ORT EPA Audit Flashcards
(13 cards)
If an EPA inspector came to your store and asked to speak to the person in charge of compliance with the EPA’s refrigerant regulations, who would you call?
GOOD: Partner would call the Top Store Leader. OPPORTUNITY: anyone other than TSL.
Can the responding Store Leader state the appropriate response time and correctly explain the process for the inspector’s ID verification?
Set a timer when the BC partner alerts the TSL about an EPA vist.
GOOD: The TSL response time is 5 minutes or less, and knows to 1) check the inspector’s ID badge and 2) have the inspector email them to verify they have an epa.gov email. They know to keep the inspector in an admin area off of the sales floor while verifying ID. OPPORTUNITY: Any 2 or more of the following criteria not met - response time exceeds 5 minutes, answers do not include both steps of ID verification, or inspector is not removed from sales floor.
Ask the TSL/MIC what they should do once the inspector is escorted off the sales floor.
GOOD: TSL/MIC answers with call Central Station. OPPORTUNITY: TSL/MIC answers anything else.
Ask the partner who opens the mail what they should do when they receive a letter from the Environmental Protection Agency.
GOOD: Partner immediately notifies the Store Leader. OPPORTUNITY: Partner does not notify Store Leader immediately. N/A: Partner who receives store mail is unavailable.
Does the Store Leader know who to call if the store receives a letter from the EPA?
GOOD: TSL/MIC contacts Central Station immediately. OPPORTUNITY: TSL/MIC does not notify Central Station immediately.
Ask the Store Leader: Do you know the location of the store’s HVAC system? Can you access the HVAC system?
HVAC locations usually include roof, machine room, and/or store perimeter.
GOOD: TSL/MIC is aware of and can access HVAC system. FAIR: They are aware of but cannot access HVAC system. OPPORTUNITY: They are not aware of HVAC location.
Ask the Store Leader: Do you know the location of the store’s refrigeration system? Can you access the refrigeration system?
Refrigeration locations usually include roof, machine room, and/or store perimeter.
GOOD: TSL/MIC is aware of and can access refrigeration location. FAIR: They are aware of but cannot access refrigeration system. OPPORTUNITY: They are not aware of refrigeration location.
Training and certofication requirements are met.
Verify Store Leadership, MICs, Lead Receiver, and Department Managers have completed course V01235 EPA Refrigerant Regulations & Inspection Readiness. New hires to department have 30 day grace period. GOOD: 0 partners overdue on course. FAIR: 1-2 partners overdue. OPPORTUNITY: 3+ partners overdue.
Is the entry to the machine/rack room and/or roof access area free from obstruction?
GOOD: No obstructions. OPPORTUNITY: Obstructed or not easily accessible.
Does the area surrounding the machine/refrigeration rack room only contain HVAC or refrigeration equipment?
Refrigerant cylinders and trash are prohibted from these areas, and they must be free of other storage items unless the areas are large enough to organize excess items without obstructing refrigeration equipment. If CO2 cylinders are present, ensure adherence with the following: 1) cylinders are secured upright with a chain or strap in a proper cylinder cart, 2) they are stored 20 feet from combustibles in a dry, ventilated place, 3) oxygen cylinders are stored at least 20 feet from fuel gas cylinders, and 4) valves are completely closed and protection devices are secured.
GOOD: Minimal trash present. OPPORTUNITY: Any equipment obstructed or excess trash observed. CO2, oxygen, or refrigeration cylinders not properly stored. Approved storage items not clean and organized.
Visually inspect refrigeration equipment.
GOOD: Equipment is not actively leaking. No signs of prior leaking such as excessive staining, pans/buckets, or kitty litter nearby. No excessive trash or dirt accumulation, and no vendor tools left behind. No refrigerant containers inside refrigeration units. FAIR: Minimal buildup or trash. OPPORTUNITY: Any active leak (other than condensation), exercise staining, buildup, or trash, and no work order within 6 months. Refrigerant containers present.
NOTE: If a work order was placed prior to assessment, include work order #. If not and one is needed, ensure it is placed before your assessment is over, and include the #.
Are refrigerant logbooks present in the machine/rack room, stairwell to roof hatch, or in or around refrigeration racks?
GOOD: No logbooks or log sheets present. OPPORTUNITY: Log books or log sheets are present.
Is there refrigeration or HVAC equipment on the roof or in perimeter areas that has been shut down or is no longer in service?
GOOD: All refrigeration/HVAC equipment on site is operational. OPPORTUNITY: Any equipment is not operational. Notate with location and picture. N/A: Equipment is not operational but is pending Facility Maintenance review. Include detailed note in comment section.
