1. Routine Inspections and Re-Inspections Made Simple
Updated September 2017

2. Where Do We Start?

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

4. #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

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

6. Contact Form/Participation Agreement
Contact Form and Participation Agreement are combined
Complete each section and include the 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)  

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

8. 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

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

10. 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

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

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

13. 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 s
Flexible scheduling with multiple schools

14. 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

15. 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)

16. 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

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

18. 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, , SRHD website “Contact Us” message; OR
You can arrange an in-person meeting to help set priorities

19. 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?

20. 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 ( , 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.

21. 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 ( , 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.

22. 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 ( , 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.

23. 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.

24. Reinspection Process

25. 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 ext. 4.

26. 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 ( , 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.

27. 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 ( , 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.

28. 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).

29. 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.

30. 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.

31. 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).

32. 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.

33. 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 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.

34. 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.

35. 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.

36. 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.

37. 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)

38. 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

39. 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
ext. 4