Safety_Manual_2012.pdf

Table of Contents

PART I – Safety Policies

A. Introduction

B. Policy

C. Distribution

D. Responsibilities

PART II – Facility Self-Protection plan

A. General Assumptions

B. Facility Access

C. Restricted Areas

D. Exclusion of Children

E. Designated Areas

F. Construction Sites

G. Vehicle Operations and Security

H. Unsafe Acts

I. Eating, Drinking, and Smoking

J. Alcohol and Drug Prohibition

K. Information Sources

L. Status Reports

M. Natural and Man-Made Disasters (Tornadoes, Snow and Ice Storms, Enemy Attacks, Etc)

N. Overnight Operations

O. Waste and Recycling

PART III – Emergency Response Plan

A. Designations

B. Employee Emergency Response

C. Incident Response Team

D. After Work Hours

E. Air Quality

F. Personal Responsibility

G. Central Alarm System

H. Building Evacuation

I. Accidents, Fires, Explosions, Spills and Medical Emergencies

J. Bomb Threats

K. Suspicious Packages

L. Suspicious Persons

M. Unlawful Acts

N. Civil Disorder

O. Workplace Violence

PART IV – Accident Prevention and Risk Control

A. Responsibility of Supervisors And Managers

B. Responsibility of Employees

C. Responsibilities of the Supervisor/Employee Team:

D. Risk Control

E. Hazard Warning Signs and Labels

F. Personal Equipment and Clothing

PART V – Safety Programs and Plans

A. Chemical Hygiene Plan

B. Hazardous Waste Management Program

C. Hazard Communication Program (Community Right-To-Know)

D. Respiratory Protection Program

E. Radiological Protection Program

F. Biohazardous Material and Waste Management Program (Blood Borne Pathogen Program)

G. Industrial Hygiene Program

H. Exposure Control Program – Asbestos

I. Employee Assisstance Program

J. Occupational Medical Surveillance Program

K. Workers Injury/Illness Compensation Program

L. Employee Training And Education Program

PART VI – Risk Assessments and Standard Operating Procedures

A. General Laboratory Safety Procedures

B. After Hours or Hazardous Work

C. Eating, Drinking and Smoking

D. Exposure

E. Fire Extinguishers

F. Glass

G. Gloves

H. Labeling

I. Laboratory Coats

J. Pipettes

K. Personal Protective Equipment

L. Spraying Chromatograms

M. Unattended Operations

N. Potential Hazards of Equipment

O. Doors

P. Dumb Waiters

Q. Potential Hazards of Compressed Gas Cylinders

R. Potential Hazards of Chemicals (See ERRC Chemical Hygiene Program)

S. Specific Hazardous Chemicals

T. Organic Solvents

U. Radioactive Chemicals

V. Peroxides

W. Pesticides

X. Safe Handling of Microorganisms (See ERRC Bio-Safey Manual)

Y. Waste Disposal (See ERRC Hazardous Waste Management Program.)

PART VII – Chemical Hygiene Program

A. Responsibilities under the Chemical Hygiene Program

B. Approval for Specific Laboratory Operations

C. Standard Operating Procedures (STANDARD OPERATING PROCEDUREs)

D. Avoidance of “Routine” Exposure

E. Unattended Operations

F. Use of Hood

G. Vigilance

H. Waste Disposal and Storage

I. Working Alone

J. Flammable Hazards

K. Corrosive Agents

L. Electrically Powered Lab Apparatus

M. Low Temperature Procedures

N. Pressurized and Vacuum Operations

O. Compressed Gases

P. Chemical Storage

Q. Additional Protection for Work With Select Carcinogens, Reproductive Toxins, and Chemicals With Acute Toxicity

R. ERRC Labeling Policy

S. Criteria for the Use Of Chemical Fume Hoods, Biocabinets and Glove Boxes to Reduce Exposure to Hazardous Chemicals

T. Maintenance of Fume Hoods and Other Protective Equipment

U. Emergency Response

V. Medical Consultation and Examination

W. Employee Information and Training

X. Compressed Gas Cylinders

PART VIII – Hazardous Waste Management

A. Hazardous Waste Defined

B. Responsibilities

C. General Requirements of Hazardous Waste Management

D. Disposal of Surplus Chemicals

E. Disposal of Nonhazardous Materials

F. Emergency Response

G. Contingency Plan – Emergency Procedures

PART IX – Worker Hazard Communication

A. Responsibilities

B. Purpose

C. Chemical Exceptions

D. Chemical Inventory System

E. Hazard Assessment

F. Chemical Exposure Levels

G. Safety Data Sheets

H. Labeling and Other Forms of Writing

I. ERRC Labeling Policy

J. Employee Information and Training

K. Documentation

L. Community Right-To-Know Program

PART X – Respiratory Protection

A. Responsibilities

B. Purpose

C. Risk Assessment

D. Respirator Selection

E. Training

F. Fit Test and Fit Check

G. Use Instructions

H. Inspection, Maintenance And Storage

I. Disposal

J. Medical Evaluations

K. Program Evaluation and Records

L. Emergency Respiratory Protective Equipment

PART XI – Radiation Protection Program

A. Responsibilities

B. Purpose

C. Location Radiation Protection Officer

D. Hazard Communication

J. Emergency Preparedness

K. Training Records

PART XII – Biohazardous Material, Waste and Blood Borne Pathogens

A. Responsibilities

B. Purpose

C. Biosafety Levels

D. Biosafety Level 1: General Microbiological Laboratories

E. Biosafety Level 2: Specialized Microbiology Laboratories

F. Exemptions Under The Plan

G. Biosafety Levels 3 And 4

H. Biological Materials Inventories

I. Engineering Controls

J. Personal Protective Clothing and Equipment

K. Contaminated Equipment and Instruments

L. Regulated Waste

M. Standard Operating Procedure for Facility Maintenance Personnel

N. Guidelines for Safe Handling of Microbes, Fungi and Mycotoxin

O. Guidelines for Safe Handling of Blood, Fluids and Tissue

P. HIV and HBV Exposure in the Research Lab

Q. Exposure Reporting and Evaluation

R. Program Evaluation and Records

S. Reference Materials

PART XIII – Industrial Hygiene

A. Purpose

B. Responsibilities

C. Hazard Assessment

D. Risk Assessment Codes

E. Workplace Monitoring

F. Monitoring Equipment

G. Good Housekeeping

H. Personal Protective Equipment

I. Control

J. Fume Hoods

K. Lockout/Tagout

L. Medical Services

M. Notifications

N. Employee Information and Training

O. Training Records

P. Recordkeeping and Evaluation

Q. Evaluations

PART XIV – Reduce / Reuse / Recycle

A. Reduce

B. Reuse

C. Recycle

D. How to Trim Your Waste

E. ERRC Reducing/Reusing/Recycling Programs

PART XV – Glossary

Part XVI – References

Part XVII – Attached Documents

PART I – SAFETY POLICIES

A. INTRODUCTION

This manual establishes the procedures, responsibilities, and actions to be taken for the protection of, the personnel of, visitors to, and facilities occupied by the United States Department of Agriculture (USDA), Agricultural Research Service (ARS), and Eastern Regional Research Center (ERRC), Wyndmoor, PA. It includes normal day-to-day operations and emergencies arising from civil disorders, bomb threats, fires, explosions, natural disasters, enemy attack, etc. It applies to all present and future employees, and to all other activities or agencies utilizing ERRC facilities. It is recognized that there may be occasions when circumstances dictate actions other than those set forth. Reasonable, common sense deviations, which fulfill the basic purpose, are authorized.

The objective of this chapter is to insure that all reasonable actions are taken to prevent injury, loss of life, loss of property, and damage to the facilities; to establish laboratory policy related to safety and security issues; to provide a mechanism for managing situations which may arise that pose a threat to ERRC personnel, property, and/or facilities; and to minimize injuries, loss of life, or damage should disaster strike. This chapter fulfills the requirements outlined in REE Policies and Procedure 240.3, Physical Protection, Security, and Conduct While on ARS-Controlled Property and REE Manual 160, Safety, Health and Environmental Management Program.

The philoStandard Operating Procedurehy under which this plan was developed is that safety and security are responsibilities shared by all occupants of ERRC. Employees are expected to maintain a high level of safety and security consciousness at all times and to take reasonable and appropriate actions to insure the safety and security of themselves, other occupants of ERRC facilities, the government and personal property in the facilities, and the facilities.

B. POLICY

It is the policy of the USDA, ARS, and ERRC to safeguard its employees and property by implementing and maintaining a comprehensive, effective safety and health program in compliance with appropriate regulations, laws and Executive Orders. The USDA and ARS provide the direction for the establishment of a safe workplace through guidance provided by the ERRC Safety and Occupations Health Manager. The direction of the ARS Safety, Health and Environmental Management Branch (SHEMB) is outlined in Manual 160.0. The objective of the ARS SHEMB is to improve operational efficiencies with the reduction of safety and health hazards in the work environment.

It is the responsibility of all personnel to do everything in their power to ensure that the safety policies of the USDA, ARS, and ERRC are followed. IT IS EXPECTED THAT EVERY OCCUPANT OF THE CENTER SHALL READ, COMPREHEND, AND COMPLY WITH ALL ELEMENTS OF THIS SAFETY MANUAL. Furthermore, it is the policy of the USDA, ARS, and ERRC that violations of safety regulations, requirements, and procedures are subject to appropriate disciplinary action.

C. DISTRIBUTION

This program applies to all ARS and Facility Contractor employees including part-time, seasonal and temporary, all other activities and agencies, cooperators and visitors utilizing the ARS facilities at ERRC.

D. RESPONSIBILITIES

1. Center Director and Research Leaders

As stated in REE Manual 160.0, the Center Director and Research Leaders will:

a. Implement, manage, monitor, and comply with applicable Federal and State and local laws and to ensure safe, healthy, and environmentally protected workplaces.

b. Inform and hold subordinate supervisors responsible for implementing and managing the REE safety, health, and environmental requirements, and ensure that they and their employees are properly educated, trained, and prepared to carry out these responsibilities.

c. Provide the necessary financial resources, training, equipment, facilities and management support to subordinate employees to ensure compliance with the Federal, State and local laws and regulations.

d. Acquire and/or appoint personnel (e.g., by direct hire, contract, collateral duty, etc.) to assist in solving safety, health, environmental, radiological and biological issues and to provide a safe and healthful work environment.

e. Furnish location employees with places and conditions of employment that are free from recognized hazards. Ensure recognized hazards are abated, and, if abatement is beyond the resources or ability of /location, request resources from the next higher management level to abate them. If abatement cannot be immediately achieved, ensure interim protective measures are in place to protect employees from illness and injury.

f. Ensure that the Occupational Medical Surveillance Program and Employee Assistance Program (EAP) are available for the identification and treatment of employees’ work-related illness and/or personal difficulties that may affect their safety, health, and/or productivity.

g. Respond promptly to reports of unsafe or unhealthful conditions that threaten people, property, or the environment, and establish procedures designed to ensure that no employee is subject to any interference, discrimination, or other type of reprisal for reporting such conditions or participating in REE SHEM program activities.

h. Ensure that location workplaces are inspected and audited at least annually by qualified and properly equipped personnel and adequate employee representation is provided.

i. Provide prompt abatement of unsafe and unhealthful working conditions that threaten people, property, or the environment. Request resources from the next higher management level to abate hazards or conditions beyond the ability of location to abate, and ensure proper posting of notices for identified unsafe and unhealthful conditions that cannot be abated immediately.

j. Provide for regulatory required and site specific safety, health, and environmental education/training including periodic updates for location employees to ensure they are current with program requirements and policies.

k. Require participation by, and consultation with, employees or their representatives (i.e., unions) in the locations’ safety, health, and environmental operations and activities.

l. Integrate safety, health, and environmental responsibilities into the performance standards of managers, supervisors, and employees under their jurisdiction and appraise their performance accordingly.

m. Obtain the necessary data and furnish safety, health, and environmental reports (e.g., annual, evaluation, accident/illness/injury, facility, investigation, etc.); statistical reports (e.g., injury, illness, property/environmental damage, loss, costs, etc.); and hazardous waste cleanup (HWC)/funding reports to the next higher management organizational level.

n. Ensure OSHA’s Form 300, Log of Work-Related Injuries and Illnesses, and other applicable forms are maintained at each location.

o. Recommend actions that enable REE to comply with the intent and purposes of applicable standards impacting safety, health, and environmental legislation.

p. Report within required deadlines environmental releases (i.e., any spilling, leaking, pumping, emptying, discharging, injecting, escaping, leaching, dumping, or disposing into the environment) to appropriate Federal, State, or local regulatory officials and Area/Headquarters officials.

q. As required, provide support and make formal recommendations to the appropriate official concerning environmental issues and building permit procedures related to the National Environmental Policy Act (NEPA).

r. Develop, implement, and maintain a viable Environmental Management System (EMS).

2. Supervisors

As stated in REE Manual 160.0, Supervisors will:

a. Furnish employees a place of employment that is free from recognized hazards that are causing or are likely to cause death or physical harm.

b. Comply with applicable Federal, State, and local laws and regulations.

c. Ensure that supervised employees receive new employee orientation as well as initial and recurring specialized job training appropriate to the work performed.

d. Provide employees access to safety, health, and environmental related materials including regulations, EOs, standards, codes, departmental regulations, P&Ps, injury and illness statistics, etc.

e. Ensure that employees are provided an opportunity to participate in the Occupational Medical Surveillance Program (OMSP), where there is recognized potential exposure to hazardous chemicals, materials, noise, radiation, or biological agents.

f. Take appropriate actions to identify and correct hazardous situations caused by chemical, radiological, biological, physical, and ergonomic exposures through engineering controls, administrative controls, or as a last resort, through the use of personal protective equipment

(PPE).

g. Provide, train, and ensure proper use of applicable PPE and clothing.

h. Monitor employee performance to ensure that work is accomplished in a manner conducive to the health and safety of themselves, their fellow employees, and the environment.

i. Ensure that the AD-1010 OSHA safety poster or equivalent informing employees of the provisions of the OSH Act is posted conspicuously in the work area.

j. Investigate accidents, injuries, illnesses, known exposures, near misses, and environmental releases in order to identify causes and determine corrective actions to prevent recurrence;

and prepare the appropriate paperwork in accordance with Federal, State, and local laws and regulations.

k. Investigate in a timely manner, any employee reports of unsafe/unhealthy working condition, and abate any hazards within their capability to abate.

l. Monitor the work area to identify hazards and abate any hazards found. If abatement is delayed, post notification of the hazard and/or forbid/eliminate access to the hazardous area, and notify the next level of management if the hazards are not within their ability and/or resources to rectify.

m. Prepare an abatement plan for any hazard that cannot be corrected within 30 calendar days.

n. Provide official time for employee and employee representative participation in the various

SHEM programs without restraint, interference, coercion, discrimination, or reprisal.

3. All Employees

As stated in REE Manual 160.0, all employees will:

a. To the extent and scope of their authority, ensure safe and healthful workplaces.

b. Comply with all applicable Federal, State, and local regulations; ARS safety, health, and environmental standards; and all rules, regulations, and orders.

c. Ensure the proper and timely reporting of all accidents, injuries, illnesses, and environmental releases; prepare the appropriate forms; and timely notification of supervisory/ management employees of the causes and corrective actions recommended, which may include training.

d. Perform all assigned tasks (including those activities not specifically addressed by existing rules or regulations) in a manner conducive to the safety and health of themselves, their fellow employees, the public, and the environment.

e. Properly use all applicable safety, health, environmental, and personal protective equipment and clothing.

f. Avail themselves of medical surveillance, employee assistance, counseling, and other Federal programs to maintain their physical and mental health and safety in accordance with ARS policies and regulations. Supervisory approval/concurrence should be acquired except where confidentiality is guaranteed.

g. Participate fully in the Agency program with freedom from restraint, interference, coercion, discrimination, or reprisal.

h. Obtain and maintain appropriate training and certification as required to work safely.

4. Location Safety Officer

As stated in REE Manual 160.0, Location Safety Officer will:

a. Recommend actions that enable REE to comply with the intent, purposes, and standards of Federal, State, and local safety, health, and environmental laws and regulations.

b. Assist managers/supervisors in developing and implementing the SHEM program for REE location employees, cooperators, and visitors according to USDA and Federal, State, and local laws and regulations.

c. Assist managers/supervisors in designing programs at REE locations being serviced to be consistent with the SHEM program policy.

d. Assist managers/supervisors in designing safety, health, and environmental compliance into location research operations, construction, repair and maintenance, and modernization projects.

e. Recommend location/Area goals and objectives for reducing or eliminating accidents, injuries, illnesses, and damage to the environment.

f. Arrange, conduct, and assist the location in obtaining appropriate safety, health, and environmental education/training programs and orientations for present and new employees.

g. Ensure that managers/supervisors are complying with applicable Federal, State, and local laws and regulations. Report violations to higher levels of management.

h. Conduct inspections and environmental audits of workplaces within the locations being serviced on a regular basis.

i. Recommend prompt abatement and corrective actions for unsafe and unhealthful working conditions, facilities, equipment, and practices.

j. Assist Center Directors/Location Coordinators/Research Leaders with safety, health, and environmental related plans to bring the location into compliance by developing project requirements with cost estimates, reports of violations, corrective action plans, training requirements, supporting statistics, and/or other information for the locations being serviced.

k. Provide safety, health, and environmental guidance and assistance to location officials in their administration of the location programs; assist in setting safety, health, and environmental program priorities; and assist in evaluating program implementation/ effectiveness.

l. Assist managers/supervisors in implementing policies/procedures that minimize or eliminate potentially hazardous conditions or adverse personal effects through chemical management strategies that reflect best practices.

m. Assist Area/location officials in reporting to the appropriate Federal, State, or local regulatory officials and Area/Headquarters officials on all environmental releases (i.e., any spilling, leaking, pumping, emptying, discharging, injecting, escaping, leaching, dumping, or disposing into the environment) of a listed hazardous substance in quantities equal to or greater than listed quantities.

n. Collect data and assist managers/supervisors in preparing location submittal for SHEM-related reporting requirements.

o. As required, assist in preparing Statements of Work (SOW’s) for preliminary assessments/site inspections or other pre-remedial/remedial work for locations being served. Serve as a technical evaluation panel member for pollution prevention/abatement/remediation projects when assigned and serve as the Contracting Officer’s Representative as required.

p. As required, provide technical support and make formal recommendations for location construction and research-related issues involving NEPA and building permit procedures for facility construction projects and/or A-E requirements.

5. Biosafety Officer

As stated in USDA Departmental Regulation 9630-001 and USDA Departmental Manual 9610-002, the Location Biosafety Officer:

a. Must work with local line managers to ensure laboratories adhere to agency policy on security and pathogen inventories.

b. Works with local line managers, scientists, and research personnel to ensure the facility is in compliance with Agency and Departmental policy on bio-hazardous waste disposal. S/he reports all bio-hazardous waste incidents through Center or Location Management to the Agency Biosafety Officer or designated Agency Official.

6. Location Radiological Protection Officer

As stated in REE Policies and Procedures 124.1, the Location Radiological Protection Officers (LRPO):

a. Coordinate the Departmental/Agency Radiation Safety Program at the facility.

b. Serve as a liaison between the facility and the Department's Radiation Safety Branch.

c. Assist the Radiation Safety Staff in performing reviews of the Radiation Safety Program.

7. Integrated Safety, Health and Environmental Management Committee (I-SHEM)

a. The Safety Committee program is implemented at each location in accordance with 29 CFR

1960.36. The program establishes specific requirements for the formulation of safety and health committees. These committees are composed of representatives of management and employees for the purpose of advising and assisting management officials with respect to the location’s occupational safety and health responsibilities.

b. It is REE policy to establish a committee at locations having 15 or more permanent full-time employees. Additionally, all locations will appoint a safety representative. Safety committee members will meet, minimally, on a quarterly basis. Minutes from meetings will be posted or otherwise provided to employees for informational purposes.

c. Each research management unit shall provide two representatives to serve as delegates for the employees of that unit. These representatives shall serve as members of the Safety Committee for two years. Form S&E 309 naming these representatives will be prominently displayed.

d. The I-SHEM Committee Charter can be found here.

8. Incident Response Team

The Incident Response Team shall:

a. Respond to Biological and Chemical spills and related accidents.

b. Implement plans to reduce the impact of an incident on ERRC personnel and upon the facility.

c. Consist of personnel trained to manage basic laboratory emergencies. The safety of

ERRC personnel, including the members of the Incident Response Team, shall be the primary concern of the team during times of emergency.

d. Have the responsibility of minimizing the danger posed by an emergency and advising the Center Director concerning the emergency.

e. Consist of the Incident Response Coordinator and subcommittee members.

Membership on the Incident Response Team shall be voluntary, subject to the approval of the Safety Manager, the individual’s Research Leader and the Center Director. The Center Director shall be responsible for appointing the Emergency Response Coordinator and an alternate. Form S&E 309 naming these representatives will be prominently displayed.

f. All team members will receive training appropriate to their function. Members will receive training in use of fire extinguishers, respirators and spill management equipment. Training and scheduled practice exercises will be conducted to allow team members to maintain and refine skills. Training should encompass approximately eight hours per quarter and include emergency response procedures, fire extinguisher handling, respirator instruction and certification, hazardous materials handling, spill control, etc.

PART II – FACILITY SELF-PROTECTION PLAN

A. GENERAL ASSUMPTIONS

1. The safety of ERRC personnel is paramount.

2. ERRC personnel will perform their duties and will respond to emergency situations in a logical and reasonable manner consistent with actions that would be expected.

3. ERRC personnel are not trained, nor do they have experience in law enforcement techniques, crowd control, firefighting or civil defense.

4. Area law enforcement agencies are available in sufficient strength and with the experience, training and organization necessary to properly handle civil disorders, bomb threats, potential or actual enemy attacks, various crimes, investigations and related law enforcement matters.

5. Area fire departments are available in sufficient strength and with the experience, training, and organization necessary to handle fires, explosions, natural and man-made disasters, bomb threats, and other matters falling within their jurisdiction.

6. Area emergency medical response teams and transport carriers are available in sufficient numbers and with the experience, training and organization to handle medical emergencies and accident victims.

7. Local Civil Defense organizations are available in sufficient strength and with the experience, training and organization necessary to handle natural and man-made disasters and other Civil Defense matters.

8. The State of Pennsylvania will cope with and police major natural and man-made disasters.

However, there may be a short time period between the occurrence of the disaster and assistance from the State.

9. Natural and man-made disasters may be of such magnitude that local agencies cannot cover all ERRC protection requirements. ERRC personnel may be required to provide services following such a disaster.

10. ARS will not be responsible, except where reimbursement is otherwise authorized by law, for loss, inconvenience, or injury that employees may suffer as a result of placing any personally owned property in or on ARS premises.

11. REE Policies and Procedures 240-3 contains the guidelines for conduct on REE property which are applicable to all ARS controlled facilities and locations.

B. FACILITY ACCESS

1. Per REE Policies and Procedures 240-3:

a. It is ARS and ERRC policy to provide physical protection and security for its employees, property and facilities to prevent interference with normal activities of ARS programs.

b. Offices, laboratories, buildings and facilities controlled by ARS shall be used only for official business and for authorized ARS employee activities. Admittance to any portion or area may be restricted for security reasons.

c. Public access to facilities shall be restricted to only those areas of the facility in which they have a need to be.

d. ERRC shall be closed to the public in emergency situations or when necessary to ensure the orderly conduct of Government business.

e. The decision to close the facility shall be made by the Center Director.

f. Visitor access to facilities shall be restricted to only those areas of the facility in which they have a need to be.

g. Access to the facilities is necessary for the effective operation of the Center; however, not all employees need unrestricted access to all areas of the Facility.

h. Unless properly authorized by the Center Director, no person shall be admitted during other than working hours to the Center.

2. Actions

a. Keys and access cards to facilities shall be issued to employees and visitors only at the request of the Research Leader.

b. Issuance of security alarm access codes is limited to employees assigned to buildings containing alarm systems on a need-to-know basis.

3. Normal Business Hours Access

a. Assumptions

i. The Center Director, Research Leaders and Safety Manager have devised and placed into effect security procedures with insure that buildings under their control are protected during normal business hours (Monday through Friday 6:00 am to 6:00 pm.).

ii. These security procedures include but are not limited to locking buildings, activating security alarms where appropriate, turning off utilities, instruments and equipment, securing vehicles and equipment, eliminating fire and safety hazards, and insuring that emergency exits, eye washes, showers and fire extinguishers are available and in working order.

iii. Individuals working within the facility are aware of and are complying with normal work hour access policy.

b. Actions

i. Review and follow procedures as outlined in this Safety Manual and its companion safety, health and environmental program manuals.

ii. Become familiar with the proper and safe method of operations and with all potential hazards in and around the workplace.

iii. Become thoroughly acquainted with the location and use of safety facilities (fire extinguishers, emergency showers, eye wash stations, exits, fire alarm pulls, etc.).

iv. Do not perform hazardous work alone. If you do find yourself alone, you need to inform someone (a co-worker, secretary, switchboard operator or security guard) that you are in the laboratory. There should be a time limit of no more than one hour between calls to verify safety.

v. Students shall not be permitted to work alone.

vi. During normal business hours, exterior doors of occupied buildings are to be left secured but accessible with key cards. If an exterior building is unoccupied or left unattended for a short period, the doors should be locked.

vii. Maintain a secure and safe working environment. In order to protect government and personal property from theft or breakage, report unsafe or suspicious actions to your supervisor or to the Safety Office. Assume responsibility for temporary employees and visitors and require that they follow the same rules as permanent employees.

viii. Before leaving the facility:

• Turn off all services not in use such as equipment, water, electricity, gas and vacuums.

• Turn off fume hood lights and adjust hood sashes to the lowest level.

• Turn off lights in the offices and laboratories.

• Lock security doors.

4. After Normal Business Hours Access

i. The Center Director, Research Leader and Safety Manager have devised and placed into effect procedures for work performed before and/or after normal business hours (6:00 pm to 6:00 am) and on weekends and holidays.

ii. These procedures will differ from Normal Business Hours Access procedures and include afterhours policies for building access authorization and security, and planning for emergency situations and responses.

iii. Individuals working within the Facility are aware of and are compliant with After Business Hours Access Policy.

b. Actions

i. Review and follow procedures as outlined in this Safety Manual and its companion safety, health and environmental program manuals.

ii. Request advanced permission to work outside normal business hours. Unless properly authorized, no person shall be admitted to any area, at any time, other than normal business hours. Permission may be granted on an as-needed basis or given on a quarterly or annual basis.

iii. Upon entry to property:

• Observe surroundings for suspicious movements or unusual conditions.

• Log in at the Chemical Wing employee entrance. Carefully print your name, unit, room number and time. The log will be used to locate occupants in case of an emergency. When leaving, log out with the exit time.

iv. Working alone in a laboratory is not authorized:

v. In case of an emergency:

• Summon assistance. Immediately dial 911 or pull a fire alarm station. Do not try to put out fire or administer first aid prior to summoning help.

• Provide exact information concerning the nature of the incident, your location and whatever additional information is required.

• If possible, go outside and direct emergency response service.

5. Visitor Access

As per REE Manual 160.0, the Public Visitor Protection Program is implemented at all organizational levels. Visitors to REE facilities are often exposed to the same hazards as employees. However, due to a lack of familiarity with the facility and its associated operations, they have a higher potential for an injury and/or illness. Before visitors are escorted through a facility, the following actions will be taken by the ranking supervisor or the designated representative of the area to be visited:

a. Visitors will be briefed on the nature of the operation and on possible exposure to hazards.

They will be informed of any required action necessary to limit or prevent exposure.

b. Visitors will be advised of any hazards that may affect their reproductive health if such hazards are present.

c. Where potential physical, chemical, radiological, or biological hazards exist, visitors will be escorted at all times to prevent contact/exposure to the hazards.

d. If protective equipment is required in the area to be visited, it will be provided and worn.

Examples are hearing protection, nonprescription eyewear, toe guards, and hard hats.

Refusal of a visitor to utilize required protective equipment is considered reason to deny entry into the area.

Any incident involving visitor injury/illness (or actual harmful exposure to hazardous chemicals, radioactive materials, or biological agents) will be reported immediately to the person in charge of the area where the incident occurred. The person in charge of the area will investigate the incident and report it to the highest ranking official at the location and prepare a written report.

Visitors to ERRC are welcome during normal business hours on regular working days. Visitors may include students, visiting scientists, escorted and unescorted guests, vendors, tour groups, delivery personnel, incidental visitors (those calling upon the Credit Union or outside visitors attending a meeting held on site), contractors and subcontractors. Visitors must be at least 16 years of age before they are granted access to the Laboratory Wings of ERRC. Visitors must be at least 18 years of age before access is granted to laboratories that harbor pathogenic bacteria and/or Ionizing Radiation. Chaperoned children of all ages are welcomed in the Administrative Wing.

Visitors and contractors (except for delivery personnel) must sign the appropriate register located in the Main Lobby. Identification of visitors on the visitor register is required for accurate accounting during emergencies and to meet the security requirements of ERRC. All visitors and contractors shall be issued a badge and shall wear the pass while in the building. Visitors will not be allowed to be processed into ERRC without proper authorization. Foreign visitors must abide by the guidelines set forth in the ARS Foreign Visitor Program.

Visitors Include:

a. Students:

All students must be approved through the Office of the Center Director. Students must have proper safety and laboratory training before they are allowed access to a laboratory.

Students, as all visitors, must abide by the age requirements set forth in the paragraph above. Students under the age of 18 are prohibited from conducting laboratory manipulations involving carcinogens, teratogens and/or recombinant DNA. Students are prohibited from working in the laboratory alone or after regular business hours. Guidelines for students and volunteers can be found in REE Policies and Procedures 413.8.

b. Escorted Guests:

The employee visited is responsible for ensuring that his/her visitor receives appropriate safety instructions. Escorted visitors shall be the responsibility of the employee while at ERRC. The visitor shall be escorted to the lobby by the employee at the conclusion of business. Escorted visitors should never be allowed to travel through the building unaccompanied by the responsible employee.

c. Unescorted Guests:

Any visitor to ERRC identified by the Center Director or a Research Leader as not requiring an escort must register with the receptionist in the main lobby by signing the visitor register.

The receptionist will contact the person being visited and issue a temporary badge.

The employee authorizing this visitor as an unescorted visitor shall be responsible for ensuring that the visitor receives appropriate safety instructions.

d. Tour Groups:

Visitors seeking to tour ERRC shall be escorted at all times. All tours should be coordinated through the Office of the Center Director. All members of the tour group shall sign the tour register or the sponsor of the group shall ensure that the names of all members are given to the receptionist prior to the start of the tour.

Those on the tour shall be issued a visitor pass and visitor safety glasses. The individual conducting the tour shall be responsible for ensuring that the tour receives appropriate safety instructions. Unescorted tours of ERRC are not allowed.

e. Vendors - Sales and Service Personnel:

Sales and service vendors shall be considered as escorted guests and must follow the regulations defined above. Those vendors who regularly call upon ERRC may, at the determination of the Center Director or a Research Leader, be allowed to function as an unescorted guest and issued a temporary badge.

All vendors shall treat the employees of ERRC with deference for their normal work activities. All vendors should list the individuals they intend to visit on the register and the receptionist will notify the employee being visited.

The employee being visited is responsible for ensuring that the vendor receives appropriate safety instructions.

f. Vendors - Delivery Personnel:

All vendors making deliveries to ERRC shall report to the receiving clerk. Delivery personnel shall have restricted access to ERRC. They shall be allowed admittance only to specific areas at the direction of the receiving clerk.

Delivery personnel are not normally allowed past receiving areas and therefore are not normally required to wear visitor safety glasses or a visitor pass. However, should delivery personnel enter the facility, visitor safety glasses and visitor passes are required.

g. Incidental Visitors:

Incidental visitors to the Center are those individuals, who do not have specific business to conduct with the Center, but instead are doing business with the Credit Union or attending a meeting held on site. These visitors shall be allowed access only to specific areas of the facility, issued a visitor’s badge and escorted at all times.

h. Contractors and their Subcontractors:

Contractors and their subcontractors shall be allowed access to only those areas authorized by the Facility Engineer, the Contracting Officer’s Representative or Facility Contractor.

Contractors and subcontractors shall also maintain a daily register of their personnel and make this register available to the receptionist. Employees of contractors and their subcontractors shall wear contractor’s badges, or modernization badges, at all times. The Facility Engineer, Contracting Officer’s Representative, Safety Manager, or Facility Contractor shall be responsible for ensuring that the employees of contractors and subcontractors receive appropriate safety instructions.

Contractors and subcontractors shall supply the appropriate personal protective clothing/equipment and training for their employees. Contractors and subcontractors shall be responsible for the safe completion of the contract.

C. RESTRICTED AREAS

Specific areas of ERRC may be declared restricted either permanently or temporarily. The ultimate determination as to what areas are restricted shall rest with the Center Director and Research Leaders.

D. EXCLUSION OF CHILDREN

The nature of the equipment and materials used in laboratories, pilot plant, and service areas provides an inherent danger to children.

It is directed that no children, including those of USDA employees, under age 16 be admitted to the laboratories wings, pilot plants, or the service buildings of ERRC at any time. Children may be admitted into the Administrative Wing if accompanied by a parent or other responsible adult.

E. DESIGNATED AREAS

All areas of active research shall be restricted to authorized personnel. Certain laboratories which are used for work with select carcinogens, biological agents, or radiological hazards may have further restrictions due to the additional potential for human exposures.

EXCEPTION - SCHOOL CHILDREN AND HIGH SCHOOL STUDENTS MAY BE ADMITTED TO CERTAIN

DESIGNATED AREAS WHEN ACCOPANIED BY AN EMPLOYEE DURING A GUIDED TOUR.

The Safety Manager, Biosafety Officer and/or the Location Radiological Protection Officer shall be consulted when determining which areas should or should not be designated as restricted areas of limited access.

F. CONSTRUCTION SITES

Areas of ERRC subject to construction or renovation may be restricted due to potentially hazardous situations. These areas will be considered as areas of limited access to anyone who does not need to be in those areas.

Construction activities include, but are not limited, to asbestos and lead abatement, construction, major renovation or remodeling projects, and maintenance-related activities.

All areas of limited access shall have appropriate hazard warning signs and labels indicating that access is restricted. Warning signs and labels shall comply with the Hazard Warning Signs and Label policy, located in Part IV of this manual.

G. VEHICLE OPERATIONS AND SECURITY

1. Assumptions

a. Essentially all permanent ERRC employees who possess a valid driver’s license will have occasion to operate a government vehicle.

b. REE Manual 221.1M, state and local laws are to be followed at all times will operating a government vehicle.

c. Motor vehicle operators are held liable for the proper use and care of motor vehicles in their use.

d. Vehicles are maintained properly to allow safe operation.

e. ERRC employees will drive safely and obey posted signs.

a. Motor vehicle operators will comply with all state and local laws and with all regulations applicable to motor vehicle operations.

b. Employees will take every reasonable precaution to control, protect, and safeguard personal property and motor vehicles against loss, theft, or damage. Vehicles will be locked at all times when unoccupied, and credit cards and keys will not be left in the vehicle.

c. ARS motor vehicles shall not be stored at or in the proximity of an employee’s residence nor shall they be used between their residences and places of employment unless written authorization is granted.

d. Employees will immediately report stolen, destroyed, or damaged vehicle credit cards and motor vehicles to their supervisor, the Research Leader, or Center Director.

e. Employees will report to their supervisor or Research Leader any known or suspected misuse, or unauthorized use of ARS motor vehicles.

f. Motor vehicle operators will be responsible for seeing that he/she and all passengers use seat belts while the vehicle is in motion.

g. Motor vehicle operators will report any conditions, which may adversely affect the proper and safe operation of ARS vehicles and will duly complete the vehicle log.

h. The Facility Contractor issuing a vehicle will assure that motor vehicle operators are properly licensed, qualified to operate ARS vehicles, and are aware of their duties and responsibilities.

i. Motor vehicle operators will furnish transportation in ARS vehicles only to ARS employees and other authorized personnel who are conducting official government business.

j. In order for a non-federal individual to be authorized to drive or ride in an ARS vehicle, three criteria must be met:

i. There must be a written agreement between ARS and the non-federal individual’s organization.

ii. The non-federal individual must be performing official business under that agreement.

iii. The non-federal individual must have been directed to use the vehicle by an ARS official in writing.

3. Driving and Parking

a. The privilege of operating government and personal automobiles at ERRC carries with it certain responsibilities including, but not limited to:

i. Observe the posted speed limit on all streets.

ii. Follow all highway laws and driving regulations.

iii. Wear seat belts in government vehicles.

iv. Refrain from reckless driving.

v. Exercise care when driving, backing and parking.

vi. Give pedestrians the right-of-way at crosswalks.

vii. STOP when pedestrians occupy the crosswalks.

viii. Park only in designated areas. Handicap spaces are reserved for vehicles properly licensed and authorized.

b. To provide adequate parking for visitors and the handicapped, safe loading and unloading of passengers, and safe driving conditions, it is requested that ERRC and contractor personnel refrain from parking in the spaces marked for visitors. Unless authorized, employees shall not park in the spaces reserved for the disabled in the employee parking lot or in the circle in front of the building. Parking may also be restricted in other areas as needed and will be marked accordingly. All non-restricted areas are marked by parallel white lines to facilitate proper parking.

H. UNSAFE ACTS

a. A Safety Manual has been prepared and distributed by the Safety Manager.

b. Basic safety, health and environmental management training has been provided and documented.

c. The supervisor has provided adequate training with regard to safe practices in the laboratory. Supervisor are responsible for the training of not only their immediate staff but also of the employees who will interact within their laboratories.

d. Employees have received safety, health and environmental management along with laboratory specific training. Employees are expected to adhere to all safety rules and to participate conscientiously in any training exercise. Employees are expected to request assistance or additional training on unfamiliar tasks.

a. Review and adhere to the safety instructions provided in this Safety Manual.

b. Review and adhere to the linked Manuals in this document. These and other REE Policies, Procedures and Manuals can be found at http://www.afm.ars.usda.gov/ppweb/pplist.htm

c. Request additional safety training, equipment, and services as needed.

d. Any employee that observes another occupant of ERRC performing any task in an unsafe manner will:

i. Remind the person of the appropriate procedure or of the need for caution; or

ii. Inform the employee’s immediate supervisor or the Safety Manager.

I. EATING, DRINKING, AND SMOKING

Eating, drinking, and smoking are prohibited in the laboratories. Food items shall not be taken into the laboratories and shall not be stored in refrigerators used for chemical, biological, or radiological storage unless it is tagged as research use only.

REE Policies & Procedures 243.3 establishes the smoking policy of ERRC. All interior space of ERRC buildings shall be smoke free. All ERRC vehicles shall be smoke free. Smoking is permitted only in areas marked as a Designated Smoking Area. The Gazebo at the end of the Pilot Plant is an ERRC designated smoking room. Smoking will be allowed outside of the buildings but not within 25 feet of doors, windows and air intake vents. Smoking is not allowed within 100 feet of areas, which are marked with a sign indicating that they contain readily ignitable, flammable or combustible materials.

J. ALCOHOL AND DRUG PROHIBITION

As stated in REE Policies & Procedures 240.3, Operation of a motor vehicle while on ARS property by a person under the influence or in possession of alcoholic beverages or an illegal or controlled substance is prohibited. This prohibition does not apply in cases where the drug is being used as prescribed by a licensed physician. Entering upon REE property or being on REE property under the influence of alcoholic beverages or an illegal or controlled substance is prohibited. The use of alcoholic beverages on REE property is prohibited except when the Agency Administrator, or his or her designee, has officially granted an exemption in writing. The Administrator of each agency has been delegated the prerogative to authorize the serving of alcoholic beverages at locations under his/her custody or control.

http://www.afm.ars.usda.gov/ppweb/pplist.htm

K. INFORMATION SOURCES

Communication Systems for Employee Notifications

1. Assumptions

a. Normal phone communications and other electronic means of communications are functional.

b. If power is lost, the emergency generator will continue to power the communication tools at ERRC.

2. Actions

a. During working hours, notifications will be via the public address system.

b. Should an emergency occur after hours or should the facilities be closed due to a natural disaster, the employee should call 215-233-6666 to get an announcement on the well-being of the building.

c. Should specific personnel be needed after hours, notifications will be made via telephone.

L. STATUS REPORTS

Status reports of a given emergency will be periodically issued to all employees, as appropriate. The Safety Manager or Incident Response Team will keep the Center Director /Research Leader advised on a continual basis.

M. NATURAL AND MAN-MADE DISASTERS (TORNADOES, SNOW AND ICE STORMS,

ENEMY ATTACKS, ETC)

1. Assumptions

a. Natural or man-made disasters may occur at any place and at any time.

b. There may or may not be any warning.

c. The disaster may be of such magnitude that local disaster response agencies cannot cover all protection requirements.

d. ERRC personnel will perform their duties and will respond to emergency situations in a logical and reasonable manner consistent with what would be expected of any employee as long as it is safe to do…