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Section 5: School-Specific Assessment Information
 

Reminder

Make frequent copies of your data file (BE_HSEAT.mdb).

This section discusses each of the steps associated with preparing for, conducting, entering results from, and following-up on recommendations generated from facility assessments. It is assumed in this section that all district-specific configuration discussed in Section 4 has been completed, which includes adding records for each school facility and assessor.

5.1 Preparing for Facility Assessments

The first step in a typical facility assessment workflow is to prepare for the assessment. There are two aspects to preparing for an assessment. One involves preparing the facility for the arrival of an inspector, and the other involves equipping the assessor for the assessment. These aspects are discussed in the following subsections.

5.1.1 Generate the Assessment Notification Letter

Before a school facility is assessed, the facility management should be notified of the upcoming visit of an assessor, and provided some detail as to what the assessor will be doing, and what will be needed from the facility staff. This can be accomplished with an assessment notification letter, and HealthySEAT is designed to produce a specific letter for this purpose. Use the following steps:

  1. From the Main Menu of HealthySEAT, click on the “Manage School-Specific Assessment Information” button.
     
  2. On the Facility Selection screen, in the section labeled “Step 1 – Scope” click the second button to choose from all facilities that are Active.


     
  3. Next, in the section labeled “Step 2 – Criterion” select a facility from the alphabetical drop-down menu labeled “Facility Name is…”. This will immediately bring up the Facility Assessment Summary screen, which shows basic information about the selected facility, as well as a list of assessments that have been done or planned for this facility.


     
  4. The basic facility information shown in the upper left is for display purposes only. If any of this information is incorrect, someone with administrator level permissions must change it using the “Add/Edit Facilities” option on the “Customize for District” menu (See Section 4.1.3). The facility contact information shown in the upper right, however, is available for editing. If any of this information needs to be updated, click on the “Edit Contact Information” button. This will make all fields with a white background available for editing. Edits are saved automatically by pressing the “Save and Return to Facility Selection” button.
     
  5. In the section at the bottom of the screen labeled “Assessments for This Facility,” click the “Add a New Assessment” button. This will result in a new assessment record being created for this facility, and the “Assessment Details” screen will automatically open. To edit an existing assessment, simply double-click on the assessment record to open the Assessment Details screen for that assessment.


     
  6. First, select a reason for the assessment using the drop-down list in the upper left. The five reasons to choose from include: 1) Routine; 2) Incident Response; 3) Complaint/Other; 4) Re-Assessment; and 5) Construction/Renovation.
     
  7. Next, select the checklist that will drive this assessment. Select either the Master Checklist, which is the default, or one of the other custom checklists (if any) in the drop-down list. The notification letter generated is determined by the selection of checklist. If the Master Checklist is selected, the default “ASSESSMENT_NOTIFICATION” letter will be generated. If a custom checklist is selected, the assessment notification letter that is configured for that custom checklist will be generated.
     
  8. Next, select an assessment date by clicking on the calendar button to the right of the “Assessment Date” field. This is the date on which the assessment is to take place. Once a date is selected from the calendar pop-up, click “OK.”
     
  9. Next, select an “Assessor” from the pull-down menu. This is the assessor who will conduct the assessment on the assessment date.
     
  10. Then, select the date on which the assessment notification letter will be sent by clicking on the calendar button to the right of the “Date of Notification Letter” field. Once a date is selected from the calendar pop-up, click “OK.”
     
  11. To generate a letter to send to the facility primary contact, click on the “View Assessment Notification” button. The letter will be presented in preview mode. Verify that the information on the letter is correct. If the text of the letter is not correct or requires further customization, refer to Section 4.2.3 of this User’s Manual to update the notification letter text. Once the letter is satisfactory, print the letter using the Print button on the button bar.



    To generate a hard copy of the letter, which can be mailed, select a printer and press “OK.” NOTE: If a full version of Adobe Acrobat is installed on the computer, the letter may alternatively be saved as a PDF (portable document format) file by selecting “Adobe PDF” as the printer.
     
  12. When printing is complete, click the “Close” button in the button bar to return to the “Assessment Details” screen.
     
  13. If there is an Email address for the facility primary contact, and the user’s computer is configured to send Email, clicking the “Email to Facility Primary Contact” button will open an Email message to the facility primary contact. The notification letter and the assessment checklist can then be added as attachments and sent via Email.

5.1.2 Generate the Assessment Checklist

The initial assessment has now been successfully planned, and the assessment notification letter generated. The next step is to prepare the assessor for the initial assessment, which can either be done at the same time the letter is generated (preferable), or any time before the assessment. For the sake of this example, we will assume that the assessment checklist is generated immediately following the generation of the assessment notification letter. Hence, the user remains on the “Assessment Details” screen.

  1. To generate a checklist for the assessor, and to send to the facility primary contact along with the assessment notification letter, click on the “View Assessment Checklist” button. The checklist will be presented in preview mode. If the checklist looks correct, print it using the Print button on the button bar.

    To generate a hard copy of the checklist, which can be mailed, select a printer and press “OK.” NOTE: If a full version of Adobe Acrobat is installed on the computer, the checklist may alternatively be saved as a PDF (portable document format) file by selecting “Adobe PDF” as the printer.


     
  2. When printing is complete, click the “Close” button in the button bar to return to the “Assessment Details” screen.


     
  3. If there is an Email address for the facility primary contact, and the user’s computer is configured to send Email, clicking the “Email to Facility Primary Contact” button will open an Email message to the facility primary contact. The notification letter and assessment checklist can then be added as attachments and sent via Email.
     
  4. Click on the “Save and Return to Facility Assessment Summary” button.
     
  5. Click on the “Save and Return to Facility Selection” button.
     
  6. Click on the “Save and Return to Main Menu” button.

Ideally, copies of the notification letter and checklist should be compiled into one package sent to the primary contact of the facility scheduled for the assessment, and copied to the facility contact, at least two weeks prior to the scheduled assessment date. This will notify those responsible for the school facility of the upcoming assessment, allow the school to prepare necessary materials for the assessor(s), and allow the school to become familiar with the assessment process.

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5.2 Conducting Facility Assessments

The assessment checklist serves as a guide for conducting facility assessments. The assessment standards, organized under subtopics and areas/topics, direct the facility assessor as to what conditions to look for. Each assessment standard is written such that the affirmative, or “yes” answer, is the desired response. The yes/no/not applicable (NA) column on the assessment checklist allows the assessor to note whether the assessment standard is being met or not, or whether it is not applicable. The “Problem Description/Corrective Action” column allows the facility assessor to identify the specific problem and/or corrective action required when an assessment standard is not being met. The Room/Location column allows the assessor to identify the specific places within the school facility where problems exist.

5.2.1 Prior to the Facility Assessment

Prior to conducting the facility assessment, it is recommended that the facility assessor:

  1. Determine the reason for the assessment (Routine, Incident Response, Complaint/Other, Re-Assessment, or Construction/Renovation).

    • A Routine facility assessment is conducted as the district mandates, usually at least once per year. The purpose of a routine facility assessment is to identify potential environmental hazards within the facility.
       
    • An Incident Response assessment is typically conducted after an incident occurs (e.g. chemical release, damage to asbestos containing materials, discovery of high levels of radon, etc.).
       
    • A Complaint assessment is typically initiated in response to a complaint being filed by or a request from students, staff, or parents to investigate a potential problem (e.g. mold growth, unusual odors, smoking complaints, etc.).
       
    • A Re-Assessment is a follow up to a previous facility assessment where recommendations or findings determined that further actions were necessary.
       
    • A Construction/Renovation assessment is typically conducted prior to and during construction and/or renovation of a facility.
       
  2. Become familiar with the assessment checklist.


     
  3. Contact the primary contact and/or the facility contact and arrange to meet with the appropriate staff, such as the principal, educators, maintenance personnel, cafeteria staff, landscapers, and/or HVAC personnel.

5.2.2 During the Facility Assessment

While conducting the facility assessment, the facility assessor should:

  1. Determine whether yes, no or NA (not applicable) applies for each assessment standard listed on the assessment checklist generated specifically for the assessment.
     
  2. Interview school administrators and staff and review documents and files as necessary to complete the assessment checklist, in conformance with the assessment guidance offered in the guidebook.
     
  3. Fill out the Yes/No/NA column for each assessment standard. For example, if the assessment standard reads, “Lights and machines are turned off when not in use,” and the facility assessor finds the lights and computers turned on in an empty classroom, he or she would circle “no.”
     
  4. For each “no” response, the assessor should provide (1) descriptive information in the “Problem Description/Corrective Action” column, and (2) the Room or Location where problems were found. For example, the assessor might enter “Lights and computers turned on while students are at lunch” for Problem Description/Corrective Action, and “Classroom 110” for Room/Location.

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5.3 Entering Recommendations

After the assessment is complete, the results recorded on the checklist are entered into the HealthySEAT database. Issues of concern noted by the assessor on the assessment checklist should be entered into HealthySEAT as recommendations for the facility. To enter results, complete the following:

  1. From the Main Menu, click on the “Manage School-Specific Assessments” button.
     
  2. On the Facility Selection screen, under Step 1 – Scope, select “Active with Open Assessments”. Under Step 2 – Criterion, select the facility for which the assessment was completed.


     
  3. On the “Facility Assessment Summary” screen, use the Edit Contact Information button to update information as needed.
     
  4. Double-click on the most recent assessment listed under “Assessments for This Facility” to open the “Assessment Details” screen. If, for some reason, an assessment was performed without first creating an assessment record, the assessment will have to be created using the “Add a New Assessment” button and entering all required fields. If any assessment information needs updating, do it right away.


     
  5. Recommendations from the assessment must be added one-by-one, after which they will appear as rows in the “Recommendations from This Assessment” table at the bottom of the screen. If there are no recommendations, check the box next to “No Recommendations?” and check the box next to “Closed?” at the top.
     
  6. To enter a recommendation, click the “Add a New Recommendation” button, which will immediately create a recommendation record and open the Recommendation Details screen.


     
  7. Find an assessment standard on the assessment checklist that received a negative (“No”) response. On the Recommendation Details screen, use the drop-down lists at the top to select the Area/Topic, Subtopic, and Assessment Standard to which the recommendation applies.
     
  8. In the Problem Description/Corrective Action field, enter any information recorded on the assessment checklist in the “Problem Description/Corrective Action” column. Examples of this could include specific recommendations for corrective action, a work order number issued to remedy the issue(s), or any other comments the assessor feels necessary to document and convey to the facility’s primary contact.
     
  9. In the optional Room/Location ID field, enter the specific room number or location identifier for the current recommendation. If the same problem was found at multiple locations, use the button named “Replicate This Recommendation for a New Room/Location.” The user will be prompted for a new “Room/ Location ID” in a pop-up window.
     
  10. In the optional District Contact for Remediation field select, from the drop-down list, the individual determined to be the contact for remediation and thus responsible for implementing the specific recommendation.
     
  11. The Priority and Due Date fields are automatically assigned based upon the default priority for the selected Assessment Standard, and the global default “# Days to Resolve” associated with that priority level. However, the priority and due date can be overridden for the recommendation at the discretion of the assessor. Priority definitions are set by default, but can be customized, as outlined in Section 4.2.3 of this User’s Manual.
     
  12. The recommendation is complete. The remaining fields at the bottom of the “Recommendations Details” page are available for use when closing out an implemented recommendation. Click on the “Save and Return to Assessment Details” button to return to the “Assessment Details” screen.
     
  13. If there are additional recommendations from the facility assessment, repeat steps 6-12 above.

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5.4 Generating the Recommendations Package

After entering all recommendations from the assessment checklist, the user can generate the recommendations package to send it to the facility.

The recommendation package consists of: a) a cover letter; b) a Recommendations Notice; and c) a Self-Certification Form. The cover letter should remind the primary contact and facility contact to implement recommendations immediately. The Recommendations Notice is a detailed account of all the recommendations generated during the facility assessment and includes the assigned priority and due date for each.

The Self-Certification Form is an optional form that allows facility primary contacts to verify and certify the implementation of recommendations. If the district elects to use the Self-Certification Form, once the school has implemented the recommendations identified on the form, the facility’s primary contact is advised in the cover letter to return a signed copy of this form to the district assessor. NOTE: The self-certification option and process is provided to allow districts to establish a mechanism for closing recommendations without requiring an on-site re-assessment. Districts may choose whether or not they would like to use the self-certification process to close out recommendations generated from facility assessments.

To prepare the Recommendations Package, complete the steps outlined below.

5.4.1 Generating the Recommendations Package

  1. From the Assessment Details screen, click on the “View Recommendations Package” button.


     
  2. Three separate documents will be opened in preview mode, with the cover letter on top. Click Print on the button bar, then click Close on the button bar.


     
  3. The next document is the Recommendations Notice. Click Print on the button bar, then click Close on the button bar.


     
  4. The last of the three documents is the Self-Certification Form. Click Print on the button bar, then click Close on the button bar.

5.4.2 Printing the Recommendations Package

Upon generating the recommendations package, each of the three documents is opened in preview mode. From the preview screen, the user can either print hard copies of each report, or, with a program like Adobe Acrobat, save them in electronic format. To facilitate Email communication and electronic document storage, it is highly recommended that districts provide assessors with a full version of Adobe Acrobat (available for purchase at www.adobe.com).

  1. To print each document in hard copy format, select “Print” from the button bar, select a printer, then press “OK.”
     
  2. To save each document as a PDF file using Adobe Acrobat, select “Print” from the File menu, select “Adobe PDF” as the printer, then press “OK.” The user will be asked to supply a file name and location for each PDF file, after which he or she should press “Save.”
     
  3. Select “Close” from the button bar.
     
  4. Repeat steps 1-3 above for each of the three documents in the recommendations package.
     
  5. Click on the “Save and Return to Facility Assessment Summary” button to return to the Facility Assessment Summary page.
     
  6. Click on the “Save and Return to Facility Selection” button to return to the Facility Selection menu.
     
  7. Click on the “Save and Return to Main Menu” button to return to Main Menu.
     
  8. Compile the cover letter, Recommendation Notice, and the optional Self-Certification Form into one package. Send the package to the primary contact of the school facility and the facility contact, ideally within one week of completing the assessment.

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5.5 Re-Assessment Notification

The goal of an initial assessment is to identify where assessment standards are not being met at a school facility, and to make recommendations for resolving those problems. Each recommendation, when implemented, must be closed. When all recommendations for a particular assessment have been closed, the assessment itself is then closed.

If the district makes use of the Self-Certification Form, many recommendations can be closed based on the signature of the facility primary contact. Nevertheless, there may be times when a re-assessment is necessary. During such a re-assessment, the focus is on verification that all open recommendations have been implemented.

HealthySEAT provides functionality to manage re-assessments. The required options appear on the Assessment Details form.

Just like preparing for an initial assessment, the re-assessment process involves notifying the school facility in advance about the upcoming visit of the assessor, and the specific recommendations that the assessor will be following up on. The following subsections discuss the re-assessment process.

5.5.1 Generate and Print the Re-Assessment Notification Letter

  1. From the Main Menu of HealthySEAT, click on the “Manage School-Specific Assessments” button.
     
  2. From the Facility Selection screen, under Step 1 – Scope, select “Active with Open Assessments.” Under Step 2 – Criterion, select the facility that will be re-assessed using the “Facility Name is…” drop-down list.


     
  3. On the Facility Assessment summary screen, in the table under “Assessments for This Facility,” double-click the original assessment record upon which the re-assessment will be based.
     
  4. On the Assessment Details screen, the re-assessment options are organized under the heading “Re-Assessment (if necessary)”.
     
  5. Select the re-assessment date using the calendar button next to the Re-Assessment Date field. After selecting a date from the pop-up window, click “OK.” This is the date on which the assessor is scheduled to visit the school facility for the re-assessment.
     
  6. Select the assessor who will conduct the re-assessment using the Re-Assessor drop-down list.
     
  7. Select the date when the re-assessment notification letter is to be sent using the drop-down list next to the “Date of Notification Letter” field. After selecting a date from the pop-up window, click “OK.”
     
  8. To generate a re-assessment notification letter, click on the “View Re-Assessment Notification” button. The standard “RE-ASSESSMENT_NOTIFICATION” letter, tailored for this particular re-assessment, will be presented in preview mode.



    Verify that the information on the letter is correct. If the information is incorrect, refer to Section 4.2.4 to modify the re-assessment notification letter language. If the letter looks correct, print it using the Print button on the button bar.

    To generate a hard copy of the letter, which can be mailed, select a printer and press “OK.” NOTE: If a full version of Adobe Acrobat is installed on the computer, the letter may alternatively be saved as a PDF (portable document format) file by selecting “Adobe PDF” as the printer.
     
  9. Use the “Close” button on the button bar to return to the Assessment Details screen.

5.5.2 Generate and Print the Re-Assessment Checklist

The re-assessment has now been successfully planned, and the re-assessment notification letter generated. The next step is to prepare the assessor for the re-assessment, which can either be done at the same time the letter is generated (preferable), or any time before the re-assessment. For the sake of this example, we will assume that the re-assessment checklist is generated immediately following the generation of the re-assessment notification letter. Hence, the user remains on the “Assessment Details” screen.

  1. The Re-Assessment Checklist can only be generated after the “Re-Assessment Date,” “Re-Assessor” and “Date of Notification Letter” fields have been filled in.
     
  2. To generate a re-assessment checklist, click on the “View Re-Assessment Checklist” button. A re-assessment checklist that contains only the open recommendation for this assessment is presented in preview mode.

    Verify that the information on the checklist is correct. If so, print it using the Print button on the button bar.

    To generate a hard copy of the checklist, which can be mailed, select a printer and press “OK.” NOTE: If a full version of Adobe Acrobat is installed on the computer, the checklist may alternatively be saved as a PDF (portable document format) file by selecting “Adobe PDF” as the printer.


     
  3. Compile the Re-Assessment Notification Letter and the Re-Assessment Checklist. Send the package to the facility scheduled for re-assessment at least two weeks prior to the anticipated re-assessment date. This will notify the school about the upcoming re-assessment and allow the school to prepare necessary materials for the assessor and become familiar with the re-assessment process.

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5.6 Closing Recommendations and Assessments

Within HealthySEAT there are two ways to close out an open recommendation: 1) through self-certification, or 2) by conducting a re-assessment. Upon receipt of a returned Self-Certification Recommendations form, or after completing a re-assessment of a school facility, the assessor may find that previously identified recommendations have now been implemented. Thus, the recommendations can be “closed” to indicate resolution.

5.6.1 Closing a Recommendation

To “close” a recommendation, complete the following steps.

  1. From the Main Menu, click on the “Manage School-Specific Assessments” button.


     
  2. On the Facility Selection screen, under Step 1 – Scope, select “Active with Open Assessments.” Under Step 2 – Criterion, select the name of the facility from the “Facility Name is…” drop-down list.


     
  3. On the Facility Assessment Summary screen, double-click the open assessment from the list of “Assessments for This Facility” at the bottom of the screen.


     
  4. On the Assessment Details screen, double-click the open recommendation from the list of “Recommendations from This Assessment” at the bottom.


     
  5. On the “Recommendation Details” screen, below the “Priority” and “Due Date” fields, select the Closure Method (self-certification or re-assessment) from the drop-down list. This indicates whether an assessor verified implementation of the recommendation during a re-assessment, or whether the facility primary contact certified that the recommendation was implemented.


     
  6. On the Recommendation Details screen, in the Closed By field, enter the name of the person who certified that the recommendation was implemented. If an assessor confirmed the implementation during a re-assessment, select the name of the assessor from the drop-down list. If the recommendation was closed by self-certification, type in the name of the facility primary contact, or the name of the person who signed the Self-Certification Form, then press the Tab key on the keyboard.
     
  7. As soon as Closure Method and Date Closed are entered, the “Closed?” check box will automatically be checked, and the current date will be entered in the Date Closed field. The recommendation is now closed.
     
  8. Click on the “Save and Return to Assessment Details” to return to the Assessment Details screen.
     
  9. Repeat steps 4-8 above to record closures of any other recommendations.

5.6.2 Closing an Assessment

When all recommendations from an assessment have been closed, the assessment record itself should be closed to indicate that no further action is required. HealthySEAT has been designed to close assessments automatically. When the last recommendation for an assessment is closed, HealthySEAT will automatically check the “Closed?” check box on the Assessment Details screen, and set the Date Closed to the current date.

A closed assessment may be re-opened by clicking on the Closed? check box, which will un-check the box and clear the Date Closed field. However, the user will then have to manually close the assessment later by clicking on the Closed? check box. Whenever the Closed? check box is checked, the Date Closed will be set to the current date.

After verifying that the assessment is closed, click on the “Save and Return to Facility Assessment Summary” button to return to the Facility Assessment Summary screen.

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