Routine Inspections and Re-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

Routine Inspection Process Flowchart Remember to remind schools to save final routine inspections for reinspections

Routine Inspection Step 1 School reviews previous reports Reports delivered by SRHD in e-mail Review status of outstanding items previously noted (work orders completed?)

Routine Inspection Step 2 SRHD Inspector sets Routine Inspection appointment(s) Non-district schools: You will receive a phone call before March 1. School Districts: Inspections will be scheduled by Sandy Phillips and the District Maintenance Director. To keep long term costs down Prompt response to calls and e-mails Flexible scheduling with multiple schools

Targeted Routine Inspection Step 3 Inspector conducts Targeted Inspection(s) Elementary School Intro conference: previous inspection items, injuries, construction plans Complete playground inspection “Random” check of 2 classrooms for Priority Items Milk cooler temperature (if no cafeteria) Exit conference: discuss findings

Targeted Routine Step 3 - continued Inspector conducts Targeted Inspection(s) Secondary School Intro conference Science – labs, storage & prep rooms Career-Tech – shops, scene shops* Art & Crafts – jewelry* Chemical photography Expressed concerns in other areas, injuries, construction Milk cooler temperature (if no food service) Exit conference *All equipment used must meet the same regulations as any shop (e.g., safety zones, posted instructions)

Targeted Routine Step 3 - continued Schools are ultimately responsible for all areas whether or not they are included in the inspection. We no longer check these items but schools are still responsible

Routine Inspection Step 4 School receives draft report Excel spreadsheet unless otherwise requested in advance. Any questions, call Tonia (324-1560, ext. 4). Review and make note of status (key is listed in the header) and any comments.

Routine Inspection Step 5 Before updating status of inspection findings, contact SRHD within 30 days to discuss: Questions or concerns about your reports by phone, e-mail, SRHD website “Contact Us” message; OR You can arrange an in-person meeting to help set priorities

Routine Inspection Step 6 Update the status of inspection findings Address the status of each item on the draft report Will the item be corrected now, later, or never? What is the plan for correcting the item?

Step 6 Example Since this is marked “Priority” it is considered a higher risk item that may pose an imminent health or safety hazard. While not marked “Required ”,it is still a higher risk “Priority” item. A “required” item means it’s required by code or statute (e.g. WAC,UPC) School Name Inspection Date MainHeading Text SubHeader Insp Code InspCodeText Priority Required SRHDFindings Franklin Elem 10/15/2014 Playgrounds General N 009.3 There should be adequate resilient surfacing - minimum 9" depth (2.4.2.2, page 10; Table 2, page 11, Public Playground Safety Handbook, CPSC, 2010). TRUE FALSE The surfacing near the composite climber was measured at 2 inches in depth and the surfacing near the base of the spiral slide was measured at 3 inches in depth. Only required codes for playgrounds are ADA & plan review.

Step 6 Example Enter a number here for each item that indicates what you did or plan to do 1 = Corrected 2 = In Process of Correcting 3 = Will Not Be Corrected The “Routine Status” column helps SRHD track what you plan to do with each item. InspCode InspCodeText Priority Required SRHDFindings Routine Status RoutineComments N 009.3 There should be adequate resilient surfacing - minimum 9" depth (2.4.2.2, page 10; Table 2, page 11, Public Playground Safety Handbook, CPSC, 2010). TRUE FALSE The surfacing near the composite climber was measured at 2 inches in depth and the surfacing near the base of the spiral slide was measured at 3 inches in depth. 2   Learned that we needed status numbering for consistency.

Step 6 Example Describe the “RoutineStatus” of each item in the “RoutineComments” column Corrected  Describe how it was corrected. In Process of Correcting  Describe how and when it will be corrected. Will Not Be Corrected  Explain why (e.g., school in process of relocating). InspCode InspCodeText Priority Required SRHDFindings Routine Status RoutineComments N 009.3 There should be adequate resilient surfacing - minimum 9" depth (2.4.2.2, page 10; Table 2, page 11, Public Playground Safety Handbook, CPSC, 2010). TRUE FALSE The surfacing near the composite climber was measured at 2 inches in depth and the surfacing near the base of the spiral slide was measured at 3 inches in depth. 2 New surfacing material on order. Material will be added to playground - summer 2016.

Routine Inspection Step 7 SRHD issues Final Report to school in same format as draft report. Billing will be sent. The Routine Inspection Process is Complete! Be sure to keep a copy of the Final Report for next year’s Reinspection.

Reinspection Process

Reinspection Step 1 Review the inspection report from the previous year All schools and school districts will have this in an Excel spreadsheet Be sure to use the table from last year for this year’s Reinspection. If you need a copy of the prior year’s Routine Inspection Report, please contact Spokane Regional Health District School Health and Safety Program at 324-1560 ext. 4.

Reinspection Step 1 - continued SchoolName Inspection Date MainHeading Text SubHeader InspCode InspCodeText Priority Required Franklin Elem 10/15/2015 Playgrounds General N-009.3 There should be adequate resilient surfacing - minimum 9" depth (2.4.2.2, page 10; Table 2, page 11, Public Playground Safety Handbook, CPSC, 2010). TRUE FALSE SRHDFindings Routine Status RoutineComments Reinspect Date ReinspectComments The surfacing near the composite climber was measured at 2 inches in depth and the surfacing near the base of the spiral slide was measured at 3 inches in depth. 2 New surfacing material on order. Material will be added to playground - summer 2015.   This slide shows all the fields on a typical Routine Inspection Report spreadsheet. Please note that the “Routine Status” and “Routine Comments” have already been completed by the school addressing the inadequate resilient surfacing in this example. During the Reinspection, the school/school district is responsible to complete the three remaining columns.

Reinspection Step 1 - continued SchoolName Inspection Date MainHeading Text SubHeader InspCode InspCodeText Priority Required Franklin Elem 10/15/2015 Playgrounds General N-009.3 There should be adequate resilient surfacing - minimum 9" depth (2.4.2.2, page 10; Table 2, page 11, Public Playground Safety Handbook, CPSC, 2010). TRUE FALSE SRHDFindings Routine Status RoutineComments Reinspect Date ReinspectComments The surfacing near the composite climber was measured at 2 inches in depth and the surfacing near the base of the spiral slide was measured at 3 inches in depth. 2 New surfacing material on order. Material will be added to playground - summer 2015.   For those of you who weren’t involved in the routine inspection last year or need a refresher, here’s the same slide but color-coded. The columns in the blue shading are what we sent to you last year after our inspection; here’s the key to the column headings: school name and inspection date are self-explanatory The Main Heading Text, Sub Header Text, Inspection Code and Inspection Code Text headings are consistent with the DOH/OSPI K-12 Guide Priority items are those that are higher risk Required means a regulation vs. a guideline or standard SRHD Findings are what we observed at the time of inspection You or your school completed the columns highlighted in green to let us know the status of the item and your intent to address it. This year (Reinspection year) you are completing the columns highlighted in yellow.

Reinspection Step 2 Reinspect ALL the items from the previous year and provide the status of each item This applies to all items from the Routine Inspection Report your status updates and provide comments for each item in the appropriate column Be sure to note that all items identified the previous year must be reinspected again during the Reinspection. This includes those items that are shown as “corrected” on the Routine Inspection Report table. This is particularly important for items that don’t involve the physical facility (e.g., improper chemical storage in classrooms, animals in the classroom, unsecured bookshelves brought in by the instructor).

Reinspection Step 2 - continued Provide date the Reinspection was completed by the School or School District Representative Priority Required SRHDFindings Routine Status RoutineComments Reinspect Date ReinspectComments TRUE FALSE The surfacing near the composite climber was measured at 2 inches in depth and the surfacing near the base of the spiral slide was measured at 3 inches in depth. 2 New surfacing material on order. Material will be added to playground - summer 2015. 10/22/2015   Please note that the best time to perform the reinspection of certain areas of the school, such as the playground, may be right away. Certain classrooms, shops, science preparation rooms, laboratories and other areas may need to be inspected at a later date or during breaks. Please note the correct date that each item is inspected.

Reinspection Step 2 - continued Enter a number here for each item that indicates what you did or plan to do 1 = Corrected 2 = In Process of Correcting 3 = Will Not Be Corrected The “ReinspectStatus” column helps SRHD track what you plan to do with each item. Priority Required SRHDFindings Routine Status RoutineComments Reinspect Date Comments TRUE FALSE The surfacing near the composite climber was measured at 2 inches in depth and the surfacing near the base of the spiral slide was measured at 3 inches in depth. 2 New surfacing material on order. Material will be added to playground - summer 2015. 10/22/2015   1 Be sure to provide the status of each item being reinspected during the Reinspection process. When reinspecting each item, be sure to confirm the status of each item before providing the status number in the “Reinspect Status” column. The number 1 (Corrected) should not be selected unless the inspector has verified that the item was actually corrected.

Reinspection Step 2 - continued Describe the “ReinspectStatus” of each item in the “ReinspectComments” column Corrected  Describe how it was corrected. In Process of Correcting  Describe how and when it will be corrected. Will Not Be Corrected  Explain why (e.g., school in process of relocating). Priority Required SRHDFindings Routine Status RoutineComments Reinspect Date ReinspectComments TRUE FALSE The surfacing near the composite climber was measured at 2 inches in depth and the surfacing near the base of the spiral slide was measured at 3 inches in depth. 2 New surfacing material on order. Material will be added to playground - summer 2015. 10/22/2015   1 The surfacing was measured at 12 inches deep near the play equipment. Be sure to use the chart at the top of this slide when recording the comments associated with the status of the item. If the item was corrected, please describe how it was corrected. If the item is still in process of being corrected, please describe how and when this will be completed. If the item will not be corrected, please explain why. In some instances, the item may need to remain “as is” but should be addressed by some form of mitigation (e.g., extra supervision, employee training, additional playground rules).

Reinspection Step 3 – Milk Cooler An inspection table will be used to document your milk cooler inspection during Routine Inspections and Reinspections SRHDFindings Routine Status RoutineComments Reinspect Date ReinspectComments The surfacing near the composite climber was measured at 2 inches in depth and the surfacing near the base of the spiral slide was measured at 3 inches in depth. 2 New surfacing material on order. Material will be added to playground - summer 2016.   Milk cooler at 41° F. 1 No corrective action needed. All milk cooler inspections during the Reinspection year will now be documented using the Reinspection table as shown above. During routine inspections, the inspector will take the temperature of the milk in the milk cooler and record their findings as shown.

Reinspection Step 3 – Milk Cooler Milk Coolers will be inspected during the Routine Inspection School Name Inspection Date MainHeading Text SubHeader InspCode InspCodeText Priority Required Franklin Elem 10/15/2015 Food Service Milk Cooler J 014 WAC 246-215-03525 Milk must be cold held at 41° F. or less. If temperature exceeds 41° F. take corrective action and document corrected temperature. TRUE Priority Required SRHDFindings Routine Status RoutineComments Reinspect Date ReinspectComments TRUE Milk cooler at 41° F. 1 No corrective action needed.  

Reinspection Step 3 – Milk Cooler Be sure to inspect the milk cooler during the Reinspection SRHDFindings Routine Status RoutineComments Reinspect Date ReinspectComments The surfacing near the composite climber was measured at 2 inches in depth and the surfacing near the base of the spiral slide was measured at 3 inches in depth. 2 New surfacing material on order. Material will be added to playground - summer 2015. 10/22/2015   Milk cooler at 41° F. 1 No corrective action needed. Be sure to record the date of the milk cooler inspection in the “Reinspect Date” column as shown above.

Reinspection Step 3 – Milk Cooler This item must be corrected immediately if the temperature is above 41° F. The status should always be 1 for this item SRHDFindings Routine Status RoutineComments Reinspect Date ReinspectComments The surfacing near the composite climber was measured at 2 inches in depth and the surfacing near the base of the spiral slide was measured at 3 inches in depth. 2 New surfacing material on order. Material will be added to playground - summer 2015. 10/22/2015  1   Milk cooler at 41° F. 1 No corrective action needed. 1  The “Reinspect Status” column for the milk cooler inspection should always be a 1 (corrected) because this item requires immediate correction if the milk temperature is above 41° F. Please note that this only applies to the milk cooler temperature.

Reinspection Step 3 – Milk Cooler Be sure to document the milk cooler temperature and any necessary corrections. SRHDFindings Routine Status RoutineComments Reinspect Date ReinspectComments The surfacing near the composite climber was measured at 2 inches in depth and the surfacing near the base of the spiral slide was measured at 3 inches in depth. 2 New surfacing material on order. Material will be added to playground - summer 2015. 10/22/2015  1 The surfacing was measured at 12 inches deep near the play equipment. Milk cooler at 41° F. 1 No corrective action needed. Milk cooler temperature at 45° F. Turned milk cooler down and rechecked two hours later - now 41° F. 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 cartons, you can place a cup of water in the cooler and use your calibrated thermometer to take the temperature. 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.

Reinspection Step 3 – Milk Cooler What if I have a school lunch program, or simply don’t serve milk to staff or students? Put the date of the reinspection in the “Reinspect Date” column Put number 1 in the “Reinspect Status” column Provide the appropriate comment in the “Reinspect Comments” column (e.g., have school lunch program inspected by SRHD, do not serve milk)

Reinspection Step 4 Return the completed reinspection spreadsheet (table) electronically to SRHD by the deadline to avoid a late fee This spreadsheet includes the milk cooler inspection documentation Invoice will be sent to school or school district when all materials are received and reviewed

SRHD School Health and Safety Program If you have any questions as you begin the process, please contact: Tonia Roeder, Administrative Assistant LeAnne Hoffland, School Program Inspector Trisha McClure, School Program Inspector Sandy Phillips, School Program Technical Advisor Julie Awbrey, School Program Manager SRHD School Health and Safety Program 324-1560 ext. 4