Inspection Procedures Flashcards
Explain the duties of an Inspector
Communicate with building owners and occupants, design professionals, contractors, other government officials, and the general public to explain the basis and importance of the fire and life safety codes they administer.
Enforcement
~ Inspector new and existing buildings and facilities for code compliance
~ Verify occupant loads
~ Investigate complaints
~ Evaluate emergency preparedness plans
~ Review construction and renovation plans
Describe components of interpersonal communication
~ Communication Model Elements
~ Interpersonal Skills:
- Listening Skills
- Conversing Skills
- Persuading Skills
Describe the basic administrative duties of an Inspector I.
Written Communications
- Memos
- Emails
- Letters
- Reports
Files and Records
Describe the preparation required before an inspection.
- Maintain Personal Appearance
- Assemble necessary tools, equipment, PPE
- Schedule appropriate amount of time
- Review related records
Explain basic inspection procedures
Guidelines for Inspections
General Inspection Practices
Code Requirements
Photographs
Inspection Checklists
Building Occupancy Changes
Results Interview
- Violation Discussions
- Educational Opportunities
- Long-term Relationships
Letters and Reports
Explain general inspection observations that should be made before entering a structure or facility.
- Conditions, barriers, or obstructions that may affect fire department access
- locations of hydrants, alt water sources, FDCs
- Building name and address match file
- Address clearly visible and compliant
- Maintenance or housekeeping problems that may create a fire hazard (trash, dry vegetation)
- Type of occupancy, has it changed?
- Number of stories
- Proximity to other structures, exposures
- Construction, renovation, or demolition activities that create a special or temporary fire life safety condition
- Exterior signage identifying materials or prohibiting practices
Explain guidelines for inspections
- Display identification
- State reason for visit and entry request
- Invite owner/occupant/rep to accompany
- Coordinate inspections (other agencies)
- Follow written inspection procedure
- Prepare to issue stop work or cease-and-desist order for extremely hazardous conditions or illegal work (work without permit) being performed
- Maintain reliable record
Explain the role of an Inspector I in follow-up inspections.
To verify that corrections noted in the inspection report have been completed. If violations are corrected, compliment the owner/occupant for taking the appropriate actions. Send letter confirming violation was corrected, close the file. If violations are not corrected and corrections are not in process, write final notice with what legal actions can be taken if compliance not attained by specified date, reemphasize right of appeal and appeal process.
Identify ways an Inspector I will participate in emergency planning.
Verify that emergency plans are in place and in compliance with locally adopted codes. Verify that emergency plan is updated as personnel leave or move within organization. Keep a copy of emergency evacuation drills in the facility inspection file for future reference.
Describe the complaint management process.
Complaints should be met with courtesy and genuine interest. Prompt investigation of complaints. Procedure for receiving and processing complaints in SOPs. Process and act upon each complaint in a consistent manner, record all pertinent information. Standardized complaint form is useful. Complaints that don’t need immediate attention can be routinely assigned to inspection staff or qualified company officers.
Complaints with serious life safety threat require immediate action.
May need to give owner/occupant notice.
Code violations found, initiate process that leads to corrective action.
May need to notify complainant when issue is resolved.
Document and maintain complaints in record keeping system.
Describe what makes a complaint complex.
- Size of facility
- Research involved
- Number of codes & standards to be addressed
- Whether inspector has experience in questions asked
Describe how to evaluate emergency preparedness plans.
Things to look for:
- Emergency-reporting procedures for facility personnel
- Duties and responsibilities of facility personnel in the event of an emergency
- Procedures for personnel to evacuate the facility, relocate to another area, and/or shelter-in-place
- Procedures for conducting emergency fire drills
- Information about facility’s fire protection systems
Emergency Evacuation Plans:
1. Evacuation Routes
2. Monitor Duties
3. Employee/occupant Duties
List the enforcement duties of an inspector.
~ Inspector new and existing buildings and facilities for code compliance
~ Verify occupant loads
~ Investigate complaints
~ Evaluate emergency preparedness plans
~ Review construction and renovation plans
List the basic elements of a communication model.
o Sender - originates message
o Message - meaning, idea, concept to convey
o Medium or channel - path between sender & receiver
o Receiver - accepts message and interprets
o Interference - prevents full message being received (internal or external sources)
o Feedback (response) to the sender - completes communication process
What skills are needed to be an effective listener?
~ Attending: focus on speaker and ignore distractions
~ Understanding: decode message and assign meaning, repeat message or restate in different words to clarify meaning.
~ Remembering: Repeat information or take notes to assist in remembering.
~ Evaluating: critically analyze message and separate facts from opinion
~ Responding: respond to confirm communication received, understood, or will be acted upon
Identify essential elements of message, focus on speaker and not personal concerns or thoughts, take control of environment and remove distractions, focus on message and not the sender
What skills are needed in order to converse successfully?
~ Engage in dual perspective
~ Take responsibility for personal feelings and thoughts
~ Show respect for the feelings and thoughts of the other person
~ Try to gain accuracy and clarity in speaking
~ Be aware of any special needs of the receiver
~ Avoid speaking or addressing a problem while angry or emotional
Nonverbal communication:
~ Eye contact, maintain
~ Body language, good posture
~ Facial expression, match to message
~ Gestures, control annoying/distracting
~ Poise, gain through practice
~ Personal appearance, professional dress
~ Touch, be conscious of neg/pos effects
~ Proximity, be aware of cultural differences
~ Use of time
Explain Monroe’s Motivated Sequence Pattern.
A method of persuasion developed by Alan Monroe in 1930s.
~ Attention: gain attention of listener
~ Need: describe problem and demonstrate need for a change
~ Satisfaction: present solution with sufficient info and evidence to understand how it accomplishes the goal
~ Visualization: describe solution and how it will benefit listener
~ Action: state actions listener will need to take and establish expected date for completion
What types of written communications might an inspector use in the course of business?
- Memos
- Emails
- Letters
- Reports
List types of files and records normally maintained by an inspection organization or agency.
- Facility inspection files
- Inspection reports, forms, checklists, and letters
- Violation notices
- Plans review comments, approvals, and drawings
- Investigation reports
- Permits and certificates of occupancy
- Complaints
Records should be maintained on occupancies that:
- possess a permit, certificate of occupancy, or license of some type
- contain automatic fire suppression, detection, or alarm systems
- contain hazardous materials or perform hazardous operations on a routine basis
Why are follow-up inspections conducted?
To verify that corrections noted in the inspection report have been completed.
What are some of the emergency evacuation requirements for educational facilities?
- Verify frequency of drills meets code
- Drills should occur at different times of day
- Form lines and proceed to nearest exit in orderly manner
- Some students may need to move independently of regular line or require special assistance from another student or teacher
- Teachers, teacher assistants, staff, and older students can function as monitors and assist
- Monitors should hold doors open or close to prevent spread of smoke and fire
- Teachers and staff have responsibilities for searching classrooms, restrooms, or other spaces
- Predetermined assembly point outside, students are checked and accounted for
- Points far enough from building to avoid danger and interference with fire department
- Alternate exits must be designated and practiced
What are some of the emergency evacuation requirements for health care facilities?
- Conducted quarterly on each shift
- Must include all emergency notification signals
- Written plan is followed during drill, updated, and records kept
Hospitals & nursing homes require special procedures because a total evacuation of a facility is not warranted during every emergency. Evacuation plans proceed in progressive steps or phases.
Phase 1 activities - REACT
R: remove immediate danger
E: ensure room door closed
A: Activate fire alarm or notify law enforcement
C: Call fire department or law enforcement
T: Try to extinguish or control fire, or remove those at risk
or RACE
R: Remove (patients)
A: Alert (call 911)
C: Confine (close off area of origin)
E: Extinguish (if able to do so)
Phase 2 activities - evacuate entire zone, close room and smoke barrier doors first
- Evacuate adjacent fire / emergency first
- Evacuate remaining in zone
- Move occupants to predetermined safe areas
- Take medical charts/records with patients
- Place facility in lockdown to limit movement
Phase 3 activities - evacuate entire floor and zones on floor above afterward
Phase 4 activities - evacuate building
- fire floor first
- floors above fire floor next
- floors below once floors above clear
- transport patients to other buildings/sites
What unique conditions impact evacuation drills for correctional facilities and hotels?
Physical security features of the building and the need to maintain control of inmates.
The temporary nature of hotel and motel occupants presents a challenge. Occupants are not familiar with the building layout.
What complaint information should be kept by an inspector?
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
What is one of the most important duties an inspector has when it comes to interacting with various officials and the general public about the basis and importance of the fire and life safety codes? (689)
A. Inspections
B. Enforcement
C. Investigations
D. Communication
D
Conversations that involve the exchange of detailed information or complete concentration should take place in: (691)
A. a public meeting.
B. front of witnesses.
C. a controlled environment.
D. an uncontrolled environment.
C
What is the best way to improve good listening skills? (693)
A. Practice
B. Training
C. Coaching
D. Formal education
A
What kind of communication is body language? (694)
A. Verbal
B. Nonverbal
C. Secondary
D. Professional
B
Primarily, administrative duties for inspectors include: (695)
A. custodial duties.
B. forensic investigation.
C. answering the phone.
D. preparing written communications.
D
The success of an inspection visit depends upon how familiar an inspector is with: (698)
A. model codes.
B. consensus standards.
C. the site being inspected.
D. the people who own the property.
C
The inspector should establish a ____ method for conducting inspections in order to better identify unsafe conditions or behaviors. (702)
A. varied
B. secret
C. random
D. consistent
D
The most difficult aspect of dealing with people while conducting an inspection is: (713)
A. making appointments.
B. rescheduling inspections.
C. conducting violation discussions.
D. meeting people for the first time.
C
Follow-up inspections are made to verify that corrections noted in the inspection report have been: (715)
A. noted.
B. started.
C. completed.
D. issued permits
C
What is the key to successfully handling any emergency, regardless of the type of occupancy? (716)
A. An effective emergency plan
B. A convenient means of egress
C. Effective training of owner/occupants
D. Effective execution of an emergency plan
D
Complaints that involve a serious life safety threat require: (722)
A. immediate action.
B. immediate research.
C. routine investigation.
D. effective execution of an emergency plan.
A
What must an inspector be prepared to deal with by business owner/occupants when they act on complaints? (724)
A. Protests
B. Legal action
C. Physical harm
D. Negative attitudes
D
What inspector practice goes a long way in providing education and building a positive image of fire prevention activities? (689)
A. Punctuality
B. Writing skills
C. Issuing citations
D. Professional attitude
D
Verifying occupant loads and investigating complaints are examples of which Inspector I job duty? (689)
A. Reviews
B. Education
C. Enforcement
D. Communication
C
Which basic element of a communication model contains a meaning, idea or concept that a speaker is attempting to communicate? (690)
A. Sender
B. Medium
C. Message
D. Interference
C
What basic element of a communication model gives the path that a message takes? (690)
A. Sender
B. Medium
C. Feedback
D. Interference
B
When communicating, what prevents the receiver from fully receiving a message? (691)
A. Sender
B. Medium
C. Message
D. Interference
D
Which element of the communication model completes the communication process? (691)
A. Sender
B. Medium
C. Feedback
D. Interference
C
Which of the following actions is an example of how an inspector can control external interference during an inspection? (691)
A. Turn on a radio
B. Use nonverbal clues
C. Lower the temperature
D. Close a door or window
D
When inspecting areas that involve noisy operations, it may be necessary to: (691)
A. take notes.
B. use nonverbal cues.
C. wear hearing protection.
D. reschedule the inspection.
A
A large portion of inspector communication involves: (692)
A. writing.
B. arguing.
C. listening.
D. mediating.
C
Which listening skill focuses on the speaker and ignores other distractions? (692)
A. Attending
B. Evaluating
C. Remembering
D. Understanding
A
Which listening skill consists of decoding a message and assigning meaning to it? (692)
A. Attending
B. Evaluating
C. Remembering
D. Understanding
D
What listening skill involves critically analyzing the message to determine how factual it is? (692)
A. Attending
B. Evaluating
C. Responding
D. Understanding
B
What listening skill involves the feedback portion of the communication process? (692)
A. Attending
B. Evaluating
C. Responding
D. Understanding
C
When communicating, the greatest distraction is the listener’s: (693)
A. prejudice.
B. cell phone.
C. internal voice.
D. information overload.
C
How can an inspector overcome prejudice when listening? (693)
A. Focus on the message and not the sender.
B. Identify the essential elements of the message.
C. Focus on the speaker and the message rather than personal concerns or thoughts.
D. Take control of the environment and remove as many outside distractions as possible.
A
Which verbal skill requires recognizing that the listener may have a different point of view? (693)
A. Engaging in a dual perspective
B. Being aware of any special needs of the receiver
C. Taking responsibility for personal feelings and thoughts
D. Showing respect for the feeling and thoughts of the other person
A
Which nonverbal communication skills require attention to cultural differences? (694)
A. Eye contact and proximity
B. Gestures and facial expressions
C. Eye contact and facial expressions
D. Gestures and personal appearance
A
Which task in Monroe’s Motivated Sequence Pattern involves describing the problem and demonstrating a need for a change? (695)
A. Need
B. Action
C. Satisfaction
D. Visualization
A
Which task in Monroe’s Motivated Sequence Pattern includes describing the solution for the problem and how it will benefit the listener? (695)
A. Need
B. Action
C. Satisfaction
D. Visualization
D
An inspector needs to be proficient in various types of: (695)
A. languages.
B. mathematics.
C. natural sciences.
D. written communication.
D
Which of the elements of a memo provides details regarding a topic? (696)
A. Advice
B. Direction
C. Information
D. Introduction
C
Usually, all e-mail messages that are written by public officials during the performance of their duties are: (696)
A. private.
B. destroyed quickly.
C. personal property.
D. official documents.
D
Ideally, inspection records should be maintained for ____ properties or facilities within a jurisdiction. (697)
A. all
B. valuable
C. occupied
D. hazardous
A
What determines retention time for records? (697)
A. Model codes
B. Consensus standards
C. State and federal law
D. Jurisdictional policies and procedures
D
It is recommended that records be maintained on a building or facility: (698)
A. for 5 years.
B. for 10 years.
C. for its lifetime.
D. until it changes owners.
C
Which of the following statements is MOST accurate regarding computer records? (698)
A. They greatly reduce the ability to share information efficiently.
B. They greatly increase security of records management and retention.
C. They greatly decrease security of records management and retention.
D. They greatly increase efficiency and accuracy in records management and retention.
D
What determines whether an inspection is effective or not? (698)
A. Inspector’s relationship with owner/occupants
B. Inspector memorization of codes and standards
C. The amount of experience an inspector possesses
D. Time spent reviewing the structure or facility inspection records
D
When planning for an inspection, the first consideration for an inspector is to: (701)
A. memorize codes and standards.
B. find as many violations as possible.
C. make friends with the owner/occupants.
D. prepare to conduct the inspection safely.
D
What will a review of the inspection records file reveal about an upcoming inspection? (701)
A. Number of occupants
B. What equipment to take
C. Construction information
D. Types of hazards that may be present
D
The amount of time it takes to conduct an inspection: (701)
A. is set in model codes.
B. is determined by the owner/occupant.
C. varies for each facility and occupancy.
D. varies depending upon weather conditions.
C
What is the first step in scheduling an inspection? (702)
A. Contact legal counsel for warrants.
B. Contact law enforcement to check availability for an escort.
C. Contact neighboring structures to alert them to the impending inspection.
D. Contact the facility owner/occupant to determine a mutually agreeable date and time.
D
Which of the following is the BEST example of a compliance issue that an inspector may check in an assembly occupancy after hours? (702)
A. Construction permits
B. Investigation of non-urgent complaints
C. An appropriate number of points of egress
D. Presence of locked, blocked, or obstructed exits
D
What method should an inspector establish in order to better identify unsafe conditions or behaviors? (702)
A. Varied
B. Secret
C. Random
D. Consistent
D
What should inspectors display or have available for immediate review when arriving for an inspection? (703)
A. Warrant
B. Model code
C. Identification
D. Judge’s order
C
What should an inspector do when an owner/occupant denies access to the property to be inspected? (704)
A. Contact a judge for a warrant.
B. Contact law enforcement to force access.
C. Document the action and make note to return in 30 days.
D. Document the action and follow departmental protocols for securing permission to obtain legal access.
D
Who should the inspector invite to accompany the inspector during the inspection? (704)
A. A firefighter
B. The building owner/occupant
C. A building custodial employee
D. The nearest law enforcement officer
B
What should an inspector be prepared to issue regarding an inspection site for extremely hazardous conditions? (704)
A. Permit
B. Report
C. Warrant
D. Cease-and-desist order
D
Inspectors following the same sequence for similar types of occupancies increases the: (705)
A. efficiency of the paperwork.
B. preparedness of owner/occupants.
C. consistency of the inspection process.
D. number of inspections that can be conducted.
C
How can site plan drawings assist an inspector conducting an inspection? (706)
A. Locate people
B. Identify rooms
C. Label occupancy loads
D. Note location of violations
D
When is photographic documentation particularly helpful regarding an inspection? (708)
A. During business hours
B. During routine inspections
C. When the inspector is in a hurry
D. When documenting violations that may result in a citation or legal action
D
For most routine inspections, a ____ combined with appropriate photographs, drawings, and sketches is the only documentation needed to record the inspection. (712)
A. formal report
B. brief inspection summary
C. comprehensive list of local codes
D. comprehensive inspection checklist
D
When discussing violations, nothing erodes an owner/occupant’s confidence in an inspector more than: (713)
A. being rude.
B. arriving late.
C. looking sloppy.
D. finding a mistake.
D
What should an inspector do to assist an owner/occupant in finding a solution to remedy a violation? (713)
A. Nothing
B. Design a solution
C. Provide a copy of the code
D. Refer to the appropriate professional
D
What serve as official records of an inspection and form the basis for legal action when required? (714)
A. Copies of codes
B. Emails and memos
C. Letters and reports
D. Photos and drawings
C
What does an inspector focus on during a follow-up inspection? (715)
A. Everything
B. Owner/occupants
C. Manufacturer requirements
D. Problem areas from the first inspection
D
If all code violations have been corrected, an inspector should be sure to: (715)
A. provide refunds for any fees issued.
B. schedule a new inspection for the following year.
C. compliment the owner/occupant for taking the appropriate actions.
D. post a notice to the public that the violations have been corrected.
C
What should an inspector do if none of the violations have been corrected and no effort has been made by the owner/occupant to correct the violations? (715)
A. Note the lack of correction in the file
B. Schedule a new inspection for the following year
C. Issue a final notice with a date for another inspection
D. Force the owner/occupant to take the appropriate actions
C
Emergency evacuation drills should be conducted in: (716)
A. high-rise structures.
B. schools and churches.
C. all types of occupancies.
D. malls and shopping centers.
C
Which of the following provides the BEST example of an occupancy with a complex emergency evacuation drill? (716)
A. Garage
B. Grocery store
C. Health care facility
D. Single-family home
C
The emphasis of emergency evacuation drills in educational facilities is placed on: (718)
A. speed.
B. frequency.
C. orderly evacuation.
D. number of staff involved.
C
Emergency evacuation drills in health care facilities are conducted: (719)
A. weekly on each shift.
B. monthly on each shift.
C. quarterly on each shift.
D. annually on each shift.
C
How many means of access should there be to each cell block in a correctional facility? (721)
A. 1
B. 2
C. 3
D. 4
B
Who is responsible for training employees in emergency evacuation of hotels and motels? (722)
A. Fire marshal
B. Fire department
C. Training contractors
D. Owner or administrator
D
Complaints that citizens file should be met with: (722)
A. doubt.
B. skepticism.
C. grace and caution.
D. courtesy and genuine interest.
D
An inspector should process and act upon each complaint: (722)
A. as quickly as possible.
B. in a consistent manner.
C. like a serious life safety threat.
D. in the order in which they are received.
B
To determine whether an administrative warrant to enter a location is needed, an inspector considers the type of occupancy, location within the occupancy, and: (724)
A. the time of day.
B. who owns the occupancy.
C. whether children are present.
D. severity of the nature of the complaint.
D
Complex complaint procedures involve considerably more time and investigation on the part of the: (724)
A. inspection office.
B. building manager.
C. owners/occupants.
D. legal office of the AHJ.
A
The Inspector II will need to be able to determine which ____ has the ultimate authority over the questions. (725)
A. official
B. legal counsel
C. building inspector
D. consensus standard
A
Inspector duties may require reviewing a facility’s current emergency plan and determining its compliance with: (725)
A. state laws.
B. federal laws.
C. consensus standards.
D. applicable codes and standards.
D
Which of the following is a duty of a monitor? (726)
A. Removing key business documents from the building
B. Providing rehabilitation services to evacuated persons
C. Determining primary and secondary evacuation routes
D. Accounting for people who are evacuated from the area
D
Which element of an emergency plan is common to all types of occupancies? (727)
A. The distance to the nearest fire department
B. The performance of essential safety shutdowns
C. The types of fire suppression and alarm notifications systems
D. The need to evacuate the structure in a timely and efficient manner
D
What type of complaint requires more time and investigation? (724)
A. Simple
B. Written
C. Complex
D. Anonymous
C
Which of the following statements about complex complaints is MOST accurate? (725)
A. They may require additional time to conduct research
B. The decision on the complaint is often very subjective.
C. They require individuals making the complaint to testify before a judge.
D. They must involve an issue that has previously been researched.
A
For a complex complaint, experts may recommend: (725)
A. several courses of action to reach a solution.
B. a mediator decide the correct solution for the parties.
C. fees be paid by the owner/occupant to change the codes.
D. doing nothing if the solution is not acceptable to all parties.
A
An inspector should be aware of the facility’s occupancy and hazards when evaluating the emergency plan because: (725)
A. fees are paid for additional hazards.
B. fire codes do not apply to all facilities.
C. each facility has its own specific issues.
D. hazards must be entirely removed by the owner/occupant.
C
What are the key elements all emergency evacuation plans should have? (725-726)
A. Manufacturer information and monitor duties
B. Occupancy ownership information and employee duties
C. Evacuation routes, monitor duties, and employee/occupant duties
D. Evacuation routes, suppression system operation, and employee duties
C
Maps showing facility evacuation routes are given to each employee and posted: (725)
A. on exit doors.
B. on the Internet.
C. in at least one location.
D. in conspicuous locations.
D
Which of the elements of a facility emergency evacuation plan includes primary and secondary routes of exit from a structure? (725)
A. Monitor duties
B. Occupant duties
C. Firefighter duties
D. Evacuation routes
D
Which of the elements of a facility emergency evacuation plan includes supervision of the evacuation process? (726)
A. Monitor duties
B. Occupant duties
C. Firefighter duties
D. Evacuation routes
A
Which of the elements of a facility emergency evacuation plan includes verifying that visitors are accounted for and evacuated? (726-727)
A. Monitor duties
B. Occupant duties
C. Firefighter duties
D. Evacuation routes
B
Which of the following is MOST likely to affect the complexity of an emergency plan? (727)
A. Type of occupancy
B. Nearby jurisdictions
C. Turnover of employees
D. Fees paid to emergency planners
A
