Communicator THE CYP

Page 2Better Sports for Kids Quality Programs

Page 3MilitaryChildCare.com Version 2.0

Epi-Pen UpdateDatabase Updates During Inspections

Page 4Expedited CYP HQ Exception Requests

HHQ Inspection Findings CorrectedOSD Certification Plaques

Page 5Hourly Care

Page 6Signing In/Out of Ratio

Expectations for Waitlist ManagementERK and Optional Scanning Requirements

Page 7CYMS Corner

Recruiting and Retaining Summer StaffPage 8

Teaching Strategies CheckpointsNursemaid’s Elbow

Critical Incident Reporting WebinarPhone Access for CDH

VLS and NAFCC Training RequirementsPage 9

National 4-H WeekUp for the Challenge Curriculum

New Training Option for Food Service StaffCamp A Training Documentation in CYMS

HR Survival GuidePage 10

VLS: Did You Know?Updates on MSA Credential

ADHD: Myths DebunkedMFLN eXtension Webinars

For the Sake of the Military Child PodcastPage 11

College Application ProcessPage 12

PCS Orders CYP Language UpdatedNSA Annapolis 4-H STEM Day

Navy Region Mid-Atlantic Gardening ProjectPage 13

CYP At a Glance

September 2018

A newsletter created for the Navy Child & Youth

Programs, a CNIC quality of life program.

1CYP Communicator

RYAN WALKER OF NSA SINGAPORE SELECTED AS 2018-2019 BGCA NATIONAL MILITARY YOUTH OF THE YEAR

What’s New

On 23 August, Ryan Walker of NSA Singapore was selected as the 2018-19 BGCA National Military Youth of the Year, marking the first time since the establishment of the MYOY program in 2013 that a Navy teen has received the award and honor. Earlier this year, Ryan was named the Overseas MYOY earning her a spot in the National Military Youth of the Year Celebration. Ryan joined regional Military Youth of the Year finalists from five other regions including fellow Navy teens Janasia Underwood of Norfolk naval Shipyard, Southeast Military Youth of the Year, and Kah’ron Connor of SB New London, Northeast Military Youth of the Year.

Ryan is grateful for the opportunities she has been provided by Navy CYP and wants to share how they have shaped her with others. “Identity has been one of my biggest tempering factors and Navy CYP has enabled me to continue my journey of self-discovery. Everybody knows that the life of a military child is based on continuous

loss and reinvention,” said Ryan. “Luckily for me, I am a part of this military community and that has given me a group of people that can relate to my experiences and can understand what I have gone through. Being selected as the National Military Youth of the Year means everything to me. Not only am I proud of being the first representative from Singapore and the first Navy Youth of the Year, but I am also excited for the year to come. Knowing that I am now the voice of all military youth is overwhelming and humbling, but to me this means a tremendous deal as I have been given the opportunity to use my voice to share our stories, unique challenges, ideas, and dreams. I hope that as the National Military Youth of the Year I can live up to the expectations set before me by my peers and the greater military community while also helping others become the individuals they strive to be.”

Continued on page 2

2CYP Communicator

What’s New CONTINUED BGCA MILITARY YOUTH OF THE YEAR, CONTINUED MYOY is a distinct component of the Boys and Girls Club of Amer- i-ca’s (BGCA) Youth of the Year (YOY) program and was introduced in 2013 to recognize outstanding teens served by Military Youth Programs affiliated with the BGCA on military installations worldwide. As the National Military Youth of the Year, Ryan has received $65,000.00 in college scholarships and will now participate in the BGCA National Youth of the Year Celebration in Washington, D.C. on September 25th. At the BGCA National Youth of the Year Celebration, Ryan will join five non-military National Youth of the Year finalists, where one outstanding young person will be named the Boys & Girls Clubs of America’s Na-tional Youth of the Year. The National Youth of the Year is a role model, leader and advocate for the nearly 4 million youth served by Boys & Girls Clubs each year, and all of America’s young people. In order to par-ticipate in the Military Youth of the Year event, the Navy offers a variety of programs for youth through Commander, Navy Installations Command’s Morale, Welfare and Recreation organization. The goal of Navy CYP is to support our military youth’s development by offering high-quality programs that help build positive relationships with peers and caring adults. This is done through sports and recreational activities that focus on building self-esteem, develop-

ing appropriate relationships, facilitating academic success, and making healthy choices. The Navy partners with the BGCA for research-based positive youth development curriculum, staff training, and programs like the Military Youth of the Year. In 2017, BGCA provided Navy CYPs with more than $800,000 in grants, scholarships, and in-kind services.

Every CYP professional should take pride in the honor that Ryan has re-ceived because Ryan’s character and passion is a direct result of the work that is done at Navy CYPs on a day-to-day basis. Ryan should remind us of “why we do what we do” and “why we are in this business.” From all of CNIC CYP, THANK YOU for all that you do on a daily basis to enable our young people to become the Ryans of today and tomorrow!

NAVY PROGRAMS NAMED BETTER SPORTS FOR KIDS QUALITY PROGRAM PROVIDERSThirteen Navy Youth Sports and Fitness Programs have been awarded the Better Sports for Kids Quality Program Provider designation by the National Alliance for Youth Sports. Earning the Better Sports for Kids Quality Program designation demonstrates that these programs have taken steps to ensure a safe, quality playing environment for children. The Youth Sports and Fitness program has proven it meets key requirements in five categories, written policies and procedures, volunteer screening, coach training, parent education and account-

ability. NSA Anderson YSF Coordinator, Ronnie San-chez explains, “The mission of the Navy Youth Sports Program is to provide quality programming for all youth and to ensure that parents know their child is partici-pating in the best place possible to learn and compete in youth sports.”

The National Alliance for Youth Sports organization is headquartered in West Palm Beach, Florida, and administratively manages the designation which was developed around the National Standards for Youth Sports. Congratulations to those Navy YSF Programs who have achieved this distinction!

NSA Andersen Youth Program Staff: Front Row(L-R): Myg Perez(YP Assistant), Pauyln Yatar (YP Assistant); Back Row (L-R): Ronnie Sanchez (YSF Coordinator), Diana Leon Guerrero (YP Administration), Clifton Nededog (Former YP Assistant)

NSA BahrainNAS Sigonella

Joint Base Pearl Harbor-HickamNS Norfolk

CFA YokosukaNAS LemooreNAS Oceana

NS RotaCFA Sasebo

NSA AndersenNS Guantanamo Bay

NS Great LakesNSA Panama City

EPI-PEN UPDATEDue to the shortage of Epi-Pens, the FDA has authorized an extension of the original expiration date for specific batches/stock numbers of Epi Pens. Programs must notify parents whose Epi Pens have expired or are about to expire that the families are required to cross reference their child’s prescription Epi Pens with those on the FDA’s authorized list of Epi Pens whose expiration dates have been extended. Families are required to indicate the new date of expiration on the CNICCYP 1700/08 - Medication Authorization Form which will confirm that the medication they are providing is current in keeping with the FDA extension and therefore safe for the CYP to administer. CYP will only administer medication from current Epi Pens (i.e., not expired). The responsibility of cross referencing Epi Pens with the FDA list lies with the family; the program will not assume this responsibility. A new parental signature/date with an extension date for the Epi Pen will be used to confirm that the Epi Pen meets the specific requirements of the FDA extension; that is, it is among the Epi Pens that have been extended. Additional information on the FDA Extension is available on the U.S. Food & Drug Administration website.

With the current shortage, it may not be possible for parents to have more than one unexpired Epi Pen box for their child. While the OPNAV 1700.9E indicates emergency medication should be stored at the CYP at all times, there is currently no requirement for parents to have to obtain an additional Epi Pen box to be stored at the CYP at all times, including when the child is not physically present at the program. While this may be ideal, it is not a requirement; as stated above, it may not even be possible due to the shortage. The CYP’s requirement is that the parent must provide the required dosage of medication to be on site while the child is physically present at the program in order to support that child’s emergency action plan. Due to the shortage, parents may need to drop off and pick up their child’s medication on a daily basis if they have only one box of a full, unexpired dosage on hand. While this may be challenging for both the program and parent, this is an interim mitigation measure for the CYP to implement until the shortage of Epi Pens has been resolved.

MilitaryChildCare.com (MCC) has been working hard on a range of enhancements based on feedback from families and program users like you! Updates will include a streamlined way for families to request care, a new way program users can view and manage these requests, and a redesigned MCC Central Training Center with new training resources. An important change to note is that MCC 2.0 will require ALL PROGRAM USERS to use a CAC to access the site. You will no longer be able to access the site using your username and password. That is right; no more having to remember a pesky complicated password, or having to update it every 90 days. [Note: CDH providers do not need to take action; they can continue to access MCC 2.0 using a username and password.]

So, if you have not already done so, please contact the MCC Support Desk (855.696.2934) to have your CAC associated with your MCC account soon. Your assistance will be needed in additional ways to ensure your program has a successful transition to MCC 2.0. We will engage MCC Coordinators at various points in the process. Stay tuned for more information about MCC 2.0!

3CYP Communicator

MILITARYCHILDCARE.COM VERSION 2.0

DATABASE UPDATES DURING INSPECTIONS

Inspections Updates

What’s New CONTINUED

Programs have 2 hours, from the time the Inspection Team arrives on the installation and the programs are contacted by the Inspec-tion Anchors, to enter any recently completed training or other required information into their databases (e.g., CYMS). Credit will only be given for updated database information if the evaluated item (training, SOA completion, etc.) took place within the past 10 days. Programs must notify the Anchors of any information they update within the 2-hour period in order to receive credit. After this updated information is verified, no further changes will be made to the inspection findings for these components.

Upon completion of the inspection, the CYP Director should review the Draft Program Level Report (PLR) and discuss with the Pro-gram Lead (PL) any questions they may have about the inspection results. If the CYP Director and Inspector are at an impasse about an inspection finding, the Inspection Coordinator (IC) should be brought into the discussion. If an agreement still cannot be reached on the evaluation decision, the Inspection Supervisor (IS) will review the issue and make a final determination. When engaging the IS, the CYP Director should (1) put his/her concerns in writing, (2) alert the Inspection Team so that they can compile the necessary paperwork and other evidence to share with the IS, and (3) email the written review request to the IS at CNIC HQ within 3 business days of inspection completion. No changes will be made to the inspection results after the 3-day period. Note that the 3-day period described above does not apply to data base reviews conducted by the Inspection Anchors. As stated above, all data base updates must be made within 2 hours of the Inspection Team’s arrival. For further guidance on ongoing quality assurance and the annual HQ inspection, refer to the CYP Quality Assurance Standards.

4CYP Communicator

EXPEDITED CYP HQ EXCEPTION REQUEST PROCESSInstallations are required to submit an Exception Request when operating outside a CYP policy, or when making requests for additional time (in excess of the allowed 90 day correction period) to correct inspection findings. The processing time for Instal-lations to route a formal exception request (via the Commanding Officer) in many cases exceeds the need for or the length of the actual exception request. The Expe-dited Exception Request process has been created to allow installations to submit short-term Exception Requests (6-months or less) directly to CNIC CYP HQ without routing through their Commanding Officer. The following conditions apply:• The Region must approve this process and may apply additional business rules

to the submission of these requests.• A POA&M must be submitted with the request which clearly shows the mile-

stones for completing the correction within the 6-month period AND which listsmitigating safety measures, if applicable.

• Expedited requests cannot be extended. If the provided documentation doesnot support correction of the noted deficiency within the 6-month period, aformal request must be submitted. Likewise, if a deficiency is not correctedwithin the 6-month period, as planned, a formal Extension Request must besubmitted.

• Expedited requests cannot be submitted for major facility repairs that presentmajor health and/or safety concerns, or a need for financial support to com-plete the repair.

All Formal Exceptions must be approved by the Commanding Officer, or authorized designee, on official installation letterhead, and routed to CNIC HQ via the Region for final approval. Formal Exceptions will be approved not to exceed one year. The following are situations in which a formal request would be needed:• Requests for funding (e.g., CYP grants) or major facilities project (e.g., play-

ground renovation) to complete remediation measures or projects for whichfunding has not been identified.

• Requests for corrections to deficiencies that result in health and safety issuesthat cannot be effectively mitigated to eliminate health/safety concerns.

• Requests for extensions to previously approved Exceptions (formal or infor-mal) to operate out of compliance.

• Requests for Exceptions regarding corrections that were previous reported asremedied (i.e., Repeat Findings)

All requests for exceptions exceeding 6 months (maximum of 12 months) will be made through formal process and may be resubmitted for additional time, when needed. An email informing CNIC to anticipate a formal exception may act as a temporary approval while awaiting the due process. All exceptions should be sent to the Juana Ray, juana.ray@navy.mil. The Expedited Exception Form can be found on the CYP E-library at https://elibrary.cnic-n9portal.net/document-library/?id=4330. If you have any questions regarding this policy, please reach out to Janie Heisner, janie.heisner@navy.mil.

Inspections Updates CONTINUEDHIGHER HEADQUARTERS INSPECTION FINDINGS ARE CORRECTED AND REMAIN CORRECTEDComponent Description: There is a system in place to ensure that findings identified during the Higher HQ inspection remain corrected.

This HQ inspection component, which was inspected at the program level during the CY18 inspection cycle, will move to the CYP overarching criteria set in CY19. Inspectors will make the compliance determination on this component after they have completed their inspection of all installation programs. If there are any repeat findings from the previous year’s annual inspection, this com-ponent will be marked Not Met.

In response to a finding on this component, Installations should describe how they will ensure corrected inspection findings remain corrected. CYP Directors should NOT respond to specific REPEAT findings as those will be documented in other compo-nents. The response should describe broad systems and processes that have been/will be put in place to monitor continued compliance and to keep deficiencies from reoccurring. For example, a CYP Director might choose to review the HQ, as well as the MDTI and Comprehensive Inspections quarterly to ensure all corrections are still in place. CYPs may also consider developing a POA&M to document how often repeat issues will be checked and assign specific responsibility for monitoring. There is no right way to respond to this deficiency but the response must provide a high level plan to monitor policy compliance. There are many effective quality assurance practices that are taking place throughout the Enter-prise to monitor continued program quality. Reach out to your counterparts for innova-tive ways to ensure continuous quality!

OSD CERTIFICATION PLAQUESAll Navy Child and Youth Programs are required to post their OSD certification plaque in a prominent place in the entrance of their facility. If additional plaques are needed for annexes, please contact Juana Ray at juana.ray@navy.mil.

Note: Programs are no longer required to post their OSD certification letter with their OSD plaque. The certification letters must be maintained on site and be available for review by inspection teams and program patrons.

HOURLY CARE

5CYP Communicator

Focus On CHILD AND YOUTH PROGRAMS

ALL programs are required to fully implement the Hourly Care Program requirements as outlined in the Enrollment and Record Keeping Standards. Implementation must include the following:• The Hourly Care Space Tool must be used to calculate available spaces, 30 days in advance. The Tool must be maintained

either electronically or on paper for 30 days from execution to support the spaces made available. SAC programs should usetheir Metrics Modeled Enrollment as their Operational Capacity number on the Tool. CDC Programs will use their Metrics ca-pacity for Operational Capacity on the Tool. Programs are responsible for updating Metrics capacity numbers as needed. Theavailability of hourly care spaces for 24/7 Programs may be rolled into the CDC Hourly Care Space Tool.

• A waitlist for hourly care must be maintained at the program. CNICCYP 1700/40A should be used to document families whoare waitlisted.

• Programs may not impose restrictions on hourly care during program hours, i.e. blackout periods are not permitted (e.g., nap-time, summer camp).

Programs must ensure that at least 1 vacancy is always provided in each age group/program, regardless of the number of vacancies calculated by the Space Tool. Age groups with fewer children may show a “0” for the Total Hourly Care Spaces. As outlined on page 7 of the CYP Hourly Care Guidebook, programs may temporarily exceed group size by up to 10% in order to accommodate over-en-rollment of children requiring hourly care. Because temporarily exceeding group size is permitted, programs are able to meet at least a minimum number of hourly care requests even if all children are present.

Note: Capacity, group size, and ratio are all terms that should be understood by all CYP staff members especially when a program is determining their ability to exceed group size in order to support children requiring hourly care. Staff: child ratios and group size requirements are two of the most important mechanisms for developmentally appropriate supervision and ensuring child safety in child care settings.• Group Size: Group size is the maximum number of children allowed in a classroom or activity area (including outdoors). Group

size is determined by the age group of children in care. Group size requirements must be met whether children are indoors oroutdoors. Maximum group size may be temporarily exceeded by up to 10% to accommodate hourly care children.

• Capacity: Capacity is the maximum number of individuals allowed to safely occupy a room. Room capacity is determined bythe local fire department using current fire safety code regulations and is based on the square footage of the room. At no timemay a room’s capacity be exceeded. Room capacity takes priority over group size.

• Ratio: Staff:child ratio refers to the mandatory measure of the maximum number of children for whom a direct care staffmember is responsible. Exceeding staff:child ratios is not authorized.

Please note that although group size may be exceeded, staff:child ratios must always be met. For example, while 25 children may be permitted in a preschool classroom to accommodate a child who requires hourly care, the required ratio is still 12 children to 1 staff member. That means that in a classroom of 25 children, 3 staff members must be present.

Additionally, programs are never authorized to exceed capacity in any classroom. Programs are required to operate within the capacity of the classroom as established by Fire Department personnel. In the event that over-enrollment of children occurs and enough staff are not available to maintain staff:child ratio, programs may also consider having flex staff “on-call” or allowing full-time children who are ready to transition to an older classroom to spend the day in their future classroom if space permits. Programs may also consider sharing CYP Professionals among programs if ratios permit (i.e., a staff member assigned to SAC may work in the Toddler room for a few hours, as long as ratios are not exceeded in the SAC program).

As a reminder, ALL programs will be required to use CYP Online for hourly care reservations in lieu of the CNICCYP 1700/40A. Many programs have already made the transition fully and are utilizing the online reservation tool for hourly care but for those that have not, transitioning fully to the online tool must be completed by the designated date. The Hourly Care Reservation Log will still be used to track the hourly care wait list as a wait list system is not currently available in CYP Online.

The HQ Inspection Team will verify the following requirements during their annual visits:1) Reservations are permitted 30 days in advance.2) The number of hourly care spaces available for reservations reflects the number of daily spaces calculated on the Hourly CareSpace Tool.3) There are no blackout periods (e.g., naptime, summer camp).4) A waitlist is maintained of people who want care but spaces were not available.5) The Hourly Care Program is prominently publicized.Please note: Programs are required to submit a formal request for exception if unable to fulfill the hourly care requirements. Pleasecontact Terri Dietrich at terri.dietrich@navy.mil for all questions related to the hourly care requirements.

6CYP Communicator

Focus On CHILD AND YOUTH PROGRAMS, CONTINUED

EXPECTATIONS FOR WAITLIST MANAGEMENT ON MILITARYCHILDCARE.COMTo support successful waitlist management, Directors must ensure that waitlist management processes are working, both for the program and families, by conducting ongoing monitoring to confirm that all required waitlist management tasks are completed and the waitlist is functioning optimally. The CDC Management Team is responsible for ensuring that the program’s waitlist is well maintained and fully compliant with all Navy CYP waitlist management requirements. The CDC Management Team must clearly communicate expectations and responsibilities pertaining to waitlist management to applicable CDC employees and ensure that they understand and use these standards appropriately. Some expectations are:

Operations Clerks or other CYP Professionals must integrate some waitlist management tasks into their daily schedules. The timely and consistent implementation of required waitlist processes and the completion of waitlist management tasks are required to make the waitlist an effective tool for filling vacancies and optimizing program enrollment. Operations Clerks are expected to review the waitlist on MilitaryChildCare.com daily. When logging into MCC daily, some tasks that Operations Clerks are responsible for include:• Make an offer for care for any identified available spaces to the family whose

request is first in sequence for that age group.• Offer spaces to the next family on the waitlist if a space has been declined. Ideally,

offers to the next family should be made within 4 business hours, but no later than1 business day.

• Review comment logs of requests in immediate status to identify any areas thatmay need follow-up.

• Mark requests that have been “Declined” as complete.• Mark requests that have been “Accepted” as complete after the family has

completed the enrollment process and attended his or her first day.• At least weekly, identify requests that have an “IAT” icon displayed next to the

child’s name and immediately notifying the Director so that proactive steps can betaken to ensure the child can be served in a timely manner once the program makesan offer.

• At least bi-weekly, manage age-up alerts for children that do not age-upautomatically (typically occurs only once a child turns 5 years old).

• At least monthly, identify possible duplicate families on the waitlist and contactingfamilies to confirm whether there is a duplication or two separate requests.

Timely completion of waitlist management tasks allows programs to maximize capacity, serve the greatest number of military children and families, and ensure families are able to access needed child care as quickly as possible.

WHAT DOES IT MEAN TO “SIGN IN/OUT OF RATIO”?Programs are required to have procedures in place to ensure proper accountability of children/youth in care. Staff, in a direct care status (in ratio), must sign in/out of activity rooms in Child Development Centers and in/out of the facility at Youth Programs and 24/7 Centers. This requirement is different than signing in/out of work for timekeeping purposes.

The intent of this requirement is to ensure there is documentation of staff who are in ratio and providing direct care to and super-vising children and youth. Sign in/out sheets must be maintained for at least one month.

Staff must sign out of ratio when leaving for breaks, training, meetings, etc. as they are no longer responsible for a group of children/youth in a direct care status. Staff must remain signed in ratio when departing the facility for bus runs, field trips, buggy rides, and other off-site trips where they are continuing to provide care.

Individuals entering a classroom/activity area who are not in a direct care status (i.e., in ratio) such as a T&C conducting observa-tions, are not required to sign in/out. A separate sign in sheet may be maintained, if desired, to monitor all individuals entering the classroom/activity area for such reasons as observing, cleaning, or volunteering.

ERK AND OPTIONAL SCANNING REQUIREMENTS In response to installation requests, we have updated the Enrollment and Re-cord Keeping Standards for all programs to clarify whether installations have the option to scan some forms in CYMS. The updated ERK Standards will be uploaded on the CYP E-Library soon.

For forms that have the option of scan-ning, if an installation chooses to scan them, maintaining a paper copy will not be required. As a reminder, there are specific forms that are NOT authorized to be scanned and must remain in paper form and filed as indicated in the ERK Standards. These include the following forms:

• Registration Form• Birth-to-Five Child and Family

Profile• Health Information Form (current

forms)• Court Documentation• Incident/Accident Reports

Additionally, some updates have been added to the chapter on Identified Needs, Medication, and Illness/Injury Documentation to clarify the locations where medication documentation must be stored for CDCs, 24/7 Centers, and Youth Programs. The intent is to reduce duplication. For ERK related questions, please reach out to the respective CNIC Program Coordinator.

CYMS CornerCYMS CHILD FILE--UPCOMING 2018/2019 FLU SEASONThe new flu season flu shot code (FLU2018) has been added to all CYMS databases. At the same time the shot was bulk added to all currently enrolled children with a due date of 11/30/2018. The flu shot is now part of the standard shots upload until 31 March 2019. It is important to add the correct flu shot code with the correct due date (due date shall always be 11/30 of current Flu Season). The Flu shot is an annual shot for all ages and therefore cannot be calculated by ‘days from birth’ like all other required shots. The Flu shot is set to zero (0) days (from date of birth), which defaults the due date to the child’s birthday. When shots get loaded for new enrollments, the flu shot will have to be changed to reflect the 11/30 due date. Here are some examples:• Example 1: Child enrolls during 2018 Flu Season (Sep 2018 through Mar 2019). Current season flu shot (FLU2018 – 2018/2019

Flu Season) will get uploaded along with all required shots by clicking ‘Load Std Shot’. Due date of 11/30/2018 needs to beadded for the flu shot, even if enrollment happens after 11/30/2018. Once the flu shot is given, add the applicable shot date.

• Example 2: Child enrolls after 2018 Flu Season (Apr through Aug 2019), and did receive a flu shot during the 2018 Flu Season.• Flu shot will not get uploaded with required shots when clicking ‘Load Std Shot’ during this time frame, April through the end

of August. For the flu shot received during the 2018 Flu Season, add the Flu Shot for that season (FLU2018) manually with duedate of 11/30/2018 and applicable shot date.

• Example 3: Child enrolls after 2018 Flu Season (Apr-Aug 2019), and did not receive a flu shot during the 2018 Flu Season.• Flu shot will not get uploaded with required shots when clicking ‘Load Std Shot’ during this time frame, April through the end

of August. No Action required.• Example 4: Infant enrolls during Flu Season and will not turn six (6) months until the FLU season is over.• Flu shot will get uploaded along with all required shots by clicking ‘Load Std Shot’. Check the ‘Waive this Shot?’ box and enter

the following comment: “Child enrolled as an infant on (enter date), and will not reach age requirement during current fluseason” along with date of entry and staff member’s initials.

• Example 5: A flu shot is found past due after any action can be taken.• Flu shot is listed in a child’s shot file with due date of 11/30/2017, this is discovered at a time when flu vaccine is no longer

available. Unfortunately, at this point, this is a discrepancy. Date completed needs to stay blank and this shot may not bemarked as waived. The following comment needs to be added to the missed flu shot: “This discrepancy was found after theflu season ended and vaccine is no longer available. Procedures have been put in place to prevent this from happening in thefuture” along with date of entry and staff member’s initials.

CYMS STAFF RECORD MODULEThe following codes were added, and are now available in the CYMS Staff Record Module.Staff Training codes for School Liaison Officer (SLO) positions were added: • SL-ORI00 – SLO Orientation Training Complete• SL-6MT00 – SLO Initial Training CompleteStaff Credential code to identify specific job qualifications:• E9-COMBO – Combination of Education/Experience

Sharing Best PracticesRECRUITING AND RETAINING SUMMER STAFF JODEE VASELECK, NAVAL DISTRICT WASHINGTONIn an effort to streamline the lengthy on-boarding processes for summer staff and to start the next summer off with more “cleared” background checked staff, NDW CYP and HRO initiated a process in summer 2017 to keep summer staff “on the books” throughout the year IF they intend to return the following summer. NDW sent an email to all Youth Directors with two documents, which have been uploaded as resources on the CYP E-Library:

The Continuing Summer Hires Information Sheet provides a process for Youth Directors to initiate as soon as possible with current seasonal staff (at the end of summer). The document outlines the requirements for Youth Directors to implement with staff that are planning to return the next summer. Staff who follow the guidelines on this document are able to remain an active employee and return to work the next summer without reapplying for employment.

The INTENT TO RETURN form is provided to summer staff. If they are interested in returning the next summer, this form explains the process and commitments required of them from now until next summer.

As a result of the effort at the end of Summer 2017, some installations had half their summer staff cleared as “blue” at the start of the summer 2018. Due to the success of this effort we are continuing the process as we wind down summer 2018, in hopes of keeping 2018 seasonal staff coming back next year as “blue”.

7CYP Communicator

CYMS BACKGROUND CHECK SECTION

Friendly Reminder - Background Checks for all NAF employees are now kept in the Central Suitability Of-fice (CSO) IT Solution. For all GS and Foreign National employees, CYMS is still the official System of Record.

For questions please contact Silvia at silvia.sawyer@navy.mil

8

NURSEMAID’S ELBOWThere is a generally preventable type of injury that occurs with young children as they are at risk for a common elbow injury called nursemaid’s elbow. This happens when a ligament slips out of place and gets caught between two bones of the elbow joint. Sometimes the ligament gets unstuck by itself. In most cases; however, a health care professional is required to put the ligament back in place by doing a quick, gentle move of the arm.

Nursemaid’s elbow (also called pulled elbow) usually happens in children ages 1 to 4 years old. As children grow older, the ligaments tighten; however, ligaments (the elastic-like bands that hold bones together) in young children can be quite loose, so it can be easy for a ligament in the elbow to slip into the joint and get stuck. This injury can happen with just a small amount of force.

For example:•Adults pulling a child up or over from one position to anotherby the hands or arms can put stress on the elbows. Teachers andparents should be reminded not to pick up or move children fromone area to another by the hands, arms, or wrists, but to lift childrenunder the armpits.•Swinging a child by holding the hands, arms, or wrists can putstress on the elbow joint and should be avoided.•Jerking an arm when pulling a child along or quickly grabbing his orher hand or arm can make the ligament slip. Always be gentle whentaking a child by the hand or arm.

Signs and SymptomsA child with nursemaid’s elbow will not want to use the injured arm because moving it is painful. He or she will keep the arm in a straight position or with a slight bend in the elbow. The injury may not be obvious because nursemaid’s elbow does not cause deformity or swelling.

An arm or elbow injury that causes severe pain might be a sign of an elbow fracture (broken bone) or significant bruising. It can be difficult to determine whether an injury is nursemaid’s elbow or a fracture, so it is important to seek medical attention if a child has injured an elbow.

CYP Communicator

Focus On CHILD DEVELOPMENT CENTERS AND 24/7 CENTERS

2018/2019 NAVY CHECKPOINT SEASONS FOR TEACHING STRATEGIES

NOTE: Please contact Leslie Carter at leslie.carter@navy.mil with any implementation questions.

CRITICAL INCIDENT REPORTING: UPDATED GUIDANCE ON CNIC AND NAEYC NOTIFICATIONA new webinar has been uploaded on the CYP E-Library outlin-ing updated requirements for the reporting of critical incidents to CNIC and NAEYC. The webinar is available in the CYP E-Library Document Library and also on the Training Page.

Focus On CHILD DEVELOPMENT HOMES

PHONE ACCESS FOR CHILD DEVELOPMENT HOMESAccording to the DODI 6060.02, all Child Development Home Providers are required to have access to a working telephone at all times while children are in care. The working telephone may be either a landline or cellular phone. The intent of the requirement is that Providers always have access to a phone while children are in care in case of an emergency. Providers should also be available to parents by telephone when children are present in case parents need to communicate with them about an emergency situation or schedule changes. Due to changes in technology, having a hardwired telephone in a home is no longer always practical or fea-sible. If a provider has access to a working telephone, either landline or cellular, this should be considered as meeting the require-ment of having a working telephone.

VIRTUAL LAB SCHOOL AND NAFCC TRAINING REQUIREMENTSThe National Association for Family Child Care (NAFCC) has officially accepted the Virtual Lab School Family Child Care Track courses as part of the educational/training requirement for candidates seeking accreditation. There is no need for a formal letter such as the one used for the CDA credential. Candidates for initial NAFCC accreditation should continue to provide their training transcript as supporting evidence. The signed approval letter from NAFCC has been uploaded to the DoD Resources KIT on the Virtual Lab School. For questions regarding the Virtual Lab School or NAFCC Accreditation, contact Christy LeDuff at Christy.leduff@navy.mil.

9CYP Communicator

Focus On YOUTH PROGRAMS

4-H: DID YOU KNOW?NATIONAL 4-H WEEKThe National 4-H Week is right around the corner and there are tools for CYPs to inspire kids to DO this October 7-13!!! During the National 4-H Week, CYPs are highly encouraged to partic-ipate in the annual National Youth Science Day (NYSD) exper-iment, Code Your World, to help kids learn computer science

through hands-on fun! Check out https://4-h.org/parents/national-youth-science-day/ for details and to order your NYSD kits today! In addition to NYSD, this year’s National 4-H Week theme, “Inspire Kids to Do” is begin-ning with 30 Days of Doing. At https://4-h.org/inspire-kids-to-do/, CYPs will find the 30

Days of Doing calendar with activities for CYPs to help kids gain skills through hands-on learning. To help promote the National 4-H Week, CYPs are encouraged to issue proclamations withlocal leadership! CYPs will find a complete list of social mediaand other marketing tools, activity ideas, and toolkits for theNational 4-H Week on the CYP e-Library and 4-H.org websites.

UP FOR THE CHALLENGE: LIFETIME FITNESS AND HEALTHY DECISIONSUp for the Challenge: Lifetime Fitness and Healthy Decisions, 4-H Curriculum, has been shipped to all of our Navy Youth Pro-grams from Kansas State University as part of the 4-H MilitaryPartnership Program. The curriculum is a revision of earliereditions that may be in your programs and perfect for usewith school age, middle schoolersand teens. The curriculum includesactivities and lessons that range fromphysical fitness and health to con-sumer savviness and food selection.Activities easily complement after-school program activities or could fillan entire day of summer activities.Lessons vary and are appropriate forNavy core programs particularly inthe area of Health and Life Skills, andSports, Fitness, and Recreation.

TrainingNEW TRAINING OPTION FOR CYP COOKS AND FOOD SERVICE WORKERSCNIC and the National Restaurant Association have partnered to provide employees with ServSafe® food safety online training and certification. There are a limited number of free courses, books, and exams for each installation. A flyer is available at https://elibrary.cnic-n9portal.net/document-library/?id=9367 providing more details and how to sign up. CNIC has funded this program for one year, which will pay for one cook from each CDC enterprise wide, as well as other CYP Food Service employees, as fund-ing permits. CYP Cooks and Food Service workers ARE NOT required to be certified as Food Safety Managers unless it is required locally. CYP Cooks and Food Service Workers must have a current, valid, Food Handler Certificate. CDC and YP Direct Care Staff are not required to have a Food Handler Certificate unless it is required locally. 24/7 Center Direct Care Staff must have four hours of food sanitation and safety training annually, or a Food Handler’s Card depending on local requirements, as they are responsible for preparing food and meet the definition of a Food Employee as outlined in the Tri-Service Food Code.

The following courses are available to CYP Cooks and Food Service Workers: ServSafe Food Handler Certificate, which is an 8-hour course and good for 3 years. This course is available to one CDC cook per installation, and other food service staff as funding permits. This course satisfies the annual 4-hour food handlers training required by Preventative Medicine for the period of which the certificate is good for.

ServSafe Allergens Course, which takes approximately 2 hours to complete and good for 3 years. This course is available to and strongly recommended for all CYP cooks and food service staff. Programs are required to reach out to the regional point of contact listed on the flyer for approved allocations prior to signing up.

CAMP A TRAINING DOCUMENTATION RE-QUIREMENTS IN CYMSTraining and Curriculum Specialists are only required to document training for Camp Adventure staff in CYMS under orientation. This is for new and return-ing Camp A staff. Annual requirements would not be applicable for this group of contractors.

HR SURVIVAL GUIDEThe new HR Survival Guide for NAF Managers and Supervisor has been placed on the G2 HR page. The booklet will equip new man-agers and supervisors of NAF personnel with resources necessary to succeed in their job. It’s designed to allow new supervisors the opportunity to access HR information both during their orien-tation/on-boarding period and whenever circumstances arise where the adherence to procedures or policies is necessary in the performance of their job. The order in which information is pre-sented is consistent with the chapter headings of the CNICINST 5300.2 Non-appropriated Fund Personnel Manual.

Training CONTINUEDREFRESHER AND UPDATES ON THE MSA CREDENTIALThe Council for Professional Recognition has created a new email exclusively for the Military School Age (MSA) Credential community: MSA@cdacouncil.org. This email should be used for inquiries related to the MSA Credential only. The email has been established as a more direct method of communication to en-sure prompt, dedicated service.

As a reminder, when an installation needs a MSA Representative they can reach out to their Regional Program Manager, the Navy Youth Program Coor-dinator, or Vilma Williams at the Council for Profes-sional Recognition, who will assist to coordinate a Representative. If a Navy representative in the geo-graphic locality is not available, another Represen-tative may be authorized to travel and conduct the visit. The expenses associated with the visit are the responsibility of the installation requesting the Rep-resentative. The MSA Representative performs these duties TDY as the course of their normal duties. They do not take leave and they do not get an honorar-ium from the Council. They get their wage/salary, and travel expenses are covered in accordance with the DoD Joint Travel Regulation (JTR). The request-ing installation issues the travel orders to the MSA Representative unless there are challenges or other issues, in which case they need to work with their chain of command to determine the best of course of action. MSA Representatives are shared amongst services; for example, Navy MSA representatives have conducted visits for Army and Air Force.

VIRTUAL LAB SCHOOL: DID YOU KNOW?Did you know that you can download videos from the Virtual Lab School? Trainers are able to download videos to be used offline. Videos can be incorporated into presentations and trainings to be used when there is no internet access.

To download videos, navigate to the video to be downloaded. Right click on the video and click “Save Video As”. The video can be saved to the com-puter, and then used in trainings.

KIT WEBINAR HIGHLIGHT: ADHD: MYTHS DEBUNKEDThe webinar “ADHD: Myths Debunked” is available on the KIT Online Learning Center. This webinar will give participants insight into the myths about children with ADHD. Participants will not only explore the myth but learn actual facts regarding the concept. So many children are disciplined because of what people perceive to be true. Take the opportunity to find out the real truth and how children with ADHD can be supported.

Learning Objectives1. Describe two reasons why discipline is not thecause of ADHD2. List two reasons why children with ADHD canfocus for an extended period of time.3. List two reasons why sports as a method of behavior management maynot be the answer for a child with ADHD

This webinar and more can be accessed by logging in to the KIT Online Learning Center, clicking courses, then course sessions, and scrolling down to ADHD: Myths Debunked.

FOR THE SAKE OF THE MILITARY CHILD PODCASTThe Military Child Education Coalition (MCEC) has developed a podcast that features conversations about the challenges military-connected children face. They share stories of service members, family members, professionals, and kids as they navigate the many challenges and adventures associated with living the military lifestyle. Recent episodes have covered topics such as:• Resiliency with Dr. Gregory Leskin• Military Children Using Transferred GI Bill

Benefits• Autism and Military Kids

with Dr. Eric Flake• Military Children Transition-

ing into the DoDEA SchoolSystem

You can subscribe through a variety of sources such as Google Play and iTunes. MCEC is an organization whose focus is ensuring quality educational oppor-tunities for all military connected children affected by mobility, family separation, deployment, and transition.

SAVE THE DATE! MILITARY FAMILIES LEARN-ING NETWORK EXTENSION WEBINARSSmall Talk: Strategies to Support Child Communication Before Words EmergeSeptember 27, 11:00-12:30 PM ESTDrs. Mollie Romano and Juliann Woods will discuss what families, early care and education providers, and early interventionists can do to help a child learn to communicate and talk. We will focus on evidence-based strategies to support communication leading to words and how caregivers can embed these strategies in everyday activities – from walking to the bus stop to pick up an older sister to Face-timing with Mom or Dad while during deployment. The presenters will present a variety of responsive intervention strategies including interactive book sharing to support child communication and emer-gent literacy.

Overindulgence in Parenting: How Much is Too Much?October 25, 11:00-12:30 PM ESTWhile society tells us we need more on a regular basis, parents and children alike are struggling to understand how much is enough and adults who were given too much as children often feel the effects. Join Ellie McCann and Becky Hagen Jokela, University of Minnesota Extension Educators, as they explore the following:What is overindulgence?Three ways parents overindulgeTools to reduce overindulgence (The Test of Four)

10CYP Communicator

Focus On CYES

COLLEGE APPLICATION PROCESS RANDY LAMBERT, NAS ROTA SCHOOL LIAISON OFFICER

The College Application Process can be daunting especially for military families stationed overseas without access to brick and mortar schools nearby. There are many resources available to help make the process a little easier for students and parents. Many free on-line services like the College Foundation of West Virginia (CFWV) or the College Foundation of North Carolina (CFNC) offer students resources to help them choose a college wisely and fits your interests. For example, items that students might want to consider include programs and majors offered, academics, finances, success rates, environment and location of the school. Items that are not as im-portant include your friend’s choice, sports records, costs, residential halls and your nerves.

Once you have a list of schools, how many should you apply to? Most experts agree that between four and six is about the right amount for most students. Some schools now have a common application that allows students to apply to multiple schools at the same time. For example the Common Black College Application allows students to fill out one application that will be sent to 51 Historically Black College and Universities (HBSU). The Common Application and CFWV also allows you to create an account and send a common application to multiple schools. These services also allow students upload documents like resumes and reference letters, offer tips to students, offer financial aid advice and information about schools, and much more. Some will also allow stu-dents to create an education portfolio which is electronic. This is great for military students who may move around a lot.

Students should not underestimate the importance of preparing for the ACT or SAT. Students need to begin studying in their soph-omore or early in their junior year. There are many free resources that offer online practice tests. Tutor.com has been contracted by the Department of Defense to support all DoD Military Connected students’ free access and support including ACT/SAT prac-tice testing. If you take the ACT/SAT and don’t do so well the first time, don’t worry. According to ACT research, 55% of students increase their scores the next time they take the exam.

Many schools require an application fee when applying for admission. It never hurts to ask whether they may offer a fee waiver. Many yellow ribbon schools with strong military connections and veteran programs offer fee waivers. The National Association for College Admission Counseling, College Board, The Common Application, The Coalition Application and The ACT all offer fee waiver programs. If one visits the College Board website, students can see which schools allow you to apply for free.

Narrow down your options in your junior year. Think about the degree options and narrow your choices down to five or six schools. Visit school websites and speak with your school’s guidance counselor or school liaison officer. Make sure to follow entrance requirements and application deadlines. Before you take the ACT/SAT ask about fee waivers with your guidance counselor. Take the test and review your scores. Study and retake the exam if you need to. If you have a chance during school vacations like spring break or in the summer before your summer year, visit schools and speak with students, admissions representatives and faculty.

Early in your senior year, begin working on college essays, talk with your school coun-selor about fee waivers. Identify adults that can offer you a letter of recommenda-tion to support your admission packet. If your school offers a college fair, visit it and gather information and compare schools. Many large cities like Jacksonville, Miami, Washington DC, and Atlanta just to name a few offer college fairs for a very large region. By the end of October, submit your college applications, initial transcripts and work on your FAFSA (Free Application for Federal Student Aid). You can visit fafsa.gov to get started. Students will need to work with their parents to enter tax information in for the previous year.

In the spring, visit campus if you are able to, and begin to narrow your choices down. Make a list of pros and cons. Rank your schools in order from first choice downward. Once you make a choice, notify the admissions office and your high school guidance team. Make sure to contact the financial aid office to ensure you will have enough money to cover the costs. Otherwise, you may need to reconsider your second or third choice schools.

College Admissions process can be a little stressful, but using free resources like CFWV, CFNC, the College Board or other programs, will help take the stress out of the planning. Also, school liaison officers and guidance counselors are a great resource whether you live in the USA or on an overseas base.

VALUABLE RESOURCEShttps://www.commonapp.org/ready

https://commonblackcollegeapp.com/ https://www.thepennyhoarder.com/life/

college-application-fee-waiver/ https://secure.cfwv.com/

https://www.cfnc.org/index.jsp https://www.collegeboard.org/

11CYP Communicator

CYP Highlights NAVY OFFICER/ENLISTED PCS ORDERS

CYP LANGUAGE UPDATED

BUPERS updated the language in all PCS orders effective 24 August to reflect the below information about Child and Youth Programs. MEMBER ADVISED: CHILDCARE INFORMA-TION AND REGISTRATION FOR NEW DUTYSTATION IS AVAILABLE AT: HTTPS://WWW.MILITARYCHILDCARE.COM. SCHOOLLIAISONS, YOUTH SPONSORS CAN BE RE-QUESTED AT: HTTPS://WWW.NAVYCYP.ORG

NSA ANNAPOLIS- 4-H STEM DAYThis summer, Jocelyn Koller, University of Maryland Eastern Shore Campus (UMES) STEM specialist, offered STEM/Tinker days to installations. Participants were engaged in hands-on experiential learning, including structures designed, boats to float and other activities from the 4-H Junk Drawer Robotics and other 4-H Cur-riculum. The STEM activities have Na-vy-connected youth tinkering towards empowerment and inspiration as they try out their hypotheses of how things work and think critically to discover alternative solutions.

NAVY REGION MID-ATLANTIC GARDENING PROJECTThe Navy Mid-Atlantic Region is turning a beautiful shade of green! We have been working hard in our gardens this summer. It has been a real challenge with the extreme heat we have had. We want to give a special shout out to our partners, Lowes and GrowOr-ganic.com. We were very fortunate to have vegetable, herb and flower seeds donated as well as seed starter kits. The flowers that were planted really brought in the pollinators for a great harvest!

Little Creek CDC Annex

Fort Story CDC

Fort Story SAC

Mechanicsburg CDC

Mechanicsburg CDC

Naval Station Newport SAC

Midway Manor SAC

Naval Medical Center Portsmouth 24/7 Center

12CYP Communicator

QUESTIONS? CONTACT US

CDC/TEACHING STRATEGIESLeslie Carter901-874-6693 leslie.carter@navy.mil

YOUTH PROGRAMSBrent Edwards503-453-9448 brent.a.edwards@navy.mil

IMPLEMENTATION MANAGER/24-7 CENTERS/OUTREACHTerri Dietrich202-433-2912terri.dietrich@navy.mil

CAREER DEVELOPMENTRikki Leigh901-874-6692 rikki.leigh@navy.mil

CDH/E-LIBRARY/VIRTUAL LAB SCHOOLChristy LeDuffchristy.leduff@navy.mil

FACILITIESLorie Boyd901-874-6700lorie.boyd@navy.mil

INSPECTIONSJanie Heisner901-600-9538janie.heisner@navy.mil

K12 EDUCATIONChuck Clymer202-433-0519chuck.clymer@navy.mil

4-H PROGRAM SPECIALISTJenny Jordanjjorda51@utk.edu

Navy CYP

@NavyCYP

13CYP Communicator

CYP at a Glance

NavyCYP.orgNavy CYP E-Library Navy CYP Family Enrollment Site

Do you have a best practice, program, or process that your classroom, home, pro-gram, installation, or region has implemented that you think could help others? If so, please contact NavyCYP@militarychildcare.com with an article describing your best practice, program, or process. Publishing articles in the CYP Communicator is a great professional development opportunity for CYP staff at all levels, and the sharing of best practices, programs, and processes benefits all CYP professionals and children enrolled in CYP. Please keep articles to 500 words or less, and feel free to include photos or documents that may be helpful. If photos of children are sent, please ensure the parents have granted permission for photos of their child to be used on the Permission Statements Form—CNICCYP 1700/43.**

Chinhae Child Development Center Fitness

Naval Base Ventura County Youth Centers Luau

JBPHH Teen Center Pacific Palisades Hike

Ikego CDC End of Summer Bash

JBPHH Teen Center Pacific Palisades Hike

Naval Base Ventura County Youth Centers Luau