VIRGINIA DEPARTMENT OF SOCIAL SERVICES

Montessori Academy of Virginia-Suffolk
5805 Harbourview Boulevard
Suffolk, VA 23435
(757) 484-4902

Current Inspector: Melinda Popkin (757) 802-5281

Inspection Date: Nov. 28, 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. 8VAC20-820 HEARINGS PROCEDURES. 8VAC20-770 Background Checks 20 Access to minor's records 22.1 Early Childhood Care and Education 63.2 Child Abuse & Neglect

Technical Assistance:

Today we discussed the timing of Staff Hire date in relation to Criminal Record Checks, Orientation, and other component that are required to be completed. Staff must not be hired, trained or oriented prior to the results of the Criminal Record Check (for Virginia and/or Out of State) are received back and the applicant is deemed to be Eligible for Employment. Today we discussed Medication and the storage or medication on site, the types of medication that the center administers according to their written policies and procedures, and what to do when an authorization form or a medication expires. The administrator is gathering information about the resilient surfacing that is located UNDER the green artificial turn under and around the outdoor play structure and will make that available to the inspector upon receipt.

Comments:

An unannounced monitoring inspection was conducted on 11/28/2023 from 11:15 am to 4:10 pm At the time of entrance, 95 children ages 16 months to 6 years old were in care with 13 staff. In addition, one administrative staff was present. The sample size consisted of 9 children?s records and 9 staff records. Children were observed during snack time, engaged in activities / lessons and outdoor play time. Medication was reviewed with regard to storage, Authorization and required documentation. 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.

Violations:

Standard #:	22.1-289.035-B-4
Description:	***REPEAT*** Based on a review of records and interview, the licensee did not always obtain, for every applicable employee, a copy of the results of a criminal history record information check, a sex offender registry check, and a search of the child abuse and neglect registry or equivalent registry from any state in which the individual has resided in the preceding five years. Evidence: Ten staff records were reviewed. The record for staff #1, whose date of hire was documented as 9/27/2023, contained a Sworn Disclosure Statement which indicated that employee #1 resided in the state of New York within the past 5 years. The record did not contain the results of a Abuse and Neglect Registry Search for the state of New York within 45 days of employment in the Child Day Center. The administrator present during the inspection confirmed that this documentation was not in the record for staff #1. The record for staff #7, whose date of hire was documented as 9/25/2023, contained a Sworn Disclosure Statement which indicated that employee #7 resided in the state of Texas within the past 5 years. The record did not contain the results of a Criminal Record Search for the state of Texas prior to employment in the Child Day Center. The administrator present during the inspection confirmed that this documentation was not in the record for staff #7.
Plan of Correction:	The administrator completed a Texas sex offender registry search online for staff #7 and forwarded the results to the licensing inspector on 12/1/2023. The administrator informed the licensing inspector that staff #7 will no longer be employed at the center as of 12/1/2023 so a Criminal Record Search from Texas will no longer be necessary. The administrator completed a New York Abuse and Neglect rRgistry search request online for staff #1 and forwarded the request to the licensing inspector on 12/1/2023. The results will be forwarded to the inspector upon receipt. The administrator stated that this staff was no longer employed by the center effective
Standard #:	8VAC20-780-70
Description:	Based on a review of records and interview, the licensee did not ensure that a record containing all required documentation is maintained for each staff member. Evidence: Nine staff records were reviewed. The record for staff #4 did not contain documentation that two references were checked for staff #4 prior to employment. The administrator on site during the inspection was not able to locate this documentation during the inspection.
Plan of Correction:	The administrative staff stated that she will look for this documentation and place it in the record. If it cannot be located, then 2 references will be obtained and added to the record with a note of explanation. References will be obtained and documented in staff's record prior to hire.
Standard #:	8VAC20-780-240-B
Description:	Based on a review of records and interview, the licensee did not always maintain documentation that demonstrated that orientation training was completed prior to working alone with children and no later than 7 days after the date of assuming job responsibilities. Evidence: Nine staff records were reviewed. The record for staff #4, whose date of employment was documented as 11/6/23, did not contain documentation that orientation training had been completed. The administrator on site during the inspection was not able to locate this documentation during the inspection.
Plan of Correction:	The administrative staff stated that she will look for this documentation as she is sure that staff #4 received a center orientation prior to working with children. If she is able to locate the documentation, she will place it in the record. If it cannot be located, then the orientation will be reviewed with staff #4 and a signed orientation checklist will be obtained and added to the record with a note of explanation. Orientation will be conducted and documented in staff's record prior to staff working alone with children and no later than seven days of the date of assuming job responsibilities.