Changing the Status of an Inspection (ROE/ISC Staff Guide)

In the HLS system, an inspection moves through various statuses from the initial scheduling phase all the way to finalization. As an ROE/ISC staff member, you can manually update the status of an inspection using the status dropdown menu on the inspection's page.

Step 1: Access the Inspection

Before you can change the status, you need to open the specific inspection you want to manage. If you are unsure how to get there, please first follow the instructions in our Viewing Inspections Guide.

Step 2: Use the Status Dropdown

Once you are on the specific inspection page, locate the Status dropdown menu. Click the dropdown and select the appropriate status for the current phase of the inspection.

(Note: All facilities in the HLS system are auto-pulled from ISBE's HLS system. If a facility needs to be added, removed, or updated before you can process an inspection, contact ISBE HLS directly).

Understanding the Statuses

Here is what each status means and when it should be used:

• Scheduling in progress: The date, time, and inspector are currently being determined.

• Notice sent: The "Notice of annual inspection" email has been sent to the district and fire department.

• Inspection uploaded: Inspection data has been uploaded from an iPad. ROE/ISC staff can now review and edit the inspection online.

• Ready for responses: Inspection data has been reviewed and (if appropriate) corrected by ROE staff. An automated email has been sent to school and district staff asking them to provide their violation responses.

• Responses in progress: School and/or district staff have started entering in their responses to the flagged violations.

• Ready for reporting: School and/or district staff have finished providing their initial set of responses, and a preliminary report can be issued.

  • ⚠️ Requirement: At this time, a grade should be issued to the district. The system will not allow you to enter this status until the district has responded to all violations.

• Inspection finalized: The inspection is locked. No more changes can be made by anyone after this point, and the inspection is now available for final reporting.

  • ⚠️ Requirement: The system will not allow you to enter this status until a grade is issued for the building.