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Boys & Girls Clubs of Harrisonburg/Rockingham County-Simms Unit
620 Simms Avenue
Harrisonburg, VA 22802
(540) 434-6060

Current Inspector: Beth Orebaugh (540) 847-9173

Inspection Date: Aug. 6, 2015

Complaint Related: No

Areas Reviewed:
22VAC40-185 ADMINISTRATION.
22VAC40-185 PROGRAMS.
22VAC40-185 SPECIAL CARE PROVISIONS AND EMERGENCIES.
22VAC40-191 Background Checks (22VAC40-191)

Technical Assistance:
We discussed the requirements for staff records, background checks, permission for swimming, sunscreen use, and immunization records. Also, we talked about your procedures for ensuring supervision of children arriving later in the morning and during program activities.

Comments:
Thank you for your assistance during the unannounced inspection conducted from 11:50 AM to 2:40 PM was focused on corrective action needs for violations cited during the last inspection in May 2015. Today, there were sixty-six school age children with six to seven staff. I viewed staffing, supervision, interactions with children, lunch, menu, posted information, four records for children, four records for children, three staff records, indoor and outdoor areas. The children have enjoyed a variety of active games in the gym, art projects, and choices in the game room. There have been regular field trips. Today's field trip was canceled due to weather concerns. It is important that you give attention to the corrective action plans which you agreed to complete. As a reminder, maintenance of compliance with the minimum standards is the responsibility of the licensee. Let me know if you have any questions. 540/430-9259.

Violations:
Standard #: 22VAC40-185-150-B
Description: Based on a review of four records for children, and an interview with administrative staff, the immunization reports for child 1 and 4 did not include a signature by a physician or designee. Evidence: There were copies of immunization dates in the file that did not include a signature by the health care provider.

Plan of Correction: The unit director will request and obtain signed immunization records from the parent of child 1 and 4. In the future, the unit director will review the immunization reports of new children when they are provided and make sure the required signatures are on all reports.

Standard #: 22VAC40-185-160-A
Description: Based on a review of three staff records, and an interview with administrative staff, the initial TB screenings and statements were not obtained within twenty-days of initial employment for the positions held by staff members 2 and 3 (Repeat violation.). Evidence: Staff member 2 transferred to begin work as a program leader on April 7, 2015 and there was not a TB statement in the staff files. The files did not include a signed TB statement for staff member 3 who began work with the agency in 2013.

Plan of Correction: The administrative staff will make sure the two staff members obtain TB screenings and statements as required. A system for tracking the dates of all staff records will be used to notice any needed records such as TB statements. The assigned administrative staff will review the record dates on a regular basis so that the files are determined to be complete and with current information.

Standard #: 22VAC40-185-70-A
Description: Based on a review of three records for staff, and interviews with administrative staff, there was required information missing from the staff records for staff members 1, 2, and 3 (Repeat violation.). Evidence: There were not any reference checks documented in the files for staff member 1 who began work October 20, 2014, staff member 2 who started with a transfer on April 7, 2015, and staff member 3 who was employed with the agency on June 10, 2013. The start dates or transfer dates were not documented in the staff records for staff members 1 and 2. No documentation of orientation training in the records of staff members 1 and 3.

Plan of Correction: The assigned administrative staff will make sure at least two reference checks are documented for the three staff members. The start dates and changes with positions will be written in the records for the two staff members. The orientation form will be completed and placed in the file of both staff member 1 and 3. In the future, the administrative staff or unit director will use a staff file checklist to review the staff records at the time of employment to make sure all required information is in each file. The assigned forms for documentation will be used in a consistent manner to make sure written records are maintained for all staff.

Standard #: 22VAC40-185-480-B
Description: Based on a review of four records for children, and interviews with administrative staff, there was not written permission from the parent of child 1 for participation in swimming activities and written indication of the child's skill level. Evidence: The swimming pool authorization form was not in the child's file or with other forms maintained at the center.

Plan of Correction: The unit director will arrange for a parent of child 1 to complete the swimming pool authorization form. The children's records will be reviewed to make sure they include all required permission forms. In the future, the unit director will make sure all children's records are reviewed prior to the start of the summer program, and as new children enroll during the summer, to make sure the swimming permission forms have been obtained.

Standard #: 22VAC40-185-520-B
Description: Based on a review of four records for children, and interviews with administrative staff, there was not written parent authorization for the use of sunscreen for child 1. Evidence: The permission form for sunscreen use at the program, including any adverse reactions to certain products, was not in the file or with forms maintained by the program.

Plan of Correction: The unit director will obtain written authorization for the use of sunscreen from the parent of child 1. The children's records will be reviewed to make sure they include all required permission forms. In the future, the unit director will make sure all children's records are reviewed prior to the start of the summer program, and as new children enroll during the summer, to make sure the sunscreen authorization forms have been obtained.

Standard #: 22VAC40-191-40-D-1-B
Description: Based on a review of five staff records, and an interview with the administrative staff, there were not any central registry searches completed at the time of initial employment for staffs 1 and 3 (Repeat violation.). Evidence: Staff member 1 began work on October 20, 2014 and there was only a sworn statement and criminal history record check in the staff files. Initial employment for staff member 3 was June 10, 2013 and administrative staff indicated that staff member 3 has held various positions at different units. The record of staff member 3 only included sworn statements and a criminal history record check.

Plan of Correction: The administrative staff will arrange for both staff members to obtain the required central registry checks. If the requests were sent by office staff this summer, a phone call will be made to the agency in Richmond to check on the processing status of requests. The assigned administrative staff will use a system for tracking record dates so that it is known when the required background checks are obtained and to ensure that the required records are always obtained within the first month of hire.

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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