VIRGINIA DEPARTMENT OF SOCIAL SERVICES

The Butterfly House
3800 & 3810 Butterfly Lane
Alexandria, VA 22304
(703) 461-1786

Current Inspector: Leah Pagala (703) 537-6757

Inspection Date: Feb. 8, 2024 and Feb. 28, 2024

Complaint Related: Yes

Areas Reviewed:

8VAC20-780 Administration. 8VAC20-780 Staff Qualifications and Training. 8VAC20-780 Staffing and Supervision. 8VAC20-780 Programs. 8VAC20-820 THE LICENSE. 8VAC20-820 THE LICENSING PROCESS. 8VAC20-820 HEARINGS PROCEDURES. 8VAC20-770 Background Checks (8VAC20-770) 20 Access to minor?s records 22.1 Background Checks Code, Carbon Monoxide 63.2 Child Abuse & Neglect 8VAC20-790 Subsidy Regulations

Technical Assistance:

Technical Assistance was provided regarding mandated reporting of suspected child and abuse and neglect, supervision and ratios.

Comments:

A complaint investigation was initiated on February 8, 2024 with a local agency and ended on March 26, 2024, regarding supervision. Interviews were conducted, documentation was reviewed and video-camera footage was observed. There was a preponderance of evidence to support the allegation regarding supervision; therefore, the complaint was deemed valid. Information gathered during the inspection determined areas of non-compliance with applicable regulations 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 the department within 5 business days from receipt. Please specify how the deficient practice will be or has been corrected. Please do not use staff names; list staff by positions only. Any plans of correction not received within 5 business days will result in the plans not appearing on the Violation Notice and public website. If you have any questions about this inspection, please contact the Licensing Inspector, Leah Pagala at leah.pagala@doe.virginia.gov.

Violations:

Standard #:	8VAC20-780-40-E
Complaint related:	Yes
Description:	SYSTEMIC DEFICIENCY Based on documentation review and interviews, the center did not follow their own policies and procedures. Evidence: 1) The center?s staff handbook states (page 43), ?When children are taken out to the playground or to any other outing, teachers will use their in-app Tracking Sheet to indicate having been seen with the group at departure? and ?The teachers also use the in-app Name-to-Face Tracking Sheet to indicate contact with the students.? 2) Staff 1 and 2 stated that on 2/5/2024, when entering the building from the playground, they did not conduct a name-to-face check to indicate contact with the students as required in the policy handbook.
Plan of Correction:	To ensure the safety and well-being of the children. Additional program policies and procedures were implemented such as ratio monitoring, improved tracking sheet, counseling regarding name-to-face, etc. Daily and/or weekly reminders/ updates are sent to all staff members regarding program policies including but not limited to positioning, punctuality, communication, etc.
Standard #:	8VAC20-780-340-A
Complaint related:	Yes
Description:	REPEAT VIOLATION SYSTEMIC DEFICIENCY Based on interviews and video footage, staff supervising children did not always ensure their care, protection and guidance. 1) On 2/5/2024 from approximately 5:24pm until 5:33pm, video footage and staff interviews confirmed Child #1 (3 years) was left alone outside on the playground. 2) The child was on the playground alone for approximately 9 minutes and staff were not aware that the child was missing until a parent notified them. 3) The playground is located adjacent to a parking lot.
Plan of Correction:	Employee disciplinary action was taken such as counseling, final warning, required professional development, and workplace suspension. All employees were warned regarding termination if recurrence occurs. Completion of supervision training was required for all staff members. To ensure the safety and well-being of the children. Additional program policies and procedures were implemented such as ratio monitoring, improved tracking sheet, counseling regarding name-to-face, etc
Standard #:	8VAC20-780-340-F
Complaint related:	Yes
Description:	REPEAT VIOLATION SYSTEMIC DEFICIENCY Based on interviews and video footage , children under 10 years of age were not always within actual sight and sound supervision of staff. Evidence: 1) Video footage shows, at approximately 5:24pm on 2/5/2024, Staff 1 and 2 left the playground area and entered the building with 7 children. Child 1 (3 years old) was left outside on the far side of the playground. 2) Staff stated and video footage confirmed at about 5:32pm a parent notified them that they observed Child 1 outside on the playground alone. 3) Staff 1 stated and video footage confirmed that Staff 1 went outside at about 5:33pm and found Child 1 on the far corner of the playground. 4) Child 1 was outside alone on the playground for approximately 9 minutes without staff supervision.
Plan of Correction:	Employee disciplinary action was taken such as counseling, final warning, required professional development, and workplace suspension. 02/05/2023 All employees were warned regarding termination if recurrence occurs. Completion of supervision training was required for all staff members. To ensure the safety and well-being of the children. Additional program policies and procedures were implemented such as ratio monitoring, improved tracking sheet, counseling regarding name-to-face, etc