Background:

Currently, all child day camps are required to register annually with the Ohio Department of Job and Family Services (ODJFS). Additionally, child day camps may request to be approved to provide publicly funded child care (PFCC) services if they are accredited by the American Camp Association (ACA) or an approved accrediting body, with no additional regulation by ODJFS. The Child Care and Development Block Grant (CCDBG) Act of 2014 requires that all providers of PFCC demonstrate that they follow minimum health and safety standards through inspections and monitoring by ODJFS. This includes day camps approved to provide PFCC services. Because of these new Federal requirements, ODJFS is changing the requirements for approved child day camps.

New Policy:

In addition to accreditation by the ACA, all child day camps that wish to be approved to provide PFCC services will have a pre-approval inspection by ODJFS and must follow all of the health and safety requirements in rule. After the initial approval, all child day camps must annually register and apply to renew their approval and shall be inspected by ODJFS at least once per season.

The following rules and forms will be effective April 16, 2018.

New and Amended Rules:

• 5101:2-18-01 "Definitions for registered and approved child day camps" has been rescinded and replaced to amend the language under the "Child Day Camp" definition and add definitions of words and phrases found throughout the new rules.
• 5101:2-18-02 "Requirements for child day camp registrations" is a new rule that sets forth the requirements for day camps to register with ODJFS by March 15 of each year. This annual registration must be completed in the Ohio Child Licensing and Quality System (OCLQS). These requirements were previously found in rule 5101:2-18-03 of the Ohio Administrative Code.

5101:2-18-03 "Application for approved child day camps" is a new rule that sets forth the application process and required documents for a child day camp to be approved in order to provide PFCC services, as well as the information that must be kept current in OCLQS and the provider portal.

5101:2-18-04 "Compliance inspection and complaint investigation of an approved child day camp" is a new rule that sets forth the guidelines for compliance inspections and complaint investigations and the process to request a review of inspection findings for approved child day camps.

5101:2-18-05 "Child day camp administrator requirements for an approved child day camp" is a new rule that sets forth the responsibilities of an approved child day camp administrator, and includes the records that are required for each enrolled child.

5101:2-18-06 "Lead counselor, junior counselor, counselor-in-training and employee requirements in an approved child day camp" is a new rule that sets forth the requirements for employees and child day camp staff members.

5101:2-18-07 "Background check requirements for an approved child day camp" is a new rule that sets forth the requirements for owner, administrator, employee and child day camp staff members background checks including how to obtain the check, which records are included, prohibited offenses and rehabilitation standards for crimes.

5101:2-18-08 "Training and professional development requirements for an approved child day camp" is a new rule that sets forth the types of trainings and professional development topics required for administrators and child day camp staff, hours required and how trainings are documented.

5101:2-18-09 "Supervision of children and ratios for an approved child day camp" is a new rule that sets forth the ratio and supervision requirements as well as attendance documentation for approved child day camps.

5101:2-18-10 "Emergency, disaster and health-related plans for an approved child day camp" is a new rule that sets forth the disaster plan and serious incident requirements for approved child day camps.

5101:2-18-11 "Administering medication and caring for children with special health needs at an approved child day camp" is a new rule that sets forth the requirements for administration of prescription and non-prescription medication, documentation requirements and requirements for children with special needs. Note: there is an error in paragraph (A)(7) of this rule. This paragraph should refer to paragraphs (A)(5) and (A)(6). This will be assessed as follows: Non-prescription topical products like those listed in (A)(7) do not need the written parental permission required in paragraph (A)(5) nor the written documentation required paragraph (A)(6).

5101:2-18-12 "Transportation and field trip safety for an approved child day camp" is a new rule that sets forth the requirements for trips, drivers, vehicles and vehicle inspections for approved child day camps.

5101:2-18-13 "Safe and sanitary equipment and environment in an approved child day camp" is a new rule that sets forth the safety requirements, including swimming and water safety, as well as the sanitary requirements for approved child day camps.

Rescinded Rules:

5101:2-18-02 "Programs that are exempt from being a registered or an approved child day camp" This rule is being rescinded because these requirements are found in Section 5104.021 of the Ohio Revised Code.

5101:2-18-03 "Registration requirements for child day camps" The information from this rule has been moved in the rule 5101:2-18-02 of the Ohio Administrative Code.

New Forms:

JFS 01282 "Plan of Operation for Child Day Camp" is a new form that will be used to outline the child day camp's operational plan.

JFS 01283 "Request for Review for an Approved Child Day Camp" is a new form that will be used if an approved child day camp wishes to request a review of an ODJFS finding on inspection.

Obsolete Forms:

JFS 01258 "Child Day Camp Registration." This is being rescinded because registration is now completed directly in OCLQS.

Implementation

Registered camps

All day camps will continue to utilize OCLQS to register by March 15 of each year.
Approval for publicly funded child care

Day camps that want to provide publicly funded child care will register via OCLQS and request approval for PFCC.

Applications for approval submitted prior to April 16, 2018 (prior to the effective date of the rules): Camps that register and request approval prior to the effective date of the rules will have to provide documentation of accreditation by ACA and must follow this transition plan:

• Inspections: There will not be a pre-approval inspection, but all approved camps will have an inspection during the summer of 2018 to assess compliance with the new rules.
• Ohio Professional Registry (OPR) profile: All administrators, employees, and child care staff members hired prior to the effective date of the rules will have until July 1, 2018 to create a profile in the OPR. Administrators, employees, and child care staff members hired on or after April 16, 2018 will need to create the profile by their first day of employment as required in the rules.
• Pre-camp orientation: The owner or owner's authorized representative will have until July 1, 2018 to complete the pre-camp orientation.
• Staff orientation: All administrators and child care staff members hired prior to April 16, 2017 will have until July 1, 2018 to complete the mandated trainings. Administrators and child care staff members hired on or after April 16, 2018 will need to complete the orientation training within 30 days of hire as required in the rules.
• First aid, communicable disease and CPR training: Camps will have until July 1, 2018 to ensure that at least one person at each site has these trainings.
• Child abuse overview: All administrators and child care staff members hired prior to April 16, 2018 will have until July 1, 2018 to complete the one-hour child abuse overview. Administrators and child care staff members hired on or after April 16, 2018 will need to complete the training within 30 days of hire as required in the rules.

Applications for approval submitted on or after April 16, 2018 (on or after the effective date of the rules): Camps that request approval on or after the effective date of the rules will follow all of the requirements in the new rules.

Background Checks for All Approved Camps (regardless of when the application was submitted): Anyone required to have a background check who is hired prior to April 16, 2018, shall have until July 1, 2018 to submit the JFS 01175 "Request for a Background Check for Child Care" along with copies of the existing criminal records check results on file at the camp to ODJFS for review. If either the Bureau of Criminal Investigation (BCI) or Federal Bureau of Investigation (FBI) checks have expired or will expire prior to July 1, 2018, the individual shall follow the new background check process and submit fingerprints and the JFS 01175 to ODJFS prior to the individual working this summer or the expiration of the checks, whichever is first. Anyone required to have a background check who is hired on or after April 16, 2018, shall comply with the timelines and processes outlined in rule.

Pre-Camp Orientation and Staff Orientation Training: Because of an issue with the tool that feeds the training to the Ohio Professional Registry (OPR), these trainings are not yet available in the OPR. This, paired with provider feedback, has led ODJFS to review the issue and create an alternative process for these training requirements to be met. The trainings will be available on the ODJFS website at: https://jfs.ohio.gov/cdc/daycamps.stm.

Full instructions for the trainings will also be available there. These processes will continue until the training tool issues are resolved and the trainings are available in the OPR.

• Pre-Camp Orientation: Once the training is complete, applicants will follow the directions on the website, and at the end of the training, to print and submit documentation of completion to prelicensing@jfs.ohio.gov along with the OPIN number associated with their OPR profile. ODJFS will then document completion of the pre-licensing training in the OPR so that the applicant is able to begin the application process in OCLQS.
• Staff Orientation: Once the training is complete, staff member will follow the directions on the website, and at the end of the training, to print the documentation for their file.

Please contact the Child Care Policy Helpdesk at 1-877-302-2347, option 4, if you have any questions.