Flashcards in 17 Inspection Procedures Deck (102):
Effective interpersonal communication depends on a variety of interpersonal skills that can be probably summarized into the following three skills
Listening. Conversing. Persuading
Focuses on the speaker and ignores other distractions basically paying attention to the message
This consists of decoding a message and assigning meaning to it
Involves retaining what has been said. To assist, repeat the information
Involves critically analyzing the message to determine how factual it really is
The feedback portion of communication process
The greatest distraction to the listener is
Information overload, personal concerns, outside distractions, and prejudice are all examples of what
Contains contains a meaning idea or concept the speaker is attempting to communicate to receiver
Gives the path that a message takes between the sender and receiver
Medium or channel
Prevents the receiver from fully receiving any message may be created by either internal or external sources
This completes the communication process resulting in an ongoing cycle
Feedback, response to the sender
Be aware of the listeners frame of reference and may have a different point of view. Attempt to relate
Engage in dual perspective
Do not blame someone else for personal feelings and thoughts
Take responsibility for personal feelings and thoughts
Improving personal nonverbal communication skills begins with
Self reflection and observation
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.
Describe the problem and demonstrate a need for a change
Present a solution providing sufficient information and evidence to allow the listener to understand how it accomplishes the goal
Describe the solution for the problem and how it will benefit the listener
First consideration for inspector is to ensure that and inspection is conducted how
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
Specific occupancies that may require unannounced inspections include
Nightclubs, theaters, dance halls, restaurants, places of assembly
Once the inspection has been scheduled the inspector should review what
All related files and documents relating to the facility
When reviewing previous inspection records particular attention should be paid to information on
Special hazards or previous violations recorded
When does an inspection actually begin
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
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
What can be used in conjunction with sketches and drawings to provide an accurate portrayal of the scene
What is particularly helpful when documenting violations that may result in a citation or legal action
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
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
Indicates how building structures are situated with respect to other structures and streets in the area
Shows the layout of individual floors subfloors and roofs
Shows side views of structures depicting the number of floors in structures and grades of the surrounding ground
Plot and floorplan sketches include the following details
Location on property.
Orientation of building.
Other structures on property.
Dimensions of building.
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
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
Employee occupant duties.
Who is assigned to each compartment room area or division to supervise the evacuation process
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
Emergency evacuation drills should be conducted in what types of occupancies
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
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
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
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
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 contain one of the following three main communicative elements
Direction. Advice. Information
A memo is composed of several parts such as the following
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 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
This part of the letter comes to lines below the heading on the left or right margin contains date
This part of the letter focuses the readers attention on the content of the letter
This part of the letter addresses the reader, dear Mr.
This part of the letter contains the message, single space average letters, DoubleSpace paragraphs
Type of letter closing with two lines spaced after the paragraph ending in words such as sincerely
Type of letter closing with the writers name and title on the fourth line below complementary close
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
Compilation of known facts regarding event situation condition may contain reports documents and evidence
Organize collection of data usually related records kept together usually relates to one subject
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