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Boys & Girls Club of Harrisonburg/Rockingham County-Stone Spring
1575 Peach Grove Avenue
Harrisonburg, VA 22801
(540) 434-6060

Current Inspector: Diann S. Reed (540) 280-0742

Inspection Date: Oct. 2, 2017 and Oct. 4, 2017

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.
32.1 Report by person other than physician
63.2 Child Abuse and Neglect
63.2 Licensure and Registration Procedures
63.2 Facilities and Programs..
22VAC40-191 Background Checks (22VAC40-191)

Technical Assistance:
We discussed the requirements for children's records, first aid kit, staff records and background checks. The risk assessments for violations were provided. We reviewed the information required on injury records, including circumstances. Also, we talked about the role of volunteers who must remain within sight and sound of staff. As discussed, the use of outdoor play areas needs to be limited if there are not enough staff to provide close supervision at all play options and areas. Children must be within sight and sound supervision of staff. Keep in mind the storage buildings that can block direct lines of vision while staff are watching children.

Comments:
Thank you for your assistance during the unannounced inspection during the after school program on October 2, 2017 from 2:55 PM to 6:40 PM and the announced inspection to complete the record and written procedures review at the main office on October 4, 2017 from 11:15 AM to 12:30 PM. On October 2, 2017, there were forty-four children, ages five through ten years, supervised by three to four staff. I viewed program activities, equipment, staffing, supervision, interactions with children, daily routines, snack/nutrition, posted information, agency inspection reports, emergency planning, emergency supplies and drill records, injury records, five records for children, four staff records, staff qualifications, staff training, indoor and outdoor areas. The staff and volunteer were seen providing interactions with individual children and providing positive guidance. Regular outdoor experiences have been offered. So far, the gym has not been used this school year due to school equipment present in the area. Homework and computer assistance have been offered. It is important to use systems for tracking record needs and meeting operational responsibilities. Let me know if you need any assistance. 540/430-9259

Violations:
Standard #: 22VAC40-185-130-A
Description: Based on a review of five records for children, and an interview with administrative staff, there were not immunization records obtained before initial attendance at the program for child 1, 2, 3 and 4. Evidence: Child 4 began attending on November 29, 2016 and there were not any health reports in the file. Also, there were no health reports in the files for child 1 who started attending on August 28, 2017 and for child 2 who started on August 30, 2017. There was only a list of immunization dates, that has been used by the school system, and found in the file for child 3 who began on August 28, 2017.

Plan of Correction: The site director will request and obtain a copy of immunization reports from the parents. Only immunization reports signed by a health official will be accepted as reports obtained from school records. The administrative staff who accept enrollment paperwork from parents will make sure the immunization report signed by a health official is included before children can begin attending.

Standard #: 22VAC40-185-140-A
Description: Based on a review of five records for children, and interviews with administrative staff, the physical examination reports for child 1, 2, 3 and 4 were not obtained either before or within one month after initial attendance. Evidence: Child 4 began attending on November 29, 2016 and there were not any health reports in the file. Also, there were no health reports in the files for child 1 who started attending on August 28, 2017 and for child 2 who started on August 30, 2017. There was only a list of immunization dates, that was used by the school system, and was found in the file for child 3 who began on August 28, 2017.

Plan of Correction: The unit director will ask the parents to submit copies of signed physical examination reports. The administrative staff who accept enrollment forms from parents will make sure the parents are told that physical examination records are due within one month of their child's attendance. The unit director will use a system for tracking record needs and enlist the help of other staff who have contact with the parents to make sure the records are obtained.

Standard #: 22VAC40-185-160-A
Description: Based on a review of four staff records, and an interview with administrative staff, the program failed to obtain the TB statement from a screening completed no later than twenty one days after initial employment for staff member 1. (Repeat Violation.) Evidence: The files did not include a TB statement for staff member 1. The unit director indicated that the statement was requested for the record.

Plan of Correction: The unit director will make sure a TB screening and statement has been submitted for the file. The administrative staff involved in hiring staff will use a tracking system to make sure all records are complete using the required due dates.

Standard #: 22VAC40-185-160-C
Description: Based on a review of four staff records, and an interview with administrative staff, the updated TB screening and statements for staff member 3 and 4 were not obtained by two years from the dates of the most recent records. Evidence: The initial screening for staff member 3 was completed on July 31, 2015. The TB report for staff member 4 completed on June 3, 2015 was not updated until June 8, 2017.

Plan of Correction: The unit director will obtain a copy of an updated TB statement from staff member 3. The unit director and assigned administrative staff will use a system for tracking staff records and make sure arrangements are made to update TB statements in advance of the two year due dates.

Standard #: 22VAC40-185-70-A
Description: Based on a review of four staff records, and interviews with administrative staff, the program failed to obtain at least two reference checks for staff member 1 and 2. (Repeat violations.) Evidence: The were not any documented references in the files.

Plan of Correction: The unit director will request and obtain at least two reference checks for each staff file. The assigned administrative staff will make sure at least two reference checks are conducted and documented for the records of new staff. A system for tracking record needs will be attended to by administrative staff.

Standard #: 22VAC40-185-540-C
Description: Based on a review of the emergency supplies, and interviews with administrative staff, the first aid kit was missing a required item. Evidence: The tweezers could not be located. Staff indicated the tweezers were replaced since the last inspection and could not be found.

Plan of Correction: The site director will make sure another tweezers is placed in the first aid kit. A list of the required supplies that has been kept with the first aid box will be replaced and taped to the box for reference. An assigned staff person will check the supplies using a regular schedule.

Standard #: 22VAC40-191-40-D-1-C
Description: Based on a review of four staff records, and an interview with administrative staff, the agency failed to obtain an updated sworn statement, criminal record check and central registry record check before three years since the date of the last records. Evidence: The last sworn statement was from 2014. The most recent criminal history record was dated July 9, 2014. The most recent central registry check was from July 8, 2014.

Plan of Correction: The updated sworn statement was completed by October 4, 2017. The request form for the criminal history record check was completed on October 3 and the central registry record check request form will be completed and sent by October 6, 2017. The unit director and any assigned administrative staff will use a system for tracking the required background check. The unit director will inform the licensing inspector when the background checks have been received.

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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