Facilities Checks Guidance 

The GHC Head Start & Early Head Start Program intends to provide facilities that meet federal and state requirements through consistent safety inspections. Keep facilities clean and free from pests. Before children begin school, all cleaning materials, detergents, aerosol cans, pesticides, medications, poisons, chemicals used in lawn care treatments, and other toxic materials are kept in product-labeled containers, entirely separated from food, and out of children's reach.  Please see 1302.47 Cleaning Policy for additional information on Cleaning. 

Facilities Checklists will be kept on hand for substances used in the center.  All buildings will be free from pollutants, hazards, and toxins that are accessible to children and could endanger children's safety, such as cigarette smoke and other air pollutants, lead, pesticides, and soil and water contaminants. 

In order to prevent child injury and keep children free from hazards such as choking, strangulation, electrical, water, entrapment, and all other safety hazards, the following criteria will be followed:  

• All electrical equipment and appliances must be properly grounded, and all electrical cords must be in good repair and secured out of children's reach. 

• All electrical outlets must be covered with child-resistant safety devices or have installed childproof receptacles. 

• Windows and glass doors are constructed, adapted, or adjusted to prevent injury to children. Windows that can be opened are equipped with devices that do not block natural light and are screened when opened so that children cannot pass through the windows or become stuck in any way.  

• Swimming pools or other areas of standing water are not allowed. 

• Age-appropriate materials and foods are used to reduce choking risk.

• Daily outdoor and indoor safety inspections for undesirable and hazardous materials shall be conducted by staff. Results of inspections shall be recorded on the Daily Conditions Log and turned in to the Operations Manager monthly. 

• Facility must be well lit- including emergency lighting. Emergency lighting testing shall be recorded on the Fire Drill - Evacuation- Monthly Systems Checklist.  

• Any required maintenance should be reported immediately to the Operations Manager or Facilities Coordinator. Light fixtures must contain shielded or shatterproof bulbs. In buildings without integrated emergency lighting systems, each first aid kit must include a flashlight to be used during a power outage. 

• Facility must be equipped with safety supplies that are readily accessible to staff, including, at minimum, fully equipped and up-to-date first aid kits and appropriate fire safety supplies. First aid kits will be restocked annually and on an as-needed basis. 

• First-aid contents will be inspected monthly or after use. Supply requests and inspection sheets will be submitted to the Health Coordinator.  

• Approved, working fire extinguishers are readily available. All sites are inspected by the Fire Marshal annually or bi-annually. This inspection includes fire extinguishers. Any fire extinguishers past their annual service date should be reported immediately to the Site Manager and then to the Health and Safety Manager.   

• Smoke detectors must be placed throughout the facility following local regulations and codes.  

• Records of testing of smoke detectors are kept on the Fire Drill -Evacuation- Monthly Systems Checklist.  Carbon Monoxide detectors will be used in areas where children sleep and are tested monthly and documented on the Fire Drill- Evacuation- Monthly Systems Checklist. Fire drills must be practiced and reported monthly. 

• All exits must be unobstructed and easily operable. Documentation of fire drills must be recorded on the Fire Drill - Evacuation- Monthly Systems Checklist and be visibly posted.  

• At the end of the program year, Fire Drill - Evacuation- Monthly Systems Checklists are copied and turned in to the Health and Safety Manager. A copy of the previous year's log should remain onsite behind the current Fire Drill Log.  

• Facility must be free from firearms and other weapons that are accessible to children. 

Toilets, diapering, and hand washing areas must be clean and in good repair and be designed to be separated from areas used for preparing food, cooking, eating, and children's activities. These facilities should be maintained as follows:  

• Toilets and sinks should be accessible for the age of children in the classroom. Step stools or low platforms should be used where toilets and sinks are too high for a child to reach safely. 

• The children from either side easily open each toilet room door. Ensure that these areas are not located in dental hygiene or food preparation areas and are never used for the temporary placement or serving of food.  

• Changing areas should have impervious, nonabsorbent, clean surfaces. Include storage areas close to or within the diapering area for clean diapers, wipes, gloves, and other supplies. Provide sink(s) for hand washing adjacent to the diapering area.  

• Soiled diapers should be stored in containers separate from other waste.  

• The Diapering and Toileting Cleaning Policy should be followed at all times. 

Indoor and outdoor play equipment, cribs, cots, feeding chairs, strollers, and other equipment used in the care of enrolled children must: 

• Be clean and safe for children's use and be appropriately disinfected or sanitized. 

• The Cleaning Policy should be followed in all aspects of cleaning and sanitization.  In-depth cleaning of carpets and rugs will be arranged by the Site/ Program Manager at least once yearly in sites owned by GHC.

•  In shared sites, staff will work with collaborative partners to ensure an in-depth cleaning is done at least once yearly.  

All Playground areas should follow the program's Indoor-Outdoor Policy. All water sources must meet all federal and state standards. 

Video Monitoring 

All site administrators of programs serving children are required to review Gads Hill Center video footage of each classroom or pod within their centers at least twice weekly for a period of at least 15 minutes. Logs/records must be kept on site by the site administrator, of times, dates and a brief description of what was observed. The following criteria must be met:

A.      Site administrators should access the GHC video surveillance for their assigned programs, as noted above, bi-weekly.

B.      Each classroom or child common area should be viewed for a minimum of 15 minutes twice week.

C.      Date, time, and a description should be documented on the observation log/record.

D.      Both staff and child names should be used in the description in the event suspect behavior is observed.

If there are findings of inappropriate behavior or behavior violating policy, the viewing administrator must take appropriate action immediately, up to and including reporting all incidents to management and appropriate authorities. If it is unclear who reports should be submitted to, administrators should seek clarification from their immediate supervisor. The Direct supervisor must immediately report the incident to the Director of Programs. The Director of Programs will report any incidents to the Chief Operating Officer within 24 hours of the initial report.

In the event of the absence of an administrator for any reason trained backup staff must be assigned the viewing and reporting of video in that person’s absence.