Environmental Health & Safety

Portland State University

Facilities and Planning
Occupational Health & Safety/ Environmental Services
General Safety Policies and Responsibilities

INDEX

Health and Safety Risk Management Authority Statement
Health and Safety Policy Statement

• Safety Policy
• Management
• Supervision
• Employees
• Safety Committee
• OH&S/ES Staff

Safety Communication Network
Hazardous Safety Condition Procedures

• Facilities & Planning Work Order Request System
• Hazardous Safety Condition Report & Procedures
• Distribution
• Forms

Safety Training

• Overview
• Safety Training Procedures
• Training Class Roster Form
• Table of Required Training
• New Employee Training Orientation Checklist

Hazard Identification, Correction, and Follow-Up

Safety Inspection Program

Injury and Illness Prevention Program

Recordkeeping

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PORTLAND STATE UNIVERSITY
HEALTH & SAFETY AUTHORITY STATEMENT

The President RECOMMENDS Adoption of the following resolution:

Risk Management Program:

Portland State University will strive to:

1) Protect financial resources of the University against the adverse impact of catastrophic loss and to preserve the assets and service capabilities of the University from depletion or destruction.

2) Ensure proper management of financial resources through the implementation of cost effective risk control efforts and optimal risk financing strategies to minimize the risk exposures to the University.

3) Maintain a safe and healthful work and educational environment for all employees, students, and visitors; attempt to reduce the number of preventable accidents, and assist injured persons in returning to productive endeavors as soon as possible. The health and safety program includes, but is not limited to, safety training and inspection, and accident prevention.

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MANAGEMENT:
Management is held accountable for all aspects under their span of control and is held responsible for the prevention of injury and illness accidents. Management will provide direction and full support to supervisors and employees of all health and safety procedures, job training and hazard elimination practices. The Facilities & Planning Occupational Health and Safety/ Environmental Services will keep Portland State University fully informed on health and safety areas throughout the district in order to constantly review the effectiveness of our health and safety program.

Management and supervisory personnel are accountable for the safety of employees working under their supervision, and will be expected to conduct operations in a safe manner at all times. Management has the overall responsibility for the establishment, implementation, administration, and governance of the University's total safety program.

The management and supervisory personnel responsibilities include:

1. Ensuring that safety and health regulations are observed, including all mandated records maintenance requirements.
2. Implementing the University's safety program.
3. Recommending safety policies and procedural amendments to Department Management, Personnel, Occupational Health and Safety/ Environmental Services, and the PSU Safety Committee.
4. Responding to PSU Safety Committee's recommendations in writing, and taking immediate action to correct any hazardous conditions brought forward.
5. Monitoring and auditing the operation for safety and health hazards.

SAFETY COMMITTEE:
The PSU Safety Committee consists of management and employee representatives who have an interest in the general promotion of health and safety at Portland State University. The PSU Safety Committee is responsible for making recommendations on how to improve health and safety in the workplace. They have been charged with the responsibility to define problems and remove obstacles to accident prevention; identify hazardous safety conditions and suggest corrective actions; help identify employee health and safety training needs and to establish accident investigation procedures for Portland State University.

The Safety Committee is responsible for:

1. Recommending training for the safety and health of employees.
2. Monitoring the programs and work procedures designed for employee safety and health.
3. Considering individual employee concerns and suggestions regarding safety and health, communicating with University management regarding concerns and suggestions, and reporting back to the individual employee in a timely manner.
4. Monitoring hazard reports and recommending appropriate corrective action in writing.
5. Promoting programs to improve the safety, health training, and education of employees.
6. Participating in the investigation of safety hazards.
7. Providing a means for employees to work together on identifying hazards and developing acceptable solutions to safety problems.

The Occupational Health and Safety/ Environmental Services staff is responsible for:

1. Program Development and Administration including:

• Developing and presenting University safety policies to meet OSHA compliance and ensure safe work operations.
• Assisting managers and supervisors with the implementation of all safety policies and procedures.
• Assisting supervisors and managers with safety performance issues upon request, or if specific injury trends are identified.
• Working with the managers, supervisors, and the PSU Safety Committee to develop safety training programs to meet general and specific needs, and ensuring the delivery of that training.

2. Getting safety input from individual employees can be accomplished through a variety of avenues including:

• Addressing the issue with the immediate supervisor.
• Reviewing with any level of the operations management, via an open-door policy.
• Submitting safety recommendations.
• Reviewing with your PSU Safety Committee representative.
• Working through your union steward.

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Facilities & Planning Work Order Request System:
This form is used for reporting problems, requesting work or repair of campus facilities. This form can be filled out online or by calling the Work Order Center Coordinator at extension 5-8362 to report the problem.

HAZARDOUS SAFETY CONDITION REPORT AND PROCEDURE:
This form is used to report any hazardous safety condition of Portland State University property. Refer to attached procedure for information about the process. This form is not to be used for routine work requests.

If you have any questions call Facilities and Planning at extension 5-3738 or Environmental Health and Safety Office at extension 5-4312.

1. The Environmental Health and Safety office will identify, evaluate, manage, and eliminate within their means any hazardous safety conditions which may jeopardize the health and/or safety of employees.
2. The Environmental Health and Safety office accepts hazardous safety condition reports verbally or in written form, but prefers they be submitted to their office on a Hazardous Safety Condition Report form. The name of the person reporting is optional.
3. Upon receipt of the hazardous safety condition report in the Environmental Safety office the date of receipt is recorded, a file number is assigned and the report is distributed.

DISTRIBUTION:

• Original: Occupational Health and Safety/ Environmental Services
• Working Copy: Manager of Occupational Health and Safety/ Environmental Services
• Working Copy: Director of Facilities & Planning
• Appropriate PSU Safety Committee Chair
• Appropriate Executive Dean
• Person or persons reporting

File #:_____________________________

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HAZARDOUS SAFETY CONDITION NOTICE

1. Date of report: _____________

2. Name, work address, and telephone number of person reporting:

________________________________________________________________________

________________________________________________________________________

3. Date and time hazardous safety condition was noticed or occurred: _________________

4. Location of hazardous safety condition (building and room):______________________

5. Describe hazardous safety condition; what, where, who, how, when, why, injuries, people and property at risk, witnesses, etc.:

_______________________________________________________________________
_______________________________________________________________________
_______________________________________________________________________
_______________________________________________________________________
_______________________________________________________________________
_______________________________________________________________________
_______________________________________________________________________
_______________________________________________________________________
_______________________________________________________________________
_______________________________________________________________________
_______________________________________________________________________

6. Your suggestions to correct hazard:

_______________________________________________________________________
_______________________________________________________________________
_______________________________________________________________________

7. Send this completed report to Occupational Health & Safety/ Environmental Services, mail code: FAP.

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* OFFICE USE ONLY *

DISTRIBUTION

DATE SENT__________________ # OF PAGES SENT _______ WORK COPY _________
FILE_____ EXECUTIVE DEAN_____ CSC CHAIR_____ DATE RECEIVED ___________
PERSON(S) REPORTING __________________________ OTHER ___________________
STATUS - [ ] Corrected [ ] Under Review [ ] Pending

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PSU SAFETY TRAINING
The third component to the safety program is employee training. Training efforts will be directed at developing each employee's knowledge, skills and understanding, to enable them to work safely. Training will be provided through various means, however, the primary instruction will be given by the immediate supervisor, Human Resources, or OH&S/ES Staff.

1. All new employees will participate in a "New Employee Orientation Program." Such training is conducted in a two-phase approach:

• The new employee will receive generalized instruction by the Human Resource staff to provide a basic understanding of all university-wide safety programs.
• Facilities and job specific training will be given by the employee's immediate supervisor before the employee will be allowed to begin actual work, and the training will be documented.

2. Job Specific Training is additionally provided to all employees as the result of a job change in the same operation. This training is again accomplished by the immediate supervisor of the new work area, and documented.

3. Comprehensive training matrix identifying training requirements by job class is being developed by the OH&S/ES Staff.

Some subjects are mandatory in nature, with OSHA requiring their annual review, such as:

1. Hazardous Energy Control - Lockout/Tagout
2. Hearing Conservation - Effects of Noise Exposure
3. Hazard Communication
4. Emergency Response Plans
5. Electrical Safety
6. Fire Extinguisher

Other subject areas are deemed mandatory only for certain operations, or specific employees at all operations, and include:

1. Confined Space Entry
2. Respiratory Protection Training
3. Bloodborne Pathogen Training & First Aid/CPR Training
4. Hazardous Materials - Waste Handling
5. Welding Safety
6. Safety Committee Training

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PSU SAFETY COMMITTEE:
The operation of the safety and training program is the responsibility of each Department Manager, Supervisor, Environmental Health and Occupational Safety and the Campus Health and Safety Committee will have membership from all areas of the facility and from all levels within the work force.

PROBLEM IDENTIFICATION PROGRAM: A Hazardous Safety Condition Reporting Procedure has been established for those who have concerns or complaints that are not being addressed or the employee does not wish to voice openly.

SAFETY MEETING: All departments will have safety meetings on a regular monthly basis, addressing specifics of the work area.

Official records of training will be maintained and kept in the employee's Department. These records will be available for review by a representative of the Environmental Health and Safety Department. All documentation for training is to be recorded on the Portland State University Employee Training Record. (See attached.)

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This form is to keep record of training received by a specific department. As shown, name of employee, signature of employee, and date are to be completed.

Department Name:___________________________________________________________

Date: _______________ Training Conducted by: ___________________________________

Name (PRINT)	Signature	Department

The following table outlines the overall training requirements that affect various PSU departments. The following document is an employee training checklist to be used to track training needs and training dates.

OSHA TRAINING REQUIREMENT SUMMARY

Program	Annual Training	Retraining	Written Program Required
Bloodborne Pathogens	Yes	If plan changes	Yes
Confined Space	No	If plan changes	Yes
Crane Operation	No	Every 3 years	Yes
Electrical	No	If job duties change	No
Emergency Medical plan	No	If plan changes	Yes
Emergency Fire Plan	No	If plan changes	Yes
Fire Exting. Systems	Yes	No	No
First Aid/CPR	No	CPR annualy, FA: 2 yrs	No
Fork lift/Heavy Equip.	No	Equipment Change	No
General Duty to Train	No	If hazards change	No
Hazard Communication	Yes	If new chemicals added	Yes
Hazmat Response	Yes	No	Yes
Lockout /Tagout	No	If plan changes	Yes
Noise	Yes	No	No
Respirators	No	If plan changes	Yes
Safety Committee	Yes	No	Yes
Welding	No	No	No

* GENERAL DUTY INCLUDES ALL PROCESSES OR EQUIPMENT SAFETY TRAINING. THIS LIST DOES NOT INCLUDE ALL POSSIBLE TRAINING INCLUDING CONSTRUCTION RELATED ISSUES.

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EMPLOYEE NAME:_______________________________________ DATE:______________

DEPARTMENT: ____________________ SUPERVISOR:_____________________________

ORIENTATION ELEMENTS:

1. PERSONNEL ISSUES & BENEFITS INITIAL DATE RETRAINING DATES TRAINING GIVEN

a. Reporting to work policy ______________________________________________________

b. Clocking, work shoes, safety glasses ____________________________________________

c. Reporting of work-related injuries _______________________________________________

d. Vacation/leave policy _________________________________________________________

e. Insurance benefits ____________________________________________________________

f. Other______________________________________________________________________

____________________________________________________________________________

2. GENERAL SAFETY & HEALTH ORIENTATION

a. Overview of general safety policy ________________________________

b. Access to medical & exposure records _____________________________

c. Accident reporting andinvestigation _______________________________

d. Role of the safety committee ____________________________________

e. Emergency response & medical plans _____________________________

f. Fire extinguisher training _______________________________________

g. Use of personal protective equipment _____________________________

h. General safety hazard as related to _______________________________

tools, machine guarding, electrical, etc.

i. Plant operations _______________________________________________

3. LOCKOUT/TAGOUT TRAINING _______________________________

NOTE: If employee is going to be authorized yes __________ no __________

4. ELECTRICAL SAFETY ________________________________________

NOTE: Is employee going to be authorized to work on electrical systems?

yes _____ No _____

5. GENERAL HEALTH HAZARD TRAINING

a. Hazard communication _________________________________________

b. Noise exposure ______________________________________________

D. HAZARD IDENTIFICATION, CORRECTION, AND FOLLOW-UP

1. The identification and correction of safety hazards and work procedures of employees in the work place are essential if we are to reduce or eliminate accidents and injuries.

2. Hazard identification will be addressed on a continuous basis in our operations by the following persons and groups:

a. Department Supervisor will on a daily basis inspect his/her operation and work force to identify hazards which may be present, and take the appropriate steps to remedy them.

b. The Department Managers will supplement the supervisor's efforts by taking part in Safety Committee's reviews and audits, assisting with long-range correction plans, and providing technical resources and assistance.

c. The Safety Committee shall additionally inspect the facility on a quarterly basis, and report their findings to the Campus Administration through their regularly maintained minutes.

d. EHS Staff will conduct safety inspections with the safety committee and assist department activities.

e. Safety authorities from such organizations as: Fire Marshall, OR-OSHA Consultive Services will be enlisted by the University for the purposes of hazard identification.

3. Each employee is strongly encouraged to individually participate in this overall effort, and upon identification of a problem, bring it to the attention of his/her supervisor, safety committee chairperson, or safety committee representative. In cases where safety corrections cannot be made by the employee or immediate supervisor a Hazardous Safety Condition (HSC) form should be filled out and forwarded to the EHS office for action.

4. A critical part of the Safety program is measuring its success of our activities. We use the following measurements to help identify the effectiveness of the programs:

a. accident and incident rates;

b. cost of our workers compensation claims;

c. numbers of near miss incidents; and

d. numbers of safety and health deficiencies found by Supervisors and the Safety Committee.

Follow-up hazard identification and correction is an integral part of our efforts.

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SAFETY INSPECTION PROGRAM
This program is to be used by Supervisors, Department Safety Committees, Campus Health and Safety Committee and designated safety inspectors at Portland State University. It has been developed in order to guide these groups in their workplace inspection efforts. It can be adapted to a wide range of facilities, and tailored for specific versions of the inspection forms. The inspection forms can be used in specific departments or work areas within departments. The safety forms will be part of each safety committee member's "Safety Committee Manual" and provide detail listing of potential safety hazards and rule compliance issues. Additional forms are available from the EHS Office.

All inspections shall focus on general working conditions, maintenance procedures, working practices housekeeping, machine condition, process controls, use of machine guards, hazardous exposures and conditions, and similar concerns. The inspection team or person(s) notes the problem areas, writes a report on the problems, presents it to the managers involved for action, offers recommendation for solving the problems, sets completion dates, and follows up to make sure the correction or improvements have been made. Records of inspections and all documentation must be maintained for a minimum of 3 years within the department or committee that performed the inspection, and by the department or Safety Committee that performs the inspection. Safety inspections can be formal or informal.

FORMAL: Trained teams conduct pre-scheduled inspections throughout the year. The safety committee members will also assist by inspecting the campus each quarter. Campus administration will be informed as the inspection schedules. The Campus Health and Safety Committee is one of the formal inspection team.

INFORMAL: Informal inspections involve employees making intermittent inspections of their own work areas. Informal inspections have the advantages of being conducted more often and of building better employee awareness (since they are conducting their own inspections). Informal inspections shall be made a part of each departments weekly safety meeting for specific areas.

CONDUCTION OF THE INSPECTIONS

• Inspection teams should consist of no more than five members.
• Team members must be trained in what to look for during inspections.
• Before the actual inspections, identify your objectives you plan to accomplish.
• Inform supervisors whose area you're planning to inspect and alert them that you will be coming.
• Inspections shall be limited to not more than one hour.

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WRITTEN INJURY AND ILLNESS PREVENTION PROGRAM
The purpose of the written Injury and Illness Prevention Program is to help Portland State University administrators, managers, and supervisors provide greater workplace protection for their employees, to prevent losses and reduce costs resulting from occupational injuries, illnesses, and fatalities. This program is also written in order to prepare Portland State for a State of Oregon OSHA audit of our Health and Safety program. This program complies with Oregon Administrative Rules, Chapter 437, Division 1. The development of this program must be integrated into the daily educational business and instructional cycles at PSU.

1. Loss Prevention Assistance Shall Be Made Available..." (OAR 437-01-1050)

PSU will provide loss prevention assistance and training to all of its employees on all campuses and centers. (This shall be documented according to record keeping procedures in Section 3 of this program.) Help is provided immediately if imminent danger is involved and within thirty days for other safety-related requests. A log of requests results and corrective action shall be maintained. (See the Hazardous Safety Condition Reporting Procedure.)

2. The Loss Prevention Effort Shall Include Management Commitment to Health & Safety" (OAR 437-01-1060[1])

The PSU Safety & Health Policy is the normal way to demonstrate this commitment. This policy will be posted on all safety bulletin boards and discussed in new employee safety orientation by the new employee's supervisor.

All new employees shall undergo a Safety & Health Orientation the first day on the job. This duty is the responsibility of the new employee's supervisor. The supervisor shall provide a job site tour and explain specific hazards, safety rules and procedures.

3. "The Loss Prevention Effort Shall Include An Accountability System for Employer and Employees." (OAR 437-01-1060[2])

This simply means that it is unacceptable to have employees continually getting hurt and supervisors keeping poor department records. Safety shall be part of every employees' performance review and they shall be told frequently how they are doing. You are not placing blame, you are merely making safety a high priority along with production, services, and education, etc.

4. "The Loss Prevention Effort Shall Include A System For Investigating All work Related Accidents and On The Job Injuries Including Corrective Action and Written Findings." (OAR 437-01-1060 [5])

Direct supervisors shall investigate all near miss accidents, accidents, and job-related illnesses of their employees. (See Reporting on Injury, Illness or Accident Procedure.)

Corrective action taken by the supervisor must be documented and there should be documented evidence (in departmental safety committee minutes for instance) that the corrective action information was shared with other affected employees.

5. The Loss Prevention Effort Shall Include A System for Evaluating, Obtaining, and Maintaining Personal Protective Equipment." (OAR 437-01-1060[6])

This means providing necessary protection for the employee's eyes, hands, feet, skin, lungs, and hearing. It might also mean providing fall protection devices if employees are exposed to falls over 10 feet. Noise level and air contaminants must be evaluated to determine exposure and needed protection for example. Employees must be informed when they are subjected to potential impacts and be provided with adequate protection by their supervisor.

6. "The Loss Prevention Effort Shall Include On-Site, Routine Industrial Hygiene and Safety Evaluations To Detect Physical & Chemical Hazards of the Workplace and the Implementation of Engineering or Administrative Controls." (OAR 437-01-1060[7])

Noise level surveys are required whenever you suspect that decibel levels may be harmful. The same is true for any known or suspected chemical exposures. The Environmental Health & Occupational Safety Office will provide assistance for you in these areas.

Your first obligation is to eliminate the hazard via engineering or administrative action. If that does not work, then personal protective equipment (i.e., ear plugs, respirators) is appropriate. Training must be provided.

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RECORDKEEPING SYSTEM
The Safety Program requires that many different types of records be retained. The programs have been written so that the Department initiating the records are required to keep a copy and forward the master to the Facilities & Planning (FAP) OH&S/ES as the primary "keeper of records." All injury reports (801s) and medical records are kept by the Personnel Office.

The following chart shows what records must be maintained. The minimum time frames, who generates the records, and who is responsible for the long-term record retention and maintenance.

PORTLAND STATE UNIVERSITY/ SAFETY/ OSHA RECORDS

Records Type	Records Generation	Retention Schedule	Retain Records
Training records for all training & certificates of proficiency	Department supervisor, Human Resources (new employees), OH&S/ES courses	Length of Employment	Department
Accident Investigation Reports	Employee/Supervisor	5 years	Personnel
OSHA 200 log	Personnel	5 years	Personnel
Safety Committee Records	Safety Committee	10 years	Committee Chair
Asbestos Records	FAP: OH&S/ES & Systems	30 years	OH&S/ES
Blood Borne Pathogen Plan Vaccination Exposure Training	OH&S/ES Department Personnel OH&S/ES	Employment +30 years	OH&S/ES Personnel Personnel Department/OH&S/ES
Confined Space Plan Permits Annual Training	OH&S/ES FAP OH&S/ES	1 year 1 year	FAP FAP
Hazmat Response	OH&S/ES	Employment	FAP
Hazard Communication	Department	Employment	Department
Chemical Hygiene Plan	Science Labs	Department	Department/OH&S/ES
Lockout/Tagout plan	FAP	3 Years	FAP
Hearing Conservation Program	OH&S/ES	Employment + 30 yrs	Personnel
Environmental Records	OH&S/ES	Permanent	FAP

Required Notifications and Posting Location:

1. OSHA Job Safety Poster - In each building
2. Noise Standard - Facilities & Planning (FAP)
3. OSHA 200 Log summary for month - Personnel Office
4. Other Labor Posting Requirements - OPEU Bulletin Boards

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PSU Campus Smoking Policy

PSU Occupational Health & Safety/Environmental Services . 617 SW Montgomery Street, Suite 202 . Mail Code: FAP . PO Box 751 . Portland, Oregon 97207-0751
Office 503-725-3738 . Fax 503-725-4329