Start of Evaluation

What Starts with the Notice Letter?

The Notice Letter initiates the evaluation process and includes key details: the scheduled start date of the evaluation, the participating State agencies on the evaluation team, the name and contact information of the CalEPA evaluation team lead, and a list of facility files and documents that the CUPA will submit to CalEPA for review.

Prior to the Notice Letter, a Pre-notification Letter is sent once the evaluation schedule for the year is finalized, serving as an early notification to the CUPA about the upcoming evaluation.

A copy of the Notice Letter and Pre-notification Letter can be found below:

State Water Board Evaluation staff will request the following UST program facility files:

  • A list of staff that conduct UST inspections or accept UST CERS submittals. For each individual listed, include:
    • Name;
    • Number of years as a UST inspector;
    • Number of years with the current CUPA;
    • ICC UST Inspector Certification number and expiration date; and
    • Indication as to whether the individual does or does not accept UST CERS submittals.
  • UST Closure Documentation
    • Closure procedures
    • Notification of UST Permanent closure document provided to Owner/Operator
  • All UST Operating Permits and permit conditions issued during the assessment timeframe
  • All UST Operating Permits effective during the assessment timeframe
  • All Unified Program Facility Permits issued during the assessment timeframe
  • Last three annual compliance (Routine) inspection reports
  • Return to compliance documentation, including:
    • Correspondence related to returning the facility to compliance; and
    • Follow-up inspection reports
  • Enforcement documentation, including:
    • Formal and informal correspondence related to enforcement;
    • Summaries of Violations, Notices to Comply (NTCs), or Notices of Violation (NOVs); and
    • Administrative Enforcement Orders (AEOs), and Referrals to attorneys
  • Testing Documentation, including:
    • Monitoring System
      • Last three Annual Monitoring System Certification Forms;
      • All monitoring system repairs and installation reports (if applicable);
    • Spill Containment
      • Last three Annual Spill Containment Testing Report Forms;
      • All spill containment repair and installation reports (if applicable);
    • Overfill Prevention
      • Last two Overfill Prevention Equipment Inspection Forms;
      • All overfill prevention repair and installation reports (if applicable);
    • Secondary Containment
      • Last two Secondary Containment Testing Report Forms;
      • All secondary containment repairs and installation reports (if applicable);
    • Tank Lining Certifications
    • Tank and Piping Integrity
      • Last three Tank and Piping integrity Testing Report Forms;
      • All tank and pipe repair documentation (if applicable);
    • Enhanced Leak Detection test results
    • Cathodic Protection Test Reports
  • UST Permanent Closure Documentation (if applicable)
    • Notification of UST Permanent closure document provided to Owner/Operator;
  • Closure Inspection Reports(s)
  • Soil/water sample analysis
  • Site map indication soil/water sample location
  • Tank disposal records
  • Hazardous Waste Tank Certification Form
  • Hazardous Waste Manifests
  • Closure Application
  • Unauthorized Release Form (if applicable)

NOTE: The facility file request may include tanks that were abandoned, permanently closed, or placed into temporary closure. Evaluation staff will review all applicable inspection reports, sampling information, and UST Closure Letter issued to the owner/operator.

Information on the facilities selected by evaluation staff can be found on the UST Facility File Selection Process page.

Date Range of Information Evaluated

The evaluation team will assess data and documents provided by the CUPA or CERS within a specific date range. That date range is determined by CalEPA and will be included in the Notice Letter (shown below). Some UST testing may fall outside of this date range, such as the 36-month secondary containment test or the 60-month UST lining inspection, which may cause instances of some requested facility files to extend beyond this timeframe.

Evaluation Notification Letter

The Preliminary Summary of Findings (PSOF) will also detail the exact date range of information under evaluation. CUPA staff can locate this timeframe specified in the PSOF document shown below.

Preliminary Summary of Findings Report

Kickoff Meeting

What happens during the Kickoff Meeting?

  • First meeting between the CUPA and State Evaluation Team
  • Introduction of the Lead Evaluator from each Station Evaluation Team and the CUPA
  • CalEPA Team Lead provides a summary of the evaluation process
  • The CUPA gives an overview of their program and staff
  • CalEPA Team Lead provides a run through of the evaluation work plan and schedule
  • Go over the Supplemental Questionnaire
    • The State Evaluation Team may ask appropriate follow-up questions

How can the CUPA prepare for the Kickoff Meeting?

  • Complete the Supplemental Questionnaire
  • Prepare a summary about your CUPA and staff
  • Compile a list of questions to ask if needed
  • How can the State Water Board assist the CUPA’s development (e.g., provide training)
  • State Water Board Evaluation staff may request additional information on the following:
    • Single-walled UST Systems
    • Abandoned Tanks
    • Data discrepancies in CERS