VIRGINIA DEPARTMENT OF SOCIAL SERVICES

Wakefield School
4439 Old Tavern Road
The plains, VA 20198
(540) 253-7500

Current Inspector: Laura Brindle (540) 905-2062

Inspection Date: Sept. 15, 2020

Complaint Related: No

Areas Reviewed:

22VAC40-185 ADMINISTRATION. 22VAC40-185 STAFF QUALIFICATIONS AND TRAINING. 22VAC40-185 PHYSICAL PLANT. 22VAC40-185 SPECIAL CARE PROVISIONS AND EMERGENCIES. 22VAC40-185 SPECIAL SERVICES. 22VAC40-191 Background Checks (22VAC40-191) 63.2(17) License & Registration Procedures

Technical Assistance:

Technical assistance was provided regarding the standards for: -out of state background checks -board members/agent's background checks -children's files -annual fire inspection and health inspection -orientation -Phase II licensing training

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. A renewal inspection was initiated on 9/15/20 and concluded on 9/17/20. The person-in-charge was contacted by telephone to initiate the inspection. There were four children present immediately supervised by one staff. The inspector emailed the program a list of items required to complete the inspection. The Inspector reviewed two children?s records, two staff records, and six board member/agent's records submitted by the facility to ensure documentation was complete. Information gathered during the inspection determined non-compliance with applicable standards or law and violations were documented on the violation notice issued to the facility. The Licensing Inspector has reviewed with the program COVID-19 Essential Guidance for Child Care programs. If you have questions regarding this inspection, you may contact the Licensing Inspector, Laura Brindle, at laura.brindle@dss.virginia.gov or 540-905-2062.

Violations:

Standard #:	22VAC40-185-70-A
Description:	Based on review of two staff records, the program did not obtain all of the required documentation for staff records. Evidence: The documentation submitted for Staff A did not contain documentation that two or more references as to character and reputation as well as competency were checked before employment with documentation including dates of contact, the results, and signature of the person making the call.
Plan of Correction:	Documentation of notes from reference calls from the time of hire were located and printed to be placed in the employee's file. Moving forward we will make sure to add this documentation to staff files.
Standard #:	22VAC40-185-240-A
Description:	Based on review of two staff records, the program did not ensure that staff received orientation training by the end of their first day of assuming job responsibilities. Evidence: The orientation documentation submitted for Staff A, with a start date of 7/1/18, was dated 9/16/20.
Plan of Correction:	We will be sure to document orientation training on the date received moving forward and keep it in employee's files.
Standard #:	22VAC40-185-260-A
Description:	Based on review of documentation and interview with staff, the program did not have documentation of an annual fire inspection. Evidence: There was no documentation of an annual fire inspection submitted during the inspection.
Plan of Correction:	The Fire Inspection was completed on 9/18/2020 and the report was scanned to the Inspector.
Standard #:	22VAC40-185-260-B
Description:	Based on review of documentation and interview with staff, the program did not have documentation of an annual inspection from the health department. Evidence: There was no documentation of an annual inspection submitted to the Inspector during the inspection.
Plan of Correction:	The Health Inspection was completed on 9/17/2020 and the report was scanned to the Inspector.
Standard #:	22VAC40-191-40-D-1-A
Description:	Based on review of six board members and agents records, the program did not have documentation of the results of a central registry search within 30 days of employment/service for all board members and agents. Evidence: The record for Agent A, with a start date of 3/4/20, did not contain the results of a central registry search.
Plan of Correction:	The central registry search results were located and emailed to the Inspector on 9/21/20. We will ensure these are placed in employee's files moving forward.
Standard #:	63.2(17)-1721.1-B-2
Description:	Based on review of six board member and agents records and interview with staff, the program did not have documentation of the results of a national fingerprint background check within 30 days of service for all board members and agents. Evidence: 1. The fingerprints on record for Board Member A, with a start date of 5/19/20, were dated 9/14/20. 2. The record for Agent A, with a start date of 3/4/20, did not contain documentation of fingerprint results.
Plan of Correction:	For Board Member A, there was a delay in fingerprinting due to the number of people needing appointments and the limited number of available Fieldprint sites in the area. The delay was about 3 weeks. No children were on campus, nor was the board member, as all board meetings were conducted remotely after March 6th. Agent A had fingerprints completed on 9/19/20 and results were received and forwarded to the Licensing Inspector on 9/21/20.
Standard #:	63.2(17)-1721.1-B-3
Description:	Based on review of six board member and agents records, the program did not obtain the results of a search of the central registry for another state in which a board member or agent lived in the previous five years within 30 days of employment/service. Evidence: The sworn statement on record for Agent B, with a start date of 7/1/18, was dated 4/18/18 and disclosed that the agent had lived in Pennsylvania within the past five years, but the record did not contain the results of a search of the central registry of Pennsylvania for the agent.
Plan of Correction:	The out of state background check was sent out on 9/21/20.