School/Department Quarterly Safety Inspection Guidelines

Purpose
In order to maintain a safe environment for students, staff, and visitors, a quarterly safety inspection will be conducted by the Custodial Maintenance Coordinator, or another qualified individual(s). Inspection results shall be reviewed with the site/department administrator, and a "correction plan" will be established for any identified safety concerns.

School/Department Safety Evaluator

• The Custodial/Building Maintenance Coordinator, or another qualified person, will conduct the site inspection.
• The 4J School/Department Safety Inspection Checklist(pdf) will be used as a guideline in conducting the inspection process.

Inspection Frequency

• Each 4J work site must conduct one safety inspection during each of the four quarters identified below:
  • Quarter #1 – July 1 to September 30
  • Quarter #2 – October 1 to December 31
  • Quarter #3 – January 1 to March 31
  • Quarter #4 – April 1 to June 30
• The annual safety inspection performed by the 4J Safety Specialist(s) (Dan Fuehring), and the SAIF Loss Control Consultant may count as one of these quarterly inspections.
• A reminder will be sent each quarter to all schools and departments that need to complete an in-house safety inspection.

Supervisory Review of Inspection Results

• Review the completed inspection form with the school/department administrator, and develop a plan for correcting all identified safety concerns.
• In the event that safety concerns are identified during the quarterly inspection, corrections need to be made in a timely manner. In the event that safety concerns are not corrected in a reasonable period, then the matter should be referred to the site administrator. The administrator or designee should contact a Safety Specialist at Facilities Management, or the Risk Management office if additional assistance is required.

Correction Plan for Safety Concerns

• Determine the potential danger posed by each safety concern. If the item poses an immediate threat of injury then it should be corrected immediately. Otherwise, determine a reasonable length of time for correcting each item.
• Submit any work orders required to "fix" the problem, and indicate it is a "safety inspection item." In addition, you will also want to immediately follow up with Dan Fuehring (x4018), or Harlan Coats (x4017), 4J Safety Specialists, on high priority safety issues.
• Monitor to make sure the identified safety item(s) are corrected.
• Report any delay or problem in resolving safety concerns to your building or department administrator.

Record Keeping

• A copy of all completed inspections, including a list of the safety concerns identified, and a description of the actions taken to correct the problem will be forwarded to the 4J Risk Management office. The 4J Risk office will maintain the "official" file for all 4J quarterly inspections.
• It is recommended that schools and departments maintain copies of their quarterly inspection results for use in tracking and resolving identified safety concerns.

If You Need Assistance
If you need assistance conducting your quarterly inspection or developing a plan to correct safety concerns, please contact Dan Fuehring (x4018), Harlan Coats (x4017) in 4J Facilities Management, or Patrick Hughes(x3316) in the 4J Risk Management Office.

(Revised September 12, 2007)