VIRGINIA DEPARTMENT OF SOCIAL SERVICES

HopeTree Family Services
300 Franklin Street
Suite 220
Martinsville, VA 24112
(276) 790-3720

Current Inspector: Dawn Espelage (540) 759-8852

Inspection Date: March 1, 2021

Complaint Related: No

Areas Reviewed:

22VAC40-131 PERSONNEL 22VAC40-131 PROVIDER HOMES 22VAC40-131 CHILDREN'S SERVICES 22VAC40-131 ADDITIONAL REQUIREMENTS FOR SPECIFIC PROGRAMS 22VAC40-80 THE LICENSING PROCESS. 22VAC40-191 Background Checks for Child Welfare Agencies

Comments:

This inspection was conducted by licensing staff using an alternate remote protocol necessary due to a state of emergency health pandemic declared by the Governor of Virginia. An announced renewal inspection was initiated on 3/1/2021 and concluded on 3/8/2021. The director of foster care and adoption was contacted by telephone to initiate the inspection. The agency reported 9 children in care and 7 approved provider homes. The inspector emailed the director of foster care and adoption a list of items required to complete the inspection. The director of foster care and adoption and the associate director of foster care and the adoption were available for questions throughout the inspection. The inspector reviewed 2 provider home records and 1 child record. Background checks for 6 personnel and 5 corporate board officers were reviewed. An exit interview was conducted by telephone on 3/8/2021 at approximately 3:30 pm with the president, director of foster care and adoption, associate director of foster care and the adoption and the foster care supervisor. Information gathered during the inspection determined non-compliance with applicable standards or law, and violations were documented on the violation notice issued to the agency. There was 1 citation for violation of the Standards for Child-Placing Agencies. Upon receipt of the Violation Notice, the licensee should develop a plan of correction to include the steps to correct non-compliance with the standard(s); measures to prevent re-occurrence of non-compliance; person(s) responsible for implementation and monitoring of preventative measure(s); and date by which noncompliance will be corrected. The licensee has five business days from receipt of the inspection documents to complete the section entitled "Plan of Correction", sign each page of the inspection documents and return to the Licensing Office. The licensee should retain a copy to be posted at the facility. Results of the inspection are subject to public disclosure and will be posted on the Virginia Department of Social Services public web site within five business days, regardless of whether or not the Plan of Correction is completed.

Violations:

Standard #:	22VAC40-191-40-D-1-c
Description:	Violation: Based on review of background checks for corporate board officers (CBO) CBO2 and CBO3, the licensee failed to ensure a search of the central registry and criminal history record was completed before three years since the date of the last central registry search and criminal history record. Findings: The central registry findings provided for corporate board officer (CBO) CBO2 is dated 11/15/17. The repeat central registry finding was required to be completed by 11/15/20. The criminal record check provided for CBO2 is dated 10/24/17. The repeat criminal record check was required to be completed by 10/24/2020. The central registry findings provided for corporate board officer (CBO) CBO3 is dated 11/29/17. The repeat central registry finding was required to be completed by 11/29/20. The criminal record check provided for CBO3 is dated 11/2/17. The repeat criminal record check was required to be completed by 11/2/2020. During the exit interview, the director of foster care and adoption acknowledged the background checks were out of compliance.
Plan of Correction:	The foster care tracking spreadsheet will be updated to begin obtaining necessary documentation two months prior instead of the current one month prior to due date. Instructions listing required tracking of specific departments/programs, appropriate senior leadership titles, ALL new hires, employees transferring into program, any interns/volunteers within included departments/programs, as well as board officers. Follow up will be needed after each board meeting to ensure any new officers/resignations are captured timely. Recruiting Coordinator will be responsible for capturing any new hires. Board member information will continue to be provided by the Executive Assistant to the Recruiting Coordinator with the HR Generalist being copied as well. The HR Generalist will work alongside the Recruiting Coordinator and be responsible for tracking/maintaining the FC Background spreadsheet. Biweekly meetings will be held within the HR Department to ensure timely compliance. Files reviewed during this licensing visit have been addressed and necessary documentation has been completed, received, and mailed from each person. _______________________________