218 R.I. Code R. 218-RICR-70-00-1.11

Current through December 26, 2024

Section 218-RICR-70-00-1.11 - Enrollment and Staffing

A. Enrollment Age

1. For admission into an Infant program, a child is at least six (6) weeks of age.

2. For admission into a Toddler program, a child is at least eighteen (18) months of age.

3. For admission into a Preschool program, a child is at least three (3) years of age.

4. For admission into a School Age program, a child is at least five (5) years of age and in kindergarten.

a. A child in a School Age program must also be under sixteen (16) years of age.

5. The program does not enroll children or allow attendance of children who are outside of the ages for which the program is licensed.

6. Under no circumstances is a child in care for over fourteen (14) consecutive hours.

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

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

Age Group	Age	Maximum Staff/Child Ratios	Maximum Group Size
Younger Infants	6 weeks - 12 months	1:4	8
Older Infants	12 - 18 months	1:4	8
Toddlers	18 - 36 months	1:6	12
Preschool 3	3 years old	1:9	18
Preschool 4	4 years old	1:10	20
Preschool 5-6	5 - 6 years old AND not in kindergarten	1:12	24
School Age K	At least 5 years old AND in kindergarten	1:13	26
School Age G1-G3	Grades 1 - 3	1:13	26
School Age G4-G6	Grades 4 - 6	1:13	26
School Age G7+	Grades 7 and above, under age 16	1:13	26

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/IFSP, programs 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 required to meet staff/child ratios are awake at all times.

5. Any auxiliary staff who provide additional services within the program do not count in the staff/child ratios.

6. Programs may integrate children of different ages in any combination within each of the following options:

Option	Allowable Age Group Combinations
#1	Younger Infants Older Infants Toddlers
#2	Toddlers Preschool 3
#3	Preschool 3 Preschool 4 Preschool 5-6
#4	Preschool 5-6 School Age K
#5	School Age K School Age G1-G3 School Age G4-G6
#6	School Age G4-G6 School Age G7+

7. If age group combinations take place in any classroom, programs are required to meet the staff/child ratios, and all other associated Regulations required, for the youngest aged child in the grouping.

a. For the purposes of determining staff/child ratio and group size, a child who is transitioning may be considered as the same age group of the classroom into which the child is transitioning.

8. Toddler, Preschool, and School Age K groups may integrate for the first (1st) hour of operation at the beginning of the day and for the last hour of operation at the end of the day. Programs are required to meet the staff/child ratios, and all other associated Regulations as stated in § 1.11(B)(7)(a) of this Part.

9. Programs may combine groups of children within the allowable age combinations, while maintaining applicable staff/child ratios, for activities, which include:

a. Indoor or outdoor gross motor play;

b. Meals; and

c. Rest/sleep.

10. During rest time for Toddler or Preschool groups, there can be one (1) staff member per one (1) group (based on Maximum Group Size) of napping/resting children.

11. There are no exceptions to staff/child ratio for Infants.

12. Infant, Toddler, Preschool, and School Age K programs may combine any age group, while maintaining applicable staff/child ratios, for activities, which include:

a. Program assemblies;

b. Special activities;

c. Field trips; and

d. Program-wide group times, not to exceed fifteen (15) minutes.

13. Programs must adhere to a precautionary staff/child ratio for field trips, (other activities that may impose additional safety considerations), and swim activities (which include swimming, wading, or sitting in water) as follows:

Age Group	Field Trip Staff/Child Ratios	Swim Activity Staff/Child Ratios
Younger Infants	1:2	1:1
Older Infants	1:2	1:1
Toddlers	1:4	1:1
Preschool 3	1:7	1:4
Preschool 4	1:8	1:4
Preschool 5-6	1:8	1:4
School Age K	1:10	1:6
School Age G1-G3	1:13	1:6
School Age G4-G6	1:13	1:6
School Age G7+	1:13	1:6

14. In addition to program staff, programs may utilize Substitutes and/or Adult Volunteers to satisfy the precautionary staff/child ratio.

15. 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, programs 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, time, 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 program are not considered a field trip.

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

D. Attendance

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

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

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

2. Attendance records are kept for all children.

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

E. Classroom Transition

1. A child may begin transitioning to the next age group when s/he is:

a. Developmentally ready; and

b. Within one (1) month before age-eligibility to be included in the next age group.

2. An individualized, documented transition plan is required to be developed:

a. For children transitioning to a new age group/classroom at any time other than the start or end of the school year;

b. By the Education Coordinator and/or Site Coordinator; and

c. In partnership with the child's current classroom Teachers, future classroom teacher and the child's parent/guardian.

d. In a form that can be copied and placed in a child's file and shared with the parent/guardian.

e. Includes defined transition timeframes both day to day during the transition and the full timeframe for the transition

3. For the purposes of determining staff/child ratio and group size, the transitioning child may be considered as the same age group of the classroom into which the child is transitioning.

F. Supervision

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

a. Indoor play;

b. Outdoor play;

c. Bathroom use;

d. Rest or sleep;

e. Meals and snacks; and

f. Transitions.

2. Furniture does not obstruct program 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.

4. An Infant or Toddler may never be left unattended in any location that may result in a fall.

G. Staffing Requirements

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

a. Administrator

b. Education Coordinator (for programs serving Infants, Toddlers, and/or Preschool);

c. School Age Site Coordinator (for programs serving School Age); and

d. Night Time Care Coordinator (for programs providing Night Time Care).

2. One (1) qualified individual may assume multiple roles in one (1) program in accordance with the following:

Number of Classrooms	Allowable Regulatory Staff Options	Additional Guidance
1 - 2	Administrator and Education/Site Coordinator and Teacher	None
3 - 7	Administrator and Education/Site Coordinator and Teacher	If the individual spends less than 50% of time in the classroom
8+	Administrator and Education/Site Coordinator	If the individual is on site full time and is not a Teacher

3. In an Infant, Toddler, and/or Preschool program with seven (7) or fewer classrooms, where the Administrator and Education Coordinator are filled by two (2) individuals, at least one (1) of these individuals must be a fulltime employee on site.

4. In an Infant, Toddler, and/or Preschool program with eight (8) or more classrooms, where the Administrator and Education Coordinator are filled by two (2) individuals, both of these individuals must be full-time employees on site, if the program does not employ an administrative assistant.

5. If one (1) qualified individual will assume a Program Leadership role in more than one (1) licensed program, the program 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 persons in charge if the individual is not on site.

6. Each program is required to have individuals in Classroom Staff roles in accordance with the following:

a. Teacher, for each group of children (for programs serving Infants, Toddlers, and/or Preschool);

b. Teacher Assistants (for programs serving Infants, Toddlers, and/or Preschool, as needed to maintain staff/child ratio); and/or

c. School Age staff (for programs serving School Age).

7. There are sufficient auxiliary staff to ensure the efficient operation of the program.

8. Program Leadership and classroom staff may perform these functions but cannot be counted in the staff/child ratio while doing so.

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

10. Two (2) or more staff are on-site at all times.

11. At least one (1) of these staff are of the level of Teacher or Program Leadership.

12. The School Age Site Coordinator and/or Night Time Care Coordinator is onsite during all times that these programs are in operation and is only assigned to the respective program.

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

14. 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).

c. Renewal certification must occur within ninety (90) days of expiration for both Pediatric CPR and Pediatric First Aid.

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

d. All new hires must be trained under the most recent guidelines of the American Heart Association in Pediatric cardiopulmonary resuscitation (CPR) and Pediatric first aid within ninety (90) days of employment.

15. The program 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 program has a written plan for accessing (via phone, virtual or in person) such consultation services at all times when children are in care;

b. Maintains a letter of understanding regarding consultation services between the program and the consultant;

16. When Program Leadership is not at the program, a designated staff person, who is knowledgeable in the overall functioning of the program, is in charge and maintains responsibility for staff supervision during the times that s/he is in charge.

H. Substitutes

1. The program maintains a list of substitutes who can cover in the event of the absence of staff in order to maintain required staff/child ratios.

2. All substitutes must complete required employment paperwork and are cleared and approved in accordance with the Department's policies on Comprehensive Background Checks.

I. 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.

(4) Are never left alone with or responsible for the supervision of children

b. Underage 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 classroom Teacher and Program Leadership and do not engage in any disciplinary action with a child.

3. Programs maintain onsite emergency contact information for each volunteer.

J. Visitors

1. Visitors/observers are not considered volunteers and are not required to be cleared and approved in accordance with the Department's policies on Comprehensive Background Checks

2. Visitors/observers are always under the direct supervision of staff, are never left alone with and are never responsible for the supervision of children.

3. A visitor log must be maintained that documents who is in the building at all times.

218 R.I. Code R. 218-RICR-70-00-1.11

Adopted effective 10/28/2019
Amended effective 4/19/2021
Amended effective 2/2/2022
Amended effective 11/2/2022
Amended effective 11/29/2023