Phases Prep Academy School House

Children under 10 years of age always shall be within actual sight and sound supervision of staff.

“On 4/22/2026, Child #5, age 5, was out of the sight and sound of a staff member for approximately 1-2 minutes on the center’s van. Staff #3 exited the van that was parked along the curb by the center’s main entrance and walked approximately 10 feet into the building. Staff #4 who was taking attendance by the door observed that Child #5 was missing and called for an administrator. At the same time, Staff #4 saw Child #5 exit the van and walk to the door.”

Rule 8VAC20-780-340-F.

The operational responsibilities of the licensee shall include ensuring that the center’s activities and services are maintained in compliance with these standards, the center’s own policies and procedures that are required by these standards, and the terms of the current license issued by the department.

“On 4/22/2026, Child #5 was left on the center’s bus for approximately 1-2 minutes. The center’s policy for supervision during transportation states that both the driver and aide (if applicable) will perform a complete vehicle check before exiting to ensure no child is left inside. Administration acknowledged that a complete vehicle check was not conducted.”

Rule 8VAC20-780-40-E.

The center shall maintain a written record of children’s serious and minor injuries in which entries are made the day of occurrence. The record shall include the 1. Date and time of injury; 2. Name of injured child; 3. Type and circumstance of the injury; 4. Staff present and treatment; 5. Date and time when parents were notified; 6. Any future action to prevent recurrence of the injury; 7. Staff and parent signatures or two staff signatures; and 8. Documentation on how parent was notified.

“Child #6 had an injury report that was missing the time the parent was notified of the minor injury and any action to prevent recurrence of the injury.”

Rule 8VAC20-780-550-P.

Prepared infant formula shall be refrigerated, dated and labeled with the child’s name.

“Eight bottles of prepared formula belonging to three children were stored in the center’s refrigerator. The bottles did not contain a date.”

Rule 8VAC20-780-570-E.

The center is required to obtain background checks from any state in which the individual has resided in the preceding five years.

“The center did not request a criminal background check from one state for Staff #1, who has been employed for over 3 months. Staff #1 has supervised children alone.”

Rule 22.1-289.035-B-4.

The program is required to submit to VDH and implement a plan to test potable water for lead.

“The program did not have evidence of a testing plan submitted to VDH.”

Rule 22.1-289.057-A.

The required ratio for children 2 years of age is 1:8.

“Staff #1 and staff #2 were supervising a two year old classroom with 13 children. Staff #1 left the classroom area three times, leaving staff #2 five children over the required ratio for up to 2 minutes.”

Rule 8VAC20-780-350-B-3.

Tables and high chair trays shall be: Sanitized before and after each use for feeding. “Sanitized” means treated in such a way to remove bacteria and viruses from inanimate surfaces through using a disinfectant solution (i.e., bleach solution or commercial chemical disinfectant) or physical agent (e.g., heat). The surface of the item is sprayed or dipped into the disinfectant solution and allowed to air dry on the surface for a minimum of two minutes or according to the disinfectant solution instructions.

“Staff stated that they were not sanitizing the tables before and after feeding.”

Rule 8VAC20-780-560-J.

Based on observation and interview, the center did not ensure that areas and equipment of the center, inside and outside, were maintained in a clean, safe and operable condition.

“Evidence: 1. Chipped and peeling paint was observed in the yellow multipurpose room and the school age room. On the playground, a loose electrical cord was observed that posed a strangulation hazard. A water pipe that contained rust was observed in the corner of the playground. Torn plastic landscaping material was observed on the ground which posed a tripping hazard. 2. Administration stated that work orders were in place and acknowledged that the areas required maintenance.”

Rule 8VAC20-780-270-A.

Based on a review of documentation and interview, the center did not ensure that monthly practice evacuation drills were documented.

“Evidence: 1. Administration was not able to locate documentation of the monthly evacuation drills for February, March, and April of 2024. Administration stated that the drills has been completed.”

Rule 8VAC20-780-550-G.

Based on observation and interview, the center did not ensure that when a child was placed in a high chair, the protective belt was fastened securely.

“Evidence: 1. A two year old child was observed sitting in a high chair. The chair contained a protective belt was not fastened around the child. 2. Administration acknowledged that the protective belt was not bucked.”

Rule 8VAC20-780-570-A.

Based on a review of five staff records and interview, the center did not ensure that two staff records were complete.

“Evidence: 1. Administration identified staff #2 (date of employment: 4/25/24) and staff #3 (date of employment: 4/26/24) as program leaders. The records did not contain documentation to demonstrate that the individuals possessed the education and experience required by the job position. 2. Administration stated that the staff were qualified but the education documentation and resumes were not in the record.”

Rule 8VAC20-780-70.

Based on record review and interview, the center did not ensure to obtain documentation of a tuberculosis (TB) screening for one staff at the time of employment and prior to coming into contact with children. The documentation shall have been completed within the last 30 calendar days of the date of employment and be signed by a physician, physician’s designee, or an official of the local health department.

“Evidence: 1. The record of staff #1 (date of employment: 11/9/2023) contained a TB screening dated 10/6/23. 2. Administration acknowledged that the TB screening had not been completed within the last 30 calendar days of the date of employment.”

Rule 8VAC20-780-160-A.

Based on a review of five staff records and interview, the center did not ensure to obtain a fingerprint background check for two staff prior to employment as required.

“Evidence: 1. The record of staff #1 (date of employment: 10/30/2023) contained a fingerprint background check dated 11/15/2023. The record of staff #5 (date of employment: 11/1/2023) contained a fingerprint background check dated 11/3/2023. 2. Administration acknowledged that the fingerprint background checks were received after the start of employment.”

Rule 22.1-289.035-B-2.

Based on a review of staff records and interview, the center did not ensure that at least one staff in each classroom or area where children are present had current certification in cardiopulmonary resuscitation (CPR).

“Evidence: 1. Staff #1 (date of employment: 8/29/2023) did not have current CPR certification. 2. Administration acknowledged that staff #1 had supervised children alone.”

Rule 8VAC20-780-530-A-1. From a complaint.

Based on a review of staff records and interview, the center did not ensure that at least one staff in each classroom or area where children are present had current certification in first aid.

“Evidence: 1. Staff #1 (date of employment: 8/29/2023) did not have current first aid certification. 2. Administration acknowledged that staff #1 had supervised children alone.”

Rule 8VAC20-780-530-A-2. From a complaint.

Repeat violation

“Based on a review of staff records and interview, the center did not ensure one staff record was kept that contained the required information. Evidence: 1. The record of staff #1 (date of employment: 8/29/2023) did not contain documentation that two or more references as to character and reputation as well as competency were checked before employment. 2. Administration acknowledged that the references were not documented in the record.”

Rule 8VAC20-780-70. From a complaint.

Based on a review of five staff records and interview, the center did not ensure that one staff completed a sworn statement prior to the first date of employment as required.

“Evidence: 1. The record of staff #2 (date of employment: 8/1/2023) contained a sworn statement dated 8/3/2023. 2. Administration acknowledged the sworn statement had not been completed prior to the first day of employment.”

Rule 8VAC20-770-60-B.

Based on the review of five staff records and interview, the center did not ensure to obtain documentation of a negative tuberculosis (TB) screening for one staff at the time of employment as required.

“Evidence: 1. The record of staff #2 (date of employment: 8/1/2023) contained a TB screening dated 8/18/2023. 2. Administration acknowledged that the screening was obtained after the start of employment/hire but was obtained prior to children being enrolled.”

Rule 8VAC20-780-160-A.

Based on observation and interview, the center did not ensure that hazardous substances such as cleaning materials were kept in a locked place using a safe locking method that prevents access by children.

“Evidence: 1. In a two/three year old classroom, a container of disinfectant wipes and a can of disinfectant spray were observed in an unlocked cabinet. The cabinet contained a lock but it was not secured. 2. Administration acknowledged that the cleaning chemicals were not locked.”

Rule 8VAC20-780-280-B.

Based on a review of five child records and interview, the center did not ensure that one record contained the required information.

“Evidence: 1. The record of child #3 (date of enrollment: 8/21/2023) was missing the phone number of one emergency contact. Children’s records are required to contain the name, address, and phone number of two designated people to call in an emergency if a parent cannot be reached. 2. Administration acknowledged that the phone number was missing.”

Rule 8VAC20-780-60-A.

Based on a review of five staff records and interview, the center did not ensure that two staff records were kept that contained the required information.

“Evidence: 1. The records of staff #1 (date of employment: 8/7/2023) and staff #2 (date of employment: 8/1/2023) did not contain documentation that two or more references as to character and reputation as well as competency were checked before employment. 2. Administration acknowledged that the references had been taken over the phone but not documented.”

Rule 8VAC20-780-70.