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Extended-Day Care Programs, Camp Griffin and The Griffin Academy
3819 Gallows Road
Annandale, VA 22003
(703) 256-3620

Current Inspector: Margaret Allworth (703) 209-3521

Inspection Date: April 20, 2016

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.
63.2 Licensure and Registration Procedures
63.2 Facilities and Programs..
22VAC40-191 Background Checks (22VAC40-191)

Technical Assistance:
1. Behavior guidance should promote the child's well-being and be respectful. Staff need to be aware of their tone of voice, their proximity to the child, and the presence of other children when disciplining a child. 2. Changes to the snack menu should be note promptly each day. 3. Generic medicine maintained by the school may not be given to children in the aftercare program. Staff need to be made aware of this policy, as it differs from the school-day policy. 4. Documents that recurring updates are to be completed prior to the expiration date of the existing report (TB, and background checks).

Comments:
Conducted an unannounced renewal inspection 2:35-4:15pm. Observed 35 children + 4 direct-care staff in the after school program. Ratios and supervision were in compliance. Children were observed arriving to the program, washing hands, eating snack, and doing homework. Staff were taking attendance, serving snack, helping with homework, and greeting parents. Snack served: cheese sticks, pretzels, and water. Menu stated: party mix. Children with food allergies were offered an alternative snack. The school was found to be very clean, though hazardous items were not stored properly. Medication management was not in compliance, and no staff today were trained in medication management (MAT). Record keeping violations found. Required documents were posted. Questions about this inspection may be directed to: pamela.sneed@dss.virginia.gov

Violations:
Standard #: 22VAC40-185-160-C
Description: Based on records reviewed, it was determined 1 of 4 staff records did not include a negative TB screening every 2 years from the initial date. Evidence: Staff #6 - The previous TB screening expired 11/12/15, and the updated screening was not obtained until 4/15/16. A period of 5 months passed without a current TB screening on-file.

Plan of Correction: Director will audit staff files monthly to ensure all requirements are in compliance.

Standard #: 22VAC40-185-70-A
Description: Based on records reviewed and interviews conducted, it was determined that 1 of 6 staff did not have a record available for review, to include: Name, address, emergency contact, reference checks, education, experience, and background checks. Evidence: Staff #8 - Was observed working the the aftercare program today, taking attendance, supervising hand washing, and serving snack. An employment record for Staff #8 was not available for review during the inspection, and the inspector requested it be available for review by 5:00pm, on 4/25/16. Minimal documents were submitted for review. Post-inspection, staff stated Staff #8 does not work in the program.

Plan of Correction: Staff #8 will not work in ASCP until proper paperwork is secured. Documents have been sent for processing

Standard #: 22VAC40-185-260-A
Description: Based on records reviewed, it was determined that an annual fire inspection has not been completed. Evidence: The previous fire permit, issued by Fairfax County, expired on 8/31/15.

Plan of Correction: Updated Fire inspection sent via email 5/6/16

Standard #: 22VAC40-185-280-B
Description: Based on observations made, it was determined that hazardous substances were not kept in a locked place. Evidence: (1) 2 bottles of spray disinfectant were observed sitting on a counter in the Room #2. (2) Shelves of cleaning products were found to be in an unlocked custodial closet located beside Room #2.

Plan of Correction: 1. Spoke to staff about proper chemical handling 2. Spoke to Maintenance head to ensure chemical closet is locked at all times

Standard #: 22VAC40-185-510-A
Description: Based on observations made and interviews conducted, it was determined that 3 of 4 medications on-site today were not in compliance with school procedures, or these regulations. Staff stated that they were unaware of the medication administration regulations. Evidence: 1. Child #1 - There was no parent or physician authorization for a long-term over-the-counter medication, and according to the package labeling, the medicine expired in May 2014. 2. Child #2 - The written authorization, dated 10/7/15, for a long-term prescription and over-the-counter medication was on a Fairfax County Public School form. This form does not give staff from the Westminster School permission to give either medicine. The prescription medicine box was empty, and staff stated they were unaware that the box was empty and did not know where the medicine might be.

Plan of Correction: 1. Medication was returned to parent for disposal. 2. Medication sent home to parent w/ a Westminster Medication Authorization form to be completed with updated medication.

Standard #: 22VAC40-185-510-C
Description: Based on procedures reviewed, it was determined that the center's procedures for administering medication were not in compliance with State regulations. Evidence: 1. There were no general restrictions noted, such as, the pain reliever products belonging to the school and used for the student body during the school day may not be used in the after-care program. 2. The procedures state that medication will be "distributed to the student by office personnel," rather than by only those that are MAT trained. 3. The procedures allow parents to provide a photo copy of of the pharmacy prescription label, rather than the original label on the original packaging. 4. There were no procedures for ensuring that the administration of medication be consistent with the manufacturer's instructions for age, duration, and dosage. 5. There were no procedures for the duration of a parent medication authorization, and the 10-day limit. 6. There were no procedures for obtaining a physicians authorization. 7. The procedures did not include methods for preventing the use of outdated medication.

Plan of Correction: 1. All emergency medication for ASCP will be kept in a locked box in Director's office during ASCP. No medication will be utilized from front office during ASCP. 2.-7. ASCP has revised the Medication policy to meet concerns of this violation. Please see attached policy changes. Director has created a Medication log for documentation purposes.

Standard #: 22VAC40-185-510-E
Description: Based on observations made, it was determined that medication was not labeled with the child's name, dosage amount, and times to be given. Evidence: 1. Child #1 - An over-the counter medication was not labeled, as 2 loose pills (in a plastic punch pack) were found in a plastic zip bag.

Plan of Correction: Medication was returned to parent for disposal.

Standard #: 22VAC40-191-40-D-1-C
Description: Based on records reviewed, it was determined that an employee designated as an agent of the school did not have current background checks. Evidence: Staff Agent - The previous checks expired as follows; Sworn Disclosure Statement (SDS) expired 3/17/16, and Criminal Record Check (CRC) expired 4/17/16.

Plan of Correction: Staff agent has processed paperwork to update file.

Standard #: 22VAC40-191-60-B
Description: Based on records reviewed, it was determined that 1 of 6 staff records did not include a SDS prior to the first day of work. Evidence: Staff #8 - Observed working in the program today, 4/20/16, and the SDS was submitted post-inspection and signed 4/22/16.

Plan of Correction: Staff #8 will not work ASCP until all paperwork is i compliance

Standard #: 22VAC40-191-60-C-1
Description: Based on records reviewed, it was determined that 1 of 6 staff records did not include a completed CRC within the first 30-days of employment. Evidence: Staff #7 - Date of hire was 12/3/15, and the CRC was dated as complete 2/2/16.

Plan of Correction: All new staff members will be in compliance prior to beginning in our licensed program. This form was submitted twice before clearance was approved.

Standard #: 22VAC40-191-60-C-2
Description: Based on records reviewed, it was determined that 1 of 6 staff records did not include a completed Central Registry Check (CPS) within the first 30-days of employment. Evidence: Staff #7 - Date of hire was 12/3/15, and the CPS check was dated as complete 3/22/16.

Plan of Correction: All new staff members will be in compliance prior to beginning in our licensed program. This form was submitted twice before clearance was approved.

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.

Virginia Quality is a voluntary quality rating and improvement system for early care and education facilities serving children ages birth through pre-K. Eligible child care facilities must be fully licensed, licensed exempt and a VDSS subsidy vendor, or a voluntary registered day home and a VDSS subsidy vendor. Only programs enrolled in Virginia Quality will display a rating. Virginia Quality contact information for your region is available at the following link Regional Contacts.

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