Routine Inspections and Self-Reinspections Made Simple

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Routine Inspections and Self-Reinspections Made
Simple

• Steve Main
• Sandy Phillips
• September 26, 2013

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Where Do We Start?
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Where Do We Start?

• Next week ALL schools and school districts will
  receive a Welcome to the 2013-14 School Year
  email
• This email will contain a link to the SRHD School
  Program website
• Click on the link to see the newly updated
  website showing you what to do next

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Welcome to the New Webpage

• Note the 3-step process described in the blue
  column
• Be sure to follow each step before you begin the
  inspection process

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Step 1 Complete Contact Form

• Be sure to complete each section of the form and
  include the email addresses
• If there is no secondary contact please write N/A
  in this section
• Dont forget the name of the Superintendent or
  Administrator

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Step 2 Download Teacher Checklists

• Download the teacher checklists and distribute
  them to all appropriate staff personnel
• These checklists can be a very helpful tool.
  Please use them!

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Step 3 Review Inspection Schedule

1. Find your school on the list
2. Determine the inspection type
3. Follow the instructions for your inspection type

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School Routine Inspection Process Flowchart
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Routine Inspection Step 1

• School reviews prior reports
• Report from SRHD in e-mail or on disc
• Report in form of database or spreadsheet
• Check status of outstanding items (work orders
  completed?)

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Routine Inspection Step 2

• SRHD Inspector sets Routine Inspection
  appointment(s)
• Freeman, Liberty and SPS 81 Routines this cycle
• Will receive a phone call between November 1,
  2013 - March 1, 2014
• Prompt response to call reduces costs
• Flexible scheduling date time savings in
  travel time and program costs

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Targeted Routine Inspection Step 3

• Inspector conducts Targeted Inspection(s)
• Elementary School
• Intro exit conference
• Random check of 2 classrooms for Priority Items
  (chemicals under sink, etc.)
• Screening ? advanced art, animals, injuries,
  expressed concerns
• Construction/modifications not addressed by plan
  review or pre-occupancy inspection (additional
  plan review fees 1.5 x regular rate may apply)
• Playground complete inspection
• Milk cooler temperature (no food service)

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Targeted Routine Inspection Step 3 - continued

• Inspector conducts Targeted Inspection(s)
• Secondary School
• Intro exit conference
• Science labs, storage prep rooms
• Career-Tech shops, scene shops
• Art Crafts jewelry
• Chemical photography
• Expressed concerns in other areas
• Construction/modifications not addressed by plan
  review or pre-occupancy inspection (additional
  plan review fees 1.5 x regular rate may apply)
• Milk cooler temperature (no food service)

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Targeted Routine Inspection Step 3 - continued

• Inspector conducts Targeted Inspection(s)
• Some items to check on in rooms not inspected
• GFCI in classrooms
• Vacuum breakers at custodial faucets
• Drinking fountain flow (clear the guard)
• Tall bookcases secured
• No chemicals/cleaners under sinks in classrooms
• Elementary kiln ventilation
• Fridge temperatures in Home Economics and
  Disabled rooms
• Weight room tears in vinyl coverings, collars
  for free weights

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Routine Inspection Step 4

• School receives draft report
• Database or spreadsheet format
• Review and make note of questions or concerns

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Routine Inspection Step 5

• School contacts SRHD with-in 30 days
• to discuss inspection findings
• By phone call, or
• By direct e-mail,
• By website Contact Us message
• ? Can arrange an in-person meeting!
• ? Help set priorities

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Routine Inspection Step 6

• School enters correction status comments into
  Draft Report
• Enter in the Correction Comments column on far
  right
• Include what, when, by who
• SRHD will include in Final Report

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Routine Inspection Report Example Step 6
continued
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Routine Inspection Step 7

• SRHD issues Final Report to school
  administration
• The process is complete!

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Self-Reinspection Process
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Self-Reinspection Step 1

• Review the inspection report from the previous
  year
• Some schools and all school districts will have
  this in a database or spreadsheet format
• Some schools will receive a copy of last years
  inspection report in the original letter format

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Self-Reinspection Step 2

• Re-inspect all the items from the previous year
  and provide the status of each item
• This now applies to all items
• Database or spreadsheet format Use the
  Self-reinspection Status column
• Letter format write the status in the margin

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Self-Reinspection Step 2 - continued
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Self-Reinspection Step 3
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Self-Reinspection Step 3Milk Cooler Form
continued

• What if I have a school lunch program, or simply
  dont serve milk to staff or students?
• Mark N/A in the In Compliance? column
• Sign the form
• Check one of the boxes in the section Milk
  cooler inspection is checked N/A above because

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Self-Reinspection Step 4 - Optional

• Download and complete the Self-Reinspection
  Indicators sheet
• Indicators are used to help assess the overall
  effectiveness of the School Program

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Self-Reinspection Step 5

• Return the completed re-inspection form, Milk
  Cooler form and optional Self-Reinspection
  Indicators sheet to SRHD by the deadline to avoid
  a late fee
• Billing will be sent to school or school district
  when all materials are received and reviewed

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• If you have any questions as you begin the
  process, please contact
• Steve Main, School Program Technical Advisor
• LeAnne Hoffland, School Program Inspector
• Sandy Phillips, School Program Inspector
• Katie Murray, Administrative Assistant
• SRHD School Health and Safety Program
• 324-1560 ext. 4