• Purpose
• Objective
• Responsibility
• Procedure

General Guidelines for Responding to a Regulatory Agency

Standards & Regulations

Purpose

Many different environmental regulatory agencies may conduct inspections at North Carolina State University (NCSU). The University is not exempt from compliance with occupational health and safety and environmental regulations. Agencies that may conduct compliance inspections include the North Carolina Department of Environment, Health and Natural Resources, Raleigh Department of Public Utilities, Department of Labor and the Nuclear Regulatory Commission.

North Carolina State Agencies, such as the University, can receive fines from N.C. regulatory agencies. The penalties assessed can be comparable to those assessed in the private sector. The respective University department receiving the penalty is responsible for payment.

Please refer to General Guidelines for Responding to a Regulatory Agency and Standards & Regulations for more information.

Objective

It is the policy of NCSU to comply with all applicable environmental health laws and regulations and provide any appropriate documentation during compliance inspections. The EH&S Center will provide support to departments and pertinent information to the agency if an inspection occurs.

Responsibility

All faculty and staff will follow these procedures when responding to a visit from a regulatory agency.

Procedure

To help departments respond to inspections, EH&S requests your assistance in implementing the following procedures:

1. Ask to see identification. All state compliance officers must carry a photographic I.D.
2. Call Environmental Health and Safety - either Health and Safety Services at 515-7915 or Radiation Protection at 515-2894 depending on the nature of the visit. EH&S will provide personnel to assist you. We recommend waiting for a representative from EH&S before releasing any information to the inspector.
3. Ask to have an opening conference and establish the nature of the visit. Request that the conference not proceed until a representative from EH&S is present.
4. Decide the best route to the location. A tour of your facility is not advisable. Anything seen on the way to the location is also subject to inspection.
5. Supply only the information requested. It is not advisable to offer more than what the inspector wants.
6. The inspector has the right to interview employees, collect samples to assess exposure to chemical or physical agents, review training record documentation, evaluate your written safety plan to assure compliance with OSHA standards, take pictures, etc. If air or other environmental samples are collected, EH&S will collect parallel samples to confirm results.
7. In a closing meeting after the inspection and interviews are finished, have the inspector explain the hazard involved, the corrective action suggested and description of the violation and applicable reference.

In some instances, such as at remote sites, EH&S personnel may not be present to assist you. In that case, the following inspection procedures should be followed:

1. Have the secretary/receptionist contact the site manager. The site manager should be present during the inspection.
2. Insist on an opening and closing conference.
a) Request specific details on the purpose of the visit (most regulatory inspections occur because of employee complaints).
b) Request copies of photographs if they are to be taken; take the same pictures if you have a camera
c) Take detailed notes
d) Be courteous and provide only information that is specifically requested
e) If citations are to be issued, request that copies be sent to Director, NCSU Environmental Health and Safety, Box 8007, Raleigh, N.C. 27695
f) Have the inspector explain the hazard involved, corrective action suggested, and description of the violation and applicable reference.