Frequency of Review: | - At least once every five years. |
Volume of Work Reviewed: | - A minimum of four (4) to a maximum of ten (10) plans is selected by plan submission number with the volume dependent on past Review history. |
Plan Selection: | - Each firm must list all completed surveys on a log, as per Schedule B. |
| | - At the time of the Review, S.R.D. will contact the firm to obtain a copy of the log, to be supplied in digital or hard-copy format. |
| | - The log identifies the type of survey for each assigned S.R.D. sticker . |
| | - For each Review, S.R.D. will select, by sticker number, the approved number of plans to provide a representative sampling of the work. |
File Composition: | - Each firm will forward a signed print, the support file and any other pertinent information for each selected plan, as specified in Schedule A . |
| | - Submissions are required within three weeks of notification. |
Field Examinations: | - Field examinations are conducted on a portion of the selected surveys by an O.L.S. staff member and/or consultant with the aid of an assistant. |
| | - The field examination is not a re-survey, but is an examination of the site to determine whether the plan is representative of field conditions. |
| | - The S.R.D. surveyor will take notes and photographs as required for the Review process. |
File Review: | - Once the field examinations are consolidated to the support files, an in-depth examination is undertaken by a staff member and/or consulting surveyor. |
| | - The Check List and Rating Scale , is used for uniformity and consistency in the audit examination of the surveys in meeting the pertinent Standards, Guidelines, Legislation, Regulations and accepted standard practices. |
File Review (Cont d): | - The Check List, while not conclusive, identifies the key portions of Regulations, Legislation, Guidelines and Standards that govern the work of surveyors. |
| | - The Rating Scale provides an indication of the levels of concern placed on issues or areas of non-compliance. |
| | - The Rating Scale is used as a guide due to the professional nature of the work reviewed. |
Reports/Office Visit: | - Draft reports are forwarded to the firm, which include: |
| | i) A separate report on each survey reviewed; |
| | ii) A file summary report to identify the level of concern for each deficiency; |
| | iii) A summary report highlighting areas of non-compliance; and |
| | iv) A covering letter to identify areas of recommended change or response to the practice. |
| | - An office visit will be conducted to finalize the report. |
| | - The meeting is attended by the consultant who prepared the draft report and, at times, the Manager of the Survey Review Department. |
| | - A copy of the final report is provided to the firm. |
Purpose: | - Provides an independent audit of the reviewed firm or agency. |
| | - Identifies issues, inadequacies or areas of non-compliance in the approach of the firm. |
| | - Identifies areas of significant non-compliance or substandard work to which additional support education is necessary. |
Confidentiality: | - Review results are held in strict confidence by the Survey Review Department. |