Inspection of Facilities and Facility Logs - SOP

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Control Number: 505.02.01.001 Version: 2.1 Title: Inspection of Facilities and Facility Logs Page Number: 9 of 13 • The general appearance of the area • That emergency exit routes are unencumbered • That items such as electrical panels, eye wash stations, fire extinguishers are unobstructed and operational • That logs are checked for proper documentation procedures While inspecting unit logs, ensure that shift commanders or supervisors (and/or assistant shift commanders) are touring the units on each shift and that in restrictive housing units they are visiting each cell. The inspection of vehicles, project trailers, etc. will be limited to what is on site at the time of the inspection and will be a general inspection to see if items are secured properly, have physical damage, or are in obvious need of maintenance or repair. It is also recommended that at least one vehicle receive a closer inspection to determine if the inside of the vehicle is being properly maintained, safety items are present and properly stored, and vehicle logs are being maintained. Deficiencies found during an inspection will be documented in the applicable log, and if necessary, work-area staff will complete and submit a work order. Major problems will be reported to the shift commander immediately and if emergency repairs are necessary, the shift commander shall notify the maintenance duty officer. All concerns will be discussed with the staff responsible for the area and documented on appendix C, Facility Administrative Inspection. Functional Roles and Responsibilities Step Tasks Administrative Staff 1 Each week complete inspections using appendix C, Facility Administrative Inspection. Administrative Staff 2 • In housing units, sign the unit log upon completion of inspection or if the log is computer generated have the unit officer document that the inspection was completed. • In areas that do not have a log, contact central control to report completion of the inspection and request that the central control staff document the inspection in the central control log. Facility Head 3 Review all completed Facility Administrative Inspection forms and file them for a minimum of two years and then destroy. 5. Logs Logs provide important documentation of the daily events and activities that occur within a correctional facility. Log information includes routine and emergency situations (manmade and natural) involving staff, visitors, volunteers, inmates, equipment, and physical plant problems. Facility heads will determine format of each log, either handwritten or computer generated. Logs are legal documents and must be maintained accurately and in proper chronological order.