Inspection · 2024-12-03
Date
2024-12-03
Complaint Related
No
Licensing Inspector
Lauren Bickford
(540) 280-0742
(540) 280-0742
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.
20 Access to minor?s records
8VAC20-780 Staff Qualifications and Training.
22.1 Early Childhood Care and Education
8VAC20-780 Physical Plant.
63.2 Child Abuse & Neglect
8VAC20-780 Staffing and Supervision.
8VAC20-780 Programs.
8VAC20-780 Special Care Provisions and Emergencies
8VAC20-820 THE LICENSE.
8VAC20-820 THE LICENSING PROCESS.
8VAC20-820 HEARINGS PROCEDURES.
8VAC20-770 Background Checks
During the inspection, the inspector reviewed the areas listed above to include standards found out of compliance during the previous inspection. 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
The violation notice may be amended to document any additional noncompliance with licensing standards and/or statutes should additional information become available to the Department.
An unannounced inspection was initiated on 12/03/2024 with local agencies in response to supervision issues that were reported on by local media outlet. The inspector reviewed one child?s record and two staff records on-site. This inspection included document review, tour of the facility, interviews, and observations. Additional interviews were conducted on 12/06/2024, 12/13/2024, and 12/17/2024.
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 01/20/2025. A POC submitted after this date will not appear on the public website.
Violations
4Standard 8VAC20-780-340-A
When staff are supervising children, they shall always ensure their care, protection, and guidance.
On 11/22/2024, child #1 (age 2 years, 5 months) ran into oncoming traffic on a road with a speed limit of 45 miles per hour. Two drivers observed child#1 running unsupervised in the turn lane of the road. Child #1 ran in between the two stopped vehicles and proceeded to run into oncoming traffic. Driver #2 rescued child #1 and brought the child to safety. Staff #1 and staff #2, who were responsible for supervising seven toddlers, were unaware child #1 was missing from the group.
On 11/22/2024, child #1 (age 2 years, 5 months) ran into oncoming traffic on a road with a speed limit of 45 miles per hour. Two drivers observed child#1 running unsupervised in the turn lane of the road. Child #1 ran in between the two stopped vehicles and proceeded to run into oncoming traffic. Driver #2 rescued child #1 and brought the child to safety. Staff #1 and staff #2, who were responsible for supervising seven toddlers, were unaware child #1 was missing from the group.
Plan of Correction: On 11/26/24, a fence was installed along the perimeter bordering Parham Road to prevent children from leaving the property and to deter unauthorized access. Signage has been placed on all gates to remind staff and visitors to keep gates securely closed and latched at all times.
The school will continue to meet or exceed the required onboarding, annual training, and ongoing professional development training by putting additional resources and processes in place to provide a system of checks and balances. The school will reiterate school policies (which all staff receive and are trained on) that require staff to comply with this requirement at all times, including by requiring that children under 10 must be within sight and/or sound of a staff member at all times and the School's employee handbook outlines detailed directions for staff with respect to child supervision, including the following:
-POSITION yourself to provide maximum supervision in relation to other staff. If speaking to a coworker, keep it short and keep eyes on the children.
-SCAN all playground activities.
-CIRCULATE among children-remember Sight and Sound supervision.
-Continually move around the playground, observing critical areas always, even if you need to talk to each other regarding a student or a message.
-Each staff member should take a location on the playground that ensures that the entire outdoor space is monitored.
-Limit conversation and/or clumping.
-Continually conduct head counts!
The school will continue to provide frequent training reviews and updates on a regular basis.
On 12/2/2024, an all-staff meeting was called, and the school's policies and procedures regarding child safety and supervision were reviewed and emphasized. A written reference document will be shared with each staff member on 1/14/2025. All policy and procedure guides are housed on the faculty portal, and staff were reminded where and how to access them. The school will continue to update those documents as needed.
For the students' overall safety and well-being, the school has reviewed and updated its guidelines regarding outdoor play and drafted an additional reference sheet for staff. The school will hold a training on outdoor play safety on 1/17/25 and 1/22/25.
Furthermore, a safety audit was conducted by an independent third party on December 18 and 19, 2024. The audit found no immediate safety concerns. However, if the final audit results identify any enhancements RMS could make to its current policies and procedures, those recommendations will be given due consideration. The school will update its procedures handbooks, documents, and safety training as needed.
The school will continue to meet or exceed the required onboarding, annual training, and ongoing professional development training by putting additional resources and processes in place to provide a system of checks and balances. The school will reiterate school policies (which all staff receive and are trained on) that require staff to comply with this requirement at all times, including by requiring that children under 10 must be within sight and/or sound of a staff member at all times and the School's employee handbook outlines detailed directions for staff with respect to child supervision, including the following:
-POSITION yourself to provide maximum supervision in relation to other staff. If speaking to a coworker, keep it short and keep eyes on the children.
-SCAN all playground activities.
-CIRCULATE among children-remember Sight and Sound supervision.
-Continually move around the playground, observing critical areas always, even if you need to talk to each other regarding a student or a message.
-Each staff member should take a location on the playground that ensures that the entire outdoor space is monitored.
-Limit conversation and/or clumping.
-Continually conduct head counts!
The school will continue to provide frequent training reviews and updates on a regular basis.
On 12/2/2024, an all-staff meeting was called, and the school's policies and procedures regarding child safety and supervision were reviewed and emphasized. A written reference document will be shared with each staff member on 1/14/2025. All policy and procedure guides are housed on the faculty portal, and staff were reminded where and how to access them. The school will continue to update those documents as needed.
For the students' overall safety and well-being, the school has reviewed and updated its guidelines regarding outdoor play and drafted an additional reference sheet for staff. The school will hold a training on outdoor play safety on 1/17/25 and 1/22/25.
Furthermore, a safety audit was conducted by an independent third party on December 18 and 19, 2024. The audit found no immediate safety concerns. However, if the final audit results identify any enhancements RMS could make to its current policies and procedures, those recommendations will be given due consideration. The school will update its procedures handbooks, documents, and safety training as needed.
Standard 8VAC20-780-340-F
Children under 10 years of age must always be within actual sight and sound supervision of staff.
On 11/22/2024, staff #1 and staff #2 were unaware that child #1 (age 2 years, 5 months) wandered away from the group during a nature walk. Drivers observed child #1 unsupervised in the road, and the child was rescued from oncoming traffic by driver #2. Child #1 was out of sight and sound supervision of staff for an undetermined length of time because staff #1 and staff #2 were unaware child #1 was missing from the group.
On 11/22/2024, staff #1 and staff #2 were unaware that child #1 (age 2 years, 5 months) wandered away from the group during a nature walk. Drivers observed child #1 unsupervised in the road, and the child was rescued from oncoming traffic by driver #2. Child #1 was out of sight and sound supervision of staff for an undetermined length of time because staff #1 and staff #2 were unaware child #1 was missing from the group.
Plan of Correction: On 12/2/2024, an all-staff meeting was called, and the school's policies and procedures regarding child safety were reviewed and emphasized. A written reference document will be shared with each staff member on 1/14/2025. All policy and procedure guides are housed on the faculty portal, and staff were reminded where and how to access them. The school will continue to update those documents as needed.
Furthermore, a safety audit was conducted by an independent third party on December 18 and 19, 2024. The audit found no immediate concerns with the school's safety procedures and policies. RMS is committed to implementing recommendations from this audit to further enhance student safety. The school will update its procedures handbooks, documents, and safety training as needed.
To ensure all students remain within sight and sound of supervising adults and to prevent any child from being separated from their group, nature walks have been suspended. Students will remain limited to playing only in designated, fenced, age-appropriate areas approved for their use. RMS has implemented an internal schedule for regular inspections of classrooms and outdoor areas to ensure compliance with safety and student supervision standards. Feedback will be provided to staff following these inspections, with an emphasis on maintaining sight and sound supervision of all students at all times.
On 11/26/24, a fence was installed along the perimeter bordering Parham Road to prevent children from leaving the property and to deter unauthorized access. Signage has been placed on all gates to remind staff and visitors to keep gates securely closed and latched at all times.
The staff members responsible for taking students to an undesignated area and failing to notice that a child was missing from the group were immediately suspended following the incident and have since been terminated. All staff have been reminded to refer to the outdoor safety guidelines for supervising outdoor activity.
RMS commits to a regular schedule of review of these measures and others identified going forward in order to maintainthe highest safety standards for all students.
Furthermore, a safety audit was conducted by an independent third party on December 18 and 19, 2024. The audit found no immediate concerns with the school's safety procedures and policies. RMS is committed to implementing recommendations from this audit to further enhance student safety. The school will update its procedures handbooks, documents, and safety training as needed.
To ensure all students remain within sight and sound of supervising adults and to prevent any child from being separated from their group, nature walks have been suspended. Students will remain limited to playing only in designated, fenced, age-appropriate areas approved for their use. RMS has implemented an internal schedule for regular inspections of classrooms and outdoor areas to ensure compliance with safety and student supervision standards. Feedback will be provided to staff following these inspections, with an emphasis on maintaining sight and sound supervision of all students at all times.
On 11/26/24, a fence was installed along the perimeter bordering Parham Road to prevent children from leaving the property and to deter unauthorized access. Signage has been placed on all gates to remind staff and visitors to keep gates securely closed and latched at all times.
The staff members responsible for taking students to an undesignated area and failing to notice that a child was missing from the group were immediately suspended following the incident and have since been terminated. All staff have been reminded to refer to the outdoor safety guidelines for supervising outdoor activity.
RMS commits to a regular schedule of review of these measures and others identified going forward in order to maintainthe highest safety standards for all students.
Standard 8VAC20-780-40-E
The operational responsibilities of the licensee shall include ensuring that the center's activities and services are maintained in compliance with the center's own policies and procedures that are required by the standards.
The center's policy for identifying where children are at all times states:"Children 10 and under must be within sight and sound of a staff person at all times. Be alert to children that tend to wander and keep an especially watchful eye on them."
Child #1 was known by the center to explore independently, and nature walks had been limited due to concerns related to child #1. On 11/22/2024, staff #1 and staff #2 took seven toddlers for a nature walk. Staff #1 and staff #2 were unaware that child #1 (age 2 years, 5 months) wandered away from the group. Child #1 was out of sight and sound supervision of staff for an undetermined length of time. Child #1 was reunited with center staff after driver #2 rescued the child from oncoming traffic.
The center's policy for identifying where children are at all times states:"Children 10 and under must be within sight and sound of a staff person at all times. Be alert to children that tend to wander and keep an especially watchful eye on them."
Child #1 was known by the center to explore independently, and nature walks had been limited due to concerns related to child #1. On 11/22/2024, staff #1 and staff #2 took seven toddlers for a nature walk. Staff #1 and staff #2 were unaware that child #1 (age 2 years, 5 months) wandered away from the group. Child #1 was out of sight and sound supervision of staff for an undetermined length of time. Child #1 was reunited with center staff after driver #2 rescued the child from oncoming traffic.
Plan of Correction: RMS has implemented an internal schedule for regular inspections of classrooms and outdoor areas to ensure compliance with safety and student supervision standards.
Feedback will be provided to staff following these inspections, with an emphasis on maintaining sight and sound supervision of all students at all times.
Prior to working with children in the licensed program, all staff members undergo an extensive training program led by the Director of Montessori Enrichment. This training covers all Department of Education (DOE) standards, with a strong focus on safety and the proper supervision of students. In all training going forward, RMS administrative staff will put increased emphasis on sight and sound supervision, especially with children who require extra vigilance.Since November 22, 2024, the school?s programs and activities have been under close review to ensure compliance with DOE standards for Licensed Day Care Centers. On December 2, 2024, staff members met in level-specific groups to review daycare supervision safety standards, as well as additional playground rules and guidelines specific to RMS. Policies and procedures prioritizing student safety and well-being were reviewed both verbally and in writing with all staff members.The two employees who failed to adhere to these policies were immediately suspended and subsequently terminated.
Policy Reinforcements and Physical Safety Enhancements:
-Our existing policy states that students may only play in areas designated for their age level and approved by DOE. This has been reviewed and reinforced with staff.
-Signage has been added to all gates as a visual reminder to keep gates closed and latched at all times.
-A perimeter fence has been erected to enhance the security of the property.
-Gates and fencing will be regularly inspected to ensure they remain functional and effective in keeping students safe and preventing unauthorized access.
Third-Party Safety Audit:
A safety audit was conducted by an independent third party on December 18 and 19, 2024. The audit found no immediate safety concerns. However, if the final audit results identify any enhancements RMS could make to its current policies and procedures, those recommendations will be given due consideration.
Feedback will be provided to staff following these inspections, with an emphasis on maintaining sight and sound supervision of all students at all times.
Prior to working with children in the licensed program, all staff members undergo an extensive training program led by the Director of Montessori Enrichment. This training covers all Department of Education (DOE) standards, with a strong focus on safety and the proper supervision of students. In all training going forward, RMS administrative staff will put increased emphasis on sight and sound supervision, especially with children who require extra vigilance.Since November 22, 2024, the school?s programs and activities have been under close review to ensure compliance with DOE standards for Licensed Day Care Centers. On December 2, 2024, staff members met in level-specific groups to review daycare supervision safety standards, as well as additional playground rules and guidelines specific to RMS. Policies and procedures prioritizing student safety and well-being were reviewed both verbally and in writing with all staff members.The two employees who failed to adhere to these policies were immediately suspended and subsequently terminated.
Policy Reinforcements and Physical Safety Enhancements:
-Our existing policy states that students may only play in areas designated for their age level and approved by DOE. This has been reviewed and reinforced with staff.
-Signage has been added to all gates as a visual reminder to keep gates closed and latched at all times.
-A perimeter fence has been erected to enhance the security of the property.
-Gates and fencing will be regularly inspected to ensure they remain functional and effective in keeping students safe and preventing unauthorized access.
Third-Party Safety Audit:
A safety audit was conducted by an independent third party on December 18 and 19, 2024. The audit found no immediate safety concerns. However, if the final audit results identify any enhancements RMS could make to its current policies and procedures, those recommendations will be given due consideration.
Standard 8VAC20-780-550-N
The center or other appropriate official shall notify the parent immediately if a child is lost.
On Friday, 11/22/2024, at approximately 9:38 a.m., child #1 (age 2 years, 5 months) was found unsupervised and rescued from oncoming traffic by driver #2. The center notified the child's parents on the evening of Saturday, 11/23/2024.
On Friday, 11/22/2024, at approximately 9:38 a.m., child #1 (age 2 years, 5 months) was found unsupervised and rescued from oncoming traffic by driver #2. The center notified the child's parents on the evening of Saturday, 11/23/2024.
Plan of Correction: The school maintains and will reiterate the following protocols, which have been reiterated to all staff to prevent such incidents and ensure proper communication:
1. If a child leaves the school property, the teacher must immediately notify the Level Director and Head of School or their designee to obtain assistance, even if the child is promptly recovered and unharmed.
2. Parents must be informed immediately when a child leaves the property, regardless of whether the child has been recovered or unharmed.
3. The incident must be reported to Child Protective Services (CPS) and VDOE Licensing Services within the mandated 24-hour timeframe.
4. Before the end of the school day, staff present will report the details of the incident on an Accident Report Form. This form should be signed by the staff present. This form will be shared with the parents.
In addition to the above items and as part of our commitment to maintaining the safety and well-being of our students developing a crisis response report with a checklist to prompt and ensure all steps and procedures have been followed and completed.
Furthermore, the school will continue to ensure that staff is trained regularly (and no less than annually) on these safety protocols and the school's Emergency Response policies as stated in the Emergency Response Manual. We will place special attention and emphasis on our school protocol from our Emergency Response Manual outlining what to do if a child is lost or taken as noted below:
-If it has been determined that a child has been lost or taken, contact the police.
-The Head of School or designee will contact the child's parents.
-Establish a communication plan with the parents if necessary.
-Identify a team to work on the crisis (Threat Reduction Team members).
-Designate personnel to deal with phone communications and other administrative staff as appropriate.
-The classroom routine should be maintained if the incident occurs during the school day.
-Pull the school picture of the child and obtain a complete description of the child, including clothing, to assist the police.
-Conduct an immediate search of the school grounds and buildings.
- In child napping cases, obtain a description of the suspect from witnesses.
-When a child is found, notify the teacher and complete the accident report.
-Prepare a memo to staff outlining the situation.
-Give factual information as appropriate to allow them to respond to students' questions knowledgeably.
-Prepare an appropriate communication to parents.
-Call an emergency staff meeting.
-The school keeps a list of custodial arrangements for students. A list of adults who are not permitted access to students is kept at the front desk at each campus and documented in Veracross.
The staff members were immediately suspended and terminated after an external investigation. RMS will clarify and reiterate to staff the responsibility and timeline for communication with administrative staff, parents, and other agencies and authorities as appropriate.
On 12/2/2024, an all-staff meeting was called, and the school's policies and procedures regarding child safety and communication were reviewed and emphasized. Additionally, a staff meeting was held on Friday, January 17, 2025, to review and reiterate the school?s policy around proper communication procedures when a child is missing or leaves the school property. Another meeting is scheduled for January 22, 2025 for any staff unable to attend on January 17.
1. If a child leaves the school property, the teacher must immediately notify the Level Director and Head of School or their designee to obtain assistance, even if the child is promptly recovered and unharmed.
2. Parents must be informed immediately when a child leaves the property, regardless of whether the child has been recovered or unharmed.
3. The incident must be reported to Child Protective Services (CPS) and VDOE Licensing Services within the mandated 24-hour timeframe.
4. Before the end of the school day, staff present will report the details of the incident on an Accident Report Form. This form should be signed by the staff present. This form will be shared with the parents.
In addition to the above items and as part of our commitment to maintaining the safety and well-being of our students developing a crisis response report with a checklist to prompt and ensure all steps and procedures have been followed and completed.
Furthermore, the school will continue to ensure that staff is trained regularly (and no less than annually) on these safety protocols and the school's Emergency Response policies as stated in the Emergency Response Manual. We will place special attention and emphasis on our school protocol from our Emergency Response Manual outlining what to do if a child is lost or taken as noted below:
-If it has been determined that a child has been lost or taken, contact the police.
-The Head of School or designee will contact the child's parents.
-Establish a communication plan with the parents if necessary.
-Identify a team to work on the crisis (Threat Reduction Team members).
-Designate personnel to deal with phone communications and other administrative staff as appropriate.
-The classroom routine should be maintained if the incident occurs during the school day.
-Pull the school picture of the child and obtain a complete description of the child, including clothing, to assist the police.
-Conduct an immediate search of the school grounds and buildings.
- In child napping cases, obtain a description of the suspect from witnesses.
-When a child is found, notify the teacher and complete the accident report.
-Prepare a memo to staff outlining the situation.
-Give factual information as appropriate to allow them to respond to students' questions knowledgeably.
-Prepare an appropriate communication to parents.
-Call an emergency staff meeting.
-The school keeps a list of custodial arrangements for students. A list of adults who are not permitted access to students is kept at the front desk at each campus and documented in Veracross.
The staff members were immediately suspended and terminated after an external investigation. RMS will clarify and reiterate to staff the responsibility and timeline for communication with administrative staff, parents, and other agencies and authorities as appropriate.
On 12/2/2024, an all-staff meeting was called, and the school's policies and procedures regarding child safety and communication were reviewed and emphasized. Additionally, a staff meeting was held on Friday, January 17, 2025, to review and reiterate the school?s policy around proper communication procedures when a child is missing or leaves the school property. Another meeting is scheduled for January 22, 2025 for any staff unable to attend on January 17.