Student health and safety is the cornerstone of a successful 21CCLC program. If an incident occurs, immediately notify the school principal and project director of any incident that compromises the health or safety (physical or emotional) of a student being served within 20 hours of its occurrence. A written report shall be submitted to the principal and project director within 72 hours of its occurrence, including an analysis of the incident and the actions taken to address the incident.

All personnel working in a 21CCLC program (paid or volunteer) must undergo and successfully complete a background check to ensure that there is no risk to the health, safety, or well-being of children, volunteers and staff.

In accordance with State rules and regulations, 21CCLC sub-grantee shall conduct mandatory criminal background checks at no cost to the HIDOE, on any employee, volunteer, or sub-contractor working directly with students. The most current background check cannot be more than 2 years old from the current school year.

The 21CCLC sub-grantee shall notify the HIDOE, verbally and in writing within twenty-four (24) hours, upon learning of the occurrence of any of the events indicated below:

• Any employee, agent or volunteer’s license required to perform services is or has been suspended, conditioned, revoked, expired, or terminated;
• Any employee, agent or volunteer becomes or has been the subject of any disciplinary proceeding or action before any federal or state agency or Board;
• Any employee, agent or volunteer is or has been convicted of a fraud or felony;
• Any claim, judgment or settlement in which the 21CCLC sub-grantee or any of its employees, agents or volunteers is or has been named a defendant;
• The 21CCLC sub-grantee shall maintain the background check records, and shall make the records available for review upon request. Upon review of these records, the HIDOE reserves the right to request additional background information.

Indicators

• Afterschool program activities are conducted in a safe and easily accessible facility.
• Appropriate background checks have been conducted for all paid staff and volunteers.
• The program maintains an emergency readiness plan on file, specific to the afterschool program, at each site, and trains staff on policies/procedures.
• The program maintains up-to-date emergency contact and health information for all participants, which is readily available to program staff.
• The program has established procedures for authorized student pick-ups and provides for the safe transport of all participants, to and from the center and home.

All sites must maintain

• Behavior Guidelines
• Written “Closing Up/End of Day” procedures
• Written emergency readiness plan
  • Specific to the afterschool program
  • Specific to each center/site
• Evidence of staff training
  • CPR training
  • Emergency readiness plan and policies
  • Safety procedures/drills
• Written procedures and implementation of check-in and pick-up system to ensure safety of students.
• Written procedures to notify students and parents/guardians if the 21CCLC program or any portion of the program is cancelled for any time period.
• Up-to-date emergency contact and health information for all participants, which is readily available to program staff.
• After school master schedule (times, classrooms, teachers, students and director), which is accessible via the site coordinator and school office and updated as needed.
• Use of facilities agreement (BO-1 and BO-2).
• Copies of any incident (i.e., accident, injury, theft, vandalism) report and follow up.
• Evidence of collection and analysis of student incident reports and follow up.
• Documentation that students travel safely to and from centers.
• Documentation that activities take place in a safe and accessible facilities.
• Student videotape/record and reproduce work release forms.
• Adult videotape/record and reproduce work release forms.
• Evidence that 21CCLC employees and volunteers have undergone criminal background checks (confidential).