VIRGINIA DEPARTMENT OF SOCIAL SERVICES

Sowing Seeds Academy
2630 New Market Road
Richmond, VA 23231
(804) 795-2336

Current Inspector: LaTasha Smith (804) 588-2362

Inspection Date: Jan. 27, 2020

Complaint Related: No

Areas Reviewed:

22VAC40-185 ADMINISTRATION. 22VAC40-185 STAFF QUALIFICATIONS AND TRAINING. 22VAC40-185 PHYSICAL PLANT. 22VAC40-185 STAFFING AND SUPERVISION. 22VAC40-185 PROGRAMS. 22VAC40-185 SPECIAL CARE PROVISIONS AND EMERGENCIES. 22VAC40-185 SPECIAL SERVICES. 22VAC40-191 Background Checks (22VAC40-191)

Comments:

The licensing inspector conducted an unannounced renewal inspection on January 27, 2020. The inspector was on-site from 1:30pm to 5:00pm. The children were observed napping, reading, braiding hair, and playing on electronic devices. The inspector interacted with children when appropriate. The lunch menu was posted. All classrooms and playgrounds were inspected today, as well as, the center?s vans and mini buses, and documentation was reviewed. Five children?s records and eight employee records were reviewed during the inspection. Seven employee records were reviewed for follow-up. The center administers medications and medication was reviewed. The center?s first aid kit and emergency supplies were inspected. Last emergency drill: 12/31/19 Last shelter-in-place drill: Needs to be completed by May 31, 2020 Last fire inspection: 12/17/19 Last health inspection: 8/15/19 Today the following child to staff ratios were observed: Infant ? 3:2 Toddlers ? 8:2 Pre-Kindergarten ? 15:1 (napping) School Age- 24:2 A complete renewal application was received by the Department. Violations cited during the licensure period were reviewed for corrections. There were four repeat violations cited during today's inspection. If you have any questions about this inspection please contact the licensing inspector, Kelly Adriazola, at (804) 662-9760. Please complete the ?plan of correction? and the ?date to be corrected? for each violation cited on the violation notice and return it to me within 5 business days from today. Please specify how the deficient practice will be or has been corrected. Your plan of correction should contain: 1.) steps to correct the noncompliance with the standard(s), 2.) measures to prevent the noncompliance from occurring again; and 3.) person(s) responsible for implementing each step and/or monitoring any preventive measure(s).

Violations:

Standard #:	22VAC40-185-140-A
Description:	Based on record review, the center did not obtain documentation of a physical for each child's record before the child's attendance or within one month after attendance. Evidence: The record for Child #3 (enrolled 8/29/19) has documentation of a physical dated 11/18/19, which exceeds 30 days from attendance.
Plan of Correction:	Per the Administrator: Child 3 exceeded 30 day physical requirement. The child's record was turned but it was after 30 days within being enrolled. We have been working to get all children's files up to date. In some instances, we have to wait for parents to schedule doctors' appointments. We will continue to work with our families in securing the require documents with in the States guidelines. The Director, Co-Director and owner will ensure that all children's files are updated and complete according to licensing standards. We will check children's records on a weekly basis and send request for information to parents when needed.
Standard #:	22VAC40-185-160-A
Description:	Based on record review, the center did not ensure that two of eight staff records contained documentation of tuberculosis screening submitted no later than 21 days after employment and have been completed within 12 months prior to or 21 days after employment. Evidence: 1. The record of Staff #4 (DOH 1/13/20) has a TB dated 11/2/18, which exceeds 12 months prior to employment. 2. The record of Staff #5 (DOH 9/10/19) has a TB dated 12/25/19, which exceeds 21 days after employment.
Plan of Correction:	Per the Administrator: Staff 4 & 5 Staff 4 TB test exceeded 12 months prior to employment and staff 5 exceeded 21 days after employment. The director will ensure that all staff members will be evaluated by a health profession and that documentation of this will state that they are free of communicable tb. We will ensure that we receive such documentation prior to coming into contact with children and that it has been completed within the last 30 calendar days of the date of employment. We will monitor staff records once a month and ensure subsequent TB screenings are updated at least every two years or as required by a physician.
Standard #:	22VAC40-185-60-A
Description:	Based on record review, the center did not ensure that the center maintains and keeps at the center a separate, complete record for each child enrolled. Evidence: 1. The record for Child #1 (enrolled 11/20/19) did not contain the phone number for the place of employment for a parent and the name/address/phone of one emergency contact person. 2. The record for Child #5 (enrolled 10/21/19) did not contain an address for one emergency contact person and did not contain documentation of viewing proof of the child's identity and age.
Plan of Correction:	Per the administrator: Child 1 folder will be complete by 2/14 with the phone number for the palce of employment for the parent and the name/address/phone number of an emergency contact person. The director, co-director and owner will ensure that all children's files are updated and complete according to licensing standards. We will check children's records on a weekly basis and send request for information to parents when needed. Child 5 address will be completed for one emergency contact by 2/14. We will also request proof of child's identity by the parent and will request we have it in our office no later than 2/21/20. Director, co-director and owner will ensure that all children's files are updated and complete according to licensing standards. We will check children's records on a weekly basis and send request for information to parents as needed.
Standard #:	22VAC40-185-70-A
Description:	Based on record review, the center did not ensure that three of eight staff records contained all required documentation. Evidence: 1. The records of Staff #1 (DOH 7/1/19) and Staff #3 (DOH 10/7/19), did not have an address for staff's emergency contact person. 2. The record for Staff #4 (DOH 1/13/20) did not have the address and phone number for staff's emergency contact person. 3. Staff #5 (DOH 9/10/19), and Staff #8 (DOH 11/18/19), identified as a Program Leader, did not have written documentation that the individual possessed the education required by the job position.
Plan of Correction:	Per the administrator: 1. Staff record 1 and 3 have been corrected on the staff emergency sheet by adding addresses for their staff emergency contact person. They were corrected on 2/10/20. To ensure we are in compliance with standard 22 VAC40-185 (2) 70-A the Director will ensure that the sheet is completely filled out during New Employee orientation and that the address and telephone number of a person to be notified in case of an emergency is filled in. We will also do a monthly check to ensure all employee files are complete and up to date. 2. Staff record 4 record was corrected on 2/1/20. The phone number and address were added the staff emergency sheet by adding addresses for their staff emergency contact person. They were corrected on 2/10/20. To ensure we are in compliance with standard 22 VAC40-185 (2) 70-A the Director will ensure that the sheet is completely filled out during New Employee orientation and that the address and telephone number of a person to be notified in case of an emergency is filled in. We will also do a monthly check to ensure all employee files are complete and up to date. 3. Staff 5 & Staff 8 are currently undergoing online training to ensure they meet program leader qualifications. Both individuals have the years of experience as well as a high school diploma but lack the documentation and the 24 hours of training. They have enrolled in online classes in order to get the 24 hours of training required to include: Child development; (2) Playground safety; (3) Health and safety issues; and (4) Preventing and reporting child abuse and neglect. These will be completed by March 10, 2020. Moving forward the Director will assume responsibility to ensure the implementation of training is received and that staff maintains the adequate number of training hours as required by Virginia Department of Social Services. We will also check staff records once a month to ensure staff attend workshops and training in order to stay in compliance and place the certificate of completion of the training in their training record.
Standard #:	22VAC40-185-270-A
Description:	Based on observation, the center did not ensure areas and equipment of the center, inside and outside, shall be maintained in a clean, safe and operable condition. Evidence: 1. Several areas on the walls in Classroom #5 had chipped and peeling paint. 2. The trashcan in the Men's Restroom was covered with rust spots. 3. The seat on Bus #2 is ripped and exposing foam material. The tear was approximately 3-4 inches long.
Plan of Correction:	Per the Administrator: 1. Class #5 was repainted on February 1st. 2. The trash can in the men's restroom has been removed. 3. The seat on Bus #2 was fixed on 1/28/20 The Director will issue a repair and maintenance log to each classroom and bus driver so they can document any repair work that needs to be addressed. The Director will then submit the repairs to our R&M team so the repairs can be made in a timely manner.
Standard #:	22VAC40-185-280-B
Description:	Based on observation, the center did not ensure that hazardous substances such as cleaning materials were kept in a locked place using a safe locking method that prevents access by children. Evidence: Bus #2 contained an unlocked Febreeze can in a seat pocket within reach of children. The warning label contained the following words on the label, "keep out of reach of children" and "caution."
Plan of Correction:	Per the administrator: The owner removed the Febreeze on site and the drivers have been reminded that all materials of this nature has to be locked at all times. The bus aid will ensure that all cleaning materials are locked and will do a walk through at the completion of the bus run every day to ensure nothing of this nature is on the van unlocked.
Standard #:	22VAC40-185-330-B
Description:	Based on observation, the center did not ensure where playground equipment is provided, resilient surfacing complies with minimum safety standards. Evidence: The resilient surfacing under the toddler slide did not meet the minimum requirement of 6 inches of surfacing. The center utilizes mulch as resilient surfacing and there was 3 inches of surfacing measured in 3 separate measurements.
Plan of Correction:	Per the administrator: On the toddler playground there was a toddler slide that we had just received. It has since been removed until we add the proper amount of resilient surface to that area. Our preschool playground was also measured and all equipment has the correct amount on that playground. The Director and Co-Director will ensure that we maintain the proper amount of resilient surfacing by doing a monthly playground inspection.
Standard #:	22VAC40-185-500-B
Description:	Based on observation in the infant room, the center did not ensure disposable diapers be disposed in a leakproof or plastic-lined 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 an exterior surface of the storage system during disposal. Evidence: During diaper changing, staff in the infant room, used her hand, with the diaper in it, to lift the lid of the disposal system, rather than use the foot pedal provided on the disposal system. The diaper touched the exterior surface of the disposal system during disposal.
Plan of Correction:	Per the Administrator: We will retrain the staff on the proper procedures for Diapering. We will have each employee sign that they have been trained on the diapering procedures and we will add the procedures to the changing area as a reference. The Director and Co-Director will also do spot observations to ensure diapering procedures are being followed. These procedures will be signed off on by 2/14 and procedures will be added to diapering area by 2/14 as well.
Standard #:	22VAC40-185-510-D
Description:	Based on review of record, the center did not ensure medication authorization shall be available to staff during the entire time is is effective. Evidence: 1. Medication for Child #5 (enrolled 10/21/19) did not include parent authorization for one medication. 2. Administration confirmed they did not have parent authorization.
Plan of Correction:	Per the administrator: We will ensure that we have received written authorization from the parent when medication is needed. The Director and Co-Director will ensure that medication is checked to include duration of the parent's authorization, ensuring it shall expire or be renewed after 10 working day. Only long-term prescriptions with doctor's authorization will be allowed to go longer.
Standard #:	22VAC40-185-530-A
Description:	Based on record review, the center did not ensure there be at least one staff member trained in first aid, CPR, and rescue breathing as appropriate to the age of the children in care who is on the premises during the center's hours of operation and also one person on field trips and wherever children are in care. 1. This person shall be available to children; and 2. This person shall have current certification by the American Red Cross, American Heart Association, National Safety Council, or other designated program approved by the Department of Social Services. Evidence: 1. The records of Staff #1, Staff #3, and Staff #5 contained documentation of CPR and First Aid, which had been completed online, without the in-person competency demonstration portion. 2. Administration stated that none of the center's employees completed the in-person competency portion for CPR certification.
Plan of Correction:	Per the Administrator: The center currently does have at least one staff person trained in CPR, and rescue breathing. The Co-Director who opens the center has it and an employee who closes at 6 has it. Documentation will be emailed for these employees. Upon acquiring the center, the owner turned in staff 1 record and staff 12 record at the initial inspection and it was reviewed by the inspector. At no point and time was it mentioned nor documented that this was not in compliance with the standards. Therefore, the remaining staff members received the same CPR training. I have contacted another agency so we can complete the proper training and everyone should be in compliance by 3/1/20.
Standard #:	22VAC40-185-540-A
Description:	Based on a review of the first aid and emergency supplies, the center did not ensure the required first aid kits contained all required items. Evidence: The first aid kit for the center and on Bus #1 did not contain more than 1 triangular bandage.
Plan of Correction:	Per the administrator: All emergency kits now have 2 triangle Band-Aids. The Director will ensure that emergency kits are checked monthly and restocked when items are used.
Standard #:	22VAC40-191-60-C-2
Description:	Based on a review of records, the center did not ensure Central Registry results were obtained by the end of the 30th day of employment for three of eight staff. Evidence: 1. The record of Staff #3 (DOH 10/7/19) had a CPS result dated 1/26/20. 2. The record of Staff #5 (DOH 9/10/19) had a CPS result dated 12/6/19. 3. The record of Staff #8 (DOH 11/18/19) had no documentation of CPS results.
Plan of Correction:	Per the Administrator: Staff 3,5,8 central registry searches were done and contact was made with the central registry agency office by the co-director however she failed to document the conversation with the date and time that she spoke with the agency. Moving forward the Director will ensure that all background checks are completed and that follow up will be documented at the end of the 30 days if we have not received them. We will ensure this by setting an outlook reminder and will document the conversations if not received within 30 day by creating a Central Registry Phone Log. We will also review employee records once a month for completion. Employee 8 record was received via email when the licensing representatives were at the center and it was shown to the agency st the visit. I will forward that email to the agency for verification that it has been received as of 1/27/20.