8VAC20-780 Administration. 8VAC20-780 Staff Qualifications and Training. 8VAC20-780 Physical Plant. 8VAC20-780 Staffing and Supervision. 8VAC20-780 Programs. 8VAC20-780 Special Care Provisions and Emergencies 8VAC20-780 Special Services. 8VAC20-770 Background Checks (8VAC20-770) 20 Access to minor?s records 22.1 Background Checks Code, Carbon Monoxide 63.2 Child Abuse & Neglect
Technical Assistance:
Discussed with Head of School: *Staff purses being stored inaccessible to children (Not out of compliance today) *Effective January 1, 2025, the VDOE will begin determining compliance with ? 22.1-289.057 of the Code of Virginia, which is legislation passed by the General Assembly in 2020. The law requires all licensed child day programs, religious exempt child day centers that serve preschool age children, and certified preschools to test potable drinking water. The law requires that programs submit their plans and test results to the Virginia Department of Health Office of Drinking Water (VDH ODW) and the Superintendent. If the results of the testing indicate elevated lead levels, the program shall remediate, retest, and resubmit results to VDH ODW and the Superintendent. There is an additional alternative bottled water option that comes with additional requirements. The statutory requirement can be found online at https://law.lis.virginia.gov/vacode/title22.1/chapter14.1/section22.1-289.057/. Resources are now available for providers on the "What's New" webpage on the ChildCareVA website at https://www.childcare.virginia.gov/providers/what-s-new.
Comments:
An unannounced monitoring inspection was conducted today. Licensing inspector S. Marbert and Licensing Administrator C. Ford were present beginning at 10:30 AM. Previous violations were reviewed. Areas of non-compliance were reviewed with the Head of School. It is recommended that the Head of School attend the Phase 2 orientation course that is presented monthly in our office. If you have questions regarding this inspection, you may contact me at (703) 479-4678 or at Sarah.Marbert@doe.virginia.gov. Please submit your plan of correction within 5 business days in order for it to be included on the website.
Based on observation, the most recently issued license was not posted at the center. Evidence: At Inspector and Administrator arrival (approximately 10:30 AM) the license that was posted expired 3/15/24. A Provisional license that had been issued, and that will expired on 9/15/24, was not posted.
Plan of Correction:
We have uploaded our most recent licensing report to ensure it is readily accessible to all those in the building. This report reflects our compliance status and any feedback provided by licensing authorities. Additionally, we have ensured that our current license certificate is prominently displayed in the front lobby of our school where it is visible and easily accessible to parents, visitors, and staff.
Standard #:
22.1-289.035-B-4
Description:
Repeat Violation Systemic Deficiency Based on a review of records, one staff record did not contain documentation of completed background searches for a residence outside of the state of Virginia within the past 5 years, in the required time frame. Evidence: 1. Staff E started 11/7/23 and there were no results available for an out of state background search of criminal convictions, that were required to be on file prior to employment, for a residence outside of Virginia in the past five years. There were also no results for Staff E available within 45 days of employment, for a Child Abuse and Neglect search for a residence outside of Virginia in the past five years. 2. There was no documentation available that the searches have been submitted.
Plan of Correction:
The out-of-state background check for staff member in question has been submitted and completed. The results are on file and have been reviewed to ensure they meet all regulatory requirements. Staff member has successfully completed the child abuse and neglect training as mandated. We have implemented a system of routine audits of staff files to ensure all files are up to date and in compliance with licensing standards.
Standard #:
8VAC20-780-40-I
Description:
Repeat Violation Based on interview and review of documentation provided, no written injury plan was available. Evidence: Administrative staff stated the injury prevention plan was included in the Emergency Preparedness Plan submitted for review. There was no injury prevention plan included.
Plan of Correction:
We have located and thoroughly updated our campus's injury prevention plan to reflect current best practices and compliance with licensing standards. This updated plan has been documented and is now housed in our designated licensing compliance folder and binder, ensuring accessibility and organization. To maintain ongoing compliance and ensure that all necessary licensing documents, including the injury prevention plan, are current and accurate, we have implemented a systematic audit system. This system involves routine checks and audits of all required documents to verify that they are up to date, properly maintained, and stored in accordance with regulatory requirements.
Standard #:
8VAC20-780-40-M
Description:
Based on observation and staff statements, the center did not maintain a current written list of all children's allergies, sensitivities and dietary restrictions. Evidence: 1. Staff stated the allergy list for the facility had been updated in March and again in May. 2. Room 7 and Room 8 had allergy lists that did not reflect the current allergies in the center.
Plan of Correction:
We have conducted a comprehensive audit of all classroom allergy lists to ensure accuracy and completeness. Through this audit, we have successfully updated and posted the most current allergy lists in each classroom. To maintain ongoing safety and compliance, we have established a systematic process for routinely auditing and updating classroom allergy lists.
Standard #:
8VAC20-780-60-A
Description:
Repeat Violation Systemic Deficiency Based on a review of five child records, one child 'srecord did not contain all required information. Evidence: 1. Child #4's record did not contain documentation of complete information for second parent 2. An annual update to the record had not been completed and was dated 10/03/22.
Plan of Correction:
The student file in question has been thoroughly reviewed, completed, and updated with all necessary documents. We have ensured that the updated student file has been accurately documented and submitted in our Salesforce system. We have implemented a systematic approach to audit student files on a regular basis. This auditing system is designed to review each student's file comprehensively, confirming that all required documents are present, current, and in accordance with licensing guidelines. This proactive measure ensures ongoing compliance.
Standard #:
8VAC20-780-210-A
Description:
Repeat Violation Based on a review of three staff records, two staff records did not contain documentation of qualifications for people designated as lead qualified positions. Evidence: Two staff currently in program lead positions did not have documentation on file to verify their experience, education and training as required of their qualifications. (Staff C,D)
Plan of Correction:
We have completed and uploaded the PMI (Prepared Montessori Institute) transcripts and all required documentation for the staff members in question in their Lead Guide roles. This includes proof of completion of 24 hours of training specific to our educational approach, evidence of at least 6 months of classroom experience, and verification of their high school diplomas or equivalent educational credentials. These documents are now securely stored in their personnel files. To maintain ongoing compliance with staff qualifications, we have implemented a systematic audit process for staff files. This process ensures that all necessary qualifications and documentation, including PMI transcripts and related training records, are regularly monitored, updated, and maintained in accordance with licensing standards.
Standard #:
8VAC20-780-240-B
Description:
Repeat Violation Based on a review of three staff records, one staff record did not contain documentation of orientation by the end of the first week or prior to working alone with children. Evidence: Staff E's record did not contain documentation of orientation (Date of Hire: 11/7/23).
Plan of Correction:
We have conducted a thorough audit of staff files, focusing on the orientation documentation. The staff members in question have completed and signed the Guidepost Montessori orientation document, which is now properly located in their respective personnel files. This document outlines essential policies, procedures, and expectations specific to our organization. To maintain ongoing compliance, we have implemented a systematic approach to routinely audit staff files. These audits will ensure that all required documentation, including orientation records, certifications, and background checks, are up to date and accurately maintained.
Standard #:
8VAC20-780-340-D
Description:
Repeat Violation Based on a review of records, there was not a staff member regularly present in each group of children who met the program leader qualifications. Evidence: 1. Room 7 (Toddler) and Room 8 (Toddler) classrooms did not have a qualified program leader regularly present in the rooms. 2. Documentation provided did not verify qualifications for a program lead position.
Plan of Correction:
We have completed and uploaded the PMI (Prepared Montessori Institute) transcripts and all required documentation for the staff members in question. This includes proof of completion of 24 hours of training specific to our educational approach, evidence of at least 6 months of classroom experience, and verification of their high school diplomas or equivalent educational credentials. These documents are now securely stored in their personnel files. To maintain ongoing compliance with staff qualifications, we have implemented a systematic audit process for staff files. This process ensures that all necessary qualifications and documentation, including PMI transcripts and related training records, are regularly monitored, updated, and maintained in accordance with licensing standards.
Standard #:
8VAC20-780-340-F
Description:
Repeat Violation Based on observation, children under the age of 10 years old were not kept within actual sight and sound supervision. Evidence: Child #2 (5 years old) and Child #3 (5 years old) were allowed to work independently in the hallway outside of Room 2 without being in sight and sound supervision of their direct care staff. Staff members were inside the room at the time.
Plan of Correction:
We have conducted a comprehensive training session with all staff members regarding proper supervision practices for students under the age of 10 years old. This training emphasized the importance of ensuring that these students are within sight and sound at all times to maintain their safety and well-being. Staff members were educated on effective supervision strategies and techniques to proactively monitor and manage student activities. In addition to supervision training, we have provided specific education to our staff regarding the student ratios mandated by the state of Virginia. This training ensures that our staff are knowledgeable and compliant with regulatory standards related to student supervision and care. To reinforce the importance of proper supervision and adherence to student ratios, we have instituted regular monitoring and evaluation protocols.
Standard #:
8VAC20-780-350-B-2
Description:
Based on observation, a ratio of 1:5 (staff:children) was not maintained for a group of children that contained a child that is not 2 years old. Evidence: 1. Room 9 (Toddlers) had seven children with one staff member. 2. Staff was asked about the ages of the children and staff identified Child #1 as being under two years of age.
Plan of Correction:
: We have conducted a comprehensive training session for all staff members focused on the accurate completion of headcounts and understanding Virginia state licensing ratios for licensed childcare facilities. This training emphasized the importance of maintaining appropriate staff-to-child ratios at all times to ensure the safety and well-being of the children in our care. Staff members were educated on the specific ratio requirements applicable to different age groups and classroom settings. The supervision training included in our corrective actions ensures that our guides (teachers) are thoroughly familiar with Virginia's ratio requirements and understand their responsibilities in maintaining proper supervision. We have implemented regular classroom checks to monitor and verify that the actual ratios in each classroom align with the established guidelines. These checks are conducted routinely to identify and promptly address any deviations from required ratios.
Standard #:
8VAC20-780-510-E
Description:
Repeat Violation Based on a review of medications, one medication present at the center did not have a long-term authorization signed by the child's physician available. Evidence: A long-term, over-the-counter medication authorization for Child 5 , had an authorization signed only by the child's parent and did not contain a physician's signature. This was previously cited on 3/13/24.
Plan of Correction:
We have conducted comprehensive training sessions for all staff members regarding the proper storage and documentation procedures for students with long-term medication needs. This training emphasized the importance of maintaining accurate records and ensuring medications are stored securely and appropriately. Staff members were educated on the specific requirements for handling medications, including the completion and submission of medication authorization forms by parents. To maintain ongoing compliance and ensure adherence to medication management protocols, we have implemented a systematic audit and monitoring process. This includes routine checks and audits of student medications and associated documentation to verify accuracy, completeness, and proper storage. We have made the long-term medication authorization forms readily available to staff members involved in medication administration. This ensures that staff have immediate access to the necessary documentation and can adhere to proper procedures consistently.
Standard #:
8VAC20-780-550-A
Description:
Repeat Violation Based on a review of the emergency preparedness plan, the plan submitted does not address all required conditions. Evidence: The emergency preparedness plan submitted for review did not address; 1. Lockdown procedures 2. Situations such as violence at or near the center. 3. Continuity of care for children 4. Reunification plan
Plan of Correction:
: We have thoroughly updated our campus's emergency preparedness plan to encompass comprehensive procedures for various emergency scenarios. Specifically, our updated plan now includes: lockdown drill procedures to ensure preparedness for potential threats, protocols for handling situations involving violence at or near the center, including communication and response strategies, continuity of care plan to ensure uninterrupted care for children during emergencies, and reunification plan outlining procedures for reuniting children with their families or authorized guardians in the event of an emergency evacuation or crisis situation. The updated emergency preparedness plan is properly stored and readily accessible on our campus.
Standard #:
8VAC20-780-550-P
Description:
Repeat Violation Systemic Deficiency Based on a review of three written injury records of children's serious and minor injuries, all required information was not documented. Evidence: 1. 2 of 3 reports were missing the future action to prevent recurrence. 2. 2 of 3 reports were missing time or method of parent notification.
Plan of Correction:
We have conducted a comprehensive training session for all staff members on the correct procedures for completing and documenting injury and accident reports. This training emphasized the importance of accurate and thorough documentation, including details of the incident, actions taken, and measures to prevent recurrence. Staff members were educated on the specific requirements for reporting injuries and accidents promptly and comprehensively. To facilitate accurate reporting, we have provided our staff members with updated and standardized forms for documenting injuries and accidents. These forms include clear instructions and fields to ensure all necessary information is captured consistently across all incidents. We have implemented a monitoring and evaluation system to regularly review completed injury and accident reports to ensure compliance.
Standard #:
8VAC20-780-560-G
Description:
Repeat Violation Based on observation food from home was not clearly labeled and dated. Evidence: 5 of 6 lunch boxes inspected did not have the date on the lunch box. 1of 6 lunch boxes did not have a name or date on the lunch box. (Room 6)
Plan of Correction:
We have conducted a comprehensive training session for all staff members focused on daily health and observation practices. Part of this training included emphasizing the importance of properly labeling children's lunch boxes with their first and last names, along with the current date. This practice ensures accurate identification and monitoring of food items brought into the facility. In order to facilitate compliance and streamline the process for parents and staff, we have established a dedicated "lunch box labeling station" in our front lobby area. This station is equipped with labels and markers readily accessible to parents and guides as children enter the school premises. This setup allows for immediate and convenient labeling of lunch boxes, ensuring that all containers are clearly marked with the necessary information upon arrival.
Disclaimer:
This information is provided by the Virginia Department of Social Services, which neither endorses any facility nor guarantees that the information is complete. It should not be used as the sole source in evaluating and/or selecting a facility.
Find this content at:
http://www.dss.virginia.gov/facility/search/cc.cgi