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Grymes Memorial School Inc.
13775 Spicers Mill Road
Orange, VA 22960
(540) 672-1010

Current Inspector: Maureen Gallagher-McLeod (540) 430-9259

Inspection Date: Oct. 3, 2018

Complaint Related: No

Areas Reviewed:
22VAC40-185 ADMINISTRATION.
22VAC40-185 STAFF QUALIFICATIONS AND TRAINING.
22VAC40-185 PHYSICAL PLANT.
22VAC40-185 STAFFING AND SUPERVISION.
22VAC40-185 PROGRAMS.
22VAC40-185 SPECIAL CARE PROVISIONS AND EMERGENCIES.
22VAC40-185 SPECIAL SERVICES.
22VAC40-80 THE LICENSE.
22VAC40-80 THE LICENSING PROCESS.
32.1 Report by person other than physician
63.2 Licensure and Registration Procedures
63.2 Facilities and Programs..
22VAC40-191 Background Checks (22VAC40-191)

Technical Assistance:
We discussed the requirements for staff records, children's records, and background checks. The risk assessments for violations were provided.

Comments:
Thank you for your assistance during the unannounced monitoring inspection conducted from 11:15 AM to 4:50 PM. Today, there were twelve preschool children in attendance with two teachers. I viewed program activities, daily routines, staffing, supervision, interactions with children, equipment, posted information, agency inspection reports, emergency planning, emergency drills and supplies, asbestos management, insurance, lunch, five records for children, six staff records, staff qualifications, staff training, background checks for business entity representatives, indoor and outdoor areas. The children have enjoyed seasonal activities, art, group stories, music and discussions. A variety of choices at classroom interest areas provided opportunities for creativity, social interactions, and exploration. The teachers have facilitated children's learning and provided positive guidance.

Issuance of the renewed license will be recommended after the receipt of the recent fire inspection report, one background check for a business entity representative, and required application attachments have been received or confirmed. Let me know if you need any assistance. 540/430-9259

Violations:
Standard #: 22VAC40-185-140-A
Description: Based on a review of five records for children, and an interview with staff, there was not a completed physical examination report obtained for one child within one month of initial attendance. (Repeat violation.) Evidence: Child 3 first attended on September 5, 2017 for the previous school year and returned on September 4, 2018. There was only a copy of the health department physical examination form with the child's name and a date. However, there was not any recorded information for a physical examination or a signature by a health care provider.

Plan of Correction: The program director contacted the parent and will obtain the physical examination report information. The administrative staff who accept forms at the time children are enrolled will make sure the forms are viewed to determine that all information was obtained.

Standard #: 22VAC40-185-160-A
Description: Based on a review of six staff records, and an interview with administrative staff, there was not a tuberculosis screening and statement obtained no later than twenty-one days after employment for staff member 3. Evidence: The start date for employment was written in the record as July 1, 2018 and the beginning of the school year for students was September 4, 2018. Staff indicated there was not a tuberculosis statement submitted for the record.

Plan of Correction: Administrative staff arranged to obtain a TB statement for staff member 3. Administrative staff who maintain staff records will make sure all staff submit a TB statement that is no older than twelve months old at the time of employment and is obtained no later than twenty-one days after initial employment.

Standard #: 22VAC40-185-160-C
Description: Based on a review of six records for staff, and interviews with staff, the updated tuberculosis screening and statement was not obtained by two years from the date of the previous statement for two staff members. (Repeat violation.) Evidence: The most recent statement in the record of staff member 5 was completed on September 14, 2016 and the most recent statement for staff member 6 was completed on January 25, 2015.

Plan of Correction: Staff member 6 went for a TB test on October 3, 2018 and the results will be obtained on October 5, 2018 and provided to the school. Staff member 5 will arrange to have a TB screening and the statement will be submitted for the file. Administrative staff will use a tracking system for record dates so that arrangements are made to request and obtain updated information before the due dates.

Standard #: 22VAC40-185-70-A
Description: Based on a review of six records for staff, and interviews with administrative staff, there was education information missing from two staff records. Evidence: There were not any copies of college transcripts or applicable degrees in the records of staff member 3 and 6.

Plan of Correction: Administrative staff will arrange to obtain either copies of college transcripts or college degrees to be kept in staff files. Administrative staff will make sure the education verification in the form of transcripts or degrees are obtained, viewed and kept in school records to verify the qualification requirements for positions held.

Standard #: 22VAC40-191-40-D-1-A
Description: Based on a review of background checks for business entity representatives of the license application, and interviews with administrative staff, the program failed to obtain background checks as required. Evidence: BE 1 started as a board officer on July 1, 2017 and the Virginia central registry finding was not obtained within thirty days and there was not a Virginia Central Registry check in the record. Administrative staff indicated that the request was mailed on September 19, 2018. BE 2 started as a board officer on July 1, 2017 and the Virginia Central Registry search result was obtained on September 25, 2018 which was not within the first thirty days in 2017. BE 4 began as a board officer on July 1, 2018 and a notation in the file indicated that the Virginia central registry check was not requested by mail until September 7, 2018 and the findings were completed on September 25, 2018 and not within the first thirty days of serving as a board officer. Also, the sworn disclosure statement for BE 4 was not signed by July 1, 2018 and was completed on September 6, 2018.

Plan of Correction: Administrative staff will always arrange for new board officers to complete the sworn disclosure statements and the notarized request forms for the Virginia central registry requests before they assume positions as board officers. The requests for the Virginia Central Registry checks will be mailed in advance of the effective date of a new board officer or no later than seven days from the start date of a new board officer.

Standard #: 22VAC40-191-60-C-2
Description: Based on a review of six records for staff, and interviews with administrative staff, the Virginia central registry for one staff member was not obtained within thirty days of employment. Evidence: According to the staff record, the first date of employment was July 1, 2018 and the Virginia central registry was not completed until September 10, 2018.

Plan of Correction: Administrative staff will make sure the notarized Virginia central registry request forms are mailed no later than the first week of employment of new staff so that the required background check is obtained within the first thirty days of employment.

Disclaimer:
A compliance history is in no way a rating for a facility.

The online compliance history includes only information after July 1, 2003. In addition, the online compliance history includes information regarding adverse actions that may be the subject of a pending appeal. An adverse action is not final until a provider has exhausted or waived all due process rights. For compliance history prior to July 1, 2003, or information regarding the status of pending adverse actions, please contact the Licensing Inspector listed in the facility's information. The Virginia Department of Social Services (VDSS) is not responsible for any errors in or omissions from the compliance history information.

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