VIRGINIA DEPARTMENT OF SOCIAL SERVICES

Spring Hill Academy
6309 Grovedale Drive
Alexandria, VA 22310
(703) 848-5105

Current Inspector: Mahrukh Aziz (571) 835-4718

Inspection Date: April 16, 2024

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. 8VAC20-780 Special care provisions and emergencies. 20 Access to minor's records 63.2 Child abuse and neglect

Technical Assistance:

Anticipating staff shortages and maintaining staffing to meet ratio requirements, children's injuries, sight and sound supervision of children. Discussed with staff the importance of recording accurate attendance as it occurs.

Comments:

A complaint inspection was conducted on 4/16/24 from 7:50am to 10:45am. A complaintwas received by the department regarding allegations in the areas of ratios, supervision and children's injuries sustained at the center. 3 staff were interviewed, classroom observations were made, attendance and injury reports were reviewed. Additionally 4 staff records and 4 children's records were also reviewed. The evidence gathered during the investigation supported the allegations of non-compliance with standards or law and violations were issued. Any violations not related to the complaint but identified during the course of the investigation can be found on the violation notice. 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. For any questions regarding this inspection, please contact me at (571)-835-4718 or mahrukh.aziz@doe.virginia.gov.

Violations:

Standard #:	8VAC20-780-80-A
Complaint related:	No
Description:	Repeat Violation Based on records review, the center did not maintain a written record of daily attendance that documents the arrival and departure of each child in care as it occurs. Evidence: 1. 2's classroom: At 8:11 am there were 16 children in care with 2 staff members. Only 15 children were checked in on the attendance record. 2. 4's classroom: At 8:20 am, there were 19 children in care with 2 staff members. Only 12 children were checked in on the attendance record.
Plan of Correction:	Opening staff members were reminded to maintain the written daily attendance sheet, in addition to ensuring that children are checked in on the app by parents. Closing staff members were reminded to maintain the same records for children checked out.
Standard #:	8VAC20-780-240-B
Complaint related:	No
Description:	Based on records review, staff did not complete orientation training prior to the staff member working alone with children and no later than seven days of the date of assuming job responsibilities. Evidence: Staff # 2's first day of employment was 4/2/24. Staff # 2's record did not have documentation of orientation.
Plan of Correction:	Staff #2 has now been given official orientation documentation to show evidence of orientation training. Going forward, orientation training acknowledgement will be set aside, ready for new hires to sign immediately after orientation training.
Standard #:	8VAC20-780-240-E
Complaint related:	No
Description:	Based on records review, staff did not complete orientation training in first aid and cardiopulmonary resuscitation (CPR), as appropriate to the age of the children in care. Evidence: Staff # 1 first day of employment was 1/2/24. Staff # 1's orientation did not include training in first aid and CPR.
Plan of Correction:	Reviewed and updated our Orientation Handbook (and internal process for new/onboarding employees) to include First Aid and CPR training (in addition to certification).
Standard #:	8VAC20-780-350-B-2
Complaint related:	Yes
Description:	Based on observation, the center did not maintain the 1 staff to 5 children ratio in the Toddler's classroom, ages 16 months to 24 months. Evidence: 1. On 4/16/24, the Toddler room was over ratio from 8:00 - 8:30 am. The following timeline shows how the room was over ratio as children continued to arrive to the center: a. 8:00-8:04am 7 children with Staff # 1; b. 8:05am -8:14 am there 9 children with Staff # 1; c. 8:14am to 8:22 am 10 children with Staff # 1; d. 8:22 am to 8:29 am 11 children with 2 staff members until the third staff member arrived at 8:30 am.
Plan of Correction:	Staff schedule has been adjusted to accommodate for an additional staff member to open and/or close in case of call-outs. Administrative team is continuing to hire/onboard new staff members to fill in any gaps in schedule.
Standard #:	8VAC20-780-350-B-3
Complaint related:	Yes
Description:	Repeat Violation Based on observation, the center did not maintain the 1 staff to 8 children ratio in the 2's classroom. Evidence: 1. On 4/16/24, at approximately 8:15 am, the children from the 2's and Preschool 2's (3 yrs. old) class were combined together in the 2's room with 1 staff member. 2. The classroom was out of ratio over time as children arrived to the classroom: a. At 8:15 am, there were 19 children in the classroom with 2 staff members. b. At 8:17 am, there were 20 children (eleven-2 yr olds and nine -3 yr. olds) in the room with 2 staff members. c. At 8:27 am, after the Preschool children were taken to their room, there were 18 two year old children left with one staff member. d. At 8:29 am, there were 19 children with one staff member. e. At 8:31 am, another staff member arrived to be with the staff member present and 19 children. f. A third staff member arrived at 8:34 am, bringing the classroom within the proper ratio.
Plan of Correction:	Staff schedule has been adjusted to accommodate for an additional staff member to open and/or close in case of call-outs. Administrative team is continuing to hire/onboard new staff members to fill in any gaps in schedule.
Standard #:	8VAC20-780-350-B-4
Complaint related:	Yes
Description:	Based on observation, the center did not maintain ratio of 1 staff to 10 staff in a group of children from 3 years to school age. Evidence: At 8:24 am there were 21 children ( 4years old and school agers) with two staff members only until the school age children left for the day.
Plan of Correction:	Staff schedule has been adjusted to accommodate for an additional staff member to open and/or close in case of call-outs. Administrative team is continuing to hire/onboard new staff members to fill in any gaps in schedule.
Standard #:	8VAC20-780-560-M
Complaint related:	No
Description:	Based on observation, children were observed drinking while walking in the classroom. Evidence: 1. At approximately 8:14 am in the Toddler room, a child was observed walking around the classroom drinking milk out of a sippy cup. 2. Another child was observed walking in the classroom with a bottle of milk.
Plan of Correction:	Staff members were retrained on safe eating/drinking habits in the classroom, to include drinking/eating only in a seated position amongst other potential choking hazards in regards to child mealtimes.