EHS - Inspection of Greek Facilities Procedures


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Inspection of Greek Facilities Procedrues

General:

The UD has agreed to supplement the City of Newark's inspection program for Greek facilities. It is the University's expectation that this program will assist in the education of Greek members as to the identification and correction of safety hazards in their facilities. The DEHS has agreed to provide this inspection program to assist the Director of Student Centers with the oversight of the Greek organization. The City of Newark and the University of Delaware have mutually agreed upon this inspection program to include all Greek facilities. The program has three purposes:

1.  To reduce the risk of any loss of life or injury resulting from an emergency situation.
2.  To reduce damage to any facility.
3.  To educate all Greek members of hazards which may result in loss of life, bodily injury or property damage.

I. Types of Inspections:

A. Periodic - routine scheduled inspections.

B. Violation - scheduled inspections to investigate and follow up on violation notices.

C. Special - may or may not be prescheduled depending on circumstances. Examples would be freezing weather and loss of heat, flood, or other natural disasters.

D. Complaint - unscheduled inspections as a result of a complaint. May need to be done on an emergency basis.

II. Frequency:

A. All Greek facilities will be inspected at least two times per calendar year.

B. Those facilities owned by or located on University property may be inspected more frequently than two times per calendar year. The frequency of inspections will be based on III A, B, and an acceptable score on the UD Five Star Chapter Evaluation Program. The two City of Newark inspections will be conducted in October and April. Additional inspections which may be required will be conducted in December and February. The City of Newark Building Department representatives will be present at the October and April inspections. The December and February inspections will be conducted by DEHS and the Student Center Director's Office. The Assistant Treasurer's Office will be notified of the inspections and will notify the housing corporation office.

III. Inspection Criteria

Inspections will be based on the following criteria:

A. Local, State and Federal laws/regulations.

B. University rules, regulations and policies.

C. UD Five Star Chapter Evaluation Program.

IV. Inspection Scheduling:

1.  Periodic inspections will be preannounced with at least 14 days notice.
2.  All other inspections may or may not be preannounced depending on type and importance. The office of the Assistant Treasurer will be notified in advance for all inspections of leased UD facilities. Assistant Treasurer's office will notify housing corporation.
3.  When practical all inspections will be conducted by a minimum of two people.
4.  The University may photograph various aspects of violations for documentation purposes.
5.  The University may contact other State/local agencies for assistance if perceived violations exist beyond the scope of the inspection team. For leased properties the Assistant Treasurer's office will be notified in advance so the housing corporations can be notified before action is taken.

V. Violation Definitions:

A.  Life Threatening - a violation such that if allowed to continue would likely result in death, serious injury or serious property damage such as: 1.  Structural failure
2.  A detection, alarm or sprinkler system not in working order.
3.  Altered or nonfunctioning fire doors, The University will contact other state/local agencies as required by applicable codes or regulations.

B. Important - a violation such that if allowed to continue would likely result in damage to property only such as:

1. A heating system, which is not functioning.
2. Health code violations.

C. Minor - a violation such that if allowed to continue, would not likely cause any significant damage to person or property such as:

1. A kitchen needs painting
2. A toilet is not functioning VI. Violation Correction - UD inspections only A. Life threatening - per existing applicable codes the appropriate code authorities will be notified of out of service life safety equipment. The code authority will decide appropriate corrective actions.

B. Important - a 24-hour time limit will be given for correction.

C. Minor - a 15-day time period will be given for correction.

VII. Service of Violation Notices -UD inspections only A. A written notice of all violations will be issued to the registered agent in charge of the facility.

B. The registered agent in charge will be responsible to facilitate corrective actions.

VIII.  Various Agency Responsibilities A.  Assistant Treasurer for Disbursement, Real Estate/Risk Management 1.  Maintain a current list of all Greek Rental facilities and associated registered agents in charge.
2.  Distribute a list annually and whenever changes are made to: a)  City of Newark Building Department
b)  Department of Environmental Health & Safety
c)  UD Public Safety
d)  Director-Student Center 3.  Notify registered agents of inspections/violations.

B. City Code Authority

1.  Schedule City inspections
2.  Create violation notices and forward same to registered agent in charge. Send copies of reports to DEHS, Director of Student Centers and Assistant Treasurer according to list developed in VIII A 1.
3.  Designate corrective actions for all violations.
4.  Schedule and conduct follow-up inspections.
5.  Post facilities uninhabitable as required by applicable codes and regulations.
C.  Department of Environmental Health & Safety 1.  Schedule UD related periodic inspections providing registered agent in charge with two weeks notice in general.
2.  Conduct UD related inspections, create violation notices and forward to registered agent in charge, copying Assistant Treasurer's office, and Director of Student Centers Facilitate other inspections such as: Violation, Complaint and Special. Notification will be made to the Assistant Treasurer's Office of such inspection.
3.  The Director of the Department of Environmental Health & Safety or appropriate designee may require a facility be immediately vacated if an imminent danger situation is found for leased property the registered agent along with the Assistant Treasurer's office will be notified.

Questions regarding this procedure should be directed to the Department of EHS at (302) 831-8475, Director of Student Centers at 831-2633 or Assistant Treasurer for Disbursement, Real Estate/Risk Management at (302) 831-2971.

2/2002

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