Major federal ‘deficiency’ violations forced MACAA to shut down its free Head Start childcare centers
Grabbing or yanking a child while disciplining them. Leaving a napping child inside and unattended during a fire drill. Yelling at a student.
These were the violations that left the Monticello Area Community Action Agency (MACAA) on the brink of losing its grants for its Early Head Start and Head Start — a free early child care program funded by the federal government. In less than two years, the agency got hit with three deficiency conditions — the strongest citation a Head Start agency can receive from the federal government. This left the organization with two options: either give up the grants or risk termination.
The organization chose the former.
In a lengthy email detailing the violations and other issues at the Head Start centers, MACAA’s Board Chair Sarah Shalf said that no children were harmed at any MACAA facilities. But there were problems. She didn’t explain why, but three former MACAA employees told Charlottesville Tomorrow that mistakes were made because the agency was chronically understaffed — from teachers all the way up to important leadership positions.
MACAA had nine Head Start centers across central Virginia, and was one of the only free daycares in the region. It served nearly 200 students at no cost.
The federal Office of Head Start (OHS), which oversees all Head Starts, told MACAA in December 2023 that it would lose funding if it could not correct its deficiencies, giving the nonprofit organization a month to make a decision about what to do, Shalf said. In January, the agency decided to surrender the grants in the hopes of resolving its issues in the next couple of years.
“Based on our interactions with OHS, we concluded that, although we had made significant progress in a short period of time, it was unlikely we could prove by the deadline that each of the deficiencies had been fully corrected,” Shalf said in an email. “Failure to prove we had corrected the problem would likely lead OHS to terminate our grant.”
Charlottesville Tomorrow reached out multiple times to OHS to confirm what deficiency conditions MACAA received, but did not receive a response.
MACAA officially surrendered its grants to OHS the day before it alerted staff it would close in late January of this year, and more than a month before it told parents and guardians in early March. Afterward, OHS contracted with a national nonprofit, the Community Development Institute (CDI), to manage MACAA’s nine Head Start locations in Charlottesville and Albemarle, Nelson, Louisa and Fluvanna counties.
Head Start and Early Head Start operate during the school year, which begins at different times in August for the various school districts it operates out of.
Charlottesville Tomorrow reached out to the media contact for CDI — which is listed on its website as the Department of Health and Human Services — for an update on classroom openings. The agency did not respond. However, the person who answered CDI’s enrollment number said that CDI will open five of its nine centers: Park Street along with Tye River, Rockfish, Agnor-Hurt and Crozet elementary school locations.
It’s unclear when — or if — CDI will open the others, showing that it has run into similar difficulties as MACAA with staffing.
Three former MACAA employees who spoke with Charlottesville Tomorrow said that it’s not surprising.
They were also not surprised when the MACAA relinquished its grants. Some even jumped ship before MACAA announced its closure to employees.
There was no room to actually improve, said Brittney Rekrut, MACAA’s former family and community engagement manager. She was among the more than 40 MACAA workers the agency laid off after relinquishing the grants.
“That work was not happening,” said Rekrut. “There was not enough people to support that work. Support comes from a strong leadership team, and the members of the leadership team were so incredibly stretched thin because of the holes that we were just trying to fill. We were just doing the best job that we possibly could.”
Shalf and the rest of the MACAA board decided to relinquish their Head Start grants to avoid termination. Once an agency has two or more deficiencies, OHS opens the grants to the public, meaning another organization can apply for them and take over Head Start for that area.
MACAA had three deficiencies.
“OHS gave MACAA until early January 2024 to show it had corrected the root causes of these incidents,” Shalf wrote in her email, “failure to do so — as to any one of the deficiencies — would result in the termination of our grant.”
And if the agency was terminated from its Head Start grants, OHS would prohibit them from reapplying for five years, Shalf said. By giving up the funding, though, the agency could reapply as soon as next year.
MACAA tried to avoid potential termination by working closely with OHS for six months in 2023, and hired outside consultants to look at why it got the deficiencies and how it could improve, Shalf said in an email to Charlottesville Tomorrow.
In a statement in March, Shalf said they failed to address the deficiencies because they didn’t have enough funding.
Head Start grantees have to report certain incidents to OHS, and depending on the severity of the issue, it could lead to the provider receiving a deficiency condition.
Since September 2022, MACAA self-reported four separate incidents to OHS, and three of those incidents led to deficiency conditions, according to Shalf.
There were three incidents in which a teacher inappropriately disciplined a student that led to deficiency conditions.
The first happened in November 2022. A teacher used “inappropriate discipline,” Shalf said. They yanked or grabbed a child. Rekrut and Karla Gentry, a former lead teacher, both remember that one. Neither saw the incident, but both recall that OHS issued a deficiency condition as a result.
Five months later, in April 2023, a teacher lifted a student by the wrists when trying to discipline them, according to Shalf.
“Because these incidents involve children in an educational setting, by law, I can’t give you more specific details,” Shalf wrote. “But I can tell you that the children involved were not physically harmed.”
The former teachers who spoke with Charlottesville Tomorrow said they knew little about the incidents.
“I don’t know specifics,” said Gentry. “It wasn’t like somebody got hit or anything. But it was definitely a violation.”
Head Start’s guidelines clearly define what is appropriate and inappropriate physical contact with a child, she said.
“So, if I’m holding your hand, and you pull away from me, and I don’t let go or I pull back —‚ that’s not acceptable,” she said. “You have to let the child go. If you get frustrated and you pick a child up off the floor because they’re throwing a temper tantrum, and you sit them in a chair. That’s unacceptable.”
OHS issued a third deficiency condition after a non-Head Start affiliated teacher who worked at the public school where MACAA was operating yelled at a Head Start child, Shalf said. It was then that OHS said MACAA had a “systemic problem” with its safety practices, according to Shalf.
In another incident, two substitute teachers at a MACAA classroom did not properly sweep the room during a fire drill. They ushered students out of the building and left a sleeping child in the room, Gentry said. It is protocol for at least one teacher to scan the room, bathroom, floor and other parts of the room, and another to do a headcount before going outside. Once out of the building, the teachers are required to do a second headcount. But that didn’t happen in this case, said Gentry.
Shalf said that MACAA received an “area of noncompliance” (ANC) — a demerit that’s below a deficiency condition — for the poor fire drill. Grantees that get an ANC have to correct their processes to comply with federal requirements to avoid getting a deficiency condition.
While board members at MACAA went back and forth on how they could avoid termination, MACAA employees were doing what they could to keep up with students.
Former MACAA employees, and some parents who spoke with Charlottesville Tomorrow, said MACAA experienced continuous staffing problems. Positions would fall vacant and it would take months before MACAA filled them — oftentimes key leadership positions. Some were never filled at all.
The empty positions forced workers on all levels to do more than what was expected of them, and at times, cut corners, Rekrut said.
Those corners were sometimes obtaining the proper training and certifications for staff. Rekrut said MACAA leaders instructed staff members who were not cleared to work around children to run classrooms.
Some staffers did not have required certifications, like out-of-state background checks, or government-mandated trainings in order to work, according to violations issued to MACAA by the Virginia Department of Social Services (DSS). State-issued violations are separate and not related to the deficiency conditions given by OHS, but federal officials routinely check state violations to make sure Head Start grantees are operating appropriately.
MACAA’s state violations were posted on the Virginia DSS website in early May, but have since been removed.
Rekrut said that MACAA employed uncertified staff to avoid closures.
“Sometimes the decision was made to open a classroom with people who weren’t trained,” Rekrut said. “Although it may have been difficult on the parents to have the classroom closed for that week, I’m sure it would have been better than having somebody who is not trained and doesn’t know the procedures or the protocols of how to do things.”
For instance, employees were scrambling when MACAA lost its health and wellness manager — who is responsible for keeping track of children’s food and medical records — in June 2023, according to Rekrut. She and an assistant director did their best “to fill any gaps,” she said. Rekrut, who was the family and community engagement manager, recalled overseeing student’s individual education plans, or IEPs, and other health-related accommodations for students.
But they missed things at times.
In October, the Louisa County MACAA location received a state DSS violation for not including all the required information for three reported student injuries. Another violation stated that the Louisa location failed to provide medical authorization forms for a student. That same month, the Louisa location also got dinged for not having a child’s physical examination document on file by time of enrollment. Similarly, the Park Street location in Charlottesville received a violation for not having a child’s immunization records prior to enrollment in October.
Charlottesville Tomorrow viewed each of the violations before they were removed from the state website.
DSS no longer oversees Head Start programs, that is now the responsibility of the Virginia Department of Education (DOE). Charlottesville Tomorrow reached out to the DOE, but did not receive a response in time for publication.
By the time MACAA gave up its federal funding, six months after it lost its health and wellness manager, the agency had yet to hire a replacement, according to Rekrut.
This wasn’t the only leadership role that went unfilled for extended periods of time. The agency was also frequently short an executive director of Head Start (a separate role from the executive director for MACAA) and behavior intervention specialists, Rekrut said.
The last Head Start executive director began in August 2022 and left by February 2023, Rekrut said. The job wasn’t posted until December 2023 and remained unfilled when MACAA closed down on March 31, 2024.
It wasn’t clear to the workers why those roles would take so long to be filled, said Rekrut. And it made the facility difficult to run.
“If you have somebody leave, you hire for the position. Maybe it gets delayed a week or two, but certainly not three quarters of the year,” said Rekrut. “That certainly trickled into the program. The teachers didn’t get the support that they needed so we were incredibly stretched.”
The lack of leadership and other key positions also made it difficult for employees like Rekrut to help students in need, especially those who required behavioral intervention services or disability assistance.
MACAA also didn’t have enough teachers, Rekrut said. Since August, the agency struggled to staff enough teachers to simply open its centers every day. Jacquana Mason, whose daughter attended MACAA’s Park Street location, recalled near weekly closures, sometimes with just an hour’s warning.
This issue is not surprising, Rekrut said. And it is not unique to MACAA. Childcare centers across the country are facing a devastating shortage of teachers. There have been several reports on this topic. In Virginia, a 2022 study of early education conducted by the University of Virginia and other state agencies found that 94% of childcare centers in the state that are funded by public money reported that they were struggling to maintain a full staff.
The lack of staff at MACAA created lots of smaller problems that didn’t rise to federal deficiency conditions or state violations, former teachers said.
Former MACAA teacher Penny Crawley, resigned months before MACAA closed its doors. Crawley worked at MACAA for three years, most recently at the Hollymead location.
What that location needed was a third worker, Crawley said. Since she started it was staffed with only her and another employee. Some of the children she taught had behavioral issues or were severely underdeveloped. For instance, Crawley said she worked with 4-year-olds who were not potty trained or who still used pacifiers.
She and her coworkers at the Hollymead location were always under-resourced, she said. MACAA would promise her team materials — such as art supplies, books, printers and bookshelves — and would rarely follow through. At times, Crawley and another coworker purchased the items with their own money.
The lack of workers and resources meant the children at the Hollymead location missed out on activities such as art projects and field trips, said Crawley.
“It wasn’t fair to the children,” she said.
The ongoing issues at MACAA created a rift between employees that lasted until its closure in March, both Rekrut and Gentry said. That rift grew wider when MACAA gave up its grants. Workers were divided on how the agency should handle the closure.
MACAA’s Board voted to surrender its grants to Head Start in January. They did not tell families of the children until early March, less than a month before it shut down.
Sarah Hanks, the executive director of MACCA who resigned July 20, told staff to wait to tell families and guardians about the closure. Some workers, like Gentry, saw the logic. Hanks wanted to delay telling families so they could “have as much clarity as possible” and avoid “putting anyone in a frenzy,” Gentry said.
There were a lot of moving parts and the administration said they wanted everything they told families was definite, Gentry said.
But other workers, like Rekrut, did not agree.
The agency waited too long to inform families, she said. And even when it did, the language it used was misleading. It was clear to Rekrut that the Head Start centers would be closed for some period of time, but the statement MACAA put out did not say that.
“As we anticipated when making the decision to relinquish, the Office of Head Start (OHS) has contracted with an experienced national nonprofit, CDI, to run the Head Start program in this area from April 1, 2024, until it can hand off the program to a permanent grantee,” MACAA’s March 31 statement read.
Rekrut pushed the agency, and later CDI, to include more “realistic language” about the situation. She wanted both organizations to be clear that it was unlikely all their classrooms would be reopened, and give families advice on what they should do in the meantime.
“Families need to know that in the end, there is a strong likelihood that there will be either a break in classrooms or that they won’t have them,” she said. “The language was very flowery.”
But MACAA didn’t budge. After releasing the statement about its closure, workers and families were left with questions, Rekrut said. MACAA wouldn’t answer them. In the March statement, MACAA told anyone with questions to reach out to the email or toll-free number for CDI, which was included in the March statement.
Take Action
Families who are interested in enrolling their students into Head Start must reach out to Community Action Agency’s enrollment line at 434-216-4276. There is no online application or email.
Rekrut and other family support coordinators crafted their own letter and emailed it to their parents and families shortly after MACAA sent its notification to families. In the letter, Rekrut and her colleagues emphasized that some of the classrooms will most likely not reopen.
Rekrut tried to correspond with MACAA and CDI before sending the letter out, and asked for additional information. But both entities reiterated that families with questions should call the number on the previous statement, or head to CDI’s website.
“I don’t see how having any of that information helps our parents find available and affordable child care for their children,” Rekrut said. “Every day they have advanced notice will help them at least a little bit.”
The continuous staffing problem at MACAA only intensified once employees were informed of their severance in January, said Gentry. Employees were given a week of severance pay and any unused paid time off, which “a lot of people” took advantage of, and called off in March, Gentry said.
CDI offered MACAA employees their same positions, but at salaries well below what they made at MACAA. CDI proposed a $13.50 an hour salary to Rekrut, who previously made $20 an hour. Same went for Gentry. CDI offered her $14.36 an hour, despite making $21.06 with MACAA.
Gentry said 15 of the 46 workers stayed with CDI.
“I didn’t think that as many people were going to lose their jobs as they did,” said Rekrut.
Neither Rekrut nor Gentry chose to work with CDI. Gentry only worked at MACAA for five months before it closed, but she doesn’t regret her time there one bit, she said. Fortunately, she landed another childcare job, she said.
“I miss it. I miss it every day,” said Gentry. “It was a great community to be in for five months.”
Despite not currently operating Head Start, MACAA’s board is working to come back stronger, said Shalf. MACAA applied for a separate Head Start grant — the Head Start Expansion, Early Head Start Expansion, and Early Head Start-Child Care Partnership Grants. The new grant would allow MACAA to launch an entirely new Head Start program at a single, undetermined location separate from the ones it previously ran. That location would serve a much smaller population of students.
Shalf said MACAA applied for the grant so it could do better. MACAA asked for “twice as much per child” to assist in hiring additional staff, she said.
“Although MACAA has been through tremendous upheaval and we know our families have suffered as a result, the community has stepped in to help while we rebuild, and we are grateful for that,” said Shalf in the email. “We see an opportunity to reboot MACAA, build a stronger foundation, and rethink the best way to deliver quality early childhood education with a focus on the whole family.”
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