SAFETY DIRECTIVE. 3.0 REFERENCES 3.1 The Occupational Safety and Health Act

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1 SAFETY DIRECTIVE Title: Report of a Hazard, Unsafe Condition, Near Miss, Safety Concern or Safety Suggestion Issuing Department: Town Manager s Safety Office Effective September 01, 2014 Approved: Gilbert Davidson, Town Manager Type of Action: New 1.0 PURPOSE This directive has been established to provide employees with a method of reporting a Hazard, Unsafe Condition, Near Miss, Safety Concern or Safety Suggestion in the workplace. An employee s ability to report a Hazard or Unsafe Condition is one of the foundational precepts of the Occupational Safety and Health Act. 2.0 DEPARTMENTS AFFECTED This directive shall apply to a ll Town of M arana departments and employees that observe a Hazard or Unsafe Condition or Near Miss and want to document the observation by filing a report, or who want to communicate a Safety Concern or Safety Suggestion. It describes the steps that departments, administrators, supervisors, employees and Town Manager s Safety Office will perform to comply with this directive. 3.0 REFERENCES 3.1 The Occupational Safety and Health Act 4.0 DEFINITIONS 4.1 Concern: An employee s understanding of a work practice or policy or the observation of a potential hazard that may result in employee injury. 4.2 Hazard: A recognized deficiency in the workplace or work process that will cause or may cause physical harm to an employee. 4.3 Near Miss : An incident where no property was damaged and no personal injury sustained, but where, given a slight shift in time or position, damage and/or injury easily could have occurred.

2 4.4 Suggestion: An employee s documented idea or concept to modify or correct a Hazard, Unsafe Condition or Concern. 4.5 Unsafe Condition: Circumstances or events that may contribute to a Hazard such as mechanical or environmental factors, poor equipment maintenance, lack of supervision, incomplete/non-existent work procedures, or lack of employee training for the potential hazards. 5.0 POLICIES AND PROCEDURES 5.1 Education and Training. Town Manager s Safety Office shall provide awareness training for all affected employees in the use and documentation of the Employee s Report of Hazard, Unsafe Condition, Near Miss, Safety Concern or Safety Suggestion. 5.2 Reporting. Employees shall communicate a Hazard, Unsafe Condition, Near Miss, Safety Concern or Safety Suggestion directly to supervision. Employees may document the communication to supervision by completing the Employee s Report of Hazard, Unsafe Condition, Near Miss, Safety Concern or Safety Suggestion. The Report is available electronically for download/print or capture/ (See Attachment A). Instructions for completing the Report are as follows: Information - The employee will complete the background information box; Department Division Location of the Hazard/Condition Date of Report Check the Condition box summarizing the contents of the report Employee Identification. Employees shall have the option of completing this information, or filing an anonymous report. Employees who want direct tracking of the report to verify correction of a hazard or consideration of a suggestion should provide their name and employee identification number Hazard/Condition Description Employees shall complete this section, detailing the Hazard, Unsafe Condition, Near Miss, Safety Concern or Safety Suggestion For electronic reporting, the employee shall forward the completed report to Town Manager s Safety Office, the employee s direct Supervisor, and Safety Officer or Safety Representative For paper reporting, the employee shall forward to Town Manager s Safety Office through interoffice mail. The employee shall retain a copy for his/her records and a copy shall be forwarded to the employee s direct supervisor. 5.3 Department Response. Departments shall investigate each r eport within 30 days of receipt. Corrective action, if warranted, shall be detailed and dated, with concurrence from the Department Head and Safety Office r or Safety Representative. If e mploye e information is provided, the d epartment shall communicate the corrective action to the 2

3 employee. For an anonymous report, the d epartment shall communicate corrective action to all affected employees. 6.0 RESPONSIBILITIES 6.1 The Safety Coordinator has overall responsibility for the Town s safety programs. The Safety Coordinator shall consult with the Town Manager regarding appropriate changes and amendments to this administrative directive. 6.2 Department Heads, managers and supervisors are responsible for ensuring that the requirements of this directive are fully implemented in their work areas. 6.3 Employees are responsible for attending all mandatory training classes, and understanding the policies and procedures outlined in this directive, as well as all Town health and safety procedures. 6.4 The Safety Coordinator and the Safety Committee are authorized to halt any operation of the Town where there is danger of serious personal injury. 7.0 ATTACHMENTS 7.1 Attachment A - Employee s Report Of Hazard, Unsafe Condition, Near Miss, Concern o r Suggestion 3

4 Attachment A Town of Marana EMPLOYEE S REPORT OF HAZARD, UNSAFE CONDITION, NEAR MISS, CONCERN OR INFORMATION CONDITION Department: Hazard Division: Unsafe Condition Location: Near Miss Concern Suggestion *EMPLOYEE NAME ID # DEPARTMENT DIVISION *Employees who submit a Report of Hazard, Unsafe Condition, Near Miss, Concern or Suggestion are not required to provide their name or ID number unless they wish to be notified of action taken by the Department to correct or address the report. HAZARD/CONDITION DESCRIPTION Note: Hazards/Conditions that are imminently dangerous to life and health should be reported immediately to Supervision and to Town Manager s Safety Office (520) W or (520) C. Town Manager s Safety Office Description: Supervisor Review of Hazard: Safety Officer Review of Hazard: Corrective Action: DEPARTMENT RESPONSE Administrator: Safety Officer Concurrence: DISTRIBUTION: Employee, Supervisor, Department and Safety Office DIRECTION: Employee: Forward to Supervisor 4

5 Department: Forward to Safety Office after corrective action is completed REVISION HISTORY REV DESCRIPTION OF CHANGE DATE OR Original Release 09/01/2014 Caution : A copy of this Administrative Directive is an uncontrolled document. It is your responsibility to ensure you are using the current version. The electronic version is the only acceptable and controlled Administrative Directive. 5