Safety Inspection Programs

• Increasing machine shop inspections from every three years to an annual audit cycle
• Enhanced inspection preparation and follow-up activities
• Utilizing UC Inspect a new mobile application to conduct inspections, generate summary reports, and identify deficiencies
  • Automatically send out reminders to correct finding after 30 days
  • Allow for document uploads to confirm and address findings
• Periodic follow-up on all unresolved inspection findings by Safety Specialists and EHS school coordinator
• Enhanced inspection protocols and training for EHS inspections staff:
  • Establish a finding priority matrix (high, medium, and low hazards)

Shop Inspection Schedule for Labs

Shop Safety Inspection Overview

Meet our EHS Safety Inspectors

• EHS will contact the PI and delegate to schedule the annual shop/machine safety inspection
• Topics that will be covered during the inspection:
  • Documents, Training, and Hazard Communication
  • Personal Protective Equipment (PPE)
  • Machine Guarding Safety
  • Electrical Safety
  • General and Physical Safety
  • Housekeeping
  • Fire Safety

• To help you prepare for the inspection, have these materials ready to review during the inspections:
  • Stop for Safety Poster posted outside and the wall(s) where the machines are located
  • Inspection Checklist Document
  • Standard Operating Procedure Templates (SOPs)
    • Abrasive Chop Saw
    • Bell Disc
    • Drill Press
    • Metal Lathe
    • Pedestal Bench Grinder
    • Radial Arm Saw
    • Vertical Band Sander
    • Vertical Band Saw
    • Vertical Spindle Sander
    • Wood Lathe
    • Table Saw
  • After the inspection is complete, a report will be sent containing the inspection results and any identified findings.
  • Resolve all deficiencies and finding within the specified days in the table below:

• This high level process ensures accountability in resolving outstanding safety hazards and how EH&S will attempt to obtain closure on safety inspection findings. EH&S School Coordinators or EH&S Liaisons will periodically follow-up with PIs and Shop Supervisors to check on the status of open findings and assist them in closing out findings.  As part of our ongoing quality control process, closed items will be evaluated by the EHS School Coordinators and EHS Liaisons. 

• If no action is taken on resolving findings, EHS Administration will generate a monthly report of all open findings that have exceeded the required closure date and will send this to the EHS School Coordinators or EHS Liaison. They will then share this report with their respective Assistant Dean and/or Department Chairs or Department Directors.  After this report is shared and if audit findings remain open, a quarterly report will be generated by EHS Administration and shared with the Lab Safety Committee, Vice Chancellor of Research, Vice Chancellor of DFA, and the Provost.

Safety Inspections (Non-research) Escalation Process Flowchart

The Campus Fire Marshal (CFM) has established a program to monitor the compliance of the Campus Title 19 Inspection Program requirements, as outlined in the existing MOU between the Office of the State Fire Marshal (OSFM) and the UC Regents. The Title 19 program is primarily an inspection and quality assurance program intended to provide campus leadership with data and status regarding the operation of state-required fire and life safety systems. The program includes performance criteria that will measure Fire Marshal and campus staff performance efforts.

The Title 19 Inspection program inspects buildings (and spaces) for fire and life safety code compliance. The program includes, but is not limited to:

• Fire and life safety systems (sprinklers, fire alarms, fire pumps, fire doors, etc.)
• Signage
• Storage
• Occupancy classification and use
• Egress and emergency assembly points

• Inspection of State Regulated/Mandate and other buildings
• Special Events plan review and approval
• Oversight of Fire/Life Safety Systems Maintenance and Testing Programs
• Fire safety training and education
• Technical review and code interpretation
• Building evacuation, staging, and egress

• EHS Escalation Criteria and Process
• Safety Inspections (Non-Research) Escalation Process Flowchart

This escalation process has been developed to ensure that accountability in resolving outstanding inspection findings has been built into the program. Fire Safety will seek to obtain closure on all hazards identified during the inspection process and periodically follow up with the responsible parties (Building Facilities Managers and/or School Coordinators) to check on the status of open findings and provide any assistance necessary to close out the findings. As part of our ongoing quality control process, closed items will be evaluated by the Program Manager or Fire Safety Inspector(s).

If no action is taken on resolving the findings, EHS Administration will generate a report of all open findings that have exceeded the required closure date (see below) and will send this to the Building Facilities Managers. Then the report will be shared with their respective Assistant Dean and/or Department Chairs or Department Directors. After this report is shared and if audit findings remain open, a quarterly report will be generated by EHS Administration and shared with the Vice-Chancellor of DFA, and the Provost.

Inspection findings Priority Levels

• Imminent Danger to Life and Health (IDLH) Closure within 24 hours
• Priority One (P1) Closure within 0-7 Days - Serious safety hazard, serious/willful regulatory violations and/or significant fire and life safety code violation that poses a serious safety or compliance risk
• Priority Two (P2) Closure within 8-30 Days - Moderate safety hazard or moderate/repeat regulatory violation and/or moderate fire and life safety concern, poor housekeeping, safety documentation issues, safety training compliance, etc.
• Priority Three (P3) Closure within 31-90 Days - Minimal safety hazard, possible regulatory violation, infrastructure, deferred maintenance, etc.

Campus Fire Prevention staff, managed by a Campus Fire Marshal (CFM), established an annual inspection schedule, conducts the required inspections, and generates reports (and corrective action plans) for identified findings. The CFM is responsible for monitoring the compliance and management of identified inspection findings. The Office of the State Fire Marshal (OSFM) outlines the type of inspections required:

Existing Building Inspections - State Mandated

1. Residential Occupancies (dormitories, hotels, motels, and other dwellings)
2. High Rise Structures of any occupancy types
3. Institutional Occupancies (detention facilities, holding cells)

Existing Building Inspections - State Regulated

1. Assemblies
2. Chemical and biological laboratories
3. Business
4. Mercantile
5. Storage
6. Factory
7. Utility

• 2024 ACC Housing Inspection Schedule
• 2024 Building Inspection Schedule
• 2024 Housing Inspection Schedule

The Building Survey Inspection program conduct annual inspections of buildings and spaces for fire and life safety hazards which include, but are not limited to:

• Fire and life safety systems (fire alarms, fire sprinklers, fire pumps, fire doors. Etc)
• Signage (Exit signs, egress routes, etc.)
• Means of egress and emergency assembly points
• Occupancy classification and use
• Occupant load
• Storage

• EHS Escalation Criteria and Process
• Safety Inspections (Non-Research) Escalation Process Flowchart

This escalation process has been developed to ensure that accountability in resolving outstanding inspection findings has been built into the program. Fire Safety will seek to obtain closure on all hazards identified during the inspection process and periodically follow up with the responsible parties (Building Facilities Managers and/or School Coordinators) to check on the status of open findings and provide any assistance necessary to close out the findings. As part of our ongoing quality control process, closed items will be evaluated by the Program Manager or Fire Safety Inspector(s).

If no action is taken on resolving the findings, EHS Administration will generate a report of all open findings that have exceeded the required closure date (see below) and will send this to the Building Facilities Managers. Then the report will be shared with their respective Assistant Dean and/or Department Chairs or Department Directors. After this report is shared and if audit findings remain open, a quarterly report will be generated by EHS Administration and shared with the Vice-Chancellor of DFA, and the Provost.

Inspection findings Priority Levels

• Imminent Danger to Life and Health (IDLH) Closure within 24 hours
• Priority One (P1) Closure within 0-7 Days - Serious safety hazard, serious/willful regulatory violations and/or significant fire and life safety code violation that poses a serious safety or compliance risk
• Priority Two (P2) Closure within 8-30 Days - Moderate safety hazard or moderate/repeat regulatory violation and/or moderate fire and life safety concern, poor housekeeping, safety documentation issues, safety training compliance, etc.
• Priority Three (P3) Closure within 31-90 Days - Minimal safety hazard, possible regulatory violation, infrastructure, deferred maintenance, etc.

Campus Fire Prevention staff, managed by a Campus Fire Marshal (CFM), established an annual inspection schedule, conducts the required inspections, and generates reports (and corrective action plans) for identified findings. The CFM is responsible for monitoring the compliance and management of identified inspection findings. The Office of the State Fire Marshal (OSFM) outlines the type of inspections required:

Existing Building Inspections - State Mandated

1. Residential Occupancies (dormitories, hotels, motels, and other dwellings)
2. High Rise Structures of any occupancy types
3. Institutional Occupancies (detention facilities, holding cells)

Existing Building Inspections - State Regulated

1. Assemblies
2. Chemical and biological laboratories
3. Business
4. Mercantile
5. Storage
6. Factory
7. Utility

Existing Building Inspections - Schedules

• 2023 American Campus Communities (ACC) Inspection Schedule
• 2023 Campus Building Inspection Schedule
• 2023 Campus Housing Inspection Schedule

Existing Building Inspections - Resources

• EHS Building Survey Inspectors
  • Eric Gardner, Assistant Fire Marshal
  • Rito Rincon, Fire Safety Specialist
  • Brendan Calasan, Fire Safety Specialist
  • Natalia Perez, Fire Safety Specialist
• Facilities Management Requests
• Contact Mobile Fire for Fire Extinguishers: 1-800-747-8467

• Participate in the review and monitoring of program designs, and/or repair and alteration projects to ensure compliance with applicable standards and regulations when asbestos-containing materials are to be disturbed.
• Provide a means for reporting requests for asbestos assessments/surveys to Environmental Health and Safety (EHS)
• Provide a means for reporting requests for asbestos abatement to EHS
• Being the point of contact for projects for all issues concerning both potential and accidental disturbances of asbestos by reporting such incidents or exposures to EHS thru the Report a Safety EHS system.
• Direct the proper response actions for asbestos-related disturbances
• Establish a consistent process for asbestos-related work
• Ensure campus compliance with applicable regulations and recognized guidelines

Assessment/Survey requests are triggered by:

• Online submittals thru EHS webpage
• Direct requests
• Safety concern submissions

Assessments/surveys will vary depending on the project scope of work, and/or materials affected. The assessments/surveys are in compliance with federal, state, and local regulations.

The Asbestos Coordinator (AC) also ensures that:

• Asbestos programs are documented and recordkeeping requirements are in compliance with regulations.
• Campus employees are trained who will come in contact with asbestos-containing materials.

• Provide a means for reporting and documenting IEQ concerns to Environmental Health and Safety (EHS)
• Establish a consistent IEQ assessment process
• Ensure campus compliance with applicable regulations and recognized guidelines
• Minimize the effects of poor IEQ on employee/student/resident building occupant health
• Prevent building-related illnesses
• Direct the proper response actions for microbial growth remediation, water intrusion events, and construction project(s) impact on IEQ

IEQ investigations are typically initiated following submission of a safety concern/issue. Related triggers could be suspected injuries and/or exposures resulting from an IEQ issue as well as perceived compromised IEQ stemming from nearby renovation and/or construction.

Investigations are performed on a case-by-case basis in accordance with the following –

• Involved/occupant(s) are contacted and scheduled for a meeting/interview
  • Concurrently, or at future, agreeable date/time, the involved space(s) are visited and/or reviewed
• A health and safety questionnaire is completed
• Case is “characterized”, and an investigation Scope of Work is established with those involved/occupant(s)
• On-site investigation is conducted using available tools and equipment in accordance with industry best practices and those established by regulation, guideline, or other (e.g., published study)
• At conclusion, findings are communicated to customer/client as agreed upon
• Where appropriate, EH&S will engage in discussion/collaboration/cooperation with UCI campus entities to facilitate recommendations based on findings

• Program and policy development related to:
  • Asbestos/Lead/Silica
  • Hazard Communication
  • Heat Illness and Cold Stress
  • Illumination
  • Indoor Environmental Quality
  • Laboratory Commissioning/Decommissioning
  • Noise and Hearing Conservation
  • Respiratory Protection
  • Substance Specific Standards
    • Acrylonitrile
    • Arsenic (Inorganic)
    • Benzene
    • 1,3-Butadiene
    • Cadmium
    • Chromium (VI)
    • Methylene Chloride
    • 4,4- Methylenedianiline
    • Vinyl Chloride
  • Ventilation Systems (Fume Hoods/LEVs)
  • Wildfire Smoke

• Exposure assessment and monitoring related to the aforementioned
• Development of exposure control strategies and/or mitigation tactics

Inspections and assessments may be triggered by:

• Safety concern submissions
• Regulatory requirements
• Injuries or suspect exposures
• Direct requests
• Tangentially related triggers (for example, construction projects)

Inspection and assessment of each case will vary depending on the issue, but will generally involve:

• Definition of the problem
• Exposure monitoring/data collection
• Presentation of the findings that includes response actions

Pursuant to the Memorandum of Understanding (MOU) with the Orange County Health Care Agency (OCHCA), UCI EHS conducts the various tasks that OCHCA would conduct throughout Orange County under their jurisdiction. The EHS representative is required to carry a Registered Environmental Health Specialist (REHS) certification.

The REHS also oversees the Temporary Food Permit Program. The Temporary Food Permit Program is in place to manage Registered Campus Organizations (RCO) who are selling or providing perishable food items to individuals outside of their RCO.

• Conducts health inspections of all campus food facilities
• Also conducts foodborne illness investigations. For bigger outbreaks, OCHCA can be contacted for assistance
• Reviews and issues temporary food permits

In general, the frequency of health inspections is as follows:

• Convenience store, coffee cart: 1x per year
• Coffee stand (no perishable food items prepared): 2x per year
• Food facilities (perishable food items prepared): 3x per year

The food facility inspections mirror the requirements of the CalCode.

Temporary Food Permits applications are submitted online by Authorized Signers (AS) from each RCO. Only AS’ who have completed the required Food COOL Safety Orientation (10 min online food safety training) can submit an application. REHS will review emailed application and respond via email whether application is approved, denied or if more information is required.

Pursuant to the Memorandum of Understanding (MOU) with the Orange County Health Care Agency (OCHCA), UCI EHS conducts the various tasks that OCHCA would conduct throughout Orange County under their jurisdiction. The EHS representative is required to carry a Registered Environmental Health Specialist (REHS) certification.

Health inspections can be conducted through the RSS app INSPECT. This tool will allow health inspection follow up items to be tracked and various safety metrics to be gathered. Health inspections of the swimming pools are done three times per year.

Conducts health inspections of all campus recreational pools (swimming pools, spas, etc.)

Health inspections of the swimming pools are performed three times per year.