VIRGINIA DEPARTMENT OF SOCIAL SERVICES

Headfirst Summer Camps
10409 Academic Drive
Oakton, VA 22124
(202) 625-1921

Current Inspector: Nancy Radcliffe (703) 268-3728

Inspection Date: July 12, 2023

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. 8VAC20-770 Background Checks 20 Access to minor?s records 22.1 Background Checks Code, Carbon Monoxide 63.2 Child Abuse & Neglect

Technical Assistance:

Technical assistance was provided regarding the medication procedures that were currently in place. Medication, paperwork and action plans should be together and easily accessible to a Medication Administration Trained staff member.

Comments:

A renewal inspection was conducted today between 10:30am and 1:30pm. There were 198 children present, with 34 staff supervising. The inspector reviewed compliance in the areas of administration, physical plant, staffing and supervision, programming, medication, special care and emergencies and nutrition. The children were observed in the gym area, art, having lunch and getting ready to go outside. A total of 10 child records and 10 staff records were reviewed. 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. Contact Nancy.Radcliffe@doe.virginia.gov or call 703-268-3728 if you have any questions regarding this inspection.

Violations:

Standard #:	8VAC20-780-160-A
Description:	Based on review of ten staff records, the center did not ensure each staff member submitted documentation of a negative tuberculosis screen that was completed within the last 30 calendar days of the date of employment. Evidence The tuberculosis documentation for staff #1, 2 and 10 was not completed within the last 30 days of their date of employment. Staff #1 date of hire 6/11/2022, TB dated 6/27/21.Staff #2 date of hire 6/11/2023, TB dated 7/28/2021. Staff #6 date of hire 6/11/2023, TB dated 9/27/2023.
Plan of Correction:	We will gather updated TB information for required staff
Standard #:	8VAC20-780-60-A
Description:	Based on review of 10 children?s records, the center did not maintain a record for each child that included all required documentation. Evidence The record for child #1,2,3,4,5,6.7.8.9. and 10 does not contain an address for two designated people to call in an emergency if a parent cannot be reached. The record for child # 1,2, and 4 does not contain a written care plan for their diagnosed food allergy that includes instructions from a physician regarding the food to which the child is allergic ad the steps to be taken in the event of a suspected or confirmed allergic reactio
Plan of Correction:	We will gather addresses for 2 emergency contacts for each camper using a new form. We will get and re-organize allergy care plans for campers with medication and ensure they are saved in our platform.
Standard #:	8VAC20-780-240-A
Description:	Based on review of ten staff records, seven do not contain documentation of the required Virginia Department of Education-sponsored orientation course completed within 90 calendar days of employment. Evidence Staff # 1,3,5,6,8,9, and 10 have not completed the required Virginia Department of Education sponsored orientation course.
Plan of Correction:	Returning staff members will take the required VDE training.
Standard #:	8VAC20-780-245-J
Description:	The center has agreed to administer prescribed medications. Based on interviews with four staff members, the administration by a staff member who has satisfactorily completed a training program for this purpose that is an approved organization was not in place. Evidence Staff member # 1,2 ,3 and 4 were responsible for a locked fanny pac that contained medication. All four staff members stated they were able to administer the medication in the locked bag and they had been trained in the administration of the medication. Management confirmed that is not true, they are not trained in medication administration
Plan of Correction:	We will re-train staff to make sure they understand that they are not MAT certified. Medication will live in the Safety Coordinator?s office who is MAT Certified
Standard #:	8VAC20-780-380-A-2
Description:	Based on review of policies and procedures, the center which operates five or more hours per day does not have a designated rest period for at least one hour but no more than two hours a day for preschoolers registered in camp. The center is not offering a one hour but not more than two-hour rest period for preschoolers registered in camp.
Plan of Correction:	We will change the schedule of our youngest campers to include a 1 hour rest time for campers.
Standard #:	8VAC20-780-510-I
Description:	The center can only administer medication that would normally be administered by a parent or guardian to a child if the center had obtained written authorization from a parent. Evidence Medication for child # 2 with a diagnosed allergy, was onsite with no authorization from a parent.
Plan of Correction:	We will get the Medication Administration from camper #
Standard #:	8VAC20-780-550-A
Description:	The center does not have a written emergency preparedness plan that address staff responsibility and facility readiness with respect to emergency evacuation and relocation, shelter in place and lockdown. Evidence The current written emergency preparedness plan is not complete. The plan does not address staff responsibility, assembly points, how essential documents will be secured, how medications and care plans will be secured, method to communicate with parents and procedures to reunite children with parent or authorized person designated by the parent to pick up the child.
Plan of Correction:	The Program Director will review and update these emergency procedures to include all of the pertinent information listed in the standards. We will print out an updated copy and keep it in our onsite binder.
Standard #:	8VAC20-780-560-G
Description:	Based on observation, when food was brought from home, the food container was not clearly dated and labeled in a way that identifies the owner. Evidence Ten lunch boxes brought from home were inspected, inside and out looking for child identification and current date. Ten out of ten did not contain a date, six out of ten were not labeled in a way that identifies the owner.
Plan of Correction:	We will communicate with parents that they must label and date their children?s lunches. If a child?s lunch box comes without this label, our team will label them at morning check in.