Inspection · 2025-05-28
Date
2025-05-28
Complaint Related
Yes
Licensing Inspector
Alyssa Simons
(571) 423-6392
(571) 423-6392
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 Administration.
8VAC20-780 Staff Qualifications and Training.
8VAC20-780 Physical Plant.
8VAC20-780 Staffing and Supervision.
8VAC20-780 Programs.
8VAC20-780 Special Services.
8VAC20-770 Background Checks
20 Access to minor?s records
22.1 Early Childhood Care and Education
63.2 Child Abuse & Neglect
During the inspection, the inspector reviewed the areas listed above. Unless otherwise noted as a violation within this inspection report, the provider was in compliance with the standards reviewed. If there were any serious injuries or fatalities related to a violation, the details will be included in the description of the violation.
Inspector Notes
An unannounced inspection was initiated on May 28, 2025, and completed on June 30, 2025, in response to a complaint received by the licensing office on May 22, 2025, relating to allegations of Staffing and Supervision and Special Services. The inspector reviewed 2 children?s records and 3 staff records on site. This inspection included document review, tour of the facility, interviews observations and measurements.
The preponderance of evidence gathered during the investigation supports the allegations 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 (5) business days from today, which will be the close of business on July 7, 2025. A POC submitted after this date will not appear on the public website.
Violations
3Standard 8VAC20-780-350-B-1
The required ratio for children ages Birth up to 16 months is one staff per four children.
In classroom # 4, staff #6 and staff #7 were observed supervising nine children (youngest child 14 months old) from approximately 8:10am-8:15am.
In classroom # 4, staff #6 and staff #7 were observed supervising nine children (youngest child 14 months old) from approximately 8:10am-8:15am.
Plan of Correction: The Center experienced licensing violations due to unexpected staff shortages. Several staff call outs occurred due to a circulating virus at the center, compounded by staff already scheduled off. The number of absent staff members overwhelmed our back up plans. The Center currently utilizes part time staff and seasonal staff to contact in case of unexpected absences. Revising our Center staffing policy to address these violations will maintain classroom ratios at all times.
A designated floater staff member will be assigned to cover classrooms temporarily when staff need to step out.
Re-training has been provided to all staff on the importance of maintaining ratios and the procedures for handling emergencies. Additionally, teachers have undergone retraining to fully grasp the implications of transferring a younger child to an older classroom. Such moves reduce the older classroom ratio to the ratio required for the younger child.
To prevent ratio violations, parents may be asked to wait to drop off their children until an additional staff member is available in the classroom.
Posters will be included in all classrooms reminding staff of their classroom ratio
The Center has begun conducting weekly audits of staffing ratios to ensure compliance and address any gaps proactively.
Classroom staff members are expected to alert the Management Team when classrooms have met their maximum capacity given the classroom staff ratio requirements.
Rationale:
The Center will prevent future violations with our strengthened backup system and improved scheduling practices. Center ratios will be consistently maintained by assigning floater staff and monitoring classroom ratios at regular intervals. Educating staff on the importance of maintaining ratios and how to do so will keep all staff vigilant. Finally, proactive ratio management will be achieved by having classroom staff play a major role in alerting the Management Team when a classroom has reached its maximum staff-to-child ratio capacity.
A designated floater staff member will be assigned to cover classrooms temporarily when staff need to step out.
Re-training has been provided to all staff on the importance of maintaining ratios and the procedures for handling emergencies. Additionally, teachers have undergone retraining to fully grasp the implications of transferring a younger child to an older classroom. Such moves reduce the older classroom ratio to the ratio required for the younger child.
To prevent ratio violations, parents may be asked to wait to drop off their children until an additional staff member is available in the classroom.
Posters will be included in all classrooms reminding staff of their classroom ratio
The Center has begun conducting weekly audits of staffing ratios to ensure compliance and address any gaps proactively.
Classroom staff members are expected to alert the Management Team when classrooms have met their maximum capacity given the classroom staff ratio requirements.
Rationale:
The Center will prevent future violations with our strengthened backup system and improved scheduling practices. Center ratios will be consistently maintained by assigning floater staff and monitoring classroom ratios at regular intervals. Educating staff on the importance of maintaining ratios and how to do so will keep all staff vigilant. Finally, proactive ratio management will be achieved by having classroom staff play a major role in alerting the Management Team when a classroom has reached its maximum staff-to-child ratio capacity.
Standard 8VAC20-780-350-B-2
The required ratio for children ages 16 to 24 month is one staff per five children.
In classroom #3, staff #5 was observed supervising ten children (youngest child 19 months old) from approximately 8:09am-8:10am. Staff #3 walked out of the classroom from approximately 8:09-8:10am with the door closing behind them and then returned back to the classroom.
In classroom #3, staff #3 and staff #5 were observed out of ratio (youngest child 19 months old) from approximately 8:10am-8:22am with:
-Eleven children from approximately 8:10am until 8:15am.
-Twelve children from approximately 8:15am until 8:19am.
-Thirteen children from approximately 8:19am until 8:22am.
In classroom #2, staff #4 was observed out of ratio (youngest child 23 months old) from approximately 8:20am-8:37am with:
-Eight children from approximately 8:20am until 8:29am.
-Nine children from approximately 8:29am until 8:37am.
In classroom #3, staff #5 was observed supervising ten children (youngest child 19 months old) from approximately 8:09am-8:10am. Staff #3 walked out of the classroom from approximately 8:09-8:10am with the door closing behind them and then returned back to the classroom.
In classroom #3, staff #3 and staff #5 were observed out of ratio (youngest child 19 months old) from approximately 8:10am-8:22am with:
-Eleven children from approximately 8:10am until 8:15am.
-Twelve children from approximately 8:15am until 8:19am.
-Thirteen children from approximately 8:19am until 8:22am.
In classroom #2, staff #4 was observed out of ratio (youngest child 23 months old) from approximately 8:20am-8:37am with:
-Eight children from approximately 8:20am until 8:29am.
-Nine children from approximately 8:29am until 8:37am.
Plan of Correction: The Center experienced licensing violations due to unexpected staff shortages. Several staff call outs occurred due to a circulating virus at the center, compounded by staff already scheduled off. The number of absent staff members overwhelmed our back up plans. The Center currently utilizes part time staff and seasonal staff to contact in case of unexpected absences. Revising our Center staffing policy to address these violations will maintain classroom ratios at all times.
A designated floater staff member will be assigned to cover classrooms temporarily when staff need to step out.
Re-training has been provided to all staff on the importance of maintaining ratios and the procedures for handling emergencies. Additionally, teachers have undergone retraining to fully grasp the implications of transferring a younger child to an older classroom. Such moves reduce the older classroom ratio to the ratio required for the younger child.
To prevent ratio violations, parents may be asked to wait to drop off their children until an additional staff member is available in the classroom.
Posters will be included in all classrooms reminding staff of their classroom ratio
The Center has begun conducting weekly audits of staffing ratios to ensure compliance and address any gaps proactively.
Classroom staff members are expected to alert the Management Team when classrooms have met their maximum capacity given the classroom staff ratio requirements.
Rationale:
The Center will prevent future violations with our strengthened backup system and improved scheduling practices. Center ratios will be consistently maintained by assigning floater staff and monitoring classroom ratios at regular intervals. Educating staff on the importance of maintaining ratios and how to do so will keep all staff vigilant. Finally, proactive ratio management will be achieved by having classroom staff play a major role in alerting the Management Team when a classroom has reached its maximum staff-to-child ratio capacity.
A designated floater staff member will be assigned to cover classrooms temporarily when staff need to step out.
Re-training has been provided to all staff on the importance of maintaining ratios and the procedures for handling emergencies. Additionally, teachers have undergone retraining to fully grasp the implications of transferring a younger child to an older classroom. Such moves reduce the older classroom ratio to the ratio required for the younger child.
To prevent ratio violations, parents may be asked to wait to drop off their children until an additional staff member is available in the classroom.
Posters will be included in all classrooms reminding staff of their classroom ratio
The Center has begun conducting weekly audits of staffing ratios to ensure compliance and address any gaps proactively.
Classroom staff members are expected to alert the Management Team when classrooms have met their maximum capacity given the classroom staff ratio requirements.
Rationale:
The Center will prevent future violations with our strengthened backup system and improved scheduling practices. Center ratios will be consistently maintained by assigning floater staff and monitoring classroom ratios at regular intervals. Educating staff on the importance of maintaining ratios and how to do so will keep all staff vigilant. Finally, proactive ratio management will be achieved by having classroom staff play a major role in alerting the Management Team when a classroom has reached its maximum staff-to-child ratio capacity.
Standard 8VAC20-780-560-J
Tables shall be sanitized before and after each use for feeding; and cleaned at least daily.
Staff #1 and staff #2 from classroom #1, stated that they clean the tables used for feeding before and after meals and snacks with soap and water only. Staff #1 and staff # 2 stated that they do not use a sanitizing solution on the tables before and after each meal or snack.
Staff #1 and staff #2 from classroom #1, stated that they clean the tables used for feeding before and after meals and snacks with soap and water only. Staff #1 and staff # 2 stated that they do not use a sanitizing solution on the tables before and after each meal or snack.
Plan of Correction: Our staff are committed to upholding the health and safety of the children and families we serve through rigorous cleaning and sanitizing practices. All classrooms receive daily provisions of sanitizing and soap solutions. The identified violations stemmed from staff utilizing soap and water rather than sanitizing solutions when cleaning tables.
All staff members have received retraining on proper sanitization procedures. This includes the correct use of sanitizing solutions for tables, both before and after meals and snacks. Discrepancy arose from a misunderstanding among some staff, who incorrectly believed the sanitizing solution was exclusively for diapering and toileting areas.
Sanitization training will continue to be implemented during Orientation and quarterly training
The use of classroom checklists have been implemented to ensure that sanitizing is being done correctly and consistently.
Rationale:
The violation occurred due to a lack of understanding of proper sanitization procedures. By providing training and implementing a checklist system, the Center will ensure compliance with licensing sanitization standards. These corrective actions will address the root causes of the violations and ensure compliance with regulations moving forward.
All staff members have received retraining on proper sanitization procedures. This includes the correct use of sanitizing solutions for tables, both before and after meals and snacks. Discrepancy arose from a misunderstanding among some staff, who incorrectly believed the sanitizing solution was exclusively for diapering and toileting areas.
Sanitization training will continue to be implemented during Orientation and quarterly training
The use of classroom checklists have been implemented to ensure that sanitizing is being done correctly and consistently.
Rationale:
The violation occurred due to a lack of understanding of proper sanitization procedures. By providing training and implementing a checklist system, the Center will ensure compliance with licensing sanitization standards. These corrective actions will address the root causes of the violations and ensure compliance with regulations moving forward.