Residence Inspection Procedures

On each shift

During each shift staff will inspect their work area in the residence for any safety concerns/hazards and initial the appropriate chore list to confirm inspection was completed.

Any safety concern identified will be addressed as follows:

  1. Repair it- most concerns (e.g. tripping) will be addressed as part of the typical daily chores (e.g. clean it up, store it away).
  2. Remove it- some concerns (e.g. a damaged chair) are easily addressed by removing or isolating the problem (e.g. dispose of it, put it in a locked room, if reasonable, lock the room it is in) to avoid exposure to the hazard or safety concern.
  3. Replace it- if reasonable and the required material is available, replace the damaged/defective item (e.g. a light bulb).  Do not attempt to replace or repair items if you do not have the correct skills or tools (e.g. a light bulb is too high and the correct ladder is not available or you are working alone).
  4. REPORT IT!  In all cases document what you observed and what you did to address the concern/hazard.  Consider the following:
    1. Report to the On Call Supervisor if there is an immediate danger or likely risk of injury to anyone (Person served, staff, visitors) that you cannot resolve (i.e. through steps 1 through 3 above).  Implement and document the agreed upon action.
    2. If atypical action (i.e. not part of normal chores) was taken, then write up the action taken (i.e. steps 1 through 3 above).  If it is not obvious where to document/report the action, note it in the Communication Book and on the “Maintenance to do list”.  It may be important to “write-up” even common occurances/tasks (e.g. replaced light bulb) if it indicates a trend.  For example: if a light bulb is consistently burning out, it may indicate a problem with overheating that could be a potential fire hazard.
    3. If no action was taken and there is no immediate danger (e.g. a worn flooring or paint issue) write up the observation in the Communications Book and on the 

“Maintenance to do list”.


As part of normal supervisory activity/responsibilities, Senior Workers and/or Residence Coordinators will scan residences and related communications (i.e chore lists, communications books, maintenance to do lists) to ensure that the requirements for each shift are being completed.

Senior workers and/or Residence Coordinators will ensure that any identified safety concern has been appropriately addressed and reported.


Residence Coordinators will review their residence for safety concerns by:

  1. Scanning the residence (should use the established checklist as a reference);
  2. Reviewing related documentation (chore lists, checklists, communication book, maintenance “to do” list)

Residence Coordinators will ensure that any identified safety concern has been appropriately addressed.  They will update their chore lists to document that safety checks have been conducted.

Once each month

Residence Coordinators will:

  1. complete their safety checklist (e.g. check First Aid Supplies, check Emergency Supplies). 
  2. Report to the Health & Safety Committee, to identify the status of all safety inspections, including any concerns that have not been adequately addressed.

Maintenance representative will:

  1.  complete a monthly inspection using the established checklist (see appended sample).
  2. Report to the Health & Safety Committee, to identify the status of all safety inspections, including any concerns that have not been adequately addressed.

Every Second Month

A joint inspection will be completed every second month using the established Residence Inspection checklist.  

Scheduling will be done during the regular Health & Safety Meeting by selecting residences for inspection each month in a manner that ensures all residences are inspected every second month.  

As a minimum, joint Inspections will include a Maintenance staff representative (Maintenance man and/or Adminstrative Manager) plus at least one Residence Coordinator.  Other staff may request, or be requested, to participate.  Ideally Residence Coordinators will not be scheduled to inspect their own residence (the objective is to bring a different perspective to these inspection). 

External Inspections

The Port Alberni Fire Prevention Officer will be invited to tour TMS facilities each year to provide recommendations for improvements to our residences.  When provided a written report of their inspection will be presented to the Health & Safety Committee.  

All feedback during any joint inspection conducted will be recorded by TMS staff and presented for consideration by the Health & Safety Committee. 

Every year other external experts will be contracted to participate in joint inspections at each of our residences/facilities.  These inspections will include:  

  1. A mandatory annual inspection by a qualified fire protection service provider.  This will take place at the time fire extinguishers are serviced (currently contracted to Genesis Fire Protection and scheduled for August each year).
  2. An annual inspection (May or June) by a qualified food preparation and handing expert (Foodsafe Certified Level 2) of all food preparation areas, kitchen equipment and food storage practies.  (may be skipped on years where facility is inspected by safety consultant- see item 4)
  3. An annual inspection (June or July) by an experienced manager from the Health & Safety Committee of a similar agency (CARF accredited for Community Housing Programs).  This may be combined with item 2 if a suitably qualified individual can accommodate both requirements. (may be skipped on years where facility is inspected by a safety consultant- see item 4)
  4. Regular (biennial) Inspections by a safety consultant, who may either be:
    - A COR/SECOR auditor from an outside angency experienced in the requirements/standards expected for Community Housing programs (Worksafe Classification unit 766017);  

- A professional risk management specialist recommended by our Insurance Carrier.

Regular Inspections by qualified inspectors (e.g. Red Seal certified tradesman; licensed professional, technician or para-professional) to ensure the integrity of our facilities.  Scheduling will be balanced to ensure indepth experience and perspective is provided related to:

- Electrical systems, including warning systems (e.g. fire, carbon monoxide);

- Heating, ventilation and cooling (including refrigerators and freezers for temperature checks etc.);

- Plumbing
- Structural integrity and finishing.

N.B.- these inspections do not replace regular servicing and regular servicing does not replace the need for an external review.

Other regular external inspections

TMS is inspected by professionals who have responsiblities related to the safety and well being of the individuals we serve.  These inspections currently include:

Monthly inspections from USMA Social Workers for all residences that house programs they fund.

Annual inspections from CLBC Analysts for all residences that house programs they fund.

Following these visits, TMS Residence Coordinators will survey the visitor to confirm in writing if any safety concerns were identified.

Other visits by exernal professionals and para-professionals

TMS is regularly visited by external professionals and para-professionals who participate in the care of the individuals we serve.  These visits include:

  • Professional and para professions members of the Developmental Disabilities Mental Health Team (DDMHT).
  • Health Services for Community Living (HSCL) Registered Nurse for ongoing followup related to medication administration and other protocals/tasks that may either be delegated to TMS staff or performed directly by the HSCL nurse.
  • Footnurse (Licensed Practical Nurse)

Following these visits, TMS Residence Coordinators will attempt to survey the visitors to confirm if any safety concerns were observed or identified.

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