California State Polytechnic University. Department Safety Coordinator Manual

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1 California State Polytechnic University Department Safety Coordinator Manual Environmental Health and Safety October 28, 2010

2 TABLE OF CONTENTS 1.0 Reference 2.0 Policy 3.0 Purpose 4.0 Responsibilities 5.0 Procedures 5.1 Preparation of Department Health and Safety Inspection Reports 5.2 Department Inspection Schedule 5.3 Environmental Health and Safety (EH&S) Office Follow-Up Appendices A B Department Health and Safety Inspection Report, Form EH&S F Department Inspection Schedule

3 California Sate Polytechnic University, Pomona Environmental Health & Safety DEPARTMENT SAFETY COORDINATOR PROGRAM 1.0 REFERENCE. Section 3203 Title 8 California Code of Regulations; University Manual Section 208; Business Affairs Administrative Manual Sections , , POLICY. It is the policy of California State Polytechnic University, Pomona to establish and maintain a Department Safety Coordinator Program designed to assist the University in providing a campus environment for students, faculty, staff and visitors that is safe and healthful and will not subject them to avoidable risks of accidental injury. 3.0 PURPOSE. The success of the Environmental Health and Safety Program at Cal Poly Pomona depends upon positive support by both academic and non-academic departments, and upon full cooperation of all students. The Program's primary objective is to eliminate the on-campus accidents, which cause student and employee injuries and result in property damage. 4.0 RESPONSIBILITIES. The major responsibility for accident prevention lies with each manager at the operating department. However, it is the duty of the Environmental Health and Safety (EH&S) Department to coordinate these accident prevention efforts. A viable working relationship between each department and the EH&S Office is a necessity and can best be achieved by the appointment of a Safety Coordinator for selected areas. Department Safety Coordinators are appointed by Deans, Directors, or Department Chairs/Heads to assist them in their duty of maintaining an accident-free environment within the area of their jurisdiction. They receive their authority directly from Deans, Directors, or Department Chairs/Heads and, at their discretion, are thereby limited to specific assigned duties. Their main function is to serve as a resource to their department and to be the department's major contact with the EH&S Office. Responsibilities of Department Safety Coordinators normally will include, but are not limited to, the following duties: a. Assist the Dean, Director, or Department Chair/Head in the development and implementation of a Health and Safety Program for the School or Department based on regulations and procedures established by the EH&S Office. b. Conduct quarterly safety inspections of facilities, equipment and projects to identify unsafe conditions and practices. c. Complete and submit the Department Health and Safety Inspection Report, make recommendations concerning equipment, methods, training, maintain inspection and corrective action records.

4 d. Receive and handle internal safety-related complaints and suggestions and assist in their evaluation. e. Expedite correction of identified deficiencies. f. Act as liaison with the EH&S Office on all matters pertaining to inspection, accident/injury investigations, personnel safety training, reports, and technical advisement. Also act as the primary department resource person for coordinating these activities. 5.0 PROCEDURES. The duties of the Department Safety Coordinator can easily be fulfilled by the use of the Department Health and Safety Inspection Report, Form EH&S F (see Appendix A). This report form is to be completed each quarter or more often depending on the needs of each department (see Section 5.2 below). This report is the Coordinator's major written communication with both the Department Chair/Head and with the EH&S Office. The form is also a checklist that ensures that each part of the Department Safety Program is examined on a regular basis. The first section of the Inspection Report relates to the Coordinator's main duty of making a periodic inspection that can include the entire department or only a single room. The second section emphasizes the need to involve fellow employees by asking for their safety suggestions. The third section is for the Coordinator's recommendations to his/her department. The fourth section covers accidents and injuries and is designed to keep the Department Chair/Head informed of how many and what type of accidents are occurring. The last section is for requesting assistance from either the department or from the EH&S Office. The Safety Inspection Checklist is a valuable aid in helping to ensure that the inspection covers all potential hazards involving facilities, equipment, and work methods. It is just as important to observe the way equipment is being used as it is to inspect the equipment itself. 5.1 Preparation of Department Health and Safety Inspection Reports. At the beginning of each scheduled quarter, the Department Safety Coordinator prepares the required Health and Safety Inspection Report as follows: a. Conduct the necessary safety inspection of each area according to the schedule in Section 5.2 and record the findings on the report form. b. Fully complete the Health and Safety Inspection Report as follows: 1. Safety inspections - list areas inspected, unsafe conditions noted, and corrections made. List specific recommendations below. 2. Accidents and injuries - describe all departmental accidents that have occurred since the last report. If none, so state. 3. Employee safety suggestions - list all legitimate safety suggestions for consideration by the Department Chair/Head. 4. Safety recommendations - list the Coordinator's recommendations. This can include needed equipment, improved operating methods, additional training, etc.

5 5. Assistance and supplies needed - list what specific help is needed to perform the job of Department Safety Coordinator. c. By the fifteenth day of each scheduled quarter, distribute the copies of the Department Health and Safety Inspection Report as follows: 1. Submit the original to the Department Chair/Head for review and signature. 2. Retain one signed copy for the Department Safety Coordinator files. 3. Send one signed copy directly to the EH&S Office. 5.2 Department Inspection Schedule. In order to reduce unsafe campus conditions, an Accident Prevention Inspection Program is essential. All University management personnel are responsible to conduct or have conducted health and safety inspections of all areas over which they have control. Those departments that engage in hazardous operations have been assigned to conduct more frequent inspections according to an agreed schedule or other environmental or safety programs administered at EH&S. In addition, all teaching faculty, technicians, and supervisors should make daily "spot" inspections tours of their work and study areas. The inspection schedule for most, but not all, departments can be found in Appendix B. The fact that a department is not listed does not exempt it from conducting quarterly health and safety inspections. 5.3 Environmental Health and Safety (EH&S) Office Follow-Up. The EH&S Office will review each submitted Department Health and Safety Inspection Report. The EH&S Office may conduct the follow-up inspections or prepare a written response to the reporting department which will indicate comments and/or recommendations to assist in the department's safety efforts. Deficiencies which, in the opinion of the EH&S Office, are beyond the scope of the department's capabilities to correct will, upon request, be handled directly by the EH&S Office.

6 APPENDIX A

7 California State Polytechnic University, Pomona DEPARTMENT HEALTH AND SAFETY INSPECTION REPORT Department Location(s) Report prepared by Date of this report REVIEWED BY MANAGER, CHAIR, DIRECTOR OR DEAN. SIGNATURE: Date Safety Suggestions and Recommendations: Date of last report SAFETY INSPECTON CHECKLIST A BUILDINGS AND GROUNDS YES NO 5 Protective equipment kept in good condition and 1 Lighting adequate in all areas. used as required. 2 Electric lights, switches, etc, in good repair. 6 Proper clothing worn at all times. 3 Electric outlets not overloaded, multiple plug 7 Other adapters are not used and have covers. D SHOP MACHINERY AND EQUIPMENT 4 Heating and ventilation adequate. 1 Moving parts of machinery properly guarded. 5 Floors in good repair with no tripping 2 Storage of tools adequate. hazards 3 Electrical equipment grounded. 6 Windows and doors in good repair, no sharp 4 Hoisting equipment has capacity and all edges. controls plainly marked as required 7 All plumbing fixtures in good repair. 5 Grinding wheels have hoods and tool rests. 8 Elevators operating properly. 6 Gas cylinders secured at all times. 9 Sidewalks free of holes or cracks 7 Air compressors have Automatic startup warning signs. 10 Sprinklers are not a tripping hazard 11 Shrubbery and tree branches properly cut back 8 Guardrails provided for elevated work areas. 12 Other 9 Overhead storage areas have guardrails B OFFICE, CLASSROOM AND LAB EQUIPMENT 10 Operating procedures posted for each machine 1 Emergency procedures posted. 11 Equipment locked out when making repairs 2 Hand tools maintained in good condition. 12 Other 3 Ladders and stepstools in good condition. E HOUSEKEEPING 4 Laboratory fume hoods operating properly. 1 Hallways and aisles unobstructed 5 Lab equipment and glassware in good 2 Adequate space provided for storage condition All materials stored in a safe manner 6 Electrical equipment grounded with a 3-prong 3 Floors clean and free from slipping hazards. plug and turned off when not in use. Waste materials disposed of properly. 7 Electrical extension cords not damaged and 4 Access to electric panels unobstructed being used properly. 5 Restrooms clean and well supplied. 8 Desks, chairs and tables in good repair 6 Other 9 Files and shelves anchored and not overloaded F SAFE PRACTICES 10 First aid equipment (include em. eye washes 1 Employees instructed in safe use of equipment. /showers) available, adequate and complete. 2 Health and safety rules followed. 11 Chemicals and toxic materials kept in sealed, 3 Safe lifting techniques used. labeled containers and separated from food. 4 Running, horseplay and unsafe shortcuts not 12 Chemical safety procedures posted and permitted. followed where chemicals used or stored 5 Other 13 MSDS available to all employees. G FIRE PROTECTION 14 Up-to-date Haz. Mat l inventory list. 1 All flammables kept in labeled, closed containers 15 Other 2 Flammable materials stored in metal cabinets. C CLOTHING AND PROTECTIVE EQUIPMENT 3 Flammable wastes disposed of properly. 1 Eye protection provided in shops and labs 4 No Smoking signs posted where required. 2 Head/Hearing protection provided when 5 ABC fire extinguishers available and operable necessary. 6 Fire ext. inspected monthly-tags initialed/dated. 3 Gloves, aprons & other clothing provided 7 All exits properly marked and accessible. 4 Proper respirators provided where necessary. Briefly describe all accidents and injuries occurring since last report. If none, so indicate. YES NO Send copy of this inspection report to EH&S Date Sent EH&S F (10/28/2010)

8 APPENDIX A continued EXPLANATION OF UNSAFE CONDITIONS AND ACTS Area Comments Date Completed/ Initials

9 APPENDIX B

10 California State Polytechnic University, Pomona Environmental Health and Safety DEPARTMENT SAFETY COORDINATOR PROGRAM DEPARTMENT INSPECTION SCHEDULE DEPARTMENT / DIVISION JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC College of Agriculture Agriculture - Bldg. 2 x x x x Agriculture - Engineering/Landscape x x x x Animal Care Facility x x x x Animal Vet Clinic x x x x Apiculture x x x x Apparel Merchandise/Management x x x x Apparel Tech. & Research Center x x x x Arabian Horse Center x x x x Beef Unit x x x x College of Animal Research x x x x Equine Research Center x x x x Feed Mill x x x x Fruit & Crop Unit x x x x Meat Lab x x x x Nutrition & Consumer Science x x x x Ornamental Horticulture x x x x Pesticide Storage x x x x Plants & Soil Science x x x x Sheep Unit x x x x SPADRA x x x x Swine Unit x x x x Tractor Shop x x x x Vertebrate Pest Field Lab x x x x Facilities Management Auto Shop x x x x Building Maintenance x x x x Carpenter Shop x x x x Chilled Water Central Plant x x x x Custodial Services x x x x Electrical Shop x x x x HVAC Shop x x x x Landscape Services x x x x Locksmith Shop x x x x Main Warehouse x x x x Paint Shop x x x x Plumbing Shop x x x x DEPARTMENT / DIVISION JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC College of Letters, Arts & Social Sciences Behavior Sciences Department x x x x

11 Communication Department x x x x Economics Department x x x x English Department x x x x Geography/Anthropology Dept. x x x x History Department x x x x Kinesiology/Health Department x x x x Music Department x x x x Philosophy Department x x x x Political Science Department x x x x Theatre/Drama Department x x x x College of Engineering Aerospace Engineering Department x x x x Chemical & Materials Eng. Dept. x x x x Civil Engineering Department x x x x Electrical & Computer Eng. Dept. x x x x Industrial & Manufacturing Eng. Dept. x x x x Mechanical Engineering Dept. x x x x College of Science Biological Sciences Department x x x x Chemistry Department x x x x Computer Science Department x x x x Geological Sciences Department x x x x Mathematics, Science & Technology Dept x x x x Physics Department x x x x College of Environmental Design Art Department x x x x Architecture Department - Bldg. 7 x x x x Center for Regenerative Studies x x x x Environmental Design Model Shop x x x x Landscape Architecture Department x x x x University Art Gallery x x x x DEPARTMENT / DIVISION JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC College of Business Administration Business Administration - Bldg. 6 x x x x College of the Extended University Building 76 x x x x Kellogg House Pomona x x x x

12 Rose Float Rose Float Lab Building x x x x Library Library - Building 15 x x x x Student Affairs Division Athletic Department x x x x Police & Parking Services Dept. x x x x Student Enhancement Services Student Health Services x x x x University Housing Services x x x x Administrative Affairs Division Procurement & Support Services x x x x College of Education & Integrative Studies Collins School of Hospitality Management Building 79 x x x x * - All classrooms, laboratories & storage areas must be inspected monthly. ** - Includes departments not listed above. Includes offices within divisions.

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