Fy13 List of Materials Needed for Inspections
2016 LIST OF MATERIALS NEEDED FOR INSPECTIONS
CHILD DEVELOPMENT CENTERS
The following documentation will be reviewed to determine compliance with inspection criteria.
Items in RED are either updated or new
A. The following documentation should be maintained in an Inspection Box (or binder) and available when the inspection team arrives on site:Item # / Ensure the inspection box or binder is standardized and organized according to the listing below. Only include documentation from the previous 12 months unless otherwise indicated below.
1. / Floor plan with room names and ages served / N/A
2. / Local CYP Fee letter notifying parents of current year’s fee rates / A.1.a.2
3. / Hardship Waiver Policy / A.1.a.3
4. / Documentation that hourly care available and publicized / A.1.d.1, A.1.d.4
5. / Listing of all CYP staff with the following information for each: position, status (FT/PT/FLEX), DOH / A.3.a.1-3, A.3.b.1-2, A.3.a.4
6. / Staff schedule for past month including Lead schedules and planning time / A.3.b.3-4, C.2.a.5
7. / Annual Training Plan developed by T&C / A.4.a.2
8. / Documentation the T&C supports professional development / A.4.a.5
9. / Background Check Responsibility Ledger / B.1.a.1, B.1.b.1,
B.1.c.1
10. / CY15 HQ inspection report with corrective actions / B.2.a.1
11. / Documentation of the annual MDTI with corrective actions / B.2.b.1-2
12. / Comprehensive Fire Inspection, CNICCYP 1700/27, with corrective actions / B.2.c.1-2
13. / Comprehensive Safety Inspection, CNICCYP 1700/27A, with corrective actions / B.2.d.1-2
14. / Comprehensive Health/Sanitation Inspection, CNICCYP 1700/28, with corrective actions / B.2.e.1-2
15. / Monthly Health/Sanitation Inspection documentation with corrective actions / B.5.a.1-2
16. / Monthly Fire/Safety Inspection documentation with corrective actions / B.4.a.1, B.4.a.4
17. / Monthly Fire drills documentation / B.4.a.2-3, B.4.a.7
18. / Documentation of a playground inspection conducted by qualified individual with corrective actions / B.4.c.3-4
19. / Accident Reporting SOP / B.4.d.1
20. / Documentation of maintenance checks for each vehicle / B.4.e.2
21. / Medication administration SOP / B.5.d.1
22. / Current list of all youth requiring medication and the name of the medication / N/A
23. / Current list of children with allergies and/or potentially life threatening conditions and includes emergency response procedures / B.5.d.12
24. / Documentation that cribs are CPSC approved / B.5.f.2
25. / Current month’s menus / B.7.a.3
26. / Parent Participation Plan / C.1.a.1-2, C.1.a.4, C.1.a.7
27. / Documentation that PIB minutes are advertised & parents are encouraged to attend / C.1.a.6
B. The following documents are to be made available in a central location when the inspection team arrives:
28. / DD2652s or Fee Calculation Worksheets and current CYP Parent Fee Agreements / A.1.a.1, A.1.a.6
29. / Documentation of any hardship waivers granted in the past 12 months / A.1.a.3
30. / Current Navy CYP Parent Fee Agreements / A.1.a.6
31. / Hourly Care Program Reservations Log / A.1.d.3
32. / Current CYP Registration Forms / A.2.a.1
33. / IAT Inclusion Support Binder with all required information / A.2.e.1-3
B.6.a.2-3, B.7.d.4
34. / Emergency information for each child in a portable file / B.4.a.9
35. / Daily indoor/outdoor checklists, CNICCYP 1700/30, for the past 3 months / B.4.b.1, B.4.c.1
36. / Facility Maintenance Log / B.4.b.2, B.4.c.2
37. / Support Plan Binder / B.4.d.3
38. / Documentation Binder/Folder for each vehicle used to transport youth to include: / B.4.e.3
B.4.e.6
B.4.e.7
B.4.e.8
B.4.e.9
B.4.e.11
B.4.e.12
B.4.e.13
a) Documentation of pre-vehicle safety checks, CNICCYP 1700/26, for each vehicle
b) Documentation of the vehicle transportation log for each vehicle
c) Documentation that monthly evacuation drills are completed
d) Documentation of vehicle emergency procedures
e) Documentation of the Motor Vehicle Accident Report (Form SF-91) in each vehicle
f) Documentation of the Accident-Identification Card (DD 518) in each vehicle
g) Statement of Government Vehicle Insurance is maintained in vehicles
h) Emergency contact information available on trips
39. / Medical Authorization Forms, CNICCYP 1700/08 / B.5.d.3
40. / Medication Administration Log, CNICCYP 1700/21 / B.5.d.8
41. / IAT Meeting Binder / B.6.b.1-2
42. / USDA Claim Sheets for the last month / B.7.a.1
43. / Documentation of incident/accident reports for the past quarter / C.1.b.5
C. Inspectors will review the following information in CYMS: (CYMS reports may need to be run locally for inspectors upon arrival to the program)
44. / Children’s Files
· Two Emergency Contacts
· Immunization Record / A.2.a.2
A.2.a.3
45. / Staff Personnel and Training Files
· Date of Hire
· Job Series and Title
· Military Affiliation
· Background Checks ( Local or Base Check, SARP, FAP/FAR, CNACI, Local National Check)
· Statement of Admissions
· References
· Annual health screening
· Influenza vaccine
· CPR and First Aid Certificates
· Food Handler’s certification for Food Service employees
· Education Verification
· Department of Motor Vehicles driving record
· Orientation Training
· Annual Training
· Completed Modules
· Medication Administration Training / A.2.b.1-6
A.4.a.3
A.4.b.1-13
A.4.c.1
A.4.d.1-19
A.4.e.1-18
A.4.g.1-11
A.4.h.1-10
B.1.a.2-14
46. / Volunteer Files
· Military Affiliation
· Background Checks ( Local or Base Check, SARP, FAP/FAR, CNACI)
· References
· Volunteer Agreement Form
· Training / A.2.c.2
A.2.c.3
A.4.i.1-12
B.1.c.2-14
47. / Contractor Files
· Background Checks (Local or Base Check, SARP, FAP/FAR, CNACI) / B.1.b.2-14
D. The following information will be reviewed during a meeting with the T&C:
The following documents will be reviewed in selected direct care staff files:
· Formal direct care staff observations for past 2 quarters
· Formal written feedback and improvement plan for direct care staff for past 2 quarters / A.4.a.4
A.4.a.6
The following documents will be checked for selected classrooms:
· Weekly Activity Plans
· Child Planning Form/Group Forms (I/PT/T) and Weekly Planning Forms (PS) for past 2 weeks / C.2.e.1-4
The following documentation will be reviewed for selected child portfolios of children enrolled for a at least a full checkpoint season:
· Written classroom Observations for past quarter
· Child Assessment Portfolio
· Documentation of Family Conferences for past 3 checkpoint seasons
· Family Conference Form
· Child and Family Profile / A.2.a.4
A.4.a.4
C.1.b.4
C.1.b.6-7
C.1.d.1-3
Materials Needed List Instructions
A: Items listed in Section A should be maintained in the inspection box (or binder) and be ready for inspection at all times.
How to set up and maintain an inspection box:
· Obtain a portable file box that supports hanging file folders. The pictures below are examples.
· Obtain hanging file folders with tabs. The pictures below are examples.
· Number tabs according to the Materials Needed List for your specific program. (E.g. 1, 2, 3, etc.)
· File documentation corresponding to the number on the Materials Needed List for your program.
· If any of the items on the list do not apply to your program, file an 8 ½” x 11” sheet of paper that states the item does not apply. Include the item number and title. Also explain why it does not apply. The pictures below are examples of how this should be accomplished.
· Ensure the most current documentation is filed in front.
· Update your documentation box on a regular basis or any time there are changes. One option is to go through your documentation box every Friday afternoon to ensure everything is current.
B: Items listed in Section B should be provided to the inspectors upon their arrival. These items are
not required to be maintained in the documentation box. Ensure the manager on duty is aware of
the location of all inspectable items. These items must be organized and easily accessible.
C: The inspection team will run CYMS reports for the items in Section C when they arrive on site.
D: The inspector responsible for reviewing programming will set up a time to meet with the T&C to
review these items. The items listed must be organized and readily accessible.
Rev. 3.23.16 JM