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: Aug. 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 staff records and background checks. The risk assessments for violations were provided. We talked about written transportation permission procedures when transporting children on the premises to activity sites such as for archery. Also, you plan to use a spread sheet to track staff record dates and needs. Also, we discussed scheduling reviews of the first aid supplies to make sure kits taken on trips are complete. A second shelter-in-place drill is needed this summer.

Comments:

Thank you for your assistance during today's unannounced monitoring inspection conducted from 10:40 AM to 12:55 PM and from 1:17 PM to 3:45 PM. Today, there were nineteen school age children supervised by five to six 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, medication record, six staff records, staff training, staff qualifications, agency reports, swimming procedures, indoor and outdoor areas used this date. The expedition group of three children went with two staff for kayak experiences on Beaver Creek Reservoir and joined the rest of the group in the camp room for lunch. At the Sports Club, the children enjoyed active play in the gym, and art in the camp room. This afternoon, the children had swimming pool activities outside. There was an alternate activity of playing cards with a counselor for children who did not use the swimming pool. The supervision of the children was adequate and we talked about accounting for children in the water. It is imperative that all required background checks for staff are attended to at the time of hire and that attention is given by the assigned administrative staff so that all records are obtained within the required time frames. Let me know if you have any questions. 540/430-9259

Violations:

Standard #:	22VAC40-185-70-A
Description:	Based on a review of six records for staff, and interviews with administrative staff, all required information was not contained in staff records. (Repeat violation.) Evidence: No documentation of the start date and position title for staff member 2. Orientation training completed with staff member 1, 2 and 4 was not documented in the staff records. Two documented reference checks were not in the files for staff member 3 and 4. The administrative staff indicated that this information had been stored in digital files and could no longer be opened and accessed. Staff member 6 indicated that the replacements for the references were not obtained during the past month.
Plan of Correction:	The program director will make sure the position title and the July hire date for staff member 2 is written in the staff record. The program director will document the orientation training dates for the three staff records. The administrator or program director will obtain a minimum of two references for staff member 3 and 4. Administrative staff will make sure systems for maintaining required staff files are followed.
Standard #:	22VAC40-191-60-B
Description:	Based on a review of six records for staff, and an interview with administrative staff, the administrative staff failed to obtain all required background information for one staff prior to beginning work. Evidence: Administrative staff indicated that staff member 2 began employment the week of July 15, 2019 and a completed sworn statement or affirmation was no located in the staff records.
Plan of Correction:	The administrator or program director will make sure staff member 2 completes a sworn statement. The statement will be viewed and placed in the staff file. The administrative staff who conduct hiring will make sure staff do not begin employment without submitting a completed sworn statement or affirmation.
Standard #:	63.2(17)-1720.1-B-3
Description:	Based on a review of six records for staff, and an interview with administrative staff, the administrative staff failed to obtain the required searches of child abuse registries in other states that two staff resided in during the preceding five years. Evidence: Staff member 1 and 4 began working for the licensed program on June 20, 2019. Staff member 1 listed two states other than Virginia that were resided in during the past five years and administrative staff indicated that the requests were not made as required. Staff member 4 listed one state that was resided in during the previous five years and administrative staff indicated that the request was not sent. The findings of out-of-state child abuse registry checks were due by forty-five days of employment and not obtained by August 4, 2019.
Plan of Correction:	The administrative staff will make sure the Adam Walsh directions are followed for requesting the registry checks in three states for the two staff. The licensing inspector will be informed when the requests are sent and copies of the findings will be shared with the licensing inspector when received for the staff records. In the future, the required background checks will be requested within the first week of employment and a system will be used for administrative staff to track needed records.