In order to protect the health and safety of the University Community members and the environment, Environmental Health & Safety inspections are conducted to find and correct unsafe conditions and/or instances of non-compliance with applicable rules and regulations. This policy will establish a framework for conducting inspections and will assign responsibility for each step in the inspection and remediation process.
Health and Safety Inspections Tips
Recognizing and Preventing Frequent Violations
Environmental Health and Safety Department Standards and Practices
The EH&S Department will conduct a wide variety of Environmental Health and Safety inspections of University facilities, and accompany inspectors from external regulatory agencies during inspections of University facilities and disseminate reports as follows:
- Document results on an inspection report and forward a copy to the responsible department or individual along with a definite, yet reasonable, deadline for correction of any discrepancies noted.
- Monitor status of corrections. If the responsible department or individual has not corrected the discrepancies, submitted a plan of corrective action, or requested an extension by the original deadline, a second notice will be issued to the responsible department or individual with a shorter deadline for correction.
- If, after the second notice, a responsible department or individual has not corrected discrepancies, submitted a plan of corrective action, or requested an extension, send a memorandum to the next level of responsibility in the organizational structure, (i.e. Supervisor, Department Head, Dean, Director, etc..) requesting action be taken to correct the outstanding discrepancies.
- If notification of the next level of responsibility does not result in the discrepancies being corrected, continue sending memorandums to increasingly higher levels of responsibility until reaching the Vice President level. Memorandums to the Vice President level will be sent by the Director of EH&S. Send a copy of the memorandum to all previously notified levels of responsibility each time a higher level is notified.
- Conduct follow up inspections or spot checks to ensure that corrections have been made.
The EH&S Department will maintain a file of outstanding corrections. These 'outstanding corrections' must have received approval from the Inspecting Authority for a delayed plan of corrective action, to delay corrective action projects that are difficult, expensive, or require major repair or modification which delays correction.
The EH&S Department will maintain files of all inspection documents in the EH&S department files.
Physical Plant Department and/or Housing and Residence Life Standards and Practices
The Physical Plant and Housing Department will cooperate with EH&S and external regulatory agency inspectors. If deemed necessary, have a representative participate in the inspection.
- Notify EH&S of all environmental, health, and safety inspections conducted by external regulatory agencies without EH&S participation, and forward a copy of any inspection reports received to EH&S.
- Place a 'high priority' on correcting safety discrepancies within the established deadline.
- If repairs or maintenance cannot be completed on time, contact the initiator of the request and EH&S to let them know when the repairs or maintenance will be completed.
- If the repair or maintenance is beyond the capability of Physical Plant or Housing due to complexity or cost, submit a request for correction to Facilities Planning or contract directly with an approved subcontract, copying or notifying EH&S of the plan of action.
Responsible Department or Individual Standards and Practices
The responsible department or individual will cooperate with EH&S and external regulatory agency inspectors. If necessary a representative may participate in the inspection.
- Notify EH&S of all environmental, health, and safety inspections conducted by external regulatory agencies prior to or without EH&S participation, and forward a copy of any inspection reports received to EH&S.
- Within the established deadline, return a copy of the inspection report to EH&S indicating the date each discrepancy was corrected, and/or submitted a plan of action with a time table for correction of outstanding discrepancies.
- Submit a request for extension anytime a deadline cannot be met which explains why the deadline cannot be met.
- Contact Physical Plant to have work orders issued to correct deficiencies which require building repair or maintenance. Indicate that the repair or maintenance needed is a safety discrepancy to prioritize the request. Email EH&S upon completion, for a follow up inspection.
- Send a copy of the work order confirmation to EH&S.
Facilities Planning Standards and Practices
Facilities Planning will cooperate with EH&S and external regulatory agency inspectors. Though seldom warranted if a repair or maintenance is beyond the capability of the Physical Plant due to complexity or cost, Facilities Planning must:
- Develop plans, find appropriate funding, and initiate a project to correct safety discrepancies.
- Notify Physical Plant, EH&S and the affected department of the plan of action and the time line for completion.
Form used for life safety inspections can be seen here.