VIRGINIA DEPARTMENT OF SOCIAL SERVICES

Frog Pond Early Learning Center
7204 Harrison Lane
Alexandria, VA 22306
(703) 765-7663

Current Inspector: Tameika King (804) 629-7486

Inspection Date: Oct. 10, 2023

Complaint Related: 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 Care Provisions and Emergencies 8VAC20-780 Special Services. 8VAC20-820 THE LICENSE. 8VAC20-820 THE LICENSING PROCESS. 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 the provider: The center must have a written injury prevention plan which should be reviewed annually. This annual review must be documented. The center must also have prevention of abusive head trauma policies and procedures and a written policy stating how the center will ensure that children are cared for my consistent staff. Discussed with the provider: The center must have an environmental sanitation inspection completed. The inspection report must be submitted to the licensing inspector before a new license is issued.

Comments:

An unannounced Renewal Inspection took place on October 10, 2023 between the hours of approximately 9:25 a.m. and 12:50 p.m. There were 5 classrooms observed with a total of 54 children with 12 staff within the supervision guidelines. The children were observed eating breakfast outside, playing with blocks and puzzles, returning from the playground and other organized activities. A complete inspection of the physical plant, children and staff records, fire drill log, medication and emergency procedures were observed during this inspection. Information gathered during the inspection determined non-compliance with applicable standards or law and violations were documented on the violation notice issued to the program. If you have any questions, please e-mail me at tameika.king@doe.virginia.gov. Thank you for your cooperation during the inspection.

Violations:

Standard #:	22.1-289.035-B-4
Description:	REPEAT VIOLATION Based on record review and staff interview, the center failed to obtain a copy of the results of a criminal history record check prior to the first day of employment and results of a child abuse and neglect search by the end of the 30th day of employment for a staff member, from any state in which the individual has resided in the preceding five years. Evidence: 1. Staff #4 confirmed that Staff #2 (start date: 09/04/2023) resided out of state in the preceding five years. 2. Staff #2?s record does not contain results of an out-of-state criminal history record check or results of an out-of-state child abuse and neglect search.
Plan of Correction:	The criminal history search for staff 2 will be requested again and once received, the results will be placed in the file and forwarded to the licensing inspector. Going forward, center management will ensure staff criminal history searches are followed up on 3 weeks, if not received within 30 days of being requested the administrators will call/email and document all communication in the staff file. Before staff first day search and printout all out of state child abuse and neglect results.
Standard #:	22.1-289.036-B-2
Description:	Based on record review, the center failed to obtain fingerprinting results for a staff member every five years. Evidence: Staff #5?s most recent fingerprinting results was dated 04/23/2018.
Plan of Correction:	An updated central registry search has been completed for staff 5. Once received, the results will be placed in staff 5's file and forwarded to the licensing inspector. Going forward, center administrators will use a shared spreadsheet and add calendar reminders to a ensure repeat central registry search requests are completed every 5 years.
Standard #:	8VAC20-770-60-B
Description:	Based on record review, an employee of the center was employed before the center had the person?s completed sworn statement. Evidence: Staff #2 (start date 09/04/2023) did not have a sworn disclosure statement on file.
Plan of Correction:	The Sworn statement was signed and placed in staff 2's file. The Director will make sure every form is signed and placed in the file on or before the first day of employment.
Standard #:	8VAC20-780-160-A
Description:	REPEAT VIOLATION Based on record review, not all staff members submitted documentation of a negative tuberculosis (TB) screening at the time of employment. Evidence: Staff #3?s (start date: 08/09/2023) documentation of a TB screening was dated 08/16/2023.
Plan of Correction:	Going forward, the center will ensure new staff obtain TB screenings by their first day of employment and before coming in contact with children.
Standard #:	8VAC20-780-40-I
Description:	Based on staff interview, the center failed to develop written procedures for injury prevention. Evidence: Staff #4 confirmed that the center did not have written procedures for injury prevention.
Plan of Correction:	The injury prevention plan will be completed by 11/30/2023. We will do our annual plan every August to ensure that we keep up with annual requirements.
Standard #:	8VAC20-780-40-K
Description:	Based on staff interview, the center failed to develop written procedures for prevention of shaken baby syndrome or abusive head trauma. Evidence: Staff #4 confirmed that the center did not have written procedures for prevention of shaken baby syndrome or abusive head trauma.
Plan of Correction:	The center will develop written procedures for shaken baby syndrome or abusive head trauma.
Standard #:	8VAC20-780-60-A
Description:	REPEAT VIOLATION Based on record review, the center failed to obtain all information for 1 out of 5 children?s records. Evidence: Child #2?s (start date: 07/25/2022) record did not contain an address for emergency contact #1 and #2.
Plan of Correction:	The administrators have scheduled a document update day with the parents. Moving forward all files will be reviewed annually in August.
Standard #:	8VAC20-780-70
Description:	REPEAT VIOLATION/ SYSTEMIC DEFIENCY Based on record review, the center failed to obtain all information for 5 out of 6 staff records. Evidence: 1. Staff #1?s (start date: 05/12/2023) record did not contain documentation that two or more references were checked before employment. 2. Staff #2?s (start date: 09/04/2023) did not contain documentation that two or more references were checked before employment. 3. Staff #3?s (start date: 08/09/2023) record did not contain documentation that two or more references were checked before employment. 4. Staff #4?s (start date: 03/11/2021) record did not contain documentation that two or more references were checked before employment. 5. Staff #6?s (start date: 10/02/2023) did not documentation that two or more references were checked before employment. 6. Staff #3 and Staff #6?s records did not contain a name, address and telephone number of a person to be notified in an emergency.
Plan of Correction:	The hiring checklist has been updated. All new hires must have two reference checks prior to their start date. Reference checks will also be performed immediately for all current staff.
Standard #:	8VAC20-780-240-C
Description:	REPEAT VIOLATION Based on record review, the center failed to include all topics for staff orientation training. Evidence: The center?s orientation training did not include prevention of shaken baby syndrome and abusive head trauma or prevention of and response to emergencies due to food and other allergic reactions.
Plan of Correction:	The director has updated the orientation training to include shaken baby syndrome ,abusive head trauma and prevention of and response to emergencies due to food and other allergic reactions. All staff will be trained and given the updated document to sign.
Standard #:	8VAC20-780-260-B
Description:	Based on record review and staff interview, the center failed to obtain annual approval from the health department for meeting requirements for water supply and sewage disposal system. Evidence: Staff #4 confirmed that the center had not obtained a sanitation inspection.
Plan of Correction:	The director was unaware of the inspection. The inspection has been requested and is scheduled for 10/20/2023. upon completion a copy will be sent to the licensing inspector.
Standard #:	8VAC20-780-290-A-3
Description:	Based on observation, electrical outlets did not have protective covers. Evidence: 1. There was on outlet uncovered under the fan in the Green Dragonflies classroom. 2. There was one outlet under the whiteboard and two outlets under the teacher board uncovered in the Blue Dragonflies classroom.
Plan of Correction:	The outlet covers were replaces and an an opening and closing list to all classrooms to be checked by opening and closing administrators and staff daily.
Standard #:	8VAC20-780-350-F
Description:	Based on staff interview, the center failed to develop a written policy and procedure that describes how the center will ensure that each group of children receives care by consistent staff. Evidence: Staff #4 confirmed that the center had not developed a written policy and procedure on consistency of staff.
Plan of Correction:	The center will develop a written policy and procedure that describes how each group of children are being cared for by consistent staff members.
Standard #:	8VAC20-780-500-B
Description:	Based on observation, disposable diapers were not disposed in a storage system that is either foot-operated or used in such a way that neither the staff member?s hand nor the soiled diaper touches the exterior surface during disposal. Evidence: The bathroom in the Tadpoles classroom contained a battery-operated trash can that is designed to open by waving your hand over it. During the inspection, the trash can was not opening automatically, causing staff to open it manually, by hand.
Plan of Correction:	The Director purchased a new foot pedal operated trash can and added an opening and closing list to all classrooms to be checked by opening and closing administrators.
Standard #:	8VAC20-780-510-I
Description:	Based on record review, the center failed to ensure that requirements were met when administering prescription medication. Evidence: 1. A medication administration log indicated that Staff #4 administered a prescription medication to Child #6 on 10/02/2023. 2. There was no written authorization from a parent or guardian for the medication on file. 3. The medication did not have a prescription label.
Plan of Correction:	The parent of child 6 was contacted and written authorization to administer medication was obtained and placed in child 6's file. Going forward, center administrators will ensure that medication is not administered to children in care without written authorization from the parent. The form was given to the parent to complete. The director informed the staff that written consent must be provided on the form and cannot be given via Brightwheel. From now on, the administration team will check all medication books upon the arrival of new medication at the center and on a monthly basis.