OTDA Shelter Inspection Process

Program Inspection

The shelter program inspection is performed by OTDA inspectors onsite at the shelter facility and consists of a review of the daily operations. This process includes, but is not limited to:

• Entrance conference with shelter administrators to discuss shelter program and purpose of shelter inspection
• Review of shelter staffing patterns, personnel and facility policies
• Review of case management and nutrition services, supervision and security and statistical data related to the shelter census, housing placements and other performance goals
• Case record reviews
• Resident and staff interviews
• A walk-through of the shelter facility, including occupied rooms and dorms
• Exit conference with shelter administrator to discuss inspection findings and concerns and to provide technical assistance as needed

Physical Plant Inspection

The physical plant inspection focuses on environmental health and safety at the shelter. The OTDA inspector assesses building security and systems, fire safety and compliance with state and local codes. This process includes, but is not limited to:

• Entrance conference with shelter administrators to discuss facility maintenance and inspection objectives
• A walk-through of the property, units or dorms and facility grounds
• Inspection of all building systems such as fire panel, sprinklers, electric, HVAC and cooling, hardware, and plumbing
• Review of safety and security measures and logs
• Resident and staff interviews
• Exit conference with shelter administrator to discuss inspection findings and concerns and to provide technical assistance as needed

Inspection Reports

Once the program and physical plant inspections have been completed, a combined report of findings and recommendations is forwarded to the local Social Services District (LDSS) for response and corrective action. The LDSS communicates the findings with shelter administrator, where applicable, and is responsible for ensuring a prompt response and satisfactory corrective measures. Where appropriate, OTDA inspectors conduct follow-up inspections to verify findings have been remediated and for quality control purposes.