VIRGINIA DEPARTMENT OF SOCIAL SERVICES

Boys&Girls Club of Harrisonburg andRockinghamCounty-Stone Spring
1575 Peach Grove Avenue
Harrisonburg, VA 22801
(540) 421-3221

Current Inspector: Julie Kunowsky (540) 430-9256

Inspection Date: March 4, 2019 and March 6, 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) 32.1 Report by person other than physician 63.2 Child Abuse & Neglect 63.2(17) License & Registration Procedures 63.2 Facilities & Programs.

Technical Assistance:

We discussed the requirements for physical examination reports, initial tuberculosis screenings, and background checks. The risk assessments for violations were provided. Please provide a copy of the most recent fire inspection report. We reviewed injury report documentation requirements.

Comments:

Thank you for your assistance during the unannounced renewal inspection conducted on March 4, 2019 from 3:05 PM to 5:58 PM at the school site and on March 6, 2019 from 10:10 AM to 11:25 AM at the office during a record review. On March 4, 2019, there were twenty-nine children supervised after school by two to three staff. I viewed daily routines, program activities, supervision, staffing, interactions with children, equipment, snack, nutrition, posted information, agency reports, insurance, emergency planning, emergency supplies and drill records, injury records, five records for children, five staff records, staff qualifications, staff training, and indoor areas. The children were provided homework assistance and reading time. Also, they enjoyed active play in the gym and computer time. The staff were observed providing close supervision and responding to individual needs. Please, submit the renewal application for the license. In addition to the complete application, please provide the background checks and three references needed for the business entity representative and the annual fire inspection report.

Violations:

Standard #:	22VAC40-185-140-A
Description:	Based on a review of five records of children, and an interview with administrative staff, the center failed to obtain a physical examination report no later than thirty days from the initial date of attendance for one child. Evidence: Child 4 began attending on November 19, 2018 and the physical examination report in the file was completed on February 15, 2019.
Plan of Correction:	The director or administrative staff who enroll new children will make sure parents understand that a copy of a physical examination report is provided within the first month of attendance. A reminder system will be used with the parents.
Standard #:	22VAC40-185-160-A
Description:	Based on a review of five records for staff, and interviews with administrative staff, the program failed to obtain documentation of negative tuberculosis screenings for two staff members no later than twenty-one days after initial employment. Evidence: Staff member 1 was transferred to this site from another agency operated location on September 4, 2018 and the only TB statement in the record was completed on December 17, 2018. Staff member 3 began work by December 16, 2018 and the TB screening was completed on March 2, 2019.
Plan of Correction:	The director or assigned administrative staff will make sure tuberculosis screenings and statements are completed at the time of initial employment. A system of documenting and tracking record dates is now used by the site director to make sure the required information has been obtained for the files.
Standard #:	22VAC40-185-160-B
Description:	Based on a review of five records for staff, and an interview with administrative staff, the program failed to obtain an acceptable form of documentation of the results of a tuberculosis screening for one staff member. Evidence: The tuberculosis statement for staff member 3 did not include a signature by a physician or the physician's designee.
Plan of Correction:	Administrative staff who accept the TB screening findings for staff records will make sure they are signed by the health care provider.
Standard #:	22VAC40-191-40-D-1-A
Description:	Based on a review of the background checks for persons designated as applicants/agents representing the business entity, and interviews with administrative staff, there was one representative with missing background check information and who did not submit to fingerprint requirements that were implemented on January 22, 2018 for the results of a criminal history record check that was due by September 30, 2018. Evidence: BE1 became a business entity representative January 1, 2018 and the criminal history record check was not completed until February 27, 2019. There was not a signed sworn statement or affirmation for BE1. Also, the results of a search of the Virginia central registry was not obtained no later than thirty days after January 1, 2018 for BE1.
Plan of Correction:	Administrative staff will obtain a signed sworn statement for BE1. Also, administrative staff will arrange for BE1 to complete a request form for the central registry request form and make sure it is mailed. If the results of the finding is not received by the last week in March, the agency in Richmond will be contacted to check on the processing of the request. All required background checks will be obtained and copies of the requests and results will be shared with the licensing inspector. In the future, administrative staff will inform all business entity representatives of the requirements for background checks according to the Code of Virginia and the due dates for changes with requirements. Administrative staff will make sure background checks are requested and obtained on time.