Inspection · 2026-03-23
Date
2026-03-23
Complaint Related
Yes
Licensing Inspector
Karen Dickens
(571) 423-6978
(571) 423-6978
SHSIA monitoring inspection of an approved subsidy vendor to determine compliance with current subsidy requirements regarding the health and safety of children and to promote quality standards for the children in their care.
No
Areas Reviewed
8VAC20-780 Staffing and Supervision
Inspector Notes
An unannounced inspection was initiated and completed on March 23, 2026 in response to a complaint received by the licensing office on March 18, 2026 relating to allegations of staffing and supervision. The inspector reviewed ten children?s records and no staff records on-site. This inspection included document review, tour of the facility, interviews, and observations.
The preponderance of evidence gathered during the investigation supports the allegation(s); therefore, the complaint is determined to be valid. Information gathered during the inspection determined non-compliance with applicable standards or law, and the violations are documented on the violation notice issued to the program.
Please complete the plan of correction (POC) and date to be corrected sections for each violation cited on the violation notice. Specify how the violation will be or has been corrected. Submit your POC within five business days from today, which will be the close of business on (date). A POC submitted after this date will not appear on the public website.
Violations
2Standard 8VAC20-780-350-B-1
Repeat Violation
The staff-to-ratios are required whenever children are in care(Birth-16 months 1:4).
According to the Face to Name Transition Sheets, Classroom A was out of ratio on the following dates:
1. On 03/09/2026, Classroom A had a total of nine children present with two teachers. The youngest child was 14 months old; therefore, the 1:4 ratio was not followed. Child #1 was present 9:15am-3:10pm.
2. On 03/10/2026, Classroom A had a total of nine children present with two teachers. The youngest child was 14 months old; therefore, the 1:4 ratio was not followed. Child #1 was present 9:37am-3:16pm.
3. On 03/11/2026, Classroom A had a total of nine children present with two teachers. The youngest child was 14 months old; therefore, the 1:4 ratio was not followed. Child #1 was present 12:13pm-4:05pm.
4. On 03/12/2026, Classroom A had a total of ten children present with two teachers. The youngest child was 14 months old; therefore, the 1:4 ratio was not followed. Child #1 was present 11:10am-3:10pm.
5. On 03/18/2026, Classroom A had a total of nine children present with two teachers. The youngest child was 14 months old; therefore, the 1:4 ratio was not followed. Child #1 was present 8:39am-3:09pm.
The staff-to-ratios are required whenever children are in care(Birth-16 months 1:4).
According to the Face to Name Transition Sheets, Classroom A was out of ratio on the following dates:
1. On 03/09/2026, Classroom A had a total of nine children present with two teachers. The youngest child was 14 months old; therefore, the 1:4 ratio was not followed. Child #1 was present 9:15am-3:10pm.
2. On 03/10/2026, Classroom A had a total of nine children present with two teachers. The youngest child was 14 months old; therefore, the 1:4 ratio was not followed. Child #1 was present 9:37am-3:16pm.
3. On 03/11/2026, Classroom A had a total of nine children present with two teachers. The youngest child was 14 months old; therefore, the 1:4 ratio was not followed. Child #1 was present 12:13pm-4:05pm.
4. On 03/12/2026, Classroom A had a total of ten children present with two teachers. The youngest child was 14 months old; therefore, the 1:4 ratio was not followed. Child #1 was present 11:10am-3:10pm.
5. On 03/18/2026, Classroom A had a total of nine children present with two teachers. The youngest child was 14 months old; therefore, the 1:4 ratio was not followed. Child #1 was present 8:39am-3:09pm.
Plan of Correction: Corrective Action Taken (Completed Immediately)
?Child #1 and all other children under 16 months were kept within appropriately staffed groups.
?Staff were verbally reminded that ratio compliance is non negotiable and must be maintained every minute children are present, including transitions, arrivals, and departures.
2. Steps to Prevent Recurrence
a. Staffing and Ratio Management
?A daily staffing coverage schedule was created.
?A designated full day float teacher has been assigned to support any rooms during high traffic times to prevent any ratio disruptions.
Ratio Monitoring Procedures
?Classroom staff must now complete a real-time ratio check every hour, documented on the pre-existing face to name sheet
?Administration will conduct random ratio audits a minimum of three times daily (morning arrival, mid-day, and afternoon departure).
?If a room approaches ratio limits (e.g., a new arrival), staff must immediately call administration before accepting the child into the classroom.
c. Transition and Movement Controls
?Children under 16 months will not be assigned to any room with children who would increase the group size beyond the 1:4 limit.
?Staff movement not child movement will be used to correct ratio issues.
3. Monitoring for Continued Compliance
?The Director and Assistant Director will review:
oFace to Name sheets
oSign-in/out reports
?Reviews will occur daily for 90 days, then weekly thereafter.
?Any instance of non-compliance will result in immediate corrective coaching and written performance documentation.
?Child #1 and all other children under 16 months were kept within appropriately staffed groups.
?Staff were verbally reminded that ratio compliance is non negotiable and must be maintained every minute children are present, including transitions, arrivals, and departures.
2. Steps to Prevent Recurrence
a. Staffing and Ratio Management
?A daily staffing coverage schedule was created.
?A designated full day float teacher has been assigned to support any rooms during high traffic times to prevent any ratio disruptions.
Ratio Monitoring Procedures
?Classroom staff must now complete a real-time ratio check every hour, documented on the pre-existing face to name sheet
?Administration will conduct random ratio audits a minimum of three times daily (morning arrival, mid-day, and afternoon departure).
?If a room approaches ratio limits (e.g., a new arrival), staff must immediately call administration before accepting the child into the classroom.
c. Transition and Movement Controls
?Children under 16 months will not be assigned to any room with children who would increase the group size beyond the 1:4 limit.
?Staff movement not child movement will be used to correct ratio issues.
3. Monitoring for Continued Compliance
?The Director and Assistant Director will review:
oFace to Name sheets
oSign-in/out reports
?Reviews will occur daily for 90 days, then weekly thereafter.
?Any instance of non-compliance will result in immediate corrective coaching and written performance documentation.
Standard 8VAC20-780-350-Q
Repeat Violation
A center may temporarily reassign a child from his regular group and staff members for reasons of administrative necessity but not casually or repeatedly disrupt a child's schedule and attachment to his staff members and group.
According to Face to Name Transition Sheets dated 03/09/26-03/12/26 and 03/18/26, Child #1, 14 months, was repeatedly reassigned from their regular group and staff members to maintain ratios in Classroom B.
A center may temporarily reassign a child from his regular group and staff members for reasons of administrative necessity but not casually or repeatedly disrupt a child's schedule and attachment to his staff members and group.
According to Face to Name Transition Sheets dated 03/09/26-03/12/26 and 03/18/26, Child #1, 14 months, was repeatedly reassigned from their regular group and staff members to maintain ratios in Classroom B.
Plan of Correction: Corrective Action Taken (Completed Immediately)
?As of 03/23/26, Child #1 has been returned to their assigned classroom and will remain with their primary group and regular staff.
?All staff were verbally reminded by administration that children may only be reassigned in cases of true administrative necessity and not for routine ratio balancing.
?A third teacher was placed in infants to prevent the need to move infants or toddlers between rooms.
2. Measures to Prevent Recurrence (Completed Immediately)
a. Staffing & Ratio Management Procedures
?A daily staffing coverage schedule was created.
?A float staff rotation has been assigned specifically to support classrooms experiencing temporary ratio challenges.
?Classroom reassignments will now prioritize moving staff, not children, whenever coverage is needed.
b. Administrative Approval Process
?Effective immediately, no child may be reassigned without approval from the Director or Assistant Director.
?As of 03/23/26, Child #1 has been returned to their assigned classroom and will remain with their primary group and regular staff.
?All staff were verbally reminded by administration that children may only be reassigned in cases of true administrative necessity and not for routine ratio balancing.
?A third teacher was placed in infants to prevent the need to move infants or toddlers between rooms.
2. Measures to Prevent Recurrence (Completed Immediately)
a. Staffing & Ratio Management Procedures
?A daily staffing coverage schedule was created.
?A float staff rotation has been assigned specifically to support classrooms experiencing temporary ratio challenges.
?Classroom reassignments will now prioritize moving staff, not children, whenever coverage is needed.
b. Administrative Approval Process
?Effective immediately, no child may be reassigned without approval from the Director or Assistant Director.