In the News
Posted June, 2011
Compliance dates to remember
Part one: Month to Month initiatives to be aware of.
From adhering to state and federal mandates to reviewing and updating written plans, there is a lot to remember throughout the year when you are part of a school district’s administrative team.
For your convenience, the annual health and safety checklist and time line has been updated for the 2011-12 school year. It will provide the information you will need to stay on track with health and safety tasks and responsibilities in the upcoming year. For more information, contact Capital Region BOCES Health/Safety/Risk Management Service at 464-5115.
∙ Plan for the Annual Visual Inspection (AVI) walk-through to be done by November 15.
∙ Hold a fire drill during the first week of summer school. Two drills must be held during the session.
∙ Send written notice to summer school students’ parents/guardians and school staff about the Integrated Pest Management (IPM) program and potential pesticide applications.
∙ Renew the Pesticide Business Agency certificate if in-house certified pesticide applicators apply pesticides. Renew every three years if applicable.*
∙ Conduct and record the six-month asbestos periodic surveillance.*
∙ Renew tank registrations and pay registration fees every five years when petroleum storage capacity is more than 1,100 gallons per facility.*
∙ Dispose of nurses’ sharps containers as regulated medical waste.*
∙ Update the Five-Year Capital Facilities Plan by July 1.
∙ Have the above ground tank SPCC plans in place by July 1.
∙ Review and update SAVE school safety plans by July 1.
∙ Conduct six month surveillance (AHERA) (exact timing will vary due to Re-inspection date).
∙ The Board of Education must update and adopt the Comprehensive District-wide Safety Plan and send it to SED within 30 days of adoption.
∙ The school board must update and adopt the Building-Level Safety Plan and send to local and state police within 30 days of adoption.
∙ Complete the RESCUE School Facility Report Card for each occupied school building. Ensure each is reviewed by the Board of Education and reported on.
∙ Dispose of fluorescent lamps, including low mercury or green end cap lamps as universal or hazardous waste.*
∙ Provide and maintain at least one functional Automated External Defibrillator (AED) in each instructional facility.*
∙ Ensure the district has an AED overseeing physician and a coordinator, a Regional Emergency Medical Organization (REMO)-approved written plan and trained employees with AED/CPR adult/pediatric training.
∙ Ensure certified service personnel inspect, maintain and recharge portable fire extinguishers.*
∙ Send written pesticide application summary reports to summer school students’ parents/guardians and staff within two days of summer school’s end if non-exempt pesticides were used.
∙ Send written pesticide notice to parents/guardians and staff about the school’s IPM program.
∙ Conduct eight fire drills in each school between September 1 and December 1.
∙ Maintain minimum temperature of 65 degrees F in occupied buildings from September 15 to May 31.
∙ Send annual asbestos plan and re-inspection notice to union representatives, PTA/PTO presidents and staff. Update asbestos management plans.*
∙ Send educational material about early detection of potentially violent behaviors to teachers, administrators and parents/guardians.*
∙ Confirm Health and Safety Committee members for the school year; set agendas and meeting dates.*
∙ Conduct bus safety drills within the first seven days of school.
∙ Provide SED’s anti-idling bus notice to all school employees within the first five days of school.
∙ Starting September 15th, fire inspections can begin. File reports by November 1, 2011.
∙ By October 1, ensure school superintendent provides written information to students and staff about SAVE emergency procedures.
∙ By November 1, submit fire inspection reports to SED.
∙ Test the district emergency plan or a building-level emergency response procedure, including sheltering or early dismissal not to exceed 15 minutes earlier than normal dismissal. Participate in the Capital Region or WSWHE BOCES Annual Emergency Early Release Day Drill or select another drill day in the year.*
∙ Between November 1 and December 31, conduct a second round of bus safety drills.
∙ Conduct Annual Visual Inspection (AVI) of facilities by November 15 for all occupied school buildings. This inspection team must include at least the code enforcement officer, the facilities director and health & safety team member. Complete and sign SED paperwork.
∙ Within 20 days of submitting fire reports to SED, publish a public notice in the official newspaper or in a general circulation newspaper, or post in 10 conspicuous district areas. Notice must include fire inspection completion date and report locations.
∙ Conduct four fire drills in each school from December 1 through June 30.
∙ Include health and safety costs in 2012-13 budget planning, such as: fire inspections, Annual Visual Inspections (AVI), potential sampling, personal protective equipment, chemical and sharps disposal and workshops.*
∙ Ensure the six-month asbestos periodic surveillance is conducted and recorded.*
∙ Electronically submit Annual Visual Inspection (AVI) reports to SED by January 15. The Board of Education must review this report at a public meeting.
∙ Send written pesticide application summary reports to parents/guardians and staff within two days of the end of the December/January recess if non-exempt pesticides were used between September and December.
∙ Comply with storm sewer regulations if school facilities operate within a regulated MS4 (storm sewer) area and/or are included in the construction activities involving an acre or more. File a Notice of Intent with DEC to obtain State Pollutant Discharge Elimination System (SPDES) permit coverage. Develop, implement and enforce stormwater management program.*
∙ By February 1, submit annual in-house pesticide use report to DEC if in-house certified applicator applied pesticides in previous calendar year.
∙ Post DOL Illness and Injury report form (SH-900.1) in school buildings from February 1 to April 30.
∙ By March 1, submit hazardous waste disposal report to DEC if there was a hazardous waste disposal in the previous calendar year that activated this requirement. Not needed for DEC CleanSweepNY disposal participants.
∙ Submit school floor plans showing location of exits, barriers or other impediments affecting ingress or egress; hazard areas, including chemical/flammable storage, chemistry labs and electric/gas shut-offs; fire protection systems, fire hydrant locations, underground gas pipelines and storage tanks to local fire and police.*
∙ Between March 1 and April 30, conduct the third and final bus safety drill.
∙ Send written pesticide application summary reports to parents/guardians/staff within two days of the end of spring recess if non-exempt pesticides were used between January and April.
∙ Seal CCA-treated wood playgrounds with penetrating coatings (oil-based or semi-transparent stains).*
∙ Participate in annual National Weather Service Hazard Awareness Week drills via weather radio and/or other emergency sources.
*An asterisk indicates a suggested time line.