VIRGINIA DEPARTMENT OF SOCIAL SERVICES

A Child's Place at Hollin Hall
1500 Shenandoah Road
Alexandria, VA 22308
(703) 765-8811

Current Inspector: Pamela Sneed (804) 629-2691

Inspection Date: Aug. 30, 2023

Complaint Related: Yes

Areas Reviewed:

8VAC20-780 Administration. 8VAC20-780 Staff Qualifications and Training. 8VAC20-780 Physical Plant. 8VAC20-780 Staffing and Supervision. 8VAC20-780 Programs.

Technical Assistance:

N/A

Comments:

Conducted an unannounced complaint investigation into allegations of naptime procedures, physical plant safety and cleanliness, staff-to-child ratios, and supervision. Interviews conducted, records reviewed, and observations made. There was a preponderance of evidence to support the allegations made and therefore this complaint has been deemed to be valid. Areas of non-compliance with standards and laws reviewed were found. Questions about this inspection may be directed to pamela.sneed@doe.virginia.gov

Violations:

Standard #:	8VAC20-780-270-A
Complaint related:	Yes
Description:	Based on interviews conducted and observations made, staff failed to ensure that areas of the center were maintained in a clean and safe condition. Evidence: 1. On 8/21/23, in the Preschool-2 classroom, Child #4 was placed on a cot in the cubby closet which also serves as a pass-thru entrance/exit to a bathroom. This area is a small confined space for a cot and simultaneous safe access to cubbies and the bathroom. 2. On 8/30/23, in the Preschool-2 classroom, Child #3 was placed on a cot in the cubby closet and as a result other children were unable to access their cots and were climbing onto a low-level cubby shelf and sliding across to their respective cubbies, with belongings in their hands, while additional children were made to step around the cot with minimal space to safely enter/exit the bathroom. 3. On 8/30/23, paper trash and food were observed on the floor in the Preschool-1 classroom. The inspector observed pumpkin seeds scattered on the rugs and was told that the seeds were from the breakfast served the day prior on 8/29/23. [Note: Children from multiple classrooms arriving prior to 8:30am combine in the Preschool-1 room.]
Plan of Correction:	1. The Nap Time Policy being enforced states where children are permitted to sleep. All children must be in the main part of the classroom. The teachers are aware of the policy and this policy is also posted in staff lounge. I will make sure it is attached for you to view. 2. The Nap Time Policy being enforced states where children are permitted to sleep. All children must be in the main part of the classroom. It is clear that children ca not sleep in the cubby/hooks alcove. 3. Cleaners and staff have been spoken to and cleaning habits have been monitored. We will continue to monitor and ensure the staff understand we need to maintain a level of cleanliness during the day.
Standard #:	8VAC20-780-340-D
Complaint related:	Yes
Description:	Based on records reviewed and interviews conducted, staff failed to ensure that a lead teacher qualified staff person in each group of children on 8/21/23. Evidence: 1. From approximately 8:30am-9:30am in the Preschool-2 class there was not a qualified lead teacher/staff person. 2. During this time Staff #2 was working alone and supervising up to 17 children. 3. There was no documentation that Staff #2 was qualified as a lead teacher.
Plan of Correction:	1. Moving forward a lead qualified individual with the support of others when needed will be in a classroom. 2. There was additional staff but due to how attendance is taken I am not able to prove that to you. 3. Staff member 2 is a lead qualified individual. All necessary documents will be sent Monday 10/02/2023. I have requested transcripts or proof of the degree. The previous Director has said the documents are here but I do not see them.
Standard #:	8VAC20-780-350-B-3
Complaint related:	Yes
Description:	Based on interviews conducted and record reviewed, staff failed to ensure that ratios were maintained in accordance with the youngest age child in one classroom on 8/21/23. The staff-to-child ratios for 2 year-old children is 1 staff to 8 children. Evidence: 1. Child #4, a 2 year-old, was enrolled in the Preschool-2 class and in attendance on 8/21/23 from approximately 8:20am-1:06pm. 2. The Preschool-2 class is programmed for 3-4 year-old children with a 1 staff-to-10 children ratio. 3. The Preschool-2 classroom was opened at approximately 8:30am on that date and at that time there was 1 staff person and 9 children present. 4. From approximately 8:30am and until a second staff person arrived to the classroom at approximately 9:30am an additional 8 children arrived. During that time period the ratios increased to 1 staff person and 17 children being present. 5. From approximately 9:30am and until a third staff person arrived to the classroom at approximately 10:00am no additional children arrived. During that time period there were 2 staff persons and 17 children present.
Plan of Correction:	1. Children will not be moved int this classroom unless they are 3 years of age. 2. We will maintain a 1:10 ratio with 3 year old children. 3. There was additional staff but due to how attendance is taken I am not able to prove that to you. Pro Care will be used soon to track employees whereabouts and the students. 4 & 5. There was additional staff but due to how attendance is taken I am not able to prove that to you. Pro Care will be used soon to track employees whereabouts and the students.
Standard #:	8VAC20-780-350-Q
Complaint related:	Yes
Description:	Based on interviews conducted and records reviewed, staff failed to ensure that a written assessment and written parent permission was completed to assign a child to a different age group and a higher staff-to-child ratio. Evidence: 1. Beginning 8/21/23, Child #4, a 2 year-old, was enrolled in the Preschool-2 class for (3-4 year old), which operates with a higher staff-to-child ratio (1:10). 2. There was no documentation of an assessment being completed for Child #4 by the program director and a program lead teacher. 3. There was no documentation of written parental permission.
Plan of Correction:	1. Children will not be moved to Pre-School 2 until they have reached the age of 3. All Children have welcome letters explaining the new classroom, its ratio, teachers, and more. The parents will have to sign this. 2. Child number 4 was a new child placed in that class by the previous Director. Enrollment and wait lists have been checked and children will not move into that classroom until they are 3 years of age. 3. All children will have welcome letters explaining the new classroom, its ratio, teachers, and more. The parents will have to sign this to indicate their approval.
Standard #:	8VAC20-780-400-A
Complaint related:	Yes
Description:	Based on interviews conducted, staff failed to ensure that their decision to place children in a cubby closet promoted the child's physical, intellectual, emotional and social well-being and growth. Evidence: 1. Between 8/21/23-8/30/23, at least 2 children had been placed in a cubby closet during naptime. 2. When staff were asked by the inspector why children were placed in the cubby closet for naptime they reported reasons to include: (1) it being a reduced sensory area, (2) to avoid toileting accidents, (3) it being a place for children that make noises, (4) that it was dependent on the child's needs, and (5) for no reason, it is a free-for-all with regard to where children sleep at naptime. 3. When staff were asked by the inspector why Child #3 was placed in the cubby closet for naptime they reported reasons to include: (1) because the child has toileting accidents, (2) because the child makes noises, and (3) for no reason. 4. When staff were asked by the inspector why Child #4 was placed in the cubby closet for naptime they reported reasons to include: (1) no reason, the child didn't have any issues, (2) the child might have been loud and bothered others, and (3) not really sure, staff decide which child is placed there. 5. There was no documentation on-file that supported the decision to place Child #3 and #4 in the cubby closet. This includes no documentation of either child having developmental needs or behavioral issues, medical reasons, or parental involvement.
Plan of Correction:	1, 2, 3, 4&5. Children will never be placed in the cubby alcove for nap time. That area is to leave items, receive items, or to get to the bathroom.