2. PURPOSE OF HEALTH & SAFETIES
• “The University reserves the right to enter any suite or apartment at
reasonable times to inspect, maintain, and repair the premises and
furnishings. State Institution guidelines also require that University
Housing staff inspect units on a regular basis for necessary repairs,
cleanliness, policy compliance and safety guidelines. These Health and
Safety Inspections will be announced at least twenty four hours in
advance through public posting of information.” – Housing Guidebook
• By conducting Health & Safeties on a regular basis we can:
• Prevent unhealthy living environments
• Document policy violations
• Create additional interactions with residents

3. STRUCTURE OF HEALTH & SAFETIES
• Health & Safeties are conducted twice a semester
• Predetermined dates will be provided by ProStaff
• ProStaff will provide RA’s with H&S forms:
• Summary form that will contain a prefilled roster
• Health & Safety Violation Form - Triplicate carbon copy
• RA’s conduct H&S’s in pairs and do not inspect their own floors
• Violations will be documented through Incident Reports
• RA’s will turn in all forms to ProStaff

4. STRUCTURE: RE-INSPECTION
• Rooms that did not pass first inspection will be re-inspected within 48
hours
• Some violations will be documented immediately or reported in a shorter
time frame
• If fire safety equipment such as a fire detector, sprinkler or fire
extinguisher has been tampered with an IR will be submitted
• If Alcohol is found it should be disposed of and the containers recycled.
Follow all alcohol protocols.
• If drugs, drug paraphernalia or weapons are found the PD and ProStaff
need to be contacted immediately. Do not attempt to confiscate these
items.
• If a resident is found with a pet they will have 24 hours to remove the
violation instead of the normal 48.
• Upon re-inspection if a violation has not been resolved the resident(s)
will be documented through an IR.

5. VIOLATIONS: WHAT TO LOOK FOR
• Below is a list of possible violations. Please keep in mind there other violations
and the ones listed can vary depending on building and circumstance. For
example:
• Candles are allowed if the wick has been completely removed
• Alcohol is not allowed in first year buildings but is allowed in UVA/IVA (Beer and Wine
only)
• Some students are approved to have emotional support animals
• Plain View
• RA’s can only inspect what they can see through “plain view”.
• Plain View describes what can be seen without opening or going through the
residents belongings.
• For example you can not open a closet or refrigerator

6. HEALTH & SAFETY SUMMARY FORM
Make sure each line is filled out.
Both RA’s conducting H&S’s
need to write their name.

7. HEALTH & SAFETY SUMMARY FORM
The Room# and Resident Name
will be prefilled by ProStaff

8. HEALTH & SAFETY SUMMARY FORM
These four columns should be filled
out for the initial inspection.

9. HEALTH & SAFETY SUMMARY FORM
These four columns should be used
only if there is a violation and a re-
inspection is necessary.

10. HEALTH & SAFETY SUMMARY FORM
An RA needs to initial each row on
the first inspection.

11. HEALTH & SAFETY SUMMARY FORM
Each row needs to be completed
regardless of occupancy. Fill out
each row completely. Do not use
lines or arrows to fill out rows.

12. • This form should
only be used if a
violation is found
• This is a carbon
copy triplicate form.
• The white form should be
turned into ProStaff
• The Yellow form should be left
in the room on re-inspection
• The Pink form should be left in
the room on the first inspection
HEALTH & SAFETY VIOLATION FORM

13. HEALTH & SAFETY VIOLATION FORM
Fill this area out based upon who is
receiving a violation form. Use your
H&S Summary form for this
information.

14. HEALTH & SAFETY VIOLATION FORM
Check this box if the residents are
receiving a violation that needs to be
corrected. For example blocked
entrance/exit, cleanliness, double
occupancy.

15. HEALTH & SAFETY VIOLATION FORM
Check this box if the residents are
receiving a violation for something
that needs to be removed. For
example candles, cooking
appliances, halogen lamp, extension
cords.

16. HEALTH & SAFETY VIOLATION FORM
This section is used for the first
inspection.

17. HEALTH & SAFETY VIOLATION FORM
This section is used for re-inspection.

18. HEALTH & SAFETY VIOLATION FORM
Check which violations you found
during the inspection.