Module 4 Inspections, enforcement, compliance, deterrence

1. Module 4Inspections, enforcement, compliance, deterrence Investigating Shipping Pollution Violation Workshop Tarawa, Kiribati 27-29 October 2010

2. to inspect: to examine a thing or process for the purpose of determining compliance

3. A typical inspection A compliance inspection has nine basic phases: 1. Site selection 2. Pre-inspection preparation 3. Entry and opening conference 4. Field investigation-interviewing-collecting evidence. 5. Records, investigation and review 6. Closing conference 7. Report writing 8. Referral for follow-up/enforcement 9. Being a witness

4. FIELD SAFETY - THE FIVE HAZARD CATEGORIES • Chemical • Fire and Explosion • Radiological • Biological • Physical Be wary of: Oxygen Deficient Areas Confined Spaces Electrical Hazards Fatigue and Stress Loss of peripheral perception

5. WHAT IS A GOVERNMENT INSPECTOR? • The inspector is the personification of the entire agency he/she represents because it is the inspector that knocks at the public’s door. • The inspector’s enthusiasm must be tempered with diplomacy and manifest itself in diligent work rather than an overbearing demeanour. • It is through the inspector’s five senses that the agency monitors the real world. • The inspector seeks and gathers verifiable information; through the concisely organized presentation of a narrative report; and may be a witness for a fact determination. • The inspector is an agent of the government, representing the very people he/she regulates. Fairness, equity and integrity are cornerstones of the inspector’s job.

6. Field notes and Logbook Field notes are briefly stated reminders, taken contemporaneously with an activity, that will be referred to later, to construct a more comprehensive narrative report. • Portable: The logbook should be small enough not to impede the normal activities of an investigation. • Dedicated: Each logbook should be site or event specific. It may become evidence and it becomes burdensome to maintain the confidentiality of other sites and events that may be in the same logbook. • Paginated: Consecutive page numbers show that nothing is missing and provides references for easy access to entries. • Bound: Bound logbooks are less likely to lose pages or get out of sequence. • Properly identified and dated: The name of the site or event and the date should be recorded on each page, as well as the inspector’s name or initials.

7. LOGBOOK The inspector’s logbook is a unique document, intended for the personal use of the inspector to assist in constructing a more detailed final report. The following are some practical considerations in taking and keeping field notes in your logbook: • Many inspectors write initial entries on only one side of the logbook. The opposite page is then used to add further details as they become available, allowing the inspector a means of going back to add information in the appropriate location. • Entries in the logbook should be objective, factual and without subjective conclusions. Be brief or abbreviate as necessary. • Field notes should be made as contemporaneously as possible. • Anything given to the facility or taken from the site, including samples and documents, should be thoroughly and accurately logged. • Clip or staple business cards in the logbook for later reference. • Photographs are usually identified in the inspector’s logbook. • The logbook should be protected from moisture.

8. What should go into the logbook? • Inspector’s name. • Any information relative to the site or event. • Site entry procedures, events, and contacts, especially if there were problems • The names of site contacts should be recorded as well as their titles and phone numbers or means of contacting them at a later date. • Times of specific events should be recorded in the logbook. • Deviations from any established protocol or procedure should be thoroughly recorded. • Interview notes • Names and contact information of anyone interviewed. • Discussion of unusual conditions • All sampling information • Photograph/video log • Items or material taken or given and who gave and/or received it. The logbook or field notes should be kept as part of the inspection file. Even after the final report is completed, the inspector’s notes can be an important reference if questions arise later in the enforcement process.

9. Inspections may be carried out for a number of purposes monitor the environment determine compliance status educate the regulated community discover violations and punish violators collect revenue for government through penalties

10. Inspections are one part of a law enforcement programme (4 and 5 from previous slide). Enforcement entails: inspections to find information needed to identify violations, and legal action, to impose a punishment for violating the law.

11. Enforcement is the set of actions a government or others take to compel or encourage compliance in a desired behavior.

12. The goal of enforcement is not the collection of a fine or successful prosecution of a criminal. A successful enforcement programme results in: • behavioral change and • compliance

13. Enforcement creates deterrence: an atmosphere where people chose to comply rather than violate. This approach works with laws which impose liability or set out licencing procedures.

14. “Others” includes: • self-regulation by the regulated entity • private citizens, NGOs, • financial institution lending policies • society and its cultural norms

15. The motivation for compliance may be based on reward or fear • economic or market-based incentives • good corporate governance • societal/public pressure

16. A well-planned Enforcement Programme results in deterrence because: there is a strong likelihood that a violation will be detected there will be a swift and predictable response to the violation resulting in a sanction/penalty there is a perception that this will happen to you if you violate

17. Components of an Enforcement Programme Creating enforceable requirements Promoting compliance in the regulated community Monitoring compliance Responding in a consistent way to violations Evaluating success

18. 1 Enforceable Requirements The regulated entity understands what is required Measurable limits in the law or permit A technology standard requires the regulated community to use a particular type of technology to control or monitor emissions. A performance standard limits the amount or rate of particular chemicals or discharges An economic standard may assess a fee, tax or charge for certain activities or emissions. Record keeping to show compliance history Regulation based on a clearly enforceable law

19. A technology standard requires the regulated community to use a particular type of technology to control or monitor emissions. • A performance standard limits the amount or rate of particular chemicals or discharges • An economic standard may assess a fee, tax or charge for certain activities or emissions.

20. 2 Promoting Compliance Creating awareness of requirements and expectations Providing regulatory or technical assistance Publicity regarding good and bad players provides greater deterrence

21. 3 Monitoring government programme self-monitoring programme private citizens or NGOs financial institutions society and its norms

22. 4 Responding in a consistent way to violations Informal response: verbal or infringement notice Enforcement – legal proceedings to mandate compliance and penalize violator Recovery of economic benefit to eliminate profit from violation

23. 5 Reporting and Evaluating Results Data used to evaluate effectiveness of programme - are results being achieved? Oversight by public and Government Continual improvement

24. Principles Integrity and transparency Consistency and fairness through: policies, plans and priority-setting