Site Coordinator is responsible for ensuring ratios are maintained at all times.
What daily health and safety checks must staff complete before children arrive, and why are these checks required?
Staff must inspect indoor and outdoor areas for hazards such as broken equipment, unsafe surfaces, unlocked storage, or dangerous objects. These checks are required to ensure that the environment is safe and free from harm before children enter.
What are three required components of a complete Emergency Action Plan (EAP) that every staff should be familiar with?
Designated evacuation and meeting locations, clear staff roles, and communication plans with families and emergency services
How should staff balance structured and free play during the day?
A mix of staff-led and child-chosen activities?