VIRGINIA DEPARTMENT OF SOCIAL SERVICES

Boar's Head Outfitters
200 Wellington Drive
Charlottesville, VA 22903
(434) 214-4560

Current Inspector: Kelly Adriazola (804) 840-8245

Inspection Date: July 1, 2019

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. 22VAC40-191 Background Checks (22VAC40-191) 63.2(17) License & Registration Procedures 63.2 Facilities & Programs.

Technical Assistance:

We discussed the requirements for first aid kits and staff records. The risk assessments for violations were provided. We reviewed the requirements for insect repellent, training documentation, supervision of aides during activities, staff sitting with children during lunch, background checks and shelter-in-place procedures and drills. We talked about the procedure for submitting a serious injury incident using the links at the dss.virginia.gov website.

Comments:

Thank you for your assistance during today's unannounced monitoring inspection conducted from 11:20 AM to 2:15 PM. Today, there were twenty-one school age children supervised by four to five staff. I viewed program activities, staffing, supervision, interactions with children, equipment, posted information, sunscreen, emergency supplies and drill records, injury records, five records for children, five staff records, staff training, staff qualifications, agency reports, indoor and outdoor areas used this date. The expedition group of ten children went with two counselors for kayak experiences on Beaver Creek Reservoir. At the Sports Club, the children enjoyed active play in the gym, rock wall climbing, and games in the camp room. This afternoon, active games were played at the grass area near the lake. The counselors were observed providing positive guidance and frequent interactions with the children. Let me know if you have any questions. 540/430-9259

Violations:

Standard #:	22VAC40-185-70-A
Description:	Based on a review of five records for staff, and an interview with administrative staff, there was required information that was not maintained for all staff records. Evidence: The records for staff member 1, 2, 3, 4, and 5 did not contain copies of either a resume or job application with information regarding education and programmatic experience. There was only one reference check in the file of staff member 4. There were not any reference checks documented in the files of staff member 1, 2, 5. The administrative staff indicated that this information had been stored in digital files and could no longer be opened and accessed.
Plan of Correction:	Administrative staff started requests for replacement of the background information for staff in the form of paper copies of a resume or job application. Also, the reference letters will be obtained again so that everyone has at least two references for their staff record. Paper copies of information will be maintained in staff files.
Standard #:	22VAC40-185-540-C
Description:	Based on a review of the first aid kits on site and during a morning field trip, and interviews with staff, all required minimum supplies were not maintained in the kits where children were located. Evidence: A minimum of two traingular bandages were not located with the first aid supplies kept at the downstairs area and in one bag brought back to the Sports Club by 12:00 PM for lunch and indoor activities that was used during a group's kayak trip. One staff who returned at 2:00 PM indicated that cloth bandanas were in a vehicle.
Plan of Correction:	The director will arrange to obtain a minimum of two triangular bandages to place in each first aid kit so that a complete kit is always on site where children are engaged in activities and during field trips.