Evaluation Tool: Lodging Program
STANDARD 1:
Regulatory
Foundation
Ordinances
Source
Materials
STANDARD 2:
Trained
Regulatory
Staff
February 7, 2011 Version
Evaluation Criteria
Comments
Rating
(0-2)
O
a. Has the Board passed ordinances
referring to statutes and rules, as listed
in the SCOPE of the Delegation
Agreement?
b. Have ordinances been revised as
needed to be consistent with current
statutes and rules?
c. If applicable ordinances were
changed since the previous program
evaluation, were they were sent to
MDH for review prior to their passage?
d. Do ordinances describe enforcement
tools and procedures, and grant
authority for enforcement?
e. Do ordinances reference plan review
requirements?
f. (MDH only) Has MDH reviewed and
responded in writing to its delegated
partners regarding the proposed
ordinances or language changes to
existing ordinances, within 30 days of
receipt of those changes?
a. Current, signed and dated ordinances
b. Delegation Agreement application
Y
Y
Y
Y
Y
Evaluation Criteria
ORANGE: Essential Program Elements defined in statute and/or rule and in the Delegation
Agreement
Comments
YELLOW: Required Program Elements required by the Delegation Agreement
-1-
Rating
(0-2)
WHITE: Value-Added Program Elements - not required
by law or the Delegation Agreement, but can help support core
functions
Evaluation Tool: Lodging Program
1. Inspection
Staff
2. Agreements
with Other
Qualified
Parties
3. Additional
Training
4. Staffing
Transition Plan
February 7, 2011 Version
O
a. Does the Board employ qualified
inspection staff as defined in the
Delegation Agreement?
b. Are any less qualified staff (as
described in the Delegation
Agreement) limited to performing
inspections that are not mandated by
the Delegation Agreement?
If the Board has entered into
agreements with other qualified
persons to carry out its regular,
delegated duties, did the Board obtain
MDH’s written approval before
entering into such an agreement?
a. Describe the percentage of staff that
have taken ICS classes (minimum of
ICS 100 & 200.)
b. Describe other training that staff
have received (e.g., MNTrac courses
completed).
a. Does the Board have a written plan
that is submitted annually to MDH, to
assure adequate program coverage and
to address staffing transition in the
event of unexpected staffing changes?
b. Has that written plan worked
effectively during staffing transitions
within the evaluation period?
c. Has the Board notified MDH within
10 business days of staff departures,
when staffing is insufficient to perform
the obligations of the Delegation
ORANGE: Essential Program Elements defined in statute and/or rule and in the Delegation
Agreement
Y
Y
W
W
Y
W
Y
YELLOW: Required Program Elements required by the Delegation Agreement
-2-
WHITE: Value-Added Program Elements - not required
by law or the Delegation Agreement, but can help support core
functions
Evaluation Tool: Lodging Program
February 7, 2011 Version
Agreement?
Source
Materials
STANDARD 3:
Risk-Based
Inspection
Program
1. Inspection
Forms
2. Risk
Assessment
3. Inspection
Frequency
4. Written and
Implemented
Policies
a.
b.
c.
d.
e.
f.
Position description for all program staff.
Organizational charts, with RS numbers, if applicable
Staff standardization documentation
Written staffing transition plan
Staff credentials and certifications (e.g. RS/REHS, CPO, CP-FS, CEHT)
Training records (e.g. MN Train Records, if used)
Evaluation Criteria
Comments
Rating
(0-2)
Y
Do the Board’s inspection documents
identify health and safety hazards and
interventions?
Are establishments categorized as high,
medium, or low risk in accordance with
MN statutes?
Is inspection frequency based on MN
Statute 157.20 being met?
a. Has the Board developed a
documented procedure to address
corrective action?
b. Has the Board developed a
documented procedure that requires
discussion of options for long-term
control of health and safety hazards?
c. Has the Board developed a
documented procedure that requires
follow-up activities on health and
safety violations?
d. Has the Board developed a
documented, implemented procedure
ORANGE: Essential Program Elements defined in statute and/or rule and in the Delegation
Agreement
Y
O
Y
W
Y
Y
YELLOW: Required Program Elements required by the Delegation Agreement
-3-
WHITE: Value-Added Program Elements - not required
by law or the Delegation Agreement, but can help support core
functions
Evaluation Tool: Lodging Program
February 7, 2011 Version
on variance requests related to health
and safety hazards, and interventions?
e. Has the Board submitted to MDH
any copies of variances granted, within
30 days of issuance?
Source
Materials
STANDARD 4:
Uniform
Inspection
Program
1. Plan Review
2. Licensing &
Data
Management
Y
a. Copies of inspection reports/forms
b. List of licensed facilities with risk categories
c. Inspection frequency data fro the past three years
d. Documented procedures referenced in 4 a-d above
e. Other compliance forms or documents
f. Copies of variances, as requested
Evaluation Criteria
Comments
Rating
(0-2)
Y
a. Does the Board conduct and
adequately document plan review for
each new construction, renovation, or
conversion of licensed establishments,
as required in Chapter 4625?
b. The Board licenses only those
establishments for which plan review is
complete and approved.
c. The Board maintains adequate
documentation throughout the plan
review process.
d. Documentation is maintained for
water and sewer system approval as
reviewed by the appropriate authority.
a. Is the Board required by policy to
license establishments on an annual
basis?
ORANGE: Essential Program Elements defined in statute and/or rule and in the Delegation
Agreement
Y
W
W
Y
YELLOW: Required Program Elements required by the Delegation Agreement
-4-
WHITE: Value-Added Program Elements - not required
by law or the Delegation Agreement, but can help support core
functions
Evaluation Tool: Lodging Program
3. Inspections
& Written
Reports
Source
Materials
STANDARD 5:
Illness & Injury
Investigation &
February 7, 2011 Version
Y
b. Does the Board maintain a current
list of establishments (including
establishment name, address and risk
category)?
c. Does the Board provide Statewide
Hospitality Fee data on all licensed
establishments to MDH by the annual
deadline?
a. Are inspections conducted by
qualified inspection staff, as described
in the Delegation Agreement?
b. Does the Board incorporate
education into the inspection process?
c. Are written reports complete and
accurate, and do they describe
compliance activities?
d. Are statutes, rules and ordinances
interpreted accurately and consistently?
a.
b.
c.
d.
e.
f.
Y
O
Y
Y
Y
Files for randomly selected facilities
List of licensed establishments with assigned risk category
Description of licensing category definitions and descriptions, including for all permanent and temporary establishments
Relevant ordinances, policies and guidance documents
Plan review reports, as requested
Educational or training materials relevant to uniform inspection that the Board wishes reviewed
Evaluation Criteria
ORANGE: Essential Program Elements defined in statute and/or rule and in the Delegation
Agreement
Comments
YELLOW: Required Program Elements required by the Delegation Agreement
-5-
Rating
(0-2)
WHITE: Value-Added Program Elements - not required
by law or the Delegation Agreement, but can help support core
functions
Evaluation Tool: Lodging Program
Response
1. Protocol for
investigating
complaints
2. Complaints
3. Program
Coverage
Source
Materials
STANDARD 6:
Compliance &
Enforcement
Compliance &
Enforcement
February 7, 2011 Version
Y
Does the Board utilize a procedure to
investigate, respond to, and document
Lodging complaints or injury?
a. Does the Board maintain a log or
database for all complaints alleging
injury, or health and safety hazards?
b. Does the Board follow-up on all
injury, or health and safety hazard
complaints within one business day?
c. Are investigation reports filed or
linked to the records of the
establishment?
d. (MDH only) Does MDH refer to its
delegated partners any complaints that
MDH receives concerning matters
under their jurisdiction?
Does the Board have qualified staff
available for emergency coverage on a
24-hour a day basis and have they
provided an after-hours contact number
to MDH?
W
W
W
Y
Y
a. Procedures for responding to injury, or health and safety hazard complaints
b. Complaint log and relevant materials
c. After hours staffing policy and after hours contact number
Evaluation Criteria
Comments
Rating
(0-2)
O
a. Does the Board identify and
document violations according to
statute, rule and ordinance?
ORANGE: Essential Program Elements defined in statute and/or rule and in the Delegation
Agreement
YELLOW: Required Program Elements required by the Delegation Agreement
-6-
WHITE: Value-Added Program Elements - not required
by law or the Delegation Agreement, but can help support core
functions
Evaluation Tool: Lodging Program
February 7, 2011 Version
O
b. Does the Board address the
identified risk factors and health and
safety hazards by: (1) following up or
using appropriate enforcement tools,
including revocation or suspension, and
(2) by maintaining adequate
documentation throughout the
enforcement process?
c. Does the Board resolve identified
violations within a reasonable time?
d. Does the Board maintain records
according to its records retention
policy?
Source
Materials
Y
Y
a. Records for randomly selected licensed establishments
b. Enforcement policies, procedures and tools
STANDARD 7:
Industry &
Evaluation Criteria
Community
Relations
1. Work Groups Does the Board participate in
workgroups, advisory boards, task
forces or committees that work to
identify, correct, and prevent risk
factors and health and safety hazards in
licensed establishments?
a. Does the Board lead or participate in
activities that increase awareness of
2. Educational risk factors, health and safety hazards,
and control methods to prevent illness
Outreach
or injury?
b. (MDH only) Has MDH been
ORANGE: Essential Program Elements defined in statute and/or rule and in the Delegation
Agreement
Comments
Rating
(0-2)
Y
W
Y
YELLOW: Required Program Elements required by the Delegation Agreement
-7-
WHITE: Value-Added Program Elements - not required
by law or the Delegation Agreement, but can help support core
functions
Evaluation Tool: Lodging Program
February 7, 2011 Version
available to advise its delegated
partners regarding issues covered under
the Delegation Agreement?
Source
Materials
STANDARD 8:
Program
Resources
Any relevant materials the Board wishes to be reviewed.
Evaluation Criteria
Comments
Rating
(0-2)
W
a. Describe the current ratio of
qualified inspection staff to the number
of licensed establishments.
1. Inspection
b. (MDH only) Does MDH evaluate its
Ratio (sufficient delegated partners’ compliance with
staffing)
the Delegation Agreement to ensure
that their programs are adequate to
assure compliance by regulated parties
to requirements in statutes and rules?
Does the Board provide the appropriate
2. Inspection
inspection equipment to its qualified
Equipment
inspection staff?
Describe the source(s) of funding for
3. Funding
this program. (Fees, General Fund, etc.)
Does the Board maintain all licensing
and inspection information in an
4. Data Sharing
electronic format and make it available
to MDH upon request?
Is funding provided for staff training,
5. Professional
conference attendance, and other
Development
professional development activities?
ORANGE: Essential Program Elements defined in statute and/or rule and in the Delegation
Agreement
Y
W
Y
W
YELLOW: Required Program Elements required by the Delegation Agreement
-8-
WHITE: Value-Added Program Elements - not required
by law or the Delegation Agreement, but can help support core
functions
Evaluation Tool: Lodging Program
6. Staff Safety
Source
Materials
February 7, 2011 Version
W
Does the Board provide staff with
appropriate safety training and
equipment?
a. Electronic licensing and inspection data
b. Organizational charts, with RS numbers, if applicable
c. Staff credentials and certifications (e.g. RS/REHS, CPO, CP-FS, CEHT)
ORANGE: Essential Program Elements defined in statute and/or rule and in the Delegation
Agreement
YELLOW: Required Program Elements required by the Delegation Agreement
-9-
WHITE: Value-Added Program Elements - not required
by law or the Delegation Agreement, but can help support core
functions