St. John's School

No violations recorded at this inspection.

No violations recorded at this inspection.

• PHYSICAL, EQUIPMENT AND FURNISHING / EnvironmentNon-critical

  The facility, the furniture, equipment, fixtures and supplies are of sturdy and safe construction.  They are easy to clean, and are clean and in good repair and free from hazards. [CCLR Sec. 13(2) and Sec. 15(1)(a)]

  Observation. Licensing observed couches and a chair with stained fabric covers. A new barn door has been installed. The barn door causes a pinching hazard at the sides by the wall. In addition, there is no means of securing the door in place to prevent children from sliding the door back and forth. The facility is in the process of installing bumpers and stoppers to mitigate these hazards.

• RECORDS AND REPORTING / Care PlansNon-critical

  For each child requiring extra support, the licensee keeps a current care plan showing the required information. [CCLR Sec. 58(1)(2)]

  Observation. One child in care had an Anaphylaxis care plan with an Epi Pen that expired in October 2024.

• RECORDS AND REPORTING / Records For Each ChildNon-critical

  A record for each child containing a photograph or digital image of the child, and other information that can be used to readily identify the child in an emergency is not kept. [CCLR Sec. 57(2)(i)]

  Observation. Some Fraser Academy children did not have a picture on file.

No violations recorded at this inspection.

• RECORDS AND REPORTING / Records For Each ChildNon-critical

  The licensee keeps a current record for each child showing the information required. [CCLR Sec. 57]

  Observation. 1) One child in care did not have a record of immunization status on file. 2) The program signs children in and out electronically through an app. Staff reported that children from Fraser Academy can be signed in on the app but cannot be signed out on the app. Fraser Academy children are signed out by cell phone communication.

• STAFFING / Character and Skill RequirementsNon-critical

  Prior to employing staff the manager has met with each person and has obtained the appropriate documentation. [CCLR Sec. 19(1)]

  Observation. One staff did not have references on file and two staff did not have a record of immunization status on file. A form is attached to this report that may be used as documentation of staff's immunization status.

No violations recorded at this inspection.

• CARE AND/OR SUPERVISION / Continuous Supervision RequiredNon-critical

  Children are supervised at all times by a person who is an educator, an assistant or a responsible adult. [CCLR Sec. 39(1)]

  Observation. Licensing met with the program manager at 2:00 to discuss what tracking and communication system had been implemented so staff are aware at all times which children are present in the space they are supervising. The manager informed licensing of the following: - Children are picked up from the classrooms by staff. Staff sign the children in when picking them up from the classroom. - There is a tracking board in the hallway. The board has a clothes pin for each child with their name. Beside the board is a pocket holder with 4 plastic pockets. Each pocket has a tag with a room name. When the children get to the hallway, each child takes their clothes peg and clips it onto the pocket of the room they are in. - When children want to move rooms, they inform staff. Staff then radios with their walkie talkie to the other room and if there is space the child can go over. The child then moves their clothes pin to the other rooms pocket. - The outdoor playground does not open until 3:45 when about 30% of the children in the program have gone home. - The manager informed licensing they have been using the new system for about one week and it is working well. Licensing inquired how staff would know and keep track which children they have under their care in the room they supervise. Children move back and forth between rooms and the tracking board is located in the hallway, out of staff's vision. If one or two children move a staff could remember but if there is a lot of movement, how do they know, do they write it down? Licensing observed the program and the new system from dismissal at 3:10 until 3:40: - 3:20: the tracking board indicated 2 children in the preschool room, only one of these children was actually present in the preschool room. Licensing observed 3 other children present in the preschool room, their names were not on the tracking board. None of the 4 children present in the preschool room was signed in as the sign in and out sheet was with staff who was picking up children from the classroom. - 3:25: K - Grade 3 children arrived from the classroom. A large bottleneck/wait line resulted by the tracking board as children tried to find their name peg. Staff tried to mitigate the line up and eventually let all the children into the preschool room without having the pegs in place. Afterwards staff tried to redirect children to move their pegs. - 3:25: Gr 4-6 children arrived from the classroom and went straight into the library without using the peg tracking system. - 3:35: licensing asked a preschool room staff how many children were present in their room. The staff started counting heads and said "I think 15/16". Licensing observed 21 children in the room. The tracking board had 17 pegs for the preschool room. - 3:35: 24 children were present in the library. The tracking board had 9 pegs for the library. - licensing asked a library staff how many children were present in their room. The staff replied they did not know and asked licensing if they should count. - licensing observed children move between rooms; licensing did not observed any communication via walkie talkies. Some children moved their pegs, others did not. Licensing discussed the observations with the manager at 3:40. It was mutually agreed that the current system is not functional.

• RECORDS AND REPORTING / Records For Each ChildNon-critical

  The licensee keeps a current record for each child showing the information required. [CCLR Sec. 57]

  Observation. Progress has been made collecting children's immunization status. About 15 more records are outstanding.

• CARE AND/OR SUPERVISION / Continuous Supervision RequiredNon-critical

  Children are supervised at all times by a person who is an educator, an assistant or a responsible adult. [CCLR Sec. 39(1)]

  Observation. Licensing observed a group of about four children present in the school's front desk office. They were visiting / talking for a period of time with the grade 12 student who was monitoring the front desk. No out of school care staff were present or nearby. The students were directed to go back to the out of school care rooms by a staff who passed by. Licensing observed children move freely between the preschool room and outdoors. The preschool room consists out of 2 adjacent spaces; one of the spaces opens up directly onto the outside play space. The door was propped open and children were observed to freely flow between indoors and outdoors. Licensing did not observe any communication between staff or between staff and children nor was there any system in place to track which children were in which space (inside or outside) and under which staff's supervision. Licensing discussed the observations with the Manager and inquired how staff would know which children they were responsible for at any given time, as there appeared to be no communication between the inside and outside staff. The Manager stated they usually have a board out and children move their name but the board was not out today. The manager stated that staff communicate on group chat with their cell phones, however licensing did not observe any staff implement this practice. Licensing also observed children move freely between the preschool room and the learning resource room. There appeared to be no tracking of children coming and going and no communication between staff or staff and children. The staff in the learning resource room stated they conduct periodic head counts to know how many children are under their supervision. A discussion was held with the Manager to implement communication and /or tracking systems so staff are aware at all times which children are present in the space they are supervising. Please be advised that this appears to be a recurring contravention that was also identified at the routine inspection dated May 24, 2023.

• CARE AND/OR SUPERVISION / Group Sizes and Employee to Children RatiosNon-critical

  Staff ratios and group sizes comply with Schedule E. [CCLR Sec. 34(2)(a)]

  Observation. Licensing observed that staff/child ratios were exceeded in the preschool room. One staff was observed to be present with 15 children in care. The group included Kindergarten and Garde 1 children. Please be advised that this appears to be a recurring contravention that was observed on the May 2023 routine inspection report.

• NUTRITION AND FOOD SERVICES / NutritionNon-critical

  Children are not left unsupervised while consuming food or drink. [CCLR Sec. 48(4)(c)]

  Observation. Licensing observed two children eating snack on a bench in the entrance hallway of the school. No staff was present or in the vicinity. The children were left unsupervised.

• RECORDS AND REPORTING / Care PlansNon-critical

  For each child requiring extra support, the licensee keeps a current care plan showing the required information. [CCLR Sec. 58(1)(2)]

  Observation. The Licensee had several medical care plans in place for Anaphylaxis. The care plan forms are the forms used by the school. Information on some of the care plans was confusing. The school forms were more limited in scope than the Vancouver Coastal Health anaphylaxis care plans and it is recommended that the Licensee adopts the Vancouver Coastal Health anaphylaxis care plans, a template is attached to this report. 1) One child had a registration form that stated they had a food allergy that did not require an Epi Pen but required Benadryl. The child's care plan stated that no Epi pen was required but did not have any information regarding the use of Benadryl. 2) One child had an anaphylaxis care pan in place that required an Epi Pen, which is kept in their backpack. Children put their backpacks in identical fabric baskets on the floor of the activity space. In an emergency staff would no be able to easily identify which basket contains the child's backpack and Epi Pen. A discussion was held with the staff to store the backpacks with Epi Pens in a manner they can be easily located by any staff. This child's care plan also required Ventolin. The Ventolin in the child's backpack was expired. 3) One child had an anaphylaxis care plan in place for a food allergy that required an Epi Pen. From the information on the care plan it was unclear if the food allergy was for shellfish, gluten or both. 4) Three children in care required extra support to be successful in the program, one of the children had one on one support when needed. No care plans were in place for these children. A discussion was held with the staff to implement care plans for all children with extra support needs. Plans can be developed based on their schools IEP. 5) Licensing asked some of the staff which children required Epi Pens. Staff seemed unsure and were aware of only one child's anaphylaxis.

• RECORDS AND REPORTING / Records For Each ChildNon-critical

  The licensee keeps a current record for each child showing the information required. [CCLR Sec. 57]

  Observation. Records for children's immunization status were incomplete.

• RECORDS AND REPORTING / Safe Play Space Standard of PracticeNon-critical

  Maintenance of Equipment: A log is kept of all inspections, maintenance and repairs. [Director of Licensing Standard of Practice - Safe Play Space]

  Observation. Licensing observed that the playground inspection checklist box on the sign in and out form had not been checked off for the day.

• RECORDS AND REPORTING / Records For Each ChildNon-critical

  The licensee keeps a current record for each child showing the information required. [CCLR Sec. 57]

  Observation. All children 's records except for immunization records were present. The school year ends in one week, and a discussion was held to get all immunization records in order for September; the manager committed to do so.

• CARE AND/OR SUPERVISION / Continuous Supervision RequiredNon-critical

  Children are supervised at all times by a person who is an educator, an assistant or a responsible adult. [CCLR Sec. 39(1)]

  Observation. Licensing observed 35 children inside the preschool room with 2 staff. The preschool room consists out of 2 adjacent spaces; one of the spaces opens up directly onto the outside play space. The door was propped open and a group of children went outside with one staff. After, children were observed to freely flow between indoors and outdoors. Licensing did not observe any communication between staff or between staff and children nor was there any system in place to track which children were in which space (inside or outside) and under which staff's supervision. Licensing inquired with the Manager how staff would now which children they were responsible for at any given time, as there appeared to be no communication between the inside and outside staff. The Manager stated they usually have a list and communicate on group chat with their cell phones. Licensing also observed groups of children come and go in and out of the preschool room for a period of about 15 to 20 minutes. During this time there were up to 35 children in the preschool room. There appeared to be no tracking of children coming and going. Staff stated that there were extra children invited to the preschool room who's extra curricular after school activities had been cancelled. A discussion was held with the Manager to implement communication and /or tracking systems so staff is aware at all times where each child is and who they have under their supervision.

• CARE AND/OR SUPERVISION / Group Sizes and Employee to Children RatiosNon-critical

  Staff ratios and group sizes comply with Schedule E. [CCLR Sec. 34(2)(a)]

  Observation. Licensing observed the following: 1) Staff/child ratios were exceeded in the Gym. There was one staff present in the gym who stated they picked up 19 children from Grade 4-6 and brought them to the Gym. The staff stated they were by themselves with 19 children. 2) Staff/child ratios were exceeded in the Preschool room. There were 2 staff present with 35 children, including Kindergarten and Grade 1 children. 3) Maximum group size was exceeded in the Preschool room. There were 35 children present, including Kindergarten and Grade 1 children. The above was discussed with staff. The staff stated that it was staff appreciation day and all after school extracurricular clubs / activities had been cancelled. Children who were supposed to attend these clubs / activities were invited to come to the Preschool room.

• POLICIES AND PROCEDURES / Community Care Facility RecordsNon-critical

  The policies and procedures referred to in subsection 1 are implemented by the employees.

  Observation. Emergency policies to conduct monthly fire drills have not been implemented.

• POLICIES AND PROCEDURES / Emergency Training and EquipmentNon-critical

  There is an emergency plan that sets out procedures to prepare for, mitigate, respond to and recover from any emergency. [CCLR Sec. 22(1)(b)]

  Observation. The school stores emergency supplies for the school population, however the school age staff did not have access to the emergency supplies at the time of inspection.

• RECORDS AND REPORTING / Care PlansNon-critical

  For each child requiring extra support, the licensee keeps a current care plan showing the required information. [CCLR Sec. 58(1)(2)]

  Observation. One child in care has a medical diagnosis for which the Licensee provides distinct supports, for example having a smaller quiet room available. There is no care plan in place for the child. A discussion was held to develop and implement a care plan outlining the strategies to support the child. All staff should be aware of the care plan and strategies. A separate e-mail was send to the Licensee with a care plan template.

• RECORDS AND REPORTING / Records For Each ChildNon-critical

  A record for each child containing the daily attendance record, indicating for each day whether the child is absent or, if the child is present, the time of arrival and departure is not kept. [CCLR Sec. 57(2)(c)]; A record for each child containing a photograph or digital image of the child, and other information that can be used to readily identify the child in an emergency is not kept. [CCLR Sec. 57(2)(i)]; A record for each child containing the date of enrolment in the facility is not kept. [CCLR Sec. 57(2)(b)]; A record for each child containing the name and telephone number of a parent, medical practitioner and emergency contact is not kept. [CCLR Sec. 57(2)(d)]; A record for each child containing the name, sex, date of birth, medical insurance plan number and immunization status is not kept. [CCLR Sec. 57(2)(a)]

  Observation. St. John's child records were unavailable during the inspection. The Licensee does not keep separate records for the School Age Care program and relies on the school records kept in the office. The Licensee did have a list of children's names and their parents contact information. School staff printed out a list of 27 St. John's children's names that attend the School Age Care program. Six Fraser Academy students attend the School Age Care program. These children had registration information on site; two of the six children did not have a care card number; all six children did not have a photograph or immunization record. A discussion was held with the Vice Principal and Manager to keep hard copies of the emergency consent forms for every child registered in the School Age Care program. Out of school care staff should have easy access to these records. A separate e-mail was send to the Licensee with emergency consent forms, registration forms and a list of child records that must be kept. Attendance records were unavailable. Staff stated they are given to the accountant at the end of each day for billing purposes. The attendance record for the day of inspection showed 28 children signed in for the Kindergarten room. Licensing observed 35 children present. The Manager showed Licensing an attendance list of children's names. Licensing asked how the Manager knew who to expect in care for the day. The Manager stated they were unsure as it changes every day, some children go to extracurricular clubs and come later, some children sometimes walk home after extracurricular clubs, some children come as drop ins on a very irregular basis. A discussion was held that the School Age Care program needs to know which children will attend each day, who they are responsible for at any given time and where these children are at any given time.

• RECORDS AND REPORTING / Records Must Be AvailableNon-critical

  The licensee is able to produce records on demand to Licensing. [CCLR Sec. 59(c)]

  Observation. The following records were unavailable: - attendance records - child records - staff records - fire drill records - playground inspection records

• RECORDS AND REPORTING / Safe Play Space Standard of PracticeNon-critical

  Maintenance of Equipment: A log is kept of all inspections, maintenance and repairs. [Director of Licensing Standard of Practice - Safe Play Space]

  Observation. No outdoor playground inspection checklists had been kept.

• STAFFING / Emergency Training and EquipmentNon-critical

  Staff are trained in the implementation of the fire drill system and the emergency plan, including the use of any equipment noted in the fire drill system and emergency plan. [CCLR Sec. 22(2)(a)]

  Observation. Staff stated that no fire drills have been practiced since the facility opened on March 10, 2023.

• STAFFING / Emergency Training and EquipmentNon-critical

  Fire drills are not practiced at least once each month. [CCLR Sec. 22(2)(b)]