Performing a FACT Inspection
Inspectors are asked to review the following information prior to each inspection to encourage efficient and accurate information:
Making Travel Arrangements
Inspectors are responsible for making their own travel arrangements so that flights fit the inspectors’ schedules.
- Contact Corporate Travel Management (844-378-2955) and identify yourself as a FACT inspector to have your airfare billed directly to FACT. Please be conscientious of cost when requesting airline tickets. Preferred airlines or non-stop flights should only be selected if they are among the least expensive flights available.
- Plan to arrive the day before the inspection and do not book your flight until at least 7pm on the last day of the inspection.
- If a return flight is unavailable the evening of the inspection, FACT will cover the expense of an additional night. FACT will also reimburse for an additional night if it is used to complete the inspection report.
- Make a hotel reservation using the information provided by FACT in the email with the details of the inspection sent to you.
Preparing for the Inspection
Inspectors must be well prepared for the inspection so adequate time can be devoted to the elements that can only be examined onsite.
- Team Leaders contact the Program Director to set an agenda for the inspection. Send the confirmed agenda to the rest of the team.
- If additional documents are required, initiate a request for information (RFI) to allow the program to upload requested documents.
- If desired, print a copy of the Compliance Application for use onsite. Inspectors may also complete the Compliance Checklist online throughout the inspection day.
- Team Leaders schedule an inspection team meeting before the inspection to finalize plans for the onsite inspection. Assign all facilities to be inspected to an inspector.This meeting may be conducted via a teleconference or at the location of the inspection the evening beforehand. All inspection team members attend this meeting.
Conducting the On-Site Inspection
Keep in mind the planned agenda and take clear notes during the inspection to facilitate efficiency and thoroughness.
- During the introductory meeting, briefly describe the inspection team’s plans for the day.
- Inspect and evaluate your assigned facility against the FACT Standards using the online Compliance Application or printed checklist.
- Request missing documents at the start of the inspection so they can be compiled for your review during the inspection.
- Prior to the exit interview, discuss with team members their general sense of the inspection and major issues observed.
- During the exit interview, the Team Leader lists the major deficiencies noted and explains that the final decision on accreditation status will be determined by the Board of Directors following the Accreditation Committee’s review of the inspection report.
Completing the Inspection Report
Submit a timely and complete report so that the accreditation process can continue according to established timelines.
- Within three days of the inspection:
- Mark each standard in the Compliance Application as ‘compliant’ or ‘not compliant’ if not already completed.
- Review each standard marked ‘not compliant’ and clearly describe the deficiency.
- View the applicable section(s) of the inspection report, review it for accuracy, and submit it online.
- Within two weeks of the inspection, the team leader reviews the complete inspection report, clarifies any unclear deficiencies and identifies missing details, and submits the final inspection report online.
Presenting Inspection Findings to the Accreditation Committee
Inspector involvement in preparing the accreditation report provides the Accreditation Committee a clear understanding of the results of the inspection.
- Review and comment on the accreditation report when it becomes available within the timeframe specified.
- Attend the Accreditation Committee meeting to answer questions.
- Keep all documents concerning the inspection until you have been notified that the program has been accredited.
Closing the Inspection
Finalize the inspection process by addressing any outstanding items with FACT.
- Submit a completed Expense Reimbursement Form and original receipts documenting expenses to FACT. Inspectors are reimbursed after completion of the inspection report and upon receipt of the expenses.
- Document your impressions of the inspection process and provide comments or suggestions in the Inspection Evaluation.
- After notification that the organization received FACT accreditation, destroy all documents, including but not limited to, notes that are associated with this inspection, completed checklists, inspection summaries, documents received during the inspection, and correspondence generated during the process.
- Review the program documents in the FACTWeb Compliance Application to organize and become familiar with the program.
