VIRGINIA DEPARTMENT OF SOCIAL SERVICES

Country Day Care
2312 Dickens Road
Richmond, VA 23230
(804) 282-8502

Current Inspector: Jennifer Moore (540) 430-0384

Inspection Date: Oct. 26, 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 minors records 22.1 Background Checks Code, Carbon Monoxide 22.1 Early Childhood Care and Education

Comments:

An unannounced renewal inspection was conducted on 10/26/2023. The inspector was on site from approximately 9:16 am-1:10 pm. There were 38 children present, ranging in ages from 6 months to 4 years, with 7 staff supervising. The inspector reviewed compliance in the areas of administration, physical plant, staffing and supervision, programming, medication, special care and emergencies, nutrition and background checks. A total of 5 child records, 5 staff records, and 2 officer records were reviewed. 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. Please complete the plan of correction and date to be corrected for each violation cited on the violation notice and return it to me within 5 business days from today. You will need to specify how the deficient practice will be or has been corrected. Just writing the word corrected is not acceptable. Your plan of correction must 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 preventative measures. Please do not use staff names; list staff by positions only.

Violations:

Standard #:	22.1-289.035-A
Description:	Based on a review of five staff records and interview, the center not ensure that two staff had a repeat fingerprint background check every five years as required. Evidence: 1. The record of staff #1 (date of employment: 2/24/2014) contained a fingerprint background check dated 7/19/2018. The record of staff #4 (date of employment: 7/27/2018) contained a fingerprint background check dated 7/26/2018. 2. Administration acknowledged that the repeat background checks were missing from the records.
Plan of Correction:	Although management kept and maintained an employee chart providing dates of all renewable documentation, the dates of the two employees were incorrect for fingerprinting. Both employees have since completed the fingerprinting process, and the facility currently awaits the results. Moving forward, a chart will continue to be used but will be checked by multiple parties in management along with the Regional Director of the administrative team. To ensure this circumstance does not recur, company policy will require the renewal of these documents every three years in lieu of every five years. This will provide a significant cushion of time for any human error. All staff files will be reviewed, and the chart will be updated with both members of management as well as the administrative team involved in this process. This task will be completed during the month of November 2023 with the goal of acquiring all necessary renewable documentation that has currently surpassed three years to be collected and filed no later than December 31, 2023.
Standard #:	8VAC20-780-140-A
Description:	REPEAT VIOLATION Based on a review of five child records and interview, the center did not ensure that one child had a physical examination by or under the direction of a physician: 1. Before the child's attendance; or 2. Within 30 days after the first day of attendance. Evidence: 1. The record of child #2 (date of attendance: 1/22/2023) contained a physical dated 8/25/2023. 2. Administration acknowledged that the physical record was not received within the required time frame.
Plan of Correction:	Maintaining appropriate documentation is a critical component of compliance with licensing guidelines. Due to this violation being a repeat offense, stringent policies and protocols will take effect to ensure this issue does not transpire again. Any future enrolling families will need to have their child registered and required documents will need to be given to management no less than five business days prior to the students? start date. This gives management the opportunity to review all documents and contact the family if there are any missing components. During the annual re-registration process, which transpires at the beginning of each school year, families will be given thirty days to provide all necessary, current documentation to management. They will receive a reminder two weeks prior to the due date as well. If a family does not provide the necessary documentation for their child?s file, services will be suspended until that all information is collected. Due to the recurrence of this issue, all current student files will be reviewed by the Regional Director during the month of November 2023. This violation was corrected, and the child?s birth certificate is now on file.
Standard #:	8VAC20-780-60-A
Description:	REPEAT VIOLATION Based on a review of five child records and interview, the center did not ensure that a record was kept for one child that contained the required information. Evidence: 1. The record of child #1 (date of attendance: 5/11/2023) did not contain documentation of viewing proof of the child's identity and age. 2. Administration acknowledged that the documentation was missing from the record.
Plan of Correction:	Maintaining appropriate documentation is a critical component of compliance with licensing guidelines. Due to this violation being a repeat offense, stringent policies and protocols will take effect to ensure this issue does not transpire again. Any future enrolling families will need to have their child registered and required documents will need to be given to management no less than five business days prior to the students? start date. This gives management the opportunity to review all documents and contact the family if there are any missing components. During the annual re-registration process, which transpires at the beginning of each school year, families will be given thirty days to provide all necessary, current documentation to management. They will receive a reminder two weeks prior to the due date as well. If a family does not provide the necessary documentation for their child?s file, services will be suspended until that all information is collected. Due to the recurrence of this issue, all current student files will be reviewed by the Regional Director during the month of November 2023.