An inspection is an examination of the work area and its operations. It is an opportunity to identify hazards and assess risk in your workplace on an ongoing basis. UPEI completes formal internal inspections on an annual basis for high-risk areas and every three years for low-risk areas. These formal inspections are a comprehensive, planned walkthrough of a workplace or selected areas of the workplace.
Formal, planned inspections will take place on a three-year rotation. All low hazard (probability and/or severity of injuries are unlikely) areas on campus will be inspected on a three-year rotation and all high hazard (probability and/or severity of injuries are likely) areas will be inspected annually. For example, all office spaces, classrooms, common areas, etc. will be inspected every three years and all laboratories, barns, mechanical rooms, engineering spaces, penthouses, etc. will be inspected annually.
Trained workplace inspectors will conduct inspections of all UPEI buildings, grounds, and work areas. Inspectors will consist of a Local Health and Safety Working Group and a JOHSC member. The Area Lead or designate (competent supervisor or worker) will ensure access is given to all areas that must be inspected. The Area Lead will advise inspectors of actual and potential hazards/risks and what Personal Protective Equipment is required in specific areas.
The UPEI Inspection procedure can be found within the UPEI Health, Safety, and Environment Manual.
Two inspection forms have been created to provide guidelines for inspecting areas with similar hazards. These forms include:
- Generic Inspection Form - for general areas
- Labs and Barns Inspection Form - for labs, barns, and Shipping and Receiving inspections
Inspection forms must be kept by the Area Leader. The Area Leader is responsible to ensure standards in the area are known and examined periodically. The frequency of inspection (beyond what is outlined here) and special inspection considerations (such as manufacturer specifications or area-specific checklists) must be a part of a department’s/area’s inspection process.
Area Leaders will receive the inspection form and are responsible for the follow-up of issues identified. Area Leaders should communicate issues and follow up actions to applicable staff in that area.
There are several types of inspections that must be carried out on a regular basis. There are planned internal, and pre-start inspections. Inspection training will be arranged by the Health, Safety and Environment Department.
Vehicles, equipment, and other instruments must be inspected prior to use. Area Leaders are responsible to ensure users are trained on the requirements of a pre-start inspection. This is typically a visual assurance that the equipment (e.g., ladders, forklift, tools, electrical cords, etc.) or instrument is in a safe condition for use. A checklist should be prepared for pre-start inspections (e.g., forklift); in some cases, however, operators will perform these inspections without a written record.
Area Leaders must ensure that the areas under their responsibility are inspected internally on an annual basis, either by themselves and/or others in their work area. This internal inspection must be documented (the forms used for the Planned Inspections can be used). Area Leaders and others are expected to keep their eyes focused on hazards. If there is something that requires attention, attend to it immediately rather than waiting for the inspection report to address it. Actions taken for high-risk hazard items should be recorded and passed on to the local Health and Safety Working Group.
Communications: Area Leaders will be contacted by the Lead Inspector (local Health and Safety Working Group Member) to determine an appropriate date/time to complete the internal inspections (low-risk areas every three years and high-risk areas annually) as required by the OHS Act of PEI. Once the appropriate UPEI inspection form is completed by the inspectors (i.e., the description of the hazard/risk identified, the hazard rating and suggested corrective actions) then, it will be submitted to the Area Leader (or designate) for their actions to address all the hazards/risks identified on the form. When all the corrective actions are implemented then, the Area Lead can complete the appropriate sections on the inspection form (i.e., Responsible person, Target Date, Completion Date, and Sign/Date the last page) and ensure the original is submitted to the Lead Inspector. The Lead Inspector will provide a summary to the respective Local Health and Safety Working Group and submit the original to the JOHSC via the Health, Safety and Environment Department for review and filing.
For any questions, please contact:
Liz Rostant-MacArthur, BSc, MSc
Health, Safety, and Environment Manager