DRAFT — Pending Rezin/Christi approval. Content may change. Not final policy yet.
1. Summary
Heritage centers are inspected by the health department, the fire department, fire-safety vendors, Ohio's Department of Children and Youth (DCY), and Step Up To Quality (SUTQ). The Administrator owns every inspection: scheduling the ones Heritage books, keeping the center ready for the ones that show up unannounced, and closing out every finding.
Heritage standard: An inspection is not complete just because the inspector left. It is complete when the report is received, findings are reviewed, corrections are done, proof is submitted if required, any reinspection is passed, paperwork is filed, and the next due date is tracked.
2. When to Use This Article
- Scheduling an annual fire, fire alarm/panel, or fire extinguisher inspection
- Doing the monthly fire extinguisher check
- Watching for the food-service license renewal each February
- When the Health Department, Fire Department, DCY Licensing, or SUTQ arrives
- After any inspection, to work through findings and corrections
- Setting up or updating the Admin inspection tracking
3. Before You Begin
Know the six inspection types:
1. Health Department / Food Service
2. Fire Marshal / Fire Safety
3. Fire Alarm / Fire Panel
4. Fire Extinguishers
5. State Licensing (Ohio DCY)
6. Step Up To Quality (SUTQ) / Gold Verification
Contacts
Inspection | Barnesville | St. Clairsville
Health Dept / Food Service | Belmont County Health Department, 740-695-1202 | Belmont County Health Department, 740-695-1202
Fire Marshal / Fire Safety | Barnesville Fire Department, 740-425-3054. Ask for Silas Tracy, Fire Inspector. | Cumberland Trail Fire District, 740-695-5147, 142 S. Marietta St., St. Clairsville. The district's website doesn't name a fire inspector; call the main line and ask for whoever does commercial fire safety inspections. [INFORMATION NEEDED: inspector name after the first call]
Fire Alarm / Panel | ERB Electric, 740-633-5055 | ERB Electric, 740-633-5055
Fire Extinguishers | Fire Protection Service LLC, 740-769-2266, 2904 State Route 150, Dillonvale, OH 43917 | Same
Licensing | Ohio DCY | Ohio DCY
Where things live
- Paper records: A physical file folder labeled "Inspections" at each center, with a sub-folder for each of the six inspection types above. The physical copy always stays in its sub-folder.
- Digital copies: When an Admin receives an inspection, scan it on the office Epson using the "Documents" preset so it lands in 01-File Dump Drive - HCCC (https://drive.google.com/drive/folders/194_AschKT12D0yxv3-X9WWnuigtfcY-F). Clara files each scan weekly into Heritage - Share → Inspections → [inspection type] → [campus] → [year] (and other Heritage - Share homes for non-inspection scans).
- After the scan: File the paper original in the physical "Inspections" folder in the office file cabinet (sub-folder for that inspection type). The paper copy always stays in the file.
- Logins (for example, Rserving): stored in the Admin credential notebook, kept in the Admin desk. Never write shared passwords in a manual, a note, or Slack.
- Inspection tracker: posted on the information board at the center.
- Licensing arrival alerts: Slack channel #heritage_adminonly
4. Steps
Every Time You Receive Inspection Paperwork (all inspection types)
Do this for every report, certificate, license, tag record, or vendor paperwork from any inspection:
1. Scan it on the office Epson scanner using the "Documents" preset so it lands in 01-File Dump Drive - HCCC.
2. File the paper original in the physical "Inspections" folder in the office file cabinet, in the sub-folder for that inspection type.
3. Don't hold paperwork to scan later. Scan and file it the same day you receive it.
Clara sorts each scan weekly into Heritage - Share → Inspections → [inspection type] → [campus] → [year], so anyone can pull it up later with a link.
A. Health Department / Food Service
Ohio requirement: The center must hold a valid food service operation license (or exemption) from the local health department (Ohio Adm. Code 5180:2-12-04(C)). Ohio food service licenses run March 1 through the end of February, and renewal is due by March 1 (Ohio Rev. Code 3717.43).
Heritage procedure:
1. Keep the kitchen inspection-ready every day. Health Department inspections may be unannounced.
2. Each year, look up the center's current food-service risk level on the current license and follow the requirements for that level. Do not assume it stays the same year to year.
3. Make sure Person in Charge coverage is in place. Barnesville uses Rserving (www.rserving.com (http://www.rserving.com)) for Person in Charge certification. Login is in the Admin credential notebook in the Admin desk.
4. Watch these daily, since past inspections flagged food-protection certification and kitchen conditions:
- Food-protection / Person in Charge certifications current
- Food temperatures
- Storage and labeling
- Sanitation and handwashing
- Chemicals stored correctly
- Refrigeration working
- Kitchen maintenance and repairs
5. License renewal: Starting the first week of February, watch for the annual food-service license renewal paperwork. If it hasn't arrived, call Belmont County Health Department (740-695-1202).
6. File the license, inspection reports, and renewal paperwork in the Health Dept / Food Service sub-folder.
B. Fire Marshal / Fire Safety
Ohio requirement: The center must have a written fire inspection from the State Fire Marshal or the local fire safety inspector at least once every 12 months from the date of the last report, and before using any area not previously inspected and approved for child care (Ohio Adm. Code 5180:2-12-04(B)).
Heritage procedure:
1. The Admin schedules the annual fire inspection.
2. Schedule it 3 months before the current inspection expires.
- Barnesville: Barnesville Fire Department, 740-425-3054, ask for Silas Tracy.
- St. Clairsville: Cumberland Trail Fire District, 740-695-5147. Ask for whoever does commercial fire safety inspections.
3. This is separate from the fire alarm panel inspection and the fire extinguisher inspection. All three must be current.
4. Before the inspection, check:
- Exits clear and exit signs lit
- Emergency lighting working
- Evacuation plans posted
- Fire extinguishers accessible
- Fire alarm inspection current
- Electrical and mechanical areas clear
- Fire drills done and documented
- Rooms used only as approved (occupancy/use)
5. File the report in the Fire Marshal sub-folder and track the next due date.
C. Fire Alarm / Fire Panel
Ohio requirement: Fire alarm systems must be inspected, tested, and maintained under NFPA 72, records must be kept, and an annual inspection tag goes on the panel (Ohio Fire Code, Ohio Adm. Code 1301:7-7-09, Section 901.6).
Heritage procedure:
1. Heritage uses ERB Electric (740-633-5055).
2. Start scheduling at least 30 days before the inspection is due.
3. Admins at both campuses coordinate so both panels are inspected on the same day whenever possible.
4. After service: keep the inspection report, correct any deficiencies, and track the next due date.
5. Scan the ERB Electric bill and email it to christi@hcchildcare.com for payment.
6. File the report in the Fire Alarm / Panel sub-folder.
D. Fire Extinguishers
Ohio requirement: Portable extinguishers must be inspected, tested, and maintained under NFPA 10 (Ohio Adm. Code 1301:7-7-09). NFPA 10 calls for a monthly visual inspection, a record of each monthly check (month/year and who did it) kept at least 12 months, and annual professional maintenance.
Heritage procedure — professional service:
1. Heritage uses Fire Protection Service LLC (740-769-2266, 2904 State Route 150, Dillonvale, OH 43917).
2. Call at least 30 days before professional inspection/service is due.
Heritage procedure — monthly Admin check (every extinguisher):
Do this check every time a fire drill is done. Each extinguisher has a tag attached to it.
- Gauge arrow is in the green (if it has a gauge). See the picture below.
- In its correct location
- Accessible, nothing blocking it
- Mounted properly
- Pin and seal intact
- No damage
- Not discharged
3. Sign off on the tag attached to the extinguisher (date and initials). The tag stays on the extinguisher. If the arrow is not in the green, take it out of service (see step 4).
4. If an extinguisher is used at all, even partially, it must be serviced, recharged, or replaced before it goes back in service. Call Fire Protection Service LLC.
E. State Licensing (Ohio DCY)
Ohio requirement: DCY inspects each center at least once every 12 months, and inspections may be unannounced (Ohio Rev. Code 5104.04). After a continuous license, DCY completes at least one inspection each state fiscal year, plus any complaint investigations (Ohio Adm. Code 5180:2-12-03). The center must let DCY inspect all child care areas, review records, and interview people (5180:2-12-03(B)). No one may interfere with an inspection (Ohio Rev. Code 5104.04).
Heritage procedure:
1. The Administrator handles the licensing visit.
2. When Licensing arrives, immediately post in #heritage_adminonly so Heritage leadership knows.
3. Cooperate fully, stay available, provide records, and answer honestly.
4. Never hide, alter, backdate, or create documentation.
5. Keep these ready at all times:
- Ratios and supervision
- Staff files, background checks, training, and OPR (Ohio Professional Registry)
- Child files, medicals, and attendance
- Medication and incident reports
- Safe sleep, sanitation, and playground
- Emergency plans, drills, and required postings
- Administrator/Designee coverage
- All inspection records (the "Inspections" folder)
6. After the visit, the Admin owns the corrective-action process (see Step G).
7. File the report in the DCY Licensing sub-folder.
F. Step Up To Quality (SUTQ) / Gold
Ohio requirement: Rated programs must keep meeting SUTQ standards on an ongoing basis (Ohio Adm. Code 5180:2-17-01) and comply with desk reviews and on-site verification visits. Gold-rated programs get a full on-site verification visit every three years (Ohio Adm. Code 5180:2-17-03(F)). SUTQ review can be combined with a licensing inspection.
Heritage procedure:
1. Stay Gold-ready all year.
2. Continuously monitor:
- Staff and Administrator qualifications, PD plans, OPR, and training
- Curriculum, lesson plans, assessments, and screenings
- Classroom observations and classroom quality
- Family engagement and transition practices
- Continuous improvement
- Required SUTQ documentation
3. Paperwork must match what actually happens in the classroom.
4. Never create or backdate records during an inspection.
5. If follow-up evidence is needed: assign it, set an internal deadline before the state deadline, verify it, submit it, and confirm the practice itself was corrected.
6. File results in the SUTQ / Gold sub-folder.
G. After Any Inspection: Corrective Action
For every finding, write down:
Finding | Immediate Correction | Cause | Permanent Correction | Owner | Deadline | Proof
Close it out only when the Heritage standard in Section 1 is met.
H. Admin Inspection Tracking
Track each of these:
- Health Department / Food Service
- Food Service License Renewal
- Fire Marshal / Fire Safety
- Fire Alarm / Panel
- Fire Extinguisher Professional Inspection
- Monthly Fire Extinguisher Checks
- DCY Licensing
- SUTQ / Gold Verification
- Certificate of Occupancy (when applicable)
For each item, record:
- Last inspection date
- Next due date
- Scheduling reminder (3 months ahead for the fire inspection, 30 days ahead for the others)
- Vendor/contact
- Report received
- Corrections needed
- Corrections completed
Tracker location: Posted on the information board at the center.
5. Expected Result
- No inspection lapses. The fire inspection is scheduled 3 months before it expires, and the other annual inspections at least 30 days ahead.
- Food-service license renewed before March 1 each year.
- Monthly extinguisher checks done at each fire drill and signed off on each extinguisher's tag.
- Every finding has an owner, deadline, and proof, and is closed out.
- The "Inspections" folder has a current report in each sub-folder and the tracker shows every next due date.
6. Warnings
- Never hide, alter, backdate, or create records for any inspector.
- Never write shared passwords in the manual, Slack, or notes. Use the Admin credential notebook in the Admin desk.
- Don't assume the food-service risk level is the same as last year. Check the current license.
- There are no deadline extensions on inspection findings. A missed correction deadline means a fine.
- The fire inspection, fire alarm/panel inspection, and extinguisher inspection are three separate things. All three must be current.
- A used extinguisher (even partly) is out of service until it is serviced, recharged, or replaced.
- Don't use any room or area for children that hasn't been inspected and approved for child care.
7. Troubleshooting
Problem | What to do
Food-service renewal paperwork hasn't come by early February | Call Belmont County Health Department, 740-695-1202.
Can't get a fire inspection booked before the current one expires | Prevent this by scheduling 3 months before expiration. If it still isn't booked, keep calling and tell Christi Howes and #heritage_adminonly right away.
ERB can't do both campuses the same day | Book each campus separately, still before the due date.
An extinguisher fails the monthly check | Take it out of service and call Fire Protection Service LLC, 740-769-2266.
Licensing shows up unannounced | Post in #heritage_adminonly right away, then stay with the specialist.
A finding can't be fixed by the deadline | There are no extensions; a missed deadline means a fine. Tell Christi Howes and #heritage_adminonly immediately so the correction gets done on time.
8. FAQs
Do I schedule DCY Licensing or Health Department inspections?
No. Those can come unannounced. Your job is to stay ready every day. You do schedule the fire inspection, fire alarm/panel inspection, and extinguisher service.
Who covers St. Clairsville?
Belmont County Health Department for food service, and Cumberland Trail Fire District (740-695-5147) for the fire inspection.
Where do I put the reports?
First scan it on the Epson using the "Documents" preset. Then file the paper copy in the "Inspections" folder in the office file cabinet, in the sub-folder for that inspection type. The paper copy always stays there.
Can I get more time to fix a finding?
No. There are no deadline extensions, and a missed deadline means a fine. Start corrections right away and tell Christi Howes if a deadline is at risk.
How do I document the monthly extinguisher check?
At each fire drill, check that the gauge arrow is in the green and sign off on the tag attached to the extinguisher.
Who pays the ERB Electric bill?
Scan it and email it to christi@hcchildcare.com for payment.
9. Escalate
- Licensing arrival, any serious finding, or a deadline at risk: post in #heritage_adminonly immediately.
- Billing for inspection vendors: christi@hcchildcare.com.
- Inspection questions: Christi Howes (christi@hcchildcare.com).
10. Related
- Licensing & Step Up To Quality (help.hcchildcare.com, family-facing)
- Emergency Procedures and Accidents (help.hcchildcare.com)
- Administrator Manual: INSPECTIONS, DCY REQUIREMENTS, STEP UP TO QUALITY COMPLIANCE
- Ohio Adm. Code 5180:2-12-03 (compliance inspections), 5180:2-12-04 (fire and food service), 5180:2-17-01 and 5180:2-17-03 (SUTQ), 1301:7-7-09 (Ohio Fire Code, fire protection systems); Ohio Rev. Code 5104.04 and 3717.43
11. Keywords
inspection, health department, food service license, risk level, Person in Charge, Rserving, fire marshal, fire inspection, Cumberland Trail, Barnesville Fire, fire alarm, fire panel, ERB Electric, fire extinguisher, Fire Protection Service, monthly extinguisher check, DCY, licensing visit, SUTQ, Gold, corrective action, inspection tracker, heritage_adminonly
12. Screenshots
[SCREENSHOT RECOMMENDED: the Epson scanner screen with the "Documents" preset selected]
[SCREENSHOT RECOMMENDED: photo of the labeled "Inspections" file folder with its six sub-folders]
[SCREENSHOT RECOMMENDED: photo of a real signed extinguisher tag at the center]
[SCREENSHOT RECOMMENDED: photo of the inspection tracker on the center information board]
Article Maintenance
- Owner: Christi Howes (content); Leo (publishing)
- Created: 2026-10-06 (draft)
- Review: Annually each January (before the February food-service renewal window), and whenever a vendor, inspector, or Ohio rule changes
- Rule check: Ohio rules verified 10/6/2026 at codes.ohio.gov and childrenandyouth.ohio.gov
- Open items: Cumberland Trail inspector name
- Updated 2026-10-06: Rezin answered credential notebook, extinguisher tag sign-off at fire drills, tracker on information board, fire inspection scheduled 3 months ahead, no deadline extensions, Christi Howes as contact
- Updated 2026-10-06: Removed the quarterly playground inspection per Christi. Playground is now checked daily, no daily report is required, and it is not part of the Inspections section.
- Digital filing (locked 2026-10-06): File Dump inbox 194_AschKT12D0yxv3-X9WWnuigtfcY-F; weekly sort into Heritage - Share / Inspections / type / campus / year
