VIRGINIA DEPARTMENT OF SOCIAL SERVICES

YMCA of the Virginia Peninsulas-Westside Elementary School
800 West Main Street
Smithfield, VA 23430
(757) 647-2974

Current Inspector: Melinda Popkin (757) 802-5281

Inspection Date: Jan. 26, 2024

Complaint Related: No

Areas Reviewed:

8VAC20-780 Administration. 8VAC20-780 Staff Qualifications and Training. 8VAC20-780 Physical Plant. 8VAC20-780 Staffing and Supervision. 8VAC20-780 Programs. 8VAC20-780 Special Care Provisions and Emergencies 8VAC20-780 Special Services. 8VAC20-820 THE LICENSE. 8VAC20-820 THE LICENSING PROCESS. 8VAC20-820 HEARINGS PROCEDURES. 8VAC20-770 Background Checks 20 Access to minor's records 22.1 Early Childhood Care and Education 63.2 Child Abuse & Neglect

Technical Assistance:

When staff records are housed off site, the expectation is that the records be available off site for the inspector to review or that a complete record be sent electronically within 24 hours after the inspection, unless other arrangements are agreed upon.

Comments:

An unannounced Renewal inspection was conducted on 1/26/20204 from 3:45 pm- 5:47 pm. At the time of entrance, 18 children, ages 9- 12 years old, were in care with 2 staff members present. The sample size consisted of 5 children?s records and 2 new staff records. Staff records were not available onsite and were reviewed digitally. Children were observed during snack time, completing homework and playing gross motor games in the gymnasium. Medication administration was not observed. However, medication was reviewed with regard to storage and written authorization. Information gathered during the inspection determined non-compliance with applicable standards or law and violations were documented on the violation notice issued to the program. Repeat violations were found and are identified within this report.

Violations:

Standard #:	8VAC20-780-150-B
Description:	Based on a review of records and interview, the licensee did not always ensure that the required documentation of Physical Examinations and Immunizations are signed by a physician, his designee, or an official of a local health department. Evidence: Five children's records were reviewed. The record for child #2 contained a physical form which was not signed by the child's physician. The program director confirmed that the physical form had not been signed by the child's physician or designee.
Plan of Correction:	The program director will speak with child #2's guardian today and ask that the Physical Examination be signed by a physician, his designee, or an official of a local health department and submitted to the program within 2 weeks.
Standard #:	8VAC20-780-60-A-8
Description:	Based on a review of records and interview, the licensee did not ensure that each child with a diagnosed food allergy has a written care plan to include instructions from a physician regarding the food to which the child is allergic and the steps to be taken in the event of a suspected or confirmed allergic reaction. Evidence: The record for child #2 whose date of enrollment was 9/5/2023 contained documentation that child #2 has a severe allergy to Tree Nuts. There was not a written allergy care plan present in child #2's record or elsewhere in the facility to instruct staff on the steps to be taken in the event of a suspected or confirmed allergic reaction; The program director confirmed that this documentation was not available for child #2 at the time of the inspection on 1/26/2024.
Plan of Correction:	The program director will speak with child #2's guardian today and ask that the child's physician comepletes an allergy care plan and submitted to the program within 2 weeks.
Standard #:	8VAC20-780-70
Description:	Based on a review of records, the licensee did not always ensure that each staff record contains , documentation that two or more references as to character and reputation as well as competency were checked before employment or volunteering. Evidence: Two new staff records were reviewed during the inspection. The record for staff #1, whose date of employment is 1/3/2024 and the records for staff #2 whose date of employment is 1/22/2024, did not contain documentation that references were checked. These records were reviewed electronically and this documentation was requested again but not received.
Plan of Correction:	Documentation that references as to character and reputation as well as competency were checked for staff #2 will be documented and placed in staff #2's record within 2 weeks.
Standard #:	8VAC20-780-90--A
Description:	*** REPEAT VIOLATION*** Based on a review of records and interview, the licensee did not always ensure that a written agreement between the parent and the center shall be in each child's record by the first day of the child's attendance. Evidence: Five children's records were reviewed. The record for child #2 did not contain documentation of the required written agreements between child #2's parent and the program, regarding Authorization for Emergency Care, policies for picking up an ill child from care, and notification of a household member contracting a communicable disease. The program director confirmed that this documentation was not present in child #2's record at the time of the inspection on 1/26/2024.
Plan of Correction:	The program director will speak to the parents this afternoon and request that this documentation be completed and signed by the parent within one week.
Standard #:	8VAC20-780-190-A
Description:	Based on a review of records and interview, the licensee was unable to demonstrate that the program director is qualified for his assigned position. Evidence: Two new staff records were reviewed during the inspection. The record for staff #1, who is the designated Site Director (program director present on site) indicates a date of employment of 1/3/2024. The records for staff #1 did not contain the required documentation to demonstrate program director qualifications. Staff #2's record contains a resume that indicating college courses in a child -elated areas have been completed. However, the record does not contain a degree or transcript. This records was reviewed electronically and this documentation was requested again but not received. Staff #2's immediate supervisor confirmed that staff #2's transcripts have not yet been received.
Plan of Correction:	Staff #2 will be asked to provide a copy of his transcripts within 2 weeks. This documentation will be placed in staff #2's record.
Standard #:	8VAC20-780-240-B
Description:	Based on a review of records and interview, the licensee was unable to demonstrate that new staff complete orientation training specific to the program prior to the staff member working alone with children and no later than seven days of the date of assuming job responsibilities. Evidence: Two new staff records were reviewed during the inspection. The record for staff #1, whose date of employment is 1/3/2024 and the records for staff #2 whose date of employment is 1/22/2024, did not contain documentation that orientation training had been completed. These records were reviewed electronically and this documentation was requested again but not received.
Plan of Correction:	Staff #1 and Staff #2 received orientation training at the time of their hire. This training will be reviewed and documentation will be placed in their records demonstrating that that they have completed orientation training specific to the program.