San Mateo County Community College District

1. San Mateo County Community College District Injury & Illness Prevention Plan Training Presentation Rev. April 24, 2014

2. Injury & Illness Prevention Plan Injury & Illness Prevention Plan (IIPP) • IIPP is required by Cal/OSHA health and safety regulations for the District campuses. • Reflects the District’s policy on employee safety. • Specifies procedures to maintain a safe and healthful workplace for employees.

3. IIPP Components Consists of seven (7) components: • Designation of a responsible individual • Employee compliance with safety & health regulations • Communication of safety & health information to employees • Workplace hazard assessment & correction • Accident investigation & reporting • Employee training • Recordkeeping

4. Designation of Responsible Individual The IIPP Administrator: • has the overall responsibility for program implementation. • may delegate safety activities to other personnel. • must established a safety committee & designate a committee chair.

5. Campus Safety Committee Safety Committee: • Is responsible for reviewing accident reports, regulatory notices & workplace safety concerns. • May also include the following responsibilities: • Reviewing causes of work-related injuries & illnesses • Recommending corrective actions • Conducting periodic safety inspections • Implementing District safety & health policies & procedures

6. Employee Compliance Employee Compliance with Safety/Health Regulations • Supervisors are responsible for enforcing safe work practices & mitigating hazards. • Supervisors other safety responsibilities include:  employee orientation to job hazards, safe work practices & training  accident reporting & investigations  disciplinary action for failing to comply with safety requirements  maintaining employee training records

7. Employee Compliance cont. Employee Compliance with Safety and Health Regulations Employee are responsible for: • Following safe work practices & procedures. • Reporting unsafe conditions, work practices & accidents immediately to supervisors. • Using personal protective equipment if required or as instructed by supervisors.

8. Communications Communication of Health and Safety Information to Employees 1. Safety & health information is communicated to by District bulletins, memorandum, Safety Alerts, written programs and policies. 2. Administrators, managers & supervisors must provide employees with these documents by:  posting on employee bulletin boards  in-service training & new employee orientation  staff development sessions  safety committee & department meetings • Employees are required to review information as applies to their job classification.

9. Hazard Assessment Workplace Hazard Assessment and Correction Each Campus must do the following: • Conduct semi-annual safety inspection(s) • Conduct frequent walk through to identify hazards • Correct hazards immediately • Mitigate, tag or barricade hazards not corrected immediately

10. Accident Investigation & Reporting Accident Investigation & Reporting: Site administrators must take the following actions after an accident: • Provide first aid or medical treatment to injured or ill personnel • Report injuries other than first aid • Investigate the accident & accident site • Interview employees & witnesses • Complete an accident investigation report • Implement actions to prevent accident recurrence

11. Accident Investigation & Reporting Campus administrators, supervisors or designee must notify Cal/OSHA within 8 hours to report serious Injuries*, illnesses or death of an employee (refer to pages 16-17 Injury and Illness Prevention Program). *A “serious injury” is defined as a death, amputation, permanent disfigurement, hospitalization for more that 24 hours for other than observation, or multiple worker injuries requiring hospitalization.

12. Employee Training Employee Training Supervisors must train their employees on District safety policies & procedures; safe work practices; & provide specific training on hazards unique to the employee’s job. • All safety training must be documented on a designated “Health & Safety Training Form” & filed at each Campus. • Supervisors must retrain employees with new job assignments or whenever new substances, processes, procedures or equipment are introduced to the workplace.

13. Recordkeeping Recordkeeping requirements: Retain the following documents on site for at least five (5) years: • Safety Inspection reports • Citations from regulatory agencies (report all citations) immediately to _______________ • Corrective Action Notices • Safety Committee meeting minutes

14. Recordkeeping cont. Recordkeeping documents: • Cal/OSHA Form 300 “Summary of Occupational Injury and Illnesses • Employee Injury/Accident Investigation reports • Workers’ compensation claim reports • Employee health & safety training records

15. Hazard Assessment & Correction Methods for discovering and correcting workplace hazards For task/job hazards: Job Safety Analysis (JSA) Usually completed by the Supervisor, unless assigned to subordinate. For work environment hazards: Job site inspections: Find hazards and eliminate or minimize them before the job is performed! Misc. hazards: Accident Investigations Employee reports: Employees should be encouraged to report hazards to the supervisor or ______ as soon as possible. Form is available for employees to do this anonymously.

16. Job Safety Analysis (JSA) Which jobs/tasks to pick first? Set priorities based on: • Review job description/duties • Jobs or tasks that have caused accidents. • Jobs or tasks involving near-misses. • New jobs. • Jobs that have undergone changes in procedures, processes, or equipment.

17. Job Safety Analysis cont. Other considerations when prioritizing: • Industry information • OSHA High Hazard listing • Cal/OSHA regulations specific to the work

18. Job Safety Analysis cont. How do you complete a JSA? • Involve the employees who complete the work & their supervisors • Break tasks into sequence of steps or movements • Identify the potential hazards associated with each step • Recommend Action or Procedure to eliminate or minimize each identified hazard

19. Job Safety Analysis cont. What’s next? • Share completed JSAs w/ supervisor & employee • Implement recommendations to minimize/eliminate identified hazards • Engineering controls • Administrative controls • Personal protective equipment • Develop procedures & train employees • Keep a file of all JSAs • Periodically review for new tasks/hazards

20. Hierarchy of Control Keep this in mind when choosing control solutions for identified identified hazards. Your ability to control hazards decreases as you go down the following list of solutions… • Substitution/Elimination • Engineering • Administration • Personal Protective Equipment

21. Hierarchy of Control cont. Substitution/Elimination • Can the work be completed in a way that the hazard can be completely eliminated? • Can you replace the hazard with something less hazardous, and still get the job done? • Example: replace a organic solvent cleaner with an non-toxic citrus-based cleaner.

22. Hierarchy of Control cont. Administration • Can you limit employee exposure through scheduling of work? • Example: Can you limit the amount of time employee is exposed using the employee’s work schedule? • Watch out for the need for administration pitfalls! • Workload requiring extra work time • Peer absences

23. Hierarchy of Control cont. Engineering: • Can the hazard be eliminated or mitigated through remodeling/revamping equipment? • Example: Surround a process that creates loud noise with a sound-dampening enclosure.

24. Hierarchy of Control cont. Personal Protective Equipment: • Unpopular with employees, often uncomfortable. • Requires increased level of supervision to ensure proper use and maintenance.

25. Job Site Inspections Need to conduct comprehensive regular job site inspections. Frequency will depend on level of potential safety hazards. • Most administrative office spaces need only an annual inspection. • Laboratories: monthly/quarterly • Construction/manufacturing: daily/weekly

26. Accident/ Exposure Investigations Procedures for investigating incidents include: • Interview injured employees & witnesses. • Examine the workplace for causal factors. • Take corrective action to prevent reoccurrence. • Record the findings & actions taken.

27. Hazard Corrections Must be done in a timely manner… • When observed or discovered; and • If the hazard can’t be fixed in a timely manner, determine if: • the piece of equipment should be tagged out “unsafe – do not use” • employees need to be removed from the area until it is safe to return.

28. Training Training or lack of is a common thread leading to injuries: • Lack of knowledge • Unfamiliarity with equipment • Incorrect performance of task Training and proper supervision to ensure tasks are completed properly can reduce the risk of injury.

29. Training cont. Step 1: Determine which training is necessary. 1. Complete a Job Safety Analysis. • Ask employees to describe job procedures. • Observe employees as they work. Ask questions. 2. Review accident reports/records • Consult with District/Campus Workers’ Compensation Coordinator regarding previous injury statistics in your department 3. Review industry information • Are there practices or operations that have not led to accidents in the organization, but have led to accidents elsewhere (other departments, other colleges)?

30. Training cont. Step 2: Determine scope of training necessary. • All employees • Employees in a particular workspace • Employees who work with or near hazardous chemicals or substances • Employees who work with or near a hazardous piece of equipment • Supervisors

31. Training cont. Step 3: Identify goals and objectives Step 4: Conduct training & collect/maintain documentation Step 5: Provide refreshers as required & needed

32. Training cont. Every employee must receive training regarding: 1. The existence & location of the District or campus IIPP 2. A departmental IIPP as appropriate 3. The Emergency Plan and Campus emergency and evacuation procedures. 4. Hazard Communication (chemicals) 5. Job Specific hazard training This training should be completed before beginning work.

33. Training cont. District or campus IIPP 1. Provide a link to the Campus plan so that employee may download it. https://smccd-public.sharepoint.com/humanresources/Policies%20and%20Procedures/Injury_Illness_Prevention_Program%20_Hazard_Communication_Plan.pdf 2. Questions about the campus plan should be directed to the supervisor. 3. Review all components of the departmental IIPP with the employee. 4. Provide employee with a copy, if requested.

34. Department Emergency Plans Review & provide a copy of your department emergency plan, if applicable. • Emergency escape procedures & routes • Preferred means for reporting fires/other emergencies • Names/job titles of employees/departments to contact for further information • If applicable: procedures to be followed by employees remaining to operate critical operations before evacuating • If applicable: rescue/medical duties for key employees

35. Training cont. Emergency and Evacuation Procedures • Provide link to campus emergency procedures handbook. • http://www.smccd.edu/publicsafety/emergencypreparedness.shtml