Self-Inspections Made Simple Updated September 2017

Where Do We Start?

Where Do We Start? After the fall School Inspection Workshop, ALL schools and school districts receive a “Welcome to the School Year” email Click on the link in the email to begin the inspection process School* receives “Welcome to the School Year” email with a Link to SRHD website

#1 Start at the Cards, Permits and Inspections Tab #2 Expand the School Health & Safety section This takes you to a three-step process: Each step includes: Instructions Links to documents #3 Click on the School Health & Safety Inspections icon

Step #1: Submit Contact Form/Participation Agreement Due October 31! Link to form

Contact Form/Participation Agreement Contact Form and Participation Agreement are combined Complete each section and include the email addresses If there is no secondary contact write N/A in this section Include the name of the Superintendent or Administrator Contact Forms and Agreements may be completed at the annual training School* submits School Contact Form to SRHD   (May submit at annual inspection workshop)  

Step #2: Prepare for Inspection Call 324-1560, ext. 4 for prior reports Link to checklists

School* downloads and distributes teacher checklists to staff Download the teacher checklists and distribute them to all appropriate staff These checklists can be a very helpful tool. Please use them! School* downloads and distributes teacher checklists to staff

Step #3: Review Schedule & Instructions Links to: Inspection Schedule Instructions/FAQs Self-inspection Worksheets

School* reviews inspection schedule and instructions Find your school on the list Determine the inspection type Follow the instructions for your inspection type on Instructions/ FAQs School* reviews inspection schedule and instructions

Full Self-Inspection Process If your school conducts a self-inspection this school year, refer to the green chart in the handout Self-Inspection Program Instructions and Frequently Asked Questions.

Self-Inspection Step 1 Review prior inspection reports If you do not have last year’s re-inspection report, call the SH&S program Review status of outstanding items previously noted (work orders completed?) You will take previous reports with you during the self-inspection Prior inspection reports are important to the process.

Self-Inspection Step 2 Download and distribute self-inspection worksheets Worksheets can be found under Step 3 of inspection process: https://srhd.org/cards-permits-inspections/self-inspection-forms/step-3

Step 2 Continued Worksheets can also be found on our Health & Safety Inspections webpage: https://srhd.org/programs-and-services/school-health-safety-program/health-safety-inspections

Completing Step 2 Consider distributing last year’s re-inspection report for reference purposes View the Health & Safety Inspections webpage for additional resources, like training videos Download the self-inspection worksheets that match your school grade levels. Distribute them (plus last year’s self-reinspection reports) to anyone assisting you with the self-inspections. Remember it is at your discretion to select the staff best qualified to conduct the self-inspection. You may decide to have several people participate (e.g., groundskeeper for playgrounds, chemical hygiene officer for science, etc.) or you may inspect the entire school yourself. NOTE: the School Health and Safety program has playground inspection tools for loan to assist in measuring entrapments, surfacing depth, etc. Contact us at 324-1560, ext. 4 to borrow the tools. https://srhd.org/programs-and-services/school-health-safety-program/health-safety-inspections

Self-Inspection Step 3 Complete SI Worksheets and Milk Cooler Information Worksheet Highlights Format - writable Word document Allows more space for comments Requirements in Bold Priority items only When we streamlined our program during 2013-2014, we condensed the worksheets significantly. The requirements are in bold and consist of priority items only. Priority items are imminent health and safety hazards. Like the Contact Forms, they are writable Word documents, and can be completed on the computer and emailed to us (this is our preference so we can keep everyone’s costs down). They can also be downloaded and faxed or mailed. That will take us more time to re-enter the information into the database. If you have questions about opening, saving or emailing the worksheets contact Katie at 324-1560 Ext. 4.

All Worksheets in One Document Instead of downloading separate worksheets, they are all contained in one document. Here’s what it looks like.

Completing SI Forms Impacts Billing Be Thorough Include if unsure Make sure to fully complete the header (grade level and enrollment impact billing). In order to assist you with requirements for future projects, complete any proposed future construction (including new or relocated playground equipment). Need principal’s name, enrollment # & grade span. Be Thorough

IMPORTANT NOTE Reference last year’s re-inspection report for ongoing items ONLY mark “in compliance” on items if you know that to be accurate Important: be thorough and accurate.

SI – the Year of Accountability SH&S program is transitioning to a new database – in future will tracking items noted and correction status We will verify correction status during routine inspection next school year Inaccurate self-inspections may jeopardize participation SRHD has a new database – someday it will include data from your self-inspection so accuracy is critical. Next year, when we conduct a routine inspection, we will spot check to verify correction status of items from your self-inspection report. If you are unable to verify correction of an item, don’t mark it as corrected just because it was scheduled to be completed. For example, if your work order to correct a head entrapment on a piece of playground equipment was scheduled for completion but you don’t know if it was nor have the tools to measure it, don’t mark it as in compliance. We’ll explain further. NOTE: We understand that some operational items (e.g., keeping cleaners inaccessible to students, maintaining adequate playground surfacing under swing exit zones, etc.) take ongoing effort to maintain compliance. When correcting this type of item, also consider a plan to maintain compliance. Talk with other schools – they may have an innovative way to address similar issues.

Example Re-inspection Report (from prior school year) CATEGORY ISSUE Insp Code InspCodeText SRHD Findings Reinspect Comments CLASSROOMS GENERAL B 007 All hazardous chemicals ...must be stored to prevent unauthorized use… Cleaning products were improperly stored under the sinks in most classrooms. Fix in 2015 ELECTRICAL C 021 Electrical receptacles shall be properly grounded.... The GFCI electrical outlet in Rm. 5 did not trip when tested. PLAYGROUNDS CLIMBERS N 001.14 There should be no entrapments present. There were head entrapment hazards on the playground structure at the spaces between the steps. SWINGS N 001.27 There should be no worn chains or pivot points. The pivot points in the swing seats on both swing structures are showing wear and should be replaced. SLIDES N 009.10 SLIDE STRUCTURE USE ZONE - There should be 6' min. at the sides & rear. The slide is only 4 feet from the containment barrier. Here’s an example of some common carryover items. The headings Category, Issue, InspCode and InspCodeText all refer to the K-12 Guide used as our inspection reference tool. This is available on our website. InspCode and InspCodeText are the corresponding K-12 Guide inspection code number and text stating the requirement or recommendation. In this example, SRHD had identified 5 items out of compliance during our routine inspection (year 1 of the inspection cycle). During the school’s self-reinspection (year 2), the school stated the items would be corrected in 2014.

Verifying Inspection Items Verify during visual inspection of classrooms CATEGORY ISSUE Insp Code InspCodeText SRHD Findings Reinspect Comments CLASSROOMS GENERAL B 007 All hazardous chemicals ...must be stored to prevent unauthorized use… Cleaning products were improperly stored under the sinks in most classrooms. Fix in 2015 ELECTRICAL C 021 Electrical receptacles shall be properly grounded.... The GFCI electrical outlet in Rm. 5 did not trip when tested. Item B007 is easy to visually verify/inspect during an inspection by looking under classroom sinks. Item C021 can only be verified/inspected with a GFCI tester. Verify by tripping outlet with GFCI tester

Items in Question If you do not know how to inspect an item, call School Health and Safety program If you cannot verify compliance, mark “out of compliance” and comment that it could not be checked If you don’t know how to inspect an item, call one of your school partners or call the School Health and Safety program. If you cannot verify compliance with an item mark “No”, out of compliance, and in the comments state that you are unable to inspect it. In this example, the best option is to purchase a GFCI tester. They are available at hardware stores (or online for less than $10) and are an inexpensive inspection tool you should have on hand. Electrical C-021 16 Outlets within 6 ft. of sinks & grounding sources must be GFI protected. Extension cord use must be minimized & not pose a tripping hazard. Yes No N/A      Unable to inspect

Playgrounds – Special Instructions There is an obligation to address pending items on the self-inspection report CATEGORY ISSUE Insp Code InspCodeText SRHD Findings ReInspect Comments PLAYGROUNDS CLIMBERS N 001.14 There should be no entrapments present. There were head entrapment hazards on the playground structure at the spaces between the steps. Fix in 2015 SWINGS N 001.27 There should be no worn chains or pivot points. The pivot points in the swing seats on both swing structures are showing wear and should be replaced. SLIDES N 009.10 SLIDE STRUCTURE USE ZONE - There should be 6' min. at the sides & rear. The slide is only 4 feet from the containment barrier. When conducting your self-inspections and completing your worksheets for most of your school, the previous re-inspection report is for reference purposes and to ensure accuracy since you are required to inspect all pertinent items on the self-inspection worksheets. If an item doesn’t pertain to your school (e.g., if you don’t have animals in the classroom), mark n/a. When you reach the playground portion of your self-inspection there are special instructions. In addition to inspecting the items on the worksheet, for playgrounds, you must also identify and respond to any carryover items from the prior year (year 2 – reinspection). This slide shows the carryover playground items in our example.

Playgrounds – SI Worksheet Obligation to review and respond to issues from previous report Corrections Review Issues From Prior Inspection(s) Are All Identified Issues Corrected? List All Changes (If NO is checked in the previous column, provide item numbers (e.g. N-001.14) for remaining items and list changes or plans for correction Review the previous routine and re-inspection. Document all changes and plans to correct previously identified playground issues or hazards (e.g., entanglements, entrapments, protrusions, surfacing depth). Yes No N/A       This slide shows the portion of the playground self-inspection worksheet requiring you to review carryover items. For each item still needing correction: List the item number Document the plans for correction This has been a problem – not completed. List pending item numbers and plans for changes or correction

Playgrounds – Example Swing pivots will be corrected in the summer of 2014 and parts have been ordered Entrapment was corrected CATEGORY ISSUE Insp Code InspCodeText SRHD Findings Reinspect Comments PLAYGROUNDS CLIMBERS N 001.14 There should be no entrapments present. There were head entrapment hazards on the playground structure at the spaces between the steps. Fix in 2015 SWINGS N 001.27 There should be no worn chains or pivot points. The pivot points in the swing seats on both swing structures are showing wear and should be replaced. SLIDES N 009.10 SLIDE STRUCTURE USE ZONE - There should be 6' min. at the sides & rear. The slide is only 4 feet from the containment barrier. In our example, only item N0001.14 (entrapments) was corrected. The school plans to correct Item N001.27 (swing pivots) but has no immediate plans to correct N009.10 (slide use zone). This will not be corrected until slide is replaced pending bond approval

Playgrounds – How to Document Mark “No” since two items are not corrected Corrections Review Issues From Prior Inspection(s) Are All Identified Issues Corrected? List All Changes (If NO is checked in the previous column, provide item numbers, e.g. N-001.27, for remaining items and list changes or plans for correction) Review the previous routine and re-inspection. Document all changes and plans to correct previously identified playground issues or hazards (e.g., entanglements, entrapments, protrusions, surfacing depth). Yes No N/A N 001.27 Swing pivots will be corrected in the summer of 2015 and parts have been ordered. N 009.10 This will not be corrected until slide is replaced pending bond approval. This slide shows the correct way to document the items still needing correction. List pending item numbers and correction plans

More Updates – Milk Cooler Form Everyone completes the form Temperature reading required if milk is served to staff or students and the school does not have a school lunch program inspected by the SRHD Food Safety Program If cooler out of compliance, adjust then verify with second reading A milk cooler form must be completed for each school. How you complete the form depends upon whether or not you serve milk to staff or students AND whether or not your school kitchen is permitted by our Food Safety program. See next slide for more instructions.

Completing the Milk Cooler Form If cooler out of compliance, adjust then verify with second reading All schools – complete the heading and signature. If your school is permitted by our Food Safety program, check N/A and check “Have school lunch program inspected by SRHD Food Safety Program” If your school does not serve milk, check “N/A” and check “Do not serve milk” If your school serves milk but is not permitted by our Food Safety program, check the temperature of the milk* in the milk cooler. Document the temperature. If the milk is above 41 degrees F, check “No” (out of compliance), adjust the temperature and take another reading. In the comments, document what you did and the new reading. *During the workshop there was a discussion about taking the milk cooler temperature. The intent is to take the temperature of the product but we had not made that clear to everyone. The milk cooler form has been modified to add clarification and instructions on how to take the temperature of the milk. If you have a thermometer in your refrigerator, it measures only the air temperature so you still have to take the temperature of the product. Be sure to take the temperature of the product in the milk cooler when performing this inspection to make sure it is 41° F or less. If you are not comfortable taking the temperature of the milk in the containers, you can place a cup of water in the cooler overnight and use your calibrated thermometer to take the temperature, or place the thermometer between 2 containers and press together. Please do not rely on the refrigerator thermometer, since these are not always accurate indicators of the actual temperature of the milk in the cooler. If corrections are required, be sure to document these corrections as shown above.

Self-Inspection Step 4 Avoid a LATE FEE - return completed self-inspection forms (including Milk Cooler info) to SRHD by the deadline – March 31st Return forms electronically (keeps costs down) Billing will be sent to school or school district when all materials are received and reviewed Refer to the FAQs for the deadline to return your completed self-inspection forms (March 31st of the school year for self-inspections). Return the forms electronically if possible. REMEMBER: you do not have to inspect the entire school in one day. Be efficient – consider incorporating the inspection into other work you do. CAUTION: schedule your playground inspection while the weather is still good. It is unacceptable to put off the inspection until March then ask for an extension due to bad weather. TIP: some schools conduct their inspection early then make corrections and include the corrections in their comments. That way when they submit their reports most items have already been addressed. Great plan!

In Closing… If you have any questions as you begin the process, please contact: SRHD School Health and Safety Program 324-1560 ext. 4 We are here to help. If you have questions, please give us a call. Often the questions can be answered quickly. If you need substantial assistance, we may refer you to one of our advisory committee members or other willing school partner in order to keep all of our costs as low as possible.