University Health, Safety & Environment Service

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Inspection Toolkit

Inspections provide feedback on how well hazards are being managed and provides an opportunity to address problems before they cause an accident or incident. Inspections are not only about recording negative findings, they should also record positive findings so as to reinforce positive achievements & motivate improvement. The inspection programme can be divided into four steps

 
Step 1: Make a schedule of checks
 
Decide what to check

Make a schedule of the checks to be made - the checklist library might help here

Make a schedule of the dates checks are to be made. Recommendations are

  • low hazard / risk Departments / areas  should be inspected twice per year
  • high hazard / risk Departments / areas should be inspected four times per year

Allocate inspections to staff, be clear about the checks to be made and when they are to be made - this should be recorded in the Department arrangements / Department handbook.

 
 
Step 2: Implement the checks
 
Make the checks needed

Make the checks as per the schedules and record the results (both positive & negative)

Consider using electronic check list on a tablet or phone; this reduces paperwork & writing up time and offers you an option include photographs to illustarte the findings. Further details can be found on the iAuditor toolkit page.

 
 
Step 3: Act on the results
 
Act on the findings

If the results are positive, then make sure that this is publicised in the Department so as to reinforce positive achievements & motivate staff.

If the results are negative, then make SMART recommendation to improve or rectify problems & track them to completion - the Tracking Remedial Actions Toolkit provides further guidance.

 
 
Step 4: Review inspection programme
 
Review programmeThe inspection programme should be reviewed each year. The review should take into account the past findings & any changes in premises, equipment, activities or staff. The review can be used to make sure that the inspection programme is still making relevant checks at a suitable frequency. 

 

 

 

 

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