• Inspect within the authority of your certification
• Be aware of inspection authority and limitations

Follow written procedure

• Extremely hazardous conditions
• Work is being conducted without legally obtained permits

Cease-and-desist

• Maintain a reliable record-keeping system of inspections

Records

Owner/occupants may feel that they can improve their chances of avoiding a citation for violations by offering a drink or other friendly inducement

Simple courtesy gestures can be ethically misinterpreted

Best policy for inspectors to refuse any gratuities while in the performance of their duties

Most jurisdictions have codes of conduct/ethics that address what is appropriate or acceptable behavior and what is prohibited

Inspections are generally performed in a certain order

Compare any photographs, sketches, site plans, or elevation drawings of the structure in the building inspection file to verify that they match existing conditions

Note any changes since the previous inspection

Following the same sequence for similar types of occupancies increases the consistency of the inspection process

Conditions, barriers, or obstructions that may affect fire department access to the building

Locations of all hydrants, alternative water sources, and fire department connections (FDCs); these should match previous inspection notes

Building name and address match those listed in the building/facility inspection file

Address numbers clearly visible on the outside of the building or facility and conform to fire/building code requirements

Exterior maintenance or housekeeping problems such as trash or dry vegetation that may create a fire hazard

Type of occupancy: Has it changed since previous inspection?

Number of stories of the structure; should match previous inspection

Proximity to other structures or potential exposures such as common or shared walls; distance to and type of exposures

Construction, renovation, or demolition activities that create special or temporary fire and life safety conditions

Exterior signage identifying any materials or dictating that certain practices are prohibited, depending on occupancy type

Progress clockwise or counterclockwise from the front of the structure

If the site has multiple structures, it may be necessary to complete one structure before proceeding to the next

Draw a site plan if one does not exist in the inspection file; used to note the location of violations or fire protection equipment

When taking photographs of the site, be sure that the location and date of the photograph are noted on the plan

• Ensures no portion of the facility is overlooked
• Don’t complicate the inspection sequence by going back and forth through an area inspecting individual items
• Walk through an area noting inspection concerns on a checklist that can be referred to later when preparing the report

Systematic pattern

Start from the roof and work downward

Start from the basement and work upward

Follow an established manufacturing process within the structure from the raw materials to the finished product and include all storage areas

Regardless of the method used, each level or floor of the structure is inspected in a systematic manner

Use either a clockwise or counterclockwise pattern so that all areas are addressed

If a basic floor plan is available, it can be used to note the location of violations and can also be used to verify that all areas have been inspected

If admission is refused because of confidentiality reasons, note the denial and continue to the next item

Do not demand entry or argue with the representative

Respect the confidentiality of any trade secrets that exist in a facility

Do not sign any documents without consulting with a supervisor and/or legal counsel

After the inspection is concluded, consult with a supervisor regarding any areas where entry was denied

Include banks, data and computer system centers, law enforcement complexes, and detention/correction centers

May be able to gain entry at a more appropriate time, such as during a maintenance period

Many occupancies have code requirements that are specific to that type of occupancy classification

All occupancies share some similar fire and life safety code requirements

Helpful when documenting violations

Used to document the current state of a feature or system

Can use these photos during preincident planning

Before and after photos will also be valuable

Some may refuse photos

Follow department policies for record-keeping

Inspection agency’s name and address

Inspector’s name

Date of inspection

Name and address of occupancy being inspected

Name, phone number, and email of person in charge of occupancy and/or the owner of the building if not the same person

Name and title of building representative who accompanied inspector

Occupancy classification

Height of building and number of stories above and below grade

Interior and exterior finishes

Number, location and size of exits

Fire protection features

All other areas that must be checked to verify code compliance

Space to note items that are not contained on checklists

What code requirements now apply to the new occupancy

How they differ from the previous requirements

Whether the requirements have been applied

Whether there are any exemptions to the requirements

Means of egress

Fire protection equipment design or installation

Fire detection and alarm system design or installation

Emergency lighting

Occupant load calculations

Increased fuel load; amount of hazardous materials in the structure

Changes in the physical layout and contents of a structure

Inspector discusses the results with the owner/occupant or property manager

The purpose of this final or closing discussion is to review the entire inspection process; note areas that are in compliance as well as situations that need correction

Review possible violations and answer any questions that the owner/occupant has

Note them for follow-up if research is needed to provide an answer to the owner/occupant

This is also the time to schedule a reinspection if it is needed

The most difficult aspect of dealing with people while conducting an inspection

When handled in a tactful, professional manner, an inspector has an opportunity to make these discussions very positive

The first thing the inspector must do is to verify that all code-related points are properly added and are accurate

An inspector should always be ready to provide the backup information for a specific violation if requested

Make every effort to listen to and understand the owner/occupant’s concerns

Fully explain the problems that have been noted and offer possible solutions for their correction if appropriate

At all times an inspector must remain polite but firm

An inspector must not attempt to design a solution for the owner/occupant; refer the person to the appropriate qualified design professional

When violations exist, the notice of violation is a notification and written expectation that a violation will be corrected as soon as possible

The follow-up inspection date is notification that a reinspection will be performed on or before the stated date to verify that the violation has been corrected

Explain the enforcement procedures when violations have been noted

The owner/occupant should also be made aware of the appeals process

Helps positively influence behaviors in the future

Reduces unsafe conditions

A prepared educational package that contains general safety messages as well as more specific code-compliance-related messages can be very useful

May be provided to the owner/occupant during both the inspection and the results discussion

Makes it easier for an inspector to gain compliance when necessary

Gives the owner/occupant the security of knowing that an inspector is a partner

Owner/occupant is more likely to comply when an inspector has educated the owner/occupant about the benefits that occur from adhering with fire and life safety code requirements

Provide written documentation describing the specific details of the inspection; provide it even if no violations or hazards are found

Serve as official records of an inspection and form the basis for legal action when required

Without a written notice there is no evidence that requirements were made and that the owner/occupant was notified

A report is made for every inspection and placed in the facility or site inspection file

Majority of inspections are easily recorded on an inspection checklist

Code violations that create life-threatening hazards

Code violations that require major renovations to comply

A number of minor violations that taken together constitute a life safety issue

Inspection results

Name of business

Type of occupancy

Date of regular or periodic inspection

Name of inspector

Name of business owner/occupant

Name of facility representative present during the inspection

Name of property owner

Edition of applicable code as a reference for future inspections

List of violations and their locations, referencing code section numbers and titles

Date of follow-up inspection

Explanation of the violations noted

Confirm the time and date with the owner/occupant before arrival

Focus only on the problem areas included in the inspection report

If all corrections are made, compliment the owner/occupant

Must send a letter to the owner/occupant stating that the violation was corrected

If some violations have not been corrected but the owner/occupant is making the effort to comply, compliment the owner/occupant for the progress; schedule another follow-up

Update the file; the original copy remains with the owner/occupant

If the code violations have not been corrected and it is apparent that the owner/occupant has made no effort to correct them, issue a final notice with a date for another inspection

Final notice informs the owner/occupant exactly what legal action can be taken if full compliance is not attained by the date specified

Reemphasize the owner/occupant’s right of appeal and the appeal process

Compliant with locally adopted code

Verify that the emergency plan is updated as personnel leave or move within the organization

Ensure that personnel contact information and roles are clearly defined

Should be conducted in all types of occupancies

All occupants must be instructed on the actions to take during an emergency evacuation drill

For some occupancies, evacuation drills may be very basic and nothing more than an efficient evacuation

Health care, correctional, and industrial facilities

Involve the movement of critically ill or bedridden patients, perimeter security of inmates, or manufacturing process shutdowns and industrial fire brigade response

All factors have to be evaluated before, during, and after the emergency evacuation drill

In some occupancies, emergency evacuation drills usually involve only staff personnel to avoid alarming patients, guests, and customers

• Drills need to be conducted at different times of the day so that all shifts are covered
• Keep a copy of emergency evacuation drills for future reference

Requirements

• Test the plans on a regular basis
• Occupancy’s loss control or safety staff is responsible for planning and executing drills
• Discuss plans with all levels of management and supervisory staff to verify that they understand and cooperate with the drill
• Following an emergency evacuation drill, all members of management and the loss control staff meet to critique the effectiveness

Effectiveness

All persons in the building participate

Emphasis placed on orderly evacuation rather than speed

Verify that the frequency of emergency evacuation drills meets code requirements

Evaluate the time needed to evacuate; recommend alternative methods if needed

Requirements apply to all types of educational occupancies

Drills should occur at different times of the school day, whether students are in class or in other activities

School officials should be encouraged to develop an emergency evacuation plan that provides direction on where and how students should report if the fire alarm sounds during times other than normal class periods

• Students are instructed to form a line; proceed to the nearest exit in an orderly manner
• Teachers must control the class and direct them as necessary
• Students who are incapable of holding their places in a line moving at a reasonable speed should move independently of the regular line
• Students who have physical limitations may require special assistance from another student or teacher

Drills during school

• Function as monitors; assist in evacuation drills
• Either hold doors open or close doors when necessary
• Teachers and other staff have responsibilities for searching classrooms, restrooms, or other spaces

Staff roles

• Each class or group proceeds to a predetermined assembly point outside the building
• Should be far enough from the building to avoid danger
• No one may reenter the building until directed
• Alternate exit routes must also be designated and practiced during emergency evacuation drills

Assembly points

Conducted quarterly on each shift

Every member of the staff must participate

Must include all emergency notification signals that are used by the facility

Staff members must perform all assigned duties that are required when responding to a particular emergency

Written health care fire safety emergency evacuation plan is followed during the drill

When the drill reveals the plan needs modification; plan should be updated

Facility must maintain a full record of all drills and names of facility personnel participating in them; an inspector receives a copy of these reports and files them

Hospitals and nursing homes require special emergency evacuation procedures

Extent of an evacuation is determined by the severity of the emergency

Evacuation plans proceed in progressive steps or phases

Emergency evacuation plans must be consistent with a community’s overall emergency preparedness plan

R

• Remove those in immediate danger

E

• Ensure that the room door is closed

A

• Activate the fire alarm or notify law enforcement agency, depending on the nature of the emergency if it has not already been done

C

• Call the fire department or local law enforcement agency

T

• Try to extinguish or control the fire or remove those at risk without endangering additional lives

R

• Remove (patients)

A

• Alert (call 9-1-1)

C

• Confine (close off the area of origin)

E

• Extinguish (if able to do so)

Close all room and smoke barrier doors first

Evacuate rooms adjacent to the fire or emergency areas first

Concentrate on evacuating the remaining rooms within that zone

Move occupants to predetermined safe areas on the affected floor

Take medical charts/records with patients anytime they are moved from their rooms

Place the facility in a lockdown situation

Evacuate the fire floor first

Once this is done, evacuate the necessary zones on the floor above the incident

Move occupants down stairwells or elevators if they are deemed secure, safe, and operable

Work best when preincident plans are in place and practiced on a regular basis

Actions for fire incident include

• Evacuate the fire floor first, followed by all floors above the incident
• Evacuate the floor(s) below the fire when the fire floor and floors above it are clear
• Transport patients to other buildings or sites

• Establish direct coordination with the local law enforcement agency
• Remove patients to predetermined sites that are ready to provide adequate shelter and care for special/medical needs

Law enforcement incidents

• Tornadoes, hurricanes, floods, earthquakes, or wildland/urban interface fires
• Evacuation areas may be many miles (kilometers) away during these incidents
• It may be necessary to move patients to an intermediate location

Large-scale evacuations

Provide a unique problem

The lives of inmates, visitors, and security personnel depend on the quick and effective actions of staff members

Must maintain an effective fire detection system, a key-control system, and a written emergency preparedness plan

Evacuation plan must be available to inmates, and plans must be regularly reviewed and upgraded

Inmates are either protected where they are or evacuated

Inmates should be released by a reliable means

There should be at least two means of access to each main cell block

None of the occupants are familiar with the layout of the building

Fire codes require the installation of a reliable fire detection and alarm system

Evacuation procedures are usually posted in each room on the back of the door, at all fire alarm manual pull stations, and next to exits

Owner or administrator is responsible for training employees in emergency evacuation procedures

Employees may be designated as fire wardens

Employees should attempt to account for guests

Emergency evacuation drills must be held frequently

Complaints that citizens file should be met with courtesy and genuine interest

Prompt investigation of these complaints encourages continued support

The inspection organization should have a procedure for receiving and processing complaints

An inspector should process and act upon each complaint in a consistent manner

An inspector taking a complaint should record all pertinent information; a standardized complaint form is useful to record all necessary information

Complaints that do not require immediate attention can be routinely assigned to inspection staff or qualified company officers for research and investigation

Complaints that involve a serious life safety threat require immediate action

When investigating a code complaint, inspectors may or may not need to give the owner/occupant advance notice

Type of occupancy, location within the occupancy, and severity of the nature of the complaint often determine whether an inspector needs to obtain an administrative warrant to enter the location

Upon finding a code violation, the inspector must initiate the process that leads to corrective action

Be prepared to deal with negative attitudes by the business owner/occupant or representative when they act on complaints

Maintain a professional demeanor even if the other person does not

When a complaint has been resolved, the person who filed the complaint may need to be formally notified and thanked

Provides confirmation that the person has contributed to the safety of the community

All complaints are documented and maintained in the organization’s record-keeping system

Date/time complaint received

Location of perceived violation

Name of person reporting complaint

Name of owner/occupant

Nature of complaint or perceived violation

Date/time of inspection

Date/time of follow-up inspection

Resolution of complaint

Confirm when a pattern of violations begins to appear

Always refer to the complaint records before making any inspection to determine whether violations have been reported about the property previously