Why your laboratory will be inspected

There are several reasons why an inspector may visit your laboratory:

Laboratory inspectors will:

  • assess if a laboratory is meeting regulatory requirements
  • encourage best practices
  • review the procedures and practices used by a laboratory for the testing and reporting of Ontario's drinking water data

An inspector will either schedule the inspection in advance or visit your facility unannounced. Licensed laboratories must be inspected at least twice a year as per the Compliance and Enforcement Regulation.

When the inspector arrives at your facility they will:

  • identify themselves
  • ask to speak with the licensed laboratory contact or the laboratory manager or director
  • explain the purpose of the inspection and any areas that may be of specific concern

Laboratory inspectors are committed to performing their duties according to the Regulator’s Code of Practice.

The code:

  • is risk-based and compliance-focused
  • promotes a fair and consistent regulatory environment
  • is focused on achieving positive outcomes for Ontario’s people, environment and economy

Code of Conduct

We all want to work in a healthy and safe environment where we feel respected. We ask that you help create that environment by being respectful to our ministry staff when they visit your location.

The government has a leading role to play in eliminating systemic racism and ensuring a healthy and safe work environment for all Ontarians, including ministry staff. When a ministry staff person is working anywhere onsite, that location becomes their workplace where they must be safe and respected.

Hate, racism, discrimination and harassment will not be tolerated. Ontario government employees report when they are treated with disrespect by clients, and the Ontario government as their employer has a duty to address those situations.

We are committed to promoting interactions that are inclusive and support dignity and respect. Working together we can help ensure that interactions are respectful and safe for everyone.

Types of inspections

Routine

An inspector schedules on-site routine inspections that are conducted twice per year in accordance with Section 4 of Ontario Regulation 242/05 Compliance and Enforcement.  The inspector will verify that the facility and equipment continue to meet requirements and that staff understand all policies and procedures.

Pre-licence

An inspector schedules an on-site inspection after receiving an application for a new drinking water testing licence. The inspector will provide guidance and explain regulatory requirements to assist a new laboratory in meeting all mandatory requirements before granting a licence.

Learn more about applying for a new drinking water testing licence.

Relocation

An inspector schedules an on-site inspection after a laboratory submits a request to transfer its drinking water testing licence to another location. The inspector will verify that  the new facility and equipment will continue to meet the licensing requirements and that staff at new locations continue to follow existing policies and procedures.

During the inspection

The inspector will collect information to evaluate compliance and document details. The inspector may:

  • ask to interview staff
  • review records
  • tour the facility
  • take photographs
  • copy documents
  • request a staff person analyze Performance Evaluation (PE) samples

Inspection protocol

To promote a consistent approach, inspectors follow a detailed protocol during their inspection to help determine whether a laboratory is complying with provincial laws. The ministry also provides an inspection risk rating score as a performance measure to encourage continuous improvements in compliance.

Tips to prepare for an inspection

Know all aspects of your laboratory’s operation.

Know what your licence’s terms and conditions require.

Keep your records organized and readily accessible. This will help to reduce inspection time.

Provide accurate answers and information to the inspector. If you do not know the answer, either:

  • obtain the answer from someone else
  • tell the inspector when and how you will provide an answer

If you have any questions or if something is not clear, ask the inspector for clarification at any time. Also, be sure to inform the inspector of your site safety procedures.

After the inspection

At the end of the inspection, the inspector will:

  • discuss observations
  • ask for clarification or more information as needed
  • inform the laboratory of any issues of non-compliance identified
  • discuss next steps

After the inspection is complete, the inspector will provide a copy of the inspection report. This will include details of any required actions necessary to bring the laboratory back into compliance.

Tools to support compliance

If a laboratory fails to comply with provincial laws, an inspector can:

  • issue a voluntary compliance request
  • issue a provincial officer’s order
  • request an investigation by the ministry
  • recommend the Director suspend or revoke a drinking water testing licence

Voluntary compliance plan

The inspector may issue a verbal or written request to correct the situation within a certain time period. These requests are typically used for minor issues.

Failure to follow a voluntary compliance plan is not an offence. However, it may be grounds for issuing an order to carry out the plan.

Provincial officer’s order

A provincial officer’s order is a legal document setting out the obligations for a specific operation. The inspector may issue a provincial officer’s order to deal with serious non-compliance. An order is a legal document that sets out obligations for a specific person or persons in relation to a specific operation.

Investigation

If the inspector believes there is serious non-compliance, the matter may be referred to the ministry’s Environmental Investigations and Enforcement Branch for investigation and potential prosecution. If the ministry lays charges, you will receive a Part III Information and Summons under the Provincial Offences Act.

Licence suspension or revocation

If the inspector believes there is serious non-compliance that may endanger or is likely to endanger public health, the ministry may suspend or revoke a drinking water testing licence.