Inspection Record - Ad Hoc Violations

Inspection Record - Ad Hoc Violations

Purpose Statement

The Ad Hoc Violations feature allows Fire Prevention Officers and Inspectors to add code violations to inspection checklists that are not already included in the standard checklist template. This capability ensures comprehensive documentation of all violations discovered during inspections, maintaining thorough compliance records and supporting enforcement actions even when non-standard violations are identified.

Background Information

Ad Hoc Violations provide flexibility during fire safety inspections by allowing inspectors to document any code violation encountered, regardless of whether it appears on the predefined checklist. This feature is particularly valuable when inspecting unique properties, encountering unusual circumstances, or when new code requirements need to be addressed. The feature maintains inspection thoroughness while providing the documentation necessary for compliance tracking and follow-up enforcement actions.

Required Permissions

To add Ad Hoc Violations to inspection records, users must have:

  • Inspection Module Access - Permission to view and edit inspection records
  • Fire Prevention User Role - Access to inspection checklist functions
  • Ad Hoc Violations Feature - Must be enabled in the Inspection Type configuration by an Administrator

Video


Instructions


Notes
Note: Ad-Hoc Violations must be enabled in the Inspection Type set-up to allow the use of the feature.

1. Click on Checklist.


Click on Checklist




2. Click on Ad-Hoc Violations.


Click on Ad-Hoc Violations



3. Click on Add Violation.


Click on Add Violation



4. Type in text regarding the violation.


Type in text regarding the violation.




5. Click on Associated Codes to associate a code section to the Ad-Hoc violation.
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Click on Associated Codes to associate a code section to the Ad-Hoc violation.



6. Enter data to use the advanced search filters and select apply to search for the correct associated code.
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Enter data to use the advanced search filters and select apply to search for the correct associated code.



7. Check the correct Associated Code(s) and then select Save.


Check the correct Associated Code(s) and then select Save.




8. Click to edit the Associated Code reference.


Click to edit the Associated Code reference.




9. Dialog window for editing the Associated Code Reference. Select Save, Reset, or Cancel when done.


Dialog window for editing the Associated Code Reference. Select Save, Reset, or Cancel when done.




10. Click on Save to save the Ad-Hoc code violation.


Click on Save to save the Ad-Hoc code violation.




11. Select the correct response.


Select the correct response.




12. Select Remarks and enter Ad-Hoc code violation remarks.


Select Remarks and enter Ad-Hoc code violation remarks.




13. Select to add images from the device camera or file.


Select to add images from the device camera or file.




14. Enter an image caption if desired and then select Finish Upload.


Enter an image caption if desired and then select Finish Upload.




15. Click on Edit to edit the Ad-Hoc code violation.


Click on Edit to edit the Ad-Hoc code violation.




16. Click on Delete to delete the Ad-Hoc code violation.


Click on Delete to delete the Ad-Hoc code violation.




17. Ad-Hoc code violation example.


Ad-Hoc code violation example.

Best Practices

  • Enable Ad Hoc Violations in Inspection Type setup before field use
  • Write clear, specific violation descriptions that will be understood by property owners and legal staff
  • Always associate relevant code sections to support enforcement actions
  • Include detailed remarks explaining the nature and severity of violations
  • Capture high-quality photos that clearly show the violation condition
  • Use consistent terminology that aligns with local fire codes and regulations
  • Review all Ad Hoc violations before finalizing the inspection report

Troubleshooting & FAQs

Q: The Ad-Hoc Violations option is not available in my checklist A: Verify that Ad Hoc Violations are enabled in the Inspection Type configuration. Contact your Administrator to enable this feature.

Q: I can't find the correct code section in the associated codes search A: Try using broader search terms or partial code numbers. If the code still doesn't appear, contact your Administrator to verify the code database is current.

Q: Can I edit an Ad Hoc violation after saving the inspection? A: Yes, you can edit Ad Hoc violations as long as the inspection record remains open and editable according to your department's workflow.

Q: What happens to Ad Hoc violations in inspection reports? A: Ad Hoc violations appear in inspection reports alongside standard checklist items and are included in compliance tracking and follow-up workflows.

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