Franklin County YMCA - School-Age

Physical examinations completed by a physician shall be obtained prior to first day of attendance or within 30 days after the first day of attendance.

“Child 1, enrolled more than 4 months, had an incomplete physical in the record; It was not signed by a physician.”

Rule 8VAC20-780-140-A.

A tuberculosis (TB) screening is required every two years from the date of the last screening.

“Staff 4 was required to submit a follow-up TB screening by 5/2/24. TB for Staff 4 was overdue by over 11month.”

Rule 8VAC20-780-160-A.

Hazardous substances such as cleaning materials shall be kept in a locked place using a safe locking method that prevents access by children.

“The storage closet was unlocked and had cleaning products. The closet was accessible to the children.”

Rule 8VAC20-780-280-B.

When the children are in ongoing mixed aged groups, the staff-to-children ratio / group size applicable to the youngest child in the group shall apply to the entire group.

“The center has an ongoing mixed group (4yrs-10yrs), where the staff-to-child ratio is 1:10. The classroom was out of ratio by up to 5 children for approximately 5-10 minutes.”

Rule 8VAC20-780-350-C.

Staff records shall be kept for each staff person that contain all of the required information.

“The records for Staff 1, Staff 2, and Staff 3 were missing documentation to demonstrate the individual possess the education required by the job position.”

Rule 8VAC20-780-70.

Documentation of a negative tuberculosis screening must be submitted at the time of employment and prior to coming into contact with children.

“There was no documentation of a negative tuberculosis screening in the record for Staff 5, who was working on 04/08/2025 and has been employed for more than 2 months.”

Rule 8VAC20-780-160-A.

A tuberculosis (TB) screening is required every two years from the last screening.

“The updated TB screening for Staff 1 was overdue by one month. The updated TB screening for Staff 2 was overdue by one month.”

Rule 8VAC20-780-160-C.

Staff shall complete the VDOE sponsored online orientation training course within 90 days of hire.

“Staff 3, who has been employed for more than 10 months, has not completed the VDOE sponsored orientation training.”

Rule 8VAC20-780-240-A.

Staff shall greet each child upon arrival at the center.

“Three middle school-aged children were dropped off at the front door to the center via public school transportation and then walked into the gymnasium where the afterschool program is located without staff supervision. The children were not greeted upon their arrival to the center.”

Rule 8VAC20-780-340-I.

For each group of children, the center shall maintain a written record of daily attendance that documents the arrival and departure of each child in care as it occurs.

“On 04/08/2025, there were 12 children present but only 11 were marked present on the attendance record.”

Rule 8VAC20-780-80-A.

Centers shall keep a record of medication given to children.

“There is no record of the administration of Medication 1 after 09/19/2024; Medication 1 is administered daily by center staff.”

Rule 8VAC20-780-510-N.

Based on record review, the center failed to obtain two emergency contacts and have this information in a child’s record.

“EVIDENCE: The record for Child 2 has only one emergency contact, and two are required.”

Rule 8VAC20-780-60-A.

Repeat violation

“Based on record review and interview, the center failed to obtain the results of a Central Registry search for a new staff person by the end of the 30th day of employment. EVIDENCE: Staff 3 began employment on 5/23/2022. The Central Registry search results were obtained on 8/21/2022. Staff 6 stated they did not follow up with Central Registry to see why there was a delay in getting the results.”

Rule 8VAC20-770-60-C-2.

Based on record review, the center failed to ensure that a staff person completed the VDOE-sponsored orientation course (10 hour pre-service) within 90 days of employment.

“EVIDENCE: Staff 5 began employment on 5/20/2022 and the is no documentation so support that the VDOE-sponsored orientation course (10 hour pre-service) has been completed.”

Rule 8VAC20-780-240-A.

Based on record review, the center failed to have medication picked up or disposed of within 14 days of the authorization to administer it expired.

“EVIDENCE: Authorization to administer Medication 1 to Child 1 expired on 2/14/2023, and the medication was still in the center on the day of the inspection.”

Rule 8VAC20-780-510-P.

Based on record review and discussion with staff, the center failed to obtain the finding from a search of the central registry within 30 days of employment.

“Evidence: The record for Staff 6 contained a documented hire date of 08/24/2022; the date on the findings from the search of the central registry was 10/05/2022.”

Rule 8VAC20-770-60-C-2.

Based on record review and discussion with staff, the center failed to obtain the finding from a search of the central registry within 30 days of employment.

“Evidence: The record for Staff 3 contained a documented hire date of 03/11/2022. There were no findings from the search of the central registry available for review.”

Rule 8VAC20-770-60-C-2.

Based on record review and discussion with staff, the center failed to ensure that no person shall be hired for compensated employment prior to the facility obtaining an employment eligibility letter upon the completion of a fingerprint background check as required by the Code of Virginia.

“Evidence: The record for Staff 3 contained a documented hire date of 11/10/2021; the eligibility letter was dated 11/12/2021.”

Rule 22.1-289.035-A.

Based on record review and discussion with staff, the center failed to ensure that a person must not be employed until the agency has the person’s completed sworn statement or affirmation.

“Evidence: The record for Staff 2 contained a documented hire date of 03/04/2020; the sworn statement was dated 03/17/2020.”

Rule 8VAC20-770-60-B.

Based on record review and discussion, the center failed to ensure that staff records contain all of the elements as required by the standards.

“Evidence: The record for Staff 1 did not contain documentation that two or more references as to character and reputation as well as competency were checked before employment; and health information as required by 8VAC20-780-160. The documented date of hire for Staff 1 was 09/13/2021.”

Rule 8VAC20-780-70.