17 Inspection Procedures Flashcards by Nino Miraglia

Effective interpersonal communication depends on a variety of interpersonal skills that can be probably summarized into the following three skills

Listening. Conversing. Persuading

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Focuses on the speaker and ignores other distractions basically paying attention to the message

Attending

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This consists of decoding a message and assigning meaning to it

Understanding

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Involves retaining what has been said. To assist, repeat the information

Remembering

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Involves critically analyzing the message to determine how factual it really is

Evaluating

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The feedback portion of communication process

Responding

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The greatest distraction to the listener is

Internal voice

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Information overload, personal concerns, outside distractions, and prejudice are all examples of what

Listening barriers

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Contains contains a meaning idea or concept the speaker is attempting to communicate to receiver

Message

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Gives the path that a message takes between the sender and receiver

Medium or channel

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Prevents the receiver from fully receiving any message may be created by either internal or external sources

Interference

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This completes the communication process resulting in an ongoing cycle

Feedback, response to the sender

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Be aware of the listeners frame of reference and may have a different point of view. Attempt to relate

Engage in dual perspective

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Do not blame someone else for personal feelings and thoughts

Take responsibility for personal feelings and thoughts

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Improving personal nonverbal communication skills begins with

Self reflection and observation

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One method of persuasion is based on Monroe’s motivated sequence pattern developed by Alan Munro in 1930. The sequence can be the basic outline for persuading a person to follow a desired course of action. It is as follows

Attention. Need. Satisfaction. Visualization. Action.

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Describe the problem and demonstrate a need for a change

Need

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Present a solution providing sufficient information and evidence to allow the listener to understand how it accomplishes the goal

Satisfaction

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Describe the solution for the problem and how it will benefit the listener

Visualization

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First consideration for inspector is to ensure that and inspection is conducted how

Safely

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Inspecting in occupancy during normal hours is especially important when it is necessary to check for the following conditions

Ensure compliance with posted occupant load.
Look for blocked or obstructed exits.
Investigate public complaints

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Specific occupancies that may require unannounced inspections include

Nightclubs, theaters, dance halls, restaurants, places of assembly

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Once the inspection has been scheduled the inspector should review what

All related files and documents relating to the facility

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When reviewing previous inspection records particular attention should be paid to information on

Special hazards or previous violations recorded

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When does an inspection actually begin

Before arriving

When is the purpose of the visit for an inspection explained and any questions regarding it answered

During the initial introduction upon arrival

If the site plan does not exist in the inspection file when should it be drawn

During The exterior inspection

An inspector should choose one of the following common methods for performing inspections

Start from roof work down. Start from basement work up. Follow manufacturing process from Raw material to finish project

Formula practice process design instrument pattern or compilation of information used by a business to obtain an advantage over competitors or customers

Trade secret

If admission is refused into a locked area because of confidentiality reasons inspector must do what

Make a note and continue to next item

What can be used to illustrate existing conditions and any serious problems or firecode violations found during inspection

Photographs

What can be used in conjunction with sketches and drawings to provide an accurate portrayal of the scene

Photographs

What is particularly helpful when documenting violations that may result in a citation or legal action

Photographs

What not only serves as a reminder of the common items needed to be checked, but also serves as a record of the inspection itself

And inspection checklist

Rough drawing of an occupancy that is made during an inspection: used to make a final inspection drawing

Field sketch

For most routine inspections what is the only documentation needed to record the inspection

Comprehensive checklist combined with photographs drawings and sketches

What type of inspection report is only required on major inspections or when serious code violations have been encountered

Formal inspection reports

Rough drawing of a structure facility for site used to illustrate existing and special conditions

Field sketch

Indicates how building structures are situated with respect to other structures and streets in the area

Plot plan

Shows the layout of individual floors subfloors and roofs

Floorplan

Shows side views of structures depicting the number of floors in structures and grades of the surrounding ground

Elevation view

Plot and floorplan sketches include the following details

``` Location on property. Orientation of building. Other structures on property. Dimensions of building. Access points. Locations of hazards. Location of fire protection systems. Building entrances and exits. Obstruction to fire department access ```

Most building details can be shown on what type of drawing and if the building is relatively small all information can be shown on one drawing

Floor plan drawing

When does an inspector discuss the results of the inspection with the owner occupant or property manager

When the inspection is complete

In some instances it may be better to refer a hostile individual to whom

Supervisor or head of inspection organization

The first thing and inspector must do before beginning a discussion regarding violations

Ensure all code related points are correct

To be effective than inspector must take every effort to listen and

Understand owner concerns

Inspectors should not attempt to design a solution for code violations instead it is better to

Refer the person to appropriate qualify design professional

What is the notification that reinspection will be performed to ensure violation has been corrected

The follow-up inspection date

Without what that describes unsafe conditions or behaviors as well as codes violated and a specific time by which the violation must be corrected, is no evidence the requirements are made and that the occupant her owner was notified of them

Notice of violation, liability notice, citation

Unless policy, a former letter to the owner or occupant is not necessary. Majority of inspections are recorded on a checklist. Situations that require a formal letter are as follows

Code violations that create life hazard. Code violations that involve major renovations to comply. Minor violations that together constitute a life safety issue

In the final portion of any inspection report or letter the owner must be given an explanation of

The violations noted

What areas are inspected during a follow-up inspection

Only the problem areas included in the inspection report

In order to close the file what must be sent stating that the follow-up inspection found the violations were corrected

A letter

If code violations have not been corrected and it is apparent the owner has made no effort to correct them, what must be issued to inform the owner exactly what legal action can be taken and to emphasize appeal process

A final notice with date of another inspection issued

The complexity of an emergency exit plan depends on

Type of occupancy | level of occupant preparedness

Three key elements to an evacuation plan are as follows

Evacuation routes. Monitor duties. Employee occupant duties.

Who is assigned to each compartment room area or division to supervise the evacuation process

Monitor

Duties of the evacuation monitor

Account for people of evactuated. Search area that everyone has left

Who is responsible for ensuring that the particular area is completely evacuated during an emergency

Everyone

Emergency evacuation drills should be conducted in what types of occupancies

All types

The frequency of evacuation drills depends on the type of occupancy. However, At minimum how many emergency evacuation drills should be done per year

At least two

So that all staff members can benefit from a drill, emergency evacuation drills need to be conducted at what times of the day

Different times

Records of emergency evacuation drills must be kept in a file where

At the facility and inspection file

In healthcare facilities, emergency evacuation drills are conducted when and how, and every member of staff participating

Conducted quarterly on each shift

May be defined as all aspects of personal interaction contact and communication between individuals or members of the group

Interpersonal communication

Type of phase activity that involves evacuating a single room

Phase 1 activities

Phase 1 activity system that uses the acronym react

``` R, remove those in immediate danger. E, ensure that the room door is closed. A, activate the fire alarm. C, call fire department. T, try to extinguish fire ```

Phase 1 activity that uses acronym race

R, remove (patients) A, alert (911) C, confine (close off origin) E, extinguish (if possible)

Type of phase activity that involves evacuating an entire zone of building. Close all room and smoke barrier doors first

Phase 2 activities

Evacuation phase activities involving evacuation of an entire floor and zones on the floor above the incident floor. Evacuate fire floor first

Phase iii activities

Evacuation phase activity that requires the entire building evacuated. Fire floor first then all floors above incident

Phase IV activities

Any correctional facility how many means of egress must there be from each cell block

At least two

Who is responsible for training hotel employees in emergency evacuation procedures

Hotel owner or administrator

For complaints involving serious life safety threat how soon should they be investigated

As quickly as possible and require immediate action

When following up on a safety complaint what determines whether an inspector needs to obtain an administrative warrant to enter the location

Type of occupancy. Location inside occupancy. Severity of complaint.

When a complaint has been resolved, the person who filed or lodged it must be

Notified and thanked formally

It is acceptable to use in formal methods of written communication when working in what setting

Inside an office

Each type of informal communication serves the same purpose providing rapid communication typically on

One subject

True false, informal communication and memos and email messages are subject to the freedom of information act and can be admitted into evidence for court proceedings

True

Short documents usually only two or three paragraphs intended to convey a single message for intraoffice use. Designed to serve as a permanent record of decisions

Memos

Memos contain one of the following three main communicative elements

Direction. Advice. Information

A memo is composed of several parts such as the following

Heading. Subject line. Body. Filing information

True false email messages are used in place of an official document

False they are not used in place of official document

True false. As with other letters and memos, emails should be considered official documents and saved as a record of communication

True

True false the content of the email message is not considered public document and is not available for legal review

False it is considered public document for legal review

This part of the letter starts with the organizations letterhead or logo contains return address phone number email

Heading

This part of the letter comes to lines below the heading on the left or right margin contains date

date line

This part of the letter focuses the readers attention on the content of the letter

Subject line

This part of the letter addresses the reader, dear Mr.

Salutation

This part of the letter contains the message, single space average letters, DoubleSpace paragraphs

Body

Type of letter closing with two lines spaced after the paragraph ending in words such as sincerely

Complementary closing

Type of letter closing with the writers name and title on the fourth line below complementary close

Writers identification

Type of closing for the initial of the typist is written alone

Reference or filing initials

Written document usually in detail and based on observations describing events situation condition or evaluation

Report

Compilation of known facts regarding event situation condition may contain reports documents and evidence

Record

Organize collection of data usually related records kept together usually relates to one subject

File

At minimum records should be maintained on occupancies that meet the following criteria

Issue a permit, certificate of occupancy or license. Contains automatic fire suppression detection or alarms. Contains hazmat or performs hazmat operation

It is recommended that records be maintained on a building or facility for how long

The buildings lifetime

According to the ICC the retention of records should be for a minimum of how long after a structure is demolished

Five years minimum

True false files all records maintained by inspection organization are considered public domain documents

True

The most reliable method of cataloging inspection records is by what method

Street address