Safety & Standards | Poppins On-Demand Childcare

safety
first

At Poppins, safety is not a single system- it’s a layered approach built into our space, our processes, and our people. From real-time awareness to documented procedures, we ensure every child is consistently seen, supported, and accounted for throughout their time with us.

Licensing & Regulatory Compliance

Overview

Poppins operates under a valid childcare license issued by the State of Utah and complies with the requirements set forth in Utah Administrative Code R430 (Child Care Licensing Rules), as well as all applicable federal, state, and local regulations.

We maintain compliance with standards related to health and safety, supervision, caregiver qualifications, facility requirements, and emergency preparedness, as required by the Utah Department of Health and Human Services, Office of Child Care Licensing.

What This Means for Families

Licensed and regulated under Utah Administrative Code R430
Compliance with health, sanitation, and communicable disease control requirements
Adherence to caregiver-to-child ratio and active supervision requirements
Completion and verification of required background checks through the Caregiver Background Screening (CBS) system
Staff meeting minimum training and qualification standards, including ongoing annual training requirements
Fire marshal approval and compliance with fire safety, emergency planning, and evacuation procedures
Facility compliance with building, occupancy, and zoning requirements
Participation in announced, unannounced, and complaint-based inspections conducted by the Office of Child Care Licensing

Monitoring & Enforcement

As a licensed childcare provider, Poppins is subject to ongoing oversight by the State of Utah. This includes routine inspections, review of policies and records, and investigation of any reported concerns or complaints in accordance with R430 enforcement procedures.

Our Commitment Beyond Compliance

Licensing standards under R430 establish minimum requirements for operation. At Poppins, we view these standards as a baseline. Our internal policies, staff training, and operational procedures are intentionally designed to meet or exceed state requirements wherever possible.

While Poppins maintains compliance with applicable licensing requirements, families should be aware that participation in group childcare carries inherent risks. Compliance with R430 and other applicable regulations reduces - but does not eliminate - those risks.

Staffing, Hiring & Supervision Standards

Our Hiring Philosophy

Children deserve attentive, capable adults who are present, prepared, and trustworthy. At Poppins, our hiring process is designed to evaluate both qualifications and character, with a focus on safety, reliability, and alignment with our standards of care.

Caregiver Requirements

All caregivers meet or exceed applicable requirements under Utah Administrative Code R430 and related state regulations. This includes:

Completion of required background checks through the Caregiver Background Screening (CBS) system prior to unsupervised access to children
Current CPR and First Aid certification, as required by licensing
Food Handler’s Permit, where applicable
Completion of orientation and onboarding training specific to Poppins policies and procedures
Ongoing training in child supervision, health, and safety practices, including annual training requirements where applicable
Training on and compliance with mandated reporting laws for suspected abuse or neglect
Assignment to classrooms in accordance with required caregiver-to-child ratios based on age group

Supervision Standards

Poppins follows active supervision practices, as defined by Utah licensing standards, to ensure children are consistently seen, accounted for, and supported.

This includes:

Active supervision of children at all times while in care
Strategic staff positioning to maintain clear sightlines and awareness of all children
Continuous monitoring during transitions, activities, and rest periods
No unsupervised access to areas where children are present

Staff qualifications, training, and supervision practices are maintained in accordance with applicable licensing requirements. While these standards are designed to promote safety and reduce risk, they do not eliminate all risks inherent in group childcare environments.

Caregivers are supported by clear systems, defined responsibilities, and consistent operational protocols. Our team structure is designed to promote accountability, responsiveness, and continuity of care throughout each child’s visit.

Our Team

Facility & Security

Controlled Entry & Check-In

Pre-Arrival Check-In

Families receive a secure check-in link via email prior to their scheduled care (typically within 24 hours of the appointment)
The check-in form collects day-of-care information, including feeding needs, nap preferences, health status, authorized pick-up individuals, and any relevant care instructions
Completion of this process is required prior to arrival to support safe and informed care

Secure Access to Facility

Upon completion of check-in, families receive a confirmation email that includes a unique, time-limited door access code associated with their scheduled visit
This code provides entry to the secured Poppins play space and is intended for use only by the enrolling family or authorized drop-off individual
Access credentials may be deactivated or changed at any time to maintain facility security

Arrival & Handoff Procedures

Families may enter the building lobby; however, access to the childcare space itself is restricted to authorized individuals with an active entry code
Upon entering the Poppins space, families must follow posted check-in procedures and complete a formal handoff with a caregiver
A child is not considered checked in until they have been received and acknowledged by a staff member and signed in physically by the parent/guardian

Pick-Up Authorization & Release Procedures

The safety of each child at departure is a critical component of our security protocols.

Children will only be released to individuals authorized by the parent/guardian during registration or updated through the check-in system
All authorized pick-up individuals must present valid government-issued identification upon arrival
Staff will verify identity prior to releasing a child and require a formal sign-out process
Poppins reserves the right to deny release if authorization or identification cannot be verified

Poppins maintains the right to modify access procedures, entry credentials, and verification requirements at any time in order to support the safety and security of children and staff.

Facility Design

Open sightlines across primary play areas
Age-appropriate equipment and furnishings
Clearly defined infant and toddler spaces
Secure storage for cleaning products and hazardous materials

Monitoring & Accountability

Ongoing attendance tracking
Consistent headcounts during transitions
Clear documentation of incidents or injuries

Video & Audio Monitoring & Privacy

Our facility utilizes continuous video and audio monitoring in all primary care areas to support child safety, staff accountability, and operational oversight. Monitoring is conducted in accordance with applicable privacy and childcare regulations.

Access to live or recorded footage is strictly limited to authorized management personnel and may be reviewed for safety, incident documentation, quality assurance, or as required by licensing or legal authorities. Recordings are securely stored for a limited retention period and are not publicly accessible.

Cameras are never placed in private areas, including restrooms or designated diapering areas where privacy is required. All monitoring systems are used solely for safety and operational purposes and are not used for marketing or public distribution.

To protect the privacy of all children and families, recorded footage is not released to parents or third parties except when required by law or as part of an official investigation. Any review of footage involving a child will be handled internally and, when appropriate, summarized and communicated to the child’s parent or guardian.

By participating in our program, families acknowledge and consent to the use of video and audio monitoring within the facility as part of our commitment to maintaining a safe and accountable environment.

Parent Communication & Media Sharing

To keep families connected throughout the day, caregivers may share real-time updates using a designated Poppins device. This may include photos or short video clips of a child participating in activities, engaging in play, or settling into the day.

All media is captured and shared solely for the purpose of parent communication and is sent directly to a child’s parent or authorized guardian. Staff are trained to be mindful of the privacy of all children when capturing and sharing content, and will avoid including other children in identifiable ways whenever possible.

Images and videos are not stored on personal devices and are not used for marketing, advertising, or public distribution without separate, explicit written consent.

Consent & Use of Media

By enrolling, families consent to receiving direct photo and video updates of their child for communication purposes. Any broader use of a child’s image (including social media, website, or promotional materials) will require separate written authorization and may be declined at any time.

Our physical environment is intentionally designed to reduce risk while supporting safe, engaging play - so children can explore confidently, and parents can trust they are in good hands.

Emergency Preparedness & Response

Overview

Poppins maintains a written emergency preparedness and response plan in accordance with Utah Administrative Code R430 and applicable state and local safety requirements. Our procedures are designed to support rapid, organized responses to emergencies while prioritizing the safety and well-being of children and staff.

Emergency Planning

Our emergency plan addresses a range of potential situations, including:

Fire and evacuation
Medical emergencies and injuries
Lockdown or security threats
Severe weather or environmental hazards
Utility disruptions (power, water, etc.)

Procedures are clearly documented, accessible to staff, and reviewed regularly to ensure readiness.

Staff Training & Preparedness

All staff receive training on emergency procedures during onboarding
Ongoing training reinforces emergency response protocols and roles
Staff are trained in CPR, First Aid, and emergency response practices as required by licensing
Caregivers are prepared to respond quickly, calmly, and in coordination with established procedures

Drills & Practice

Poppins conducts regular emergency drills in accordance with licensing requirements, including:

Fire evacuation drills
Other emergency response drills as required

Drills are documented and used to evaluate and improve response procedures.

Evacuation & Relocation

Evacuation routes and exits are clearly identified and maintained
Staff guide children safely out of the facility in the event of an evacuation
Designated relocation procedures are in place if the facility cannot be safely re-entered
Attendance tracking is used to ensure all children are accounted for during and after evacuation

Communication with Families

Parents/guardians will be notified as soon as reasonably possible in the event of an emergency involving their child or the facility
Emergency contact information provided during registration will be used for communication
Families are expected to keep contact information current to ensure timely communication

Coordination with Authorities

Poppins works in coordination with local emergency services, including fire, medical, and law enforcement agencies, as needed to respond to emergency situations.

Emergency preparedness procedures are designed to meet or exceed applicable licensing requirements; however, families acknowledge that not all emergency situations can be anticipated or fully controlled.

Preparation allows us to respond calmly and effectively in unexpected situations.

SUPERVISION & ACCOUNTABILITY

Active Supervision Model

Poppins implements an active supervision model in accordance with Utah Administrative Code R430, designed to ensure that every child is consistently seen, accounted for, and supported throughout their time in care.

This model includes:

Maintenance of caregiver-to-child ratios appropriate to each age group, in compliance with licensing requirements
Continuous awareness of each child’s location, behavior, and needs through active supervision practices
Strategic staff positioning to maintain clear sightlines and immediate access to all children
Assignment of caregivers to designated supervision zones to ensure full coverage of all areas
Ongoing information transfer between staff during shift changes, transitions, or breaks to maintain continuity of care and awareness

Transitions & Movement Procedures

Transitions are structured and actively managed to maintain safety and accountability at all times.

Defined procedures for transitions between play, rest, meals, and other activities
Active headcounts conducted during transitions and at regular intervals throughout the day
Attendance tracking updated in real time to reflect each child’s location and status
No child is permitted to move between areas without caregiver awareness and supervision

Documentation & Recordkeeping

Poppins maintains accurate and timely records in accordance with licensing and operational requirements.

Daily attendance records documenting arrival, departure, and presence in care
Documentation of incidents, injuries, or unusual events, including actions taken and follow-up when applicable
Internal reporting procedures to ensure concerns are communicated to appropriate staff and addressed promptly

Parent Communication

Clear, timely communication with families is a core component of our accountability model.

Prompt notification to parents/guardians of any incidents, injuries, or safety concerns involving their child
Ongoing communication as needed to support a child’s care, well-being, and experience
Documentation of significant events maintained as part of the child’s record

Accountability & Oversight

Supervision practices, documentation, and staff performance are subject to internal review and oversight to ensure consistency with Poppins policies and applicable licensing standards. Supervision and accountability systems are designed to meet or exceed applicable licensing requirements; however, families acknowledge that while these practices significantly reduce risk, they do not eliminate all risks inherent in group childcare settings.

Every child at Poppins is known, supported, and accounted for. Our supervision approach is intentional and proactive - built on systems, training, and clear responsibility - so nothing is left to chance.

safety first

Licensing & Regulatory Compliance

Overview

What This Means for Families

Monitoring & Enforcement

Our Commitment Beyond Compliance

safety
first