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Sanitary SurveyPolicies and Protocols
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2Division of Drinking Water
Sanitary Survey Policies and Protocol
Sanitary Survey Steps
Survey Document Workflow
• Survey Assignments• Preparing for a Survey• Conducting a Survey• Completing a Survey
• Final Survey Documents• Submittal Process
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8 Elements of Sanitary Survey Program
1. Source2. Treatment3. Distribution4. Storage5. Pumps6. Monitoring and Reporting7. Maintenance and Operation8. Operator Certification
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Survey Assignments
• Trading Surveys
• Complete and Submit by end of calendar year
• Progress Status Reports: June, Sept., Nov.
• Seasonal System Follow Up- August
• Surveys not completed by end of November-Possible Reassignments
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Preparing for a Sanitary SurveyReview Water System ReportsWaterlink: IPS Report Inventory Report Bacteriological Summary Monitoring Schedule Operator Certification Survey Questions
Contact Jennifer Yee: Engineering Exceptions Source Protection Plan Cross Connection Control Program
EZ Search: Past Sanitary Surveys
“SystemSummary”
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Waterlink System Summary Report
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Preparing for a Survey
Review/Verify Inventory Report
Discuss Survey Process with Water System:- Inspection of Facilities AND- Review Records
• Bacteriological Sample Site Plan• Cross Connection Control Plan- 5 Elements• Source Protection Plans• Emergency Response Plan
Send Survey Questions and System Summary
Notify LHD and DEs- 2 weeks prior to survey
Contact System and Schedule Survey
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* Tank not listed in inventory
* Gas chlorination listed as sodium hypochlorite
Undocumented Facilities
*New Source
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10Division of Drinking Water |
Undocumented Facilities
• Gather Facility Information:Capacity, period of operation, etc.“Required Information for SDWIS” handout
• Contact SDWIS Administrator – Dallin Frank- Facility Added to SDWIS – “in use not approved”- Surveyor Refresh Sanitary Survey
• Mark Deficiency for unapproved source or facility
• Dallin/Permitting Section/Jennifer Yee coordinate to verify if Deficiency Points will be assessed
Verify Inventory Report Prior to Survey
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11Division of Drinking Water
Survey all facilities present within the water system
Bring Master Survey Question List- Waterlink
After Survey, Contact SDWIS Administrator- Dallin FrankRefresh Sanitary Survey for new facility to appear
Mark Deficiency for unapproved source or facility
Dallin/Permitting Section/Jennifer Yee will coordinate to determine if Deficiency Points will be assessed
Undocumented FacilitiesDiscovered During a Survey
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Deficiencies for Undocumented Facilities
29. No undocumented sources are physically connectedto drinking water systemSignificant-200 points
31. Recent modifications have gone through DDW reviewSignificant- 50 points
32. There are no undocumented facilitiesSignificant- 50 points
SOURCES
MODIFICATIONS TO EXISTING FACILITIES
OTHER FACILITIES (tanks, pumps stations, etc.)
Management and Operation Section
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Conducting a Sanitary Survey
1. Review Water System Reports
Cross Connection Control Program Source Protection Plan Emergency Response Plan Bacteriological Sample Site Plan
3. Inspect All Facilities
4. Exit Interview
5. Make Corrections to IPS Report
2. Review Water System Records
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IPS Report Corrections
*Brief description of how deficiency was corrected
*Significant Deficiencies- photos are encouraged
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IPS Deficiency Correction Web link
Under DDW Links- Forms- “Deficiency Reporting Form”
E-mail : [email protected]
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How to Label a Photo:1. System #2. Facility ID3. Deficiency Code: 4. Brief Summary explaining deficiency
Documenting Deficiencies
Example:System 22137WS001SS13No lock on spring box
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Conducting a Sanitary SurveyExit Interview
Review All Deficiencies
Identify Significant Deficiencies• Survey Questions list Severity Type
Make corrections on IPS report
Provide guidance to deficiencies if possible
Refer WS to appropriate DDW staff member if necessary
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Conducting a Sanitary Survey
Significant Deficiencies
1. Surveyor gives written notification within 30 days2. WS consults with DDW within 30 days of notification3. WS corrects deficiencies OR enters into a Corrective Action Plan
within 120 days4. Failure to meet this deadline: treatment technique violation (35 pts.)
EPA notification
Discuss Groundwater Rule Timeline:
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Conducting a Sanitary Survey
Unable to Inspect Facilities
• Personal SafetyIf YOU do not feel safe- do not inspect!
• Unable to locate facility component
• Unable to AccessSnow, road condition, locked entrance
• Get information if possible
• Mark Deficiencies - WS work with DDW to Resolve
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Completing a SurveyEnter Survey Information in Waterlink
• Answer each question
• Deficiencies and N/A- add comments
• Validate Survey- shows unanswered questions
• Process Deficiency Corrections BEFORE Finalizing
• Print Deficiency Report and Review BEFORE Locking
• Mailed and Locked-
Helpful Tips:
No More Access!! Does not actually mail your survey!!
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22Division of Drinking Water | Section Title or other useful text
Survey Policies and Protocol
Sanitary Survey Steps
Survey Document Workflow
• Survey Assignments• Preparing for a Survey• Conducting a Survey• Completing a Survey
• Final Survey Documents• Submittal Process
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Survey Workflow
Final Survey Documents
• Cover Letter• Deficiency Report• Survey Questions• Capacity Calc. Spreadsheet• Corrected IPS Report• Other pertinent information
(Photos for Deficiencies are Encouraged!)
DDW Optional
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Submittal Process
• Send Survey Documents to Water System and DDW
• Survey Documents due within 30 days of survey
For DDW submittal, E-mail to:
1. [email protected]. [email protected]
Subject: Completed Survey for System#XXXX
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Processing Surveys
IPS Rule Manager- Jennifer Yee Review survey for completeness
Make IPS corrections
Add new deficiencies
Forwards Survey Documents to Archivist
Archivist- Shauna Heuser Uploads survey files into edocs
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Contacts
IPS Rule ManagerJennifer [email protected](801) 536-4216
WaterlinkRich [email protected](801) 536-4035
SDWIS AdministratorDallin [email protected](801) 536-4295
Sanitary SurveysPatti [email protected](801) 536-4196
Engineering IssuesNathan [email protected](801) 536-0039
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Questions?