West Virginia Code of State Rules
Agency 78 - Human Services
Title 78 - LEGISLATIVE RULE DEPARTMENT OF HUMAN SERVICES BUREAU FOR SOCIAL SERVICES
Series 78-21 - Out-of-School-Time Child Care Center Licensing Requirements
Section 78-21-3 - Definitions

3.1. Adequate Supervision. -- The observation, oversight, and guidance of the individual child or groups of children, by the staff member taking responsibility for the ongoing activity of each child or group of children so that the staff member is close enough to intervene, if necessary, to protect the child from harm. Adequate supervision requires the staff member's physical presence, knowledge of the child's program of activities, individual needs, habits, interests, and special problems, if any, and the acceptance of accountability for the child's or group's care.

3.2. Approved Source. -- Food preparation from a source approved by the Health Department through an inspection or permit process, or commercially packaged consumables.

3.3. Approved Training. -- Training that has been approved by the Secretary.

3.4. Authorization and Release for Protective Services Record Check. -- A document provided by the Department, signed by a program's prospective staff member or employee, granting permission to conduct a search of Department records related to his or her involvement in child or adult abuse and neglect allegations, or other investigations documented by the Secretary.

3.5. Child. -- For the purpose of this rule, an individual who is less than 13 years of age.

3.6. Child Abuse and Neglect. -- Physical injury, mental or emotional injury, sexual abuse, sexual exploitation, the sale or the attempted sale, or negligent treatment or maltreatment of a child by a parent, guardian, or custodian responsible for the child's welfare, under circumstances which harm or threaten the health and welfare of the child.

3.7. Child Care Center. -- A facility maintained by the state or any county or municipality thereof, or any agency or facility operated by an individual, firm, corporation, association, or organization, public or private, for the care of 13 or more children for child care services in any setting, if the facility is open for more than 30 days per year per child, except those facilities, centers, programs, and individuals set forth in W. Va. Code § 49-2-101.

3.8. Child Care Setting -- Any regulated setting providing child care services to children, typically between six weeks through 12 years of age to include relative and informal child care homes, family child care homes, family child care facilities, child care centers, and Out-of-School Time programs.

3.9. Criminal History Background Check -- A review of information pursuant to the provisions of the West Virginia Clearance for Access: Registry and Employment Screening Act (WV CARES), W. Va. Code § 16-49-1 et seq., and 69CSR10, and an examination of protective service records to determine eligibility for employment or participation under this rule.

3.10. Disinfect. -- Eliminate virtually all germs from an inanimate surface through the use of chemicals or heat.

3.11. Driver. -- A staff member who transports program children more than 3 times per week or a staff member whose job function is to transport children served by the child care program.

3.12. GED. -- A certificate verifying passage of a test of General Educational Development recognized as equivalent to a high school diploma.

3.13. Group. -- A specific number of children, distinct from the larger population of children, who interact with each other and with one or more specific staff members, in an assigned space. The size of the group and required number of staff are determined by the staff: child ratio set out in this rule.

3.14. License. -- A written certificate issued by the Secretary authorizing a person, corporation, partnership, voluntary association, municipality, county, or any agency thereof, to operate a child care program in accordance with the terms and conditions of the license and this rule.

3.15. Licensed Capacity. -- The maximum number of children permitted in a program as determined by the Secretary.

3.16. Licensed Health Care Provider. -- For the purpose of this rule, an individual who holds a license to practice in West Virginia as a physician -- Doctor of Medicine (MD) or Doctor of Osteopathy (DO), a physician's assistant (PA), chiropractor or nurse practitioner.

3.17. Licensee. -- The holder of a license or certificate of approval obtained from the Secretary to operate a child care program in West Virginia.

3.18. Medication Error. -- The following constitutes an error:

3.19. Out-of-school-time Program. -- A program that offers activities to school children before or after school, or both, on school holidays, when school is closed because of an emergency, and on school calendar days set aside for teacher activities. Breaks between school sessions that exceed 15 days are not considered a school holiday.

3.20. Parent. -- The biological or adoptive parent or parents of a child, a person or persons, or the Department, who has legal custody of a child, or the lawful guardian of a child.

3.21. Person-in-Charge. -- The qualified staff member with responsibility for the daily operation of the program at any specific time.

3.22. Plan of Correction. -- A written agreement between the Department and a program, approved prior to implementation, that outlines the steps the program shall take to correct deficiencies identified by the Secretary through an inspection or the investigation of a complaint. Also known as a Corrective Action Plan (CAP).

3.23. Pre-K. -- WV Pre-K program operated in accordance with 126CSR28, West Virginia's Universal Access to a Quality Early Education System (Policy 2525).

3.24. Pre-service Training -- Training completed by all child care staff and applicable volunteers as required by the S1086 Child Care and Development Block Grant (CCDBG) Act of 2014, Section I. Health and Safety Requirements Pre-Service Training Modules 1-10 Safe Spaces, Emergency Preparedness, Hazardous Materials, Shaken Baby, Safe Sleep/Sudden Unexpected Infant Death Syndrome (SUIDS), Infectious Diseases, Medication Administration, Food Allergies, Transportation, and Child Development must be completed to meet compliance.

3.25. Public restroom. -- A restroom that is routinely available for use by persons that are not part of the center's program. A public restroom can be located either on or off site.

3.26. Qualified Staff. -- A staff member who has a high school diploma or GED and meets the requirements under this rule for the position of director, site supervisor, group leader, or assistant group leader.

3.27. Registered Apprenticeship Certificate for Child Development Specialist (ACDS). -- A nationally recognized credential awarded by the United States Department of Labor for the successful completion of a combination of classroom and on-the-job training.

3.28. Related Field. -- As approved by the Secretary, an area of study that may be associated with the child care and education field, including education, social work, recreation, and leisure studies, nursing, counseling, psychology, and administration related to the care and education of the child from birth through 12 years of age.

3.29. Relevant Work Experience. -- Work that is directly with or on behalf of children from birth through 12 years of age, and their families in areas of supervision, leadership, or management; program coordination, development or regulation; training, instruction or technical assistance; or evaluation or research. Private or family child care is considered relevant work experience only if the care can be verified.

3.30. Responsible Person. -- A parent, program staff member, or other person designated by the parent in written information, to drop off or pick up the child.

3.31. School-age Child. -- A person who is between five and 13 years of age and is eligible to attend school or is enrolled in grades K-12.

3.32. School-age Program. -- Services provided by a child care center for the care and supervision for school-age children. Such programs include summer recreation camps, day camps and out-of-school-time programs.

3.33. Secretary. -- The Secretary of the Department of Health and Human Resources or his or her designee.

3.34. Self-disclosure Application and Consent form -- A signed declaration of criminal convictions, indictments, and court ordered supervision, and authorization to allow a criminal history background check.

3.35. Serious Injury. -- An injury sustained while in care that requires medical care beyond immediate first aid.

3.36. Serious Occurrence. -- An event that either harms or could potentially harm a child. It may include:

3.37. Staff-to-Child Ratio. -- A relationship which describes the number of children that one qualified staff member or substitute is permitted to supervise. The number varies according to the ages and developmental levels of the children and the types of activities in which they are participating.

3.38. Staff Member. -- Any program personnel, including substitutes and student interns, whether or not he or she receives compensation.

3.39. Student Intern. -- A student in a field of study gaining supervised practical experience.

3.40. Substitute. -- An individual who is present at the program to maintain the staff to child ratio when a qualified staff member is absent.

3.41. Teen Aide. -- An individual who is between 13 and 18 years of age who works with or without compensation under direct supervision.

3.42. Tuberculosis (TB) Risk Assessment. -- A tool used to identify people at increased risk for acquiring latent TB infection or for progression to active disease once infected. Any "YES" response of the TB Risk Assessment Tool is considered a positive risk factor and is an indication for administering a tuberculin skin test.

3.43. Variance. -- A written declaration by the Secretary that a certain requirement of this rule may be satisfied in a manner different from that set forth in the rule.

3.44. Volunteer. -- An individual who provides a direct service to the program for two or more hours a week on a scheduled basis, without compensation, and is 18 years of age or older; provided, that a parent of an enrolled child working directly with his or her own child will not be considered a volunteer under this rule.

3.45. Waiver. -- A written declaration by the Secretary that a certain requirement may be treated as inapplicable in a particular circumstance.