Fire Inspection and Code Enforcement, 7th Edition

Chapter 17 — Inspection ProceduresInspector I

Learning Objective 1

Discuss the three interpersonal communication skills that inspectors should possess.

Inspector I17–2

Inspector I

DISCUSSION QUESTION

What percentage of information do people remember after they hear it?

Inspector I17–3

Listening Skills

• Attending• Understanding• Remembering• Evaluating• Responding• Hearing versus listening

Inspector I17–4

Tips for Becoming a Good Listener

• Listen to speeches or stories on audiotape

• Take notes• Focus on speaker and message• Overcome internal voice• Overcome psychological barriers

Inspector I17–5

DISCUSSION QUESTIONS

What is the difference between hearing and listening?

What are some of the most common listening barriers?

Inspector I17–6

Conversing Skills

• Exchanging thoughts and opinions in speech

• Verbal communications improvement

• Nonverbal communications improvement

Inspector I17–7

DISCUSSION QUESTIONS

What is I-based language?

In what instances might direct eye contact be incorrect?

Inspector I17–8

Communication Model Elements

Inspector I17–9

Persuading Skills

• Attention• Need• Satisfaction• Visualization• Action

Inspector I17–10

Learning Objective 2

Describe the various elements of inspection preparation.

Inspector I17–11

DISCUSSION QUESTION

Why is it so important to be prepared for an inspection?

Inspector I17–12

Personal Appearance

• Must be professional• May be uniform or

civilian attire, but neat appearance is always mandatory

Inspector I17–13

Equipment Lists

• Items commonly used for fire inspection

• Respiratory hazards

Inspector I17–14

(Continued)

DISCUSSION QUESTION

What is the first consideration for an inspector when conducting an inspection?

Inspector I17–15

Inspection Scheduling

• Factors that influence the length and complexity of inspection

• Tips for scheduling inspections• Steps for scheduling

inspections• Unscheduled or

unannounced inspections

Inspector I17–16

DISCUSSION QUESTION

What are some occupancies that may require unannounced inspections?

Inspector I17–17

Inspection Records Review

• First inspection• Previous inspections• Items to include

Inspector I17–18

Learning Objective 3

Describe general inspection practices.

Inspector I17–19

Inspection Practices

• Series of activities resulting in a complete examination of a facility or occupancy

• Begin before arriving for scheduled inspection; inspector can make observations regarding general vicinity and exterior of premises

Inspector I17–20

Observations Made From a Distance

• Conditions, barriers, or obstructions that may affect fire-department access

• Locations of all hydrants, alternative water sources, and FDCs

Inspector I17–21

(Continued)

Observations Made From a Distance

• Building name and address• Address numbers• Exterior maintenance or

housekeeping problems• Type of occupancy

Inspector I17–22

(Continued)

Observations Made From a Distance

• Number of stories of the structure• Proximity to other structures or

potential exposures• Construction, renovation, or

demolition activities

Inspector I17–23

General Inspection Practices

• Inspection should begin at scheduled time.

• Inspector should immediately greet owner/occupant or building representative and provide official identification.

Inspector I17–24

(Continued)

General Inspection Practices

• Inspector should explain the purpose of the visit and answer any questions.

• Established routine should be followed.

• Exterior inspection• Interior inspection

Inspector I17–25

Learning Objective 4

Explain how photographs are important to the inspection process.

Inspector I17–26

Photographs

• Illustrate existing conditions and serious problems

• Used in conjunction with sketches and drawings

• Provide an accurate portrayal of the scene

Inspector I17–27

(Continued)

Photographs

• Document violations that result in a citation or legal action

• May be taken when occupancy is safe and in compliance

Inspector I17–28

Learning Objective 5

Discuss inspection checklists and drawings.

Inspector I17–29

Inspection Checklists

• Reminder of common items to be checked during inspection

• Record of inspection• Commercially produced or

modified to meet local codes• Items to include

Inspector I17–30

Inspection Drawings

• Rough drawings; do not have to be drawn to scale

• Used to create final inspection drawings

• Types• Plot and floor plan sketches• General considerations

Inspector I17–31

Learning Objective 6

Discuss safety-related factors that can be affected by a change in occupancy.

Inspector I17–32

Building Occupancy Changes

• Frequent when old structures are remodeled or renovated

• Changes in occupancy affect several fire and life safety code requirements

Inspector I17–33

Learning Objective 7

Discuss final interviews.

Inspector I17–34

Final Interviews

• Discussion of results of inspection with owner/occupant or property manager

• Purpose• Should include written

documentation• Will provoke varying reactions

Inspector I17–35

(Continued)

DISCUSSION QUESTION

What is the best way to handle a hostile individual?

Inspector I17–36

Final Interviews

• Violation discussions• Prepared educational package for

owner/occupant• Building of long-term

relationships

Inspector I17–37

Learning Objective 8

Describe inspection-related letters and reports.

Inspector I17–38

Inspection-Related Letters and Reports

• Official records of inspection• Basis for legal action when

required• Reports • Formal letters• Must clearly present results of

inspection

Inspector I17–39

(Continued)

Inspection-Related Letters and Reports

• Items to include • Must include explanation of

violations noted• Should be sent by registered mail,

a process service, or hand delivered by inspector

Inspector I17–40

Learning Objective 9

Discuss follow-up inspections.

Inspector I17–41

Follow-Up Inspections

• Ensure that requirements made in inspection report have been completed

• Include inspection of only problem areas included in inspection report

Inspector I17–42

(Continued)

Follow-Up Inspections

• Process to follow if:– Code violations have been corrected– Some code violations have not been

corrected, but effort is being made to comply

– Code violations have not been corrected and is apparent no effort has been made to correct them

Inspector I17–43

Learning Objective 10

Describe the elements of an emergency evacuation plan.

Inspector I17–44

Emergency Planning and Preparedness

• Need for evacuation planning and how to prepare occupants, residents, and facility staff members to respond to any type of emergency

Inspector I17–45

Procedures

• Key to success• Complexity depends on type of

occupancy and level of occupant preparedness

• Elements• Monitor duties• Employee/occupant duties

Inspector I17–46

Learning Objective 11

Describe emergency evacuation drills.

Inspector I17–47

Emergency Evacuation Drills

• Performed regularly to test effectiveness of evacuation plans

• Discussed with all levels of management and supervisory staff

• Conducted in all types of occupancies

• At least two per year; at different times of day

Inspector I17–48

Emergency Evacuation Drills in Educational Facilities

• All persons in building must participate

• May be required monthly• Execute at different times of day• Provide direction on where and

how students should report if alarm sounds during times other than normal class periods

Inspector I17–49

(Continued)

Emergency Evacuation Drills in Educational Facilities

• Include alternate exit routes

• Process• Schools operating

in U.S. DoD facilities

Inspector I17–50

DISCUSSION QUESTION

Where should assembly points be located?

Inspector I17–51

Emergency Evacuation Drills in Health Care Facilities

• Conducted quarterly on each shift• Must include all emergency

notification signals • Include update of written plan if

modification is needed• May not include total evacuation in

every emergency

Inspector I17–52

(Continued)

Emergency Evacuation Drills in Health Care Facilities

• Phase 1 activities• Phase 2 activities• Phase 3 activities • Phase 4 activities

Inspector I17–53

Emergency Evacuation Drills in Correctional Facilities

• Must include maintenance of fire-detection system, key-control system, and written emergency preparedness plan

• Must be made available to inmates

Inspector I17–54

(Continued)

Emergency Evacuation Drills in Correctional Facilities

• Must be constantly reviewed and upgraded depending on changing conditions, especially inmate population

• Must include two means of access to each main cell block

Inspector I17–55

Emergency Evacuation Drills in Hotels and Motels

• Require installation of reliable fire detection and alarm systems

• Must include employee training

Inspector I17–56

Learning Objective 12

Evaluate an evacuation drill.

Objective 12 is measured in Learning Activity 17-I-1.

Inspector I17–57

Learning Objective 13

Describe the process for handling complaints.

Inspector I17–58

Citizen Complaints

• Should be met with courtesy and genuine interest

• Should be promptly investigated

Inspector I17–59

Procedures

• Be consistent for each complaint.• Record all pertinent information• Types of complaints• Give owner/occupant advance

notice if possible.• Carry and display appropriate

identification.

Inspector I17–60

(Continued)

Procedures

• Explain purpose of inspection, especially if it is unannounced.

• Formally notify and thank person that lodged the complaint.

• Accurate record keeping is essential.

Inspector I17–61

DISCUSSION QUESTION

In what types of situations would it be best not to give advance notice of a complaint inspection?

Inspector I17–62

Learning Objective 14

Explain the information that should be contained in a complaint form.

Inspector I17–63

Complaint Form Information

• Date/time complaint received • Location of perceived violation• Name of person reporting

complaint• Name of owner/occupant• Nature of complaint or perceived

violation

Inspector I17–64

(Continued)

Complaint Form Information

• Date/time of inspection• Date/time of follow-up inspection• Resolution of complaint

Inspector I17–65

(Continued)

Complaint Form Information

Inspector I17–66

Courtesy of Ralph E. Tingley

Learning Objective 15

Respond to a citizen complaint.

Objective 15 is measured in Learning Activity 17-I-2.

Inspector I17–67

Learning Objective 16

Compare the various types of written communications that inspectors must prepare.

Inspector I17–68

Written Communications

• Required of inspectors• Informal methods of written

communications

Inspector I17–69

Memos

• Short documents intended to convey a single message for interoffice use

• Designed to serve as a permanent record of decisions and be somewhat informal

• Elements• Parts

Inspector I17–70

(Continued)

Memos

Inspector I17–71

E-Mails

• Limitations• Considered official documents• Should be saved as record of

communication; hard copy should be printed and placed in inspection file

• Not private or protected under First Amendment rights

Inspector I17–72

Formal Business Letters

• Must not be misleading, threatening, rude, or poorly written

• Must be grammatically correct, neatly formatted, and reflect a positive professional attitude

Inspector I17–73

Parts of Letters

Inspector I17–74

Reports

• Document serious or numerous fire code violations

• Result of construction plans reviews• Must be neat and legible• Typewritten or computer-generated• Complete sentences, proper

grammar, and appropriate use and correct spelling of words

Inspector I17–75

Learning Objective 17

Describe the files and records of the inspection organization.

Inspector I17–76

DISCUSSION QUESTION

What is the difference between a report, a record, and a file?

Inspector I17–77

Files and Records

• Provide a historical perspective of inspection and code enforcement activities

• Provide basis for all future inspection and code enforcement activities

Inspector I17–78

(Continued)

Files and Records

• Must be kept within organization’s records-management system

• Files and records normally maintained by inspection organization

Inspector I17–79

DISCUSSION QUESTION

What should inspectors know about their organization’s records-management system?

Inspector I17–80

Retention

• Records should be maintained for all properties or facilities.

• At minimum, records should be maintained on certain occupancies

• Records should be maintained on a building or facility for its lifetime.

• Files and records are considered public domain documents.

Inspector I17–81

DISCUSSION QUESTION

How long after demolition should a structure’s records be kept?

Inspector I17–82

Hard Copy

• Old inspection records generated before computerization or hard copy documents used in addition to computer files

• Cataloging and storing• Microfilm• Filing

Inspector I17–83

Electronic

• Methods• Questions that must be answered

when using computer systems

Inspector I17–84

Learning Objective 18

Conduct a field inspection.

Objective 18 is measured in Learning Activity 17-I-3.

Inspector I17–85

Inspector I17–86

Summary

• An inspection must follow a systematic process from preparation through the filing of the report. This process includes communications between the inspector and owner/occupant, an inspector and superiors, and the owner/occupant and the inspection organization or agency.

Inspector I17–87

Review Questions

1. What is the difference between hearing and listening?2. What nonverbal communications concepts should be applied by inspectors?3. How does electronic scheduling work?

(Continued)

Review Questions

4. What inspection items can be observed from a distance?5. What are the primary methods by which data may be logged into a computer system?

Inspector I17–88