Health_and_Safety_Manual.pdf

1. INTRODUCTION

NIOSH is committed to continuing quality health and safety research while improving working conditions for researchers and staffs. Increasing awareness of safety makes one understand that having research with safety creates a more organized and better operating environment, and that laboratories are unnatural human environments where continuous (organized) efforts are necessary for efficient research and safety records.

It is the policy of the U.S. Government to provide safe and healthy workplaces for its employees and the public served by those employees. The National Institute for Occupational Safety and Health, Centers for Disease Control and Prevention, Public Health Service, Department of Health and Human Services, is the principal unit engaged in occupational health and safety research in the U.S., and is dedicated to preventing work-related injuries and illnesses and minimizing loss of resources due to injury and illness.

This Manual is designed to assist users, researchers, laboratorians and visitors with laboratory health and safety information while at NIOSH. It describes the responsibilities and practices relevant to NIOSH laboratory and field health/safety. It is one segment of the NIOSH comprehensive health/safety program which encompasses: chemical hygiene, evacuation plans, hazardous wastes, radiation program, laboratory and fire safety.

The objectives of this program are to 1) protect employees from health hazards associated with hazardous chemicals in the laboratory 2) keep exposures below specified limits and,

3) maintain safe laboratory environments. Included in these objectives are trainings and direct discussions of the OSHA Laboratory Standard (29 CFR 1910.1450, or ‘Right-to- Know’) governing occupational exposure to hazardous chemicals in laboratories, and the OSHA Hazard Communication Standard (29 CFR 1910.1200) regarding toxic and hazardous substances.

The information and requirements herein represent general minimum practices of health and safety. Other publications and sources referenced in this manual provide more specific and detailed health and safety information to the reader.

Approved 12/05/2008

Effective Date: 12/05/2008 Review Date: 12/07/2009

1a. GENERAL POLICIES AND RESPONSIBILITIES

I. Policy and Purpose II. Responsibilities

I. POLICY AND PURPOSE

It is the policy of the Institute to prevent and minimize, to the fullest extent practical, all risks to the health, safety, and well being of employees and the public while at the Institute. NIOSH employees, property, and the environment will be safeguarded by implementing and maintaining a comprehensive and effective safety and health program. The Institute's programs and activities will meet or exceed the requirements of health, safety, and environmental regulations issued by Federal, State of Ohio, and local agencies. Therefore, all work performed at NIOSH will be conducted according to the instructions and procedures in this Health and Safety Manual. For purposes of this manual, the term NIOSH is defined as all areas under NIOSH control or direction (i.e., permanent site and leased facilities). This manual establishes policies for most laboratory and non-laboratory operations; more involved or hazardous operations will have separate procedures written specifically for their potential hazards. Laboratory personnel will have trainings and direct discussions of the OSHA Laboratory Standard (29 CFR 1910.1450, or ‘Right-to-Know’) governing occupational exposure to hazardous chemicals in laboratories, and the OSHA Hazard Communication Standard (29 CFR 1910.1200) regarding toxic and hazardous substances.

Any employee requesting a copy of the manual will be issued one; upon separation of the employee from the Institute, this copy must be returned to the Safety Office.

In general, copies of the manual will be issued and made readily available in all work areas to all employees. At least one copy of the manual will be available in each work location (i.e., laboratory or general work area, such as shops, animal handling quarters, etc.) that is occupied. As necessary, portions of the manual will be revised to reflect changes in Institute operations or regulatory requirements.

When revisions are issued, each Laboratory/Branch will receive revisions corresponding to the number of manuals issued. The entire manual will be considered for, but not necessarily subject to, complete revision every three years.

II. RESPONSIBILITIES

a. Management Operations Officer, OAMS-Cincinnati

1. Provides for health and safety of OAMS employees.

Approved 12/17/2008 Effective Date: 12/17/2008 Review Date: 12/19/2009

1a. General Policies and Responsibilities

2. Communicates information on potential or existing hazards to NIOSH employees.

3. Provides for NIOSH emergency hazard control.

b. NIOSH Health and Safety Officer

NIOSH Health and Safety Officer, acting on behalf of the Management Operations Officer, OAMS-Cincinnati, carries out the following functions:

1. Plans, directs, implements and coordinates health and safety programs within NIOSH. This includes trainings and direct discussions of the OSHA Laboratory Standard (29 CFR 1910.1450, or ‘Right-to-Know’) governing occupational exposure to hazardous chemicals in laboratories, and the OSHA Hazard Communication Standard (29 CFR 1910.1200) regarding toxic and hazardous substances with Laboratorians.

2. Convenes the NIOSH Safety and Health Committee.

3. Consults with members of the Committee on reports of potentially unsafe or unhealthy practices within NIOSH.

4. Project officer for medical services contract.

c. Directors of DART, DSHEFS, EID, OCAS and r2p

1. Establish and enforce the health and safety program for their Divisions and Offices.

2. Includes the health and safety responsibilities of subordinate supervisors in specific work plans.

d. Deputy Directors

1. Cooperates with the Divisional Supervisors in planning and directing health and safety programs within their divisions.

2. Together with the appropriate Division Supervisor, investigates incidences of accidents and illnesses and assists the Supervisor in reporting the findings of the investigations to their Director.

3. With the appropriate Supervisor, reviews proposed and ongoing projects for potential health and safety problems.

1a. General Policies and Responsibilities

e. Division Supervisors

1. Responsible for health and safety of employees.

2. Identify and eliminate hazards in their workplaces.

3. Ensure that subordinate personnel, including contractor's, are aware of hazards in the workplace and follow appropriate safety precautions.

4. Ensure that all subordinate personnel, including contractor's, receive sufficient training to carry out assigned duties in a healthful and safe manner and respond to emergencies.

5. Determine what safety and protective equipment are needed by personnel.

6. Advise divisions and NIOSH Safety Office of health and safety problems encountered in the workplace.

f. NIOSH Employees

1. Be aware of the hazards associated with laboratory duties.

2. Know and comply with NIOSH health and safety policies and procedures described in this manual.

3. Take necessary and appropriate health and safety precautions for protection of self and others in the laboratory.

4. Be familiar with emergency procedures in case of accidental release of hazardous materials, overt employee exposure, or evacuation emergency.

5. Report unsafe and unhealthy conditions to the supervisor.

6. Report to their supervisor work related injuries and incidents.

g. NIOSH Safety and Health Committee

1. Upon request, will conduct laboratory health and safety inspections of the

NIOSH facility.

2. Meets to consider and make recommendations to resolve health and safety issues within NIOSH at least four times per year.

Approved 12/23/2008 Effective Date: 12/23/2008 Review Date: 12/23/2009

1b. CHEMICAL HYGIENE PLAN

I. Purpose II. Test I2

NIOSH employee exposure to hazardous chemicals in laboratory activities will be maintained at the lowest practical levels and at no time will exceed the Permissible Exposure Limits established by the Occupational Safety and Health Administration (29 CFR 1910.1000, Subpart Z) (http://www.osha.gov/pls/oshaweb/owadisp.show_document?p_table=STANDARDS&p_id=10147).

The control of laboratory exposures to hazardous chemicals will be accomplished by implementing a chemical hygiene plan containing necessary work practices, procedures, and policies. This section specifies those chapters of the NIOSH Health and Safety Manual that will comprise the Institute's Chemical Hygiene Plan.

In recognition of the unique characteristics of the laboratory workplace, the Occupational Safety and Health Administration (OSHA) issued a standard titled Occupational Exposure to Hazardous Chemicals in Laboratories, 29 CFR 1910.1450 (http://www.osha.gov/pls/oshaweb/owadisp.show_document?p_table=STANDARDS&p_id=10106).

This standard covers all laboratories engaged in the laboratory use of chemicals.

The standard requires the establishment of a written chemical hygiene plan that will ensure employees are protected from all potentially hazardous chemicals in use in their work area(s).

a. Supervisor

1. Ensure that the appropriate elements of the NIOSH Chemical Hygiene Plan are implemented for the laboratory areas and employees under their supervision.

2. On a semi-annual basis, provide an inventory of all chemicals in the laboratory to the Safety Office. Maintain Material Safety Data Sheets in the laboratory for each hazardous chemical, along with a corresponding chemical inventory. Assure that a copy of the MSDS sheet for every chemical on the inventory is provided to the Safety Office. Assures the chemical inventory is updated when chemicals are added to or subtracted http://www.osha.gov/pls/oshaweb/owadisp.show_document?p_table=STANDARDS&p_id=10147 http://www.osha.gov/pls/oshaweb/owadisp.show_document?p_table=STANDARDS&p_id=10147 http://www.osha.gov/pls/oshaweb/owadisp.show_document?p_table=STANDARDS&p_id=10106 http://www.osha.gov/pls/oshaweb/owadisp.show_document?p_table=STANDARDS&p_id=10106 http://www.osha.gov/pls/oshaweb/owadisp.show_document?p_table=STANDARDS&p_id=10106

1b. Chemical Hygiene Plan from the laboratory. Notify the Safety Office when receiving a new chemical (one not listed on the previous semi-annual inventory for that laboratory).

Provide the Material Safety Data Sheet to Safety Office within 15 days of receipt of a new chemical in the laboratory. Notify the Safety Office if there is reason to believe potential exposure conditions have changed.

b. Safety Office

1. The NIOSH Safety Office has a designated as the Chemical Hygiene Officer

(Greg Kinnes) and will provide technical guidance on the implementation of the Institute's Chemical Hygiene Plan.

2. Conduct employee exposure determinations whenever the proposed use of laboratory chemicals may potentially exceed OSHA Permissible Exposure Limits or Action Levels.

3. Inform employees of the contents and availability of the OSHA Laboratory

Standard (29 CFR 1910.1450) and its appendices (29 CFR 1910.1450 App A, 29 CFR 1910.1450 App B), and the location and availability of the NIOSH Chemical Hygiene Plan.

4. Arranges for medical consultation and examinations for NIOSH laboratory employees.

5. Periodically reviews chemical inventories from laboratories.

6. Annually evaluates the effectiveness of the Institute's Chemical Hygiene

Plan and makes necessary revisions.

III. CHEMICAL HYGIENE PLAN MANUAL

The following sections of the NIOSH Cincinnati Health and Safety Manual comprise the Institute's Chemical Hygiene Plan:

Chemical Hygiene Plan NIOSH Health and Safety Manual

Standard Operating Procedures

Chapter 1 – Introduction Chapter 2 – Emergency Evacuation Plan Chapter 3 – Personal Protection Policies Chapter 4 – General Safety and Lab Policies Chapter 5 – Hazardous Chemicals and Flammable Materials – Sections B through D

Criteria for Implementing Controls

Chapter 3 – Personal Protection Policies

Proper Functioning of Laboratory Hoods and Equipment

Chapter 4 – General Safety and Lab Policies – Sections D and E http://www.osha.gov/pls/oshaweb/owadisp.show_document?p_table=STANDARDS&p_id=10106 http://www.osha.gov/pls/oshaweb/owadisp.show_document?p_table=STANDARDS&p_id=10107 http://www.osha.gov/pls/oshaweb/owadisp.show_document?p_table=STANDARDS&p_id=10107 http://www.osha.gov/pls/oshaweb/owadisp.show_document?p_table=STANDARDS&p_id=10108 http://cin.niosh.cdc.gov/oams/Policy%20Files/HealthandSafetyManual.html

1b. Chemical Hygiene Plan

Chemical Hygiene Plan NIOSH Health and Safety Manual Employee Information and Training

Chapter 1 – Introduction – Sections C and D Chapter 5 – Hazardous Chemicals and Flammable Materials – Section E

Medical Consultations and Examinations

Chapter 3 – Personal Protection Policies – Section F

Designation of Responsible Personnel

Chapter 1 – Introduction – Sections A and B

Provisions for Additional or Special Protective Measures

Chapter 6 – Hazardous Waste Disposal

Job Hazard Analysis (JHA’s)

JHAs

Below is a link for quick access to the NIOSH Health and Safety Manual http://cin.niosh.cdc.gov/oams/JobHazardAnalysis_V1.pdf

Approved 12/15/2008 Effective Date: 12/15/2008 Review Date: 12/15/2009

1c. HEALTH AND SAFETY ORIENTATION OF NEW EMPLOYEES

III. Summer Employees

All new employees will receive a health and safety orientation designed to enable their active participation in NIOSH health and safety programs. The information provided to new employees will promote their awareness and understanding of the possible hazards at work, as well as the methods to be used to control such hazards.

1. Ensures the employee is enrolled in the appropriate programs (e.g., baseline medical exams, training sessions, etc.) and obtains and uses the equipment necessary to perform his/her job according to NIOSH health and safety policies (e.g., protective clothing, safety glasses, shoes, hard hats, etc.).

2. Designates pertinent sections of the Health and Safety Manual to be read before employee begins duties.

3. Discusses and, when appropriate, demonstrates safety practices and equipment (e.g. safety shower, eyewash, fire extinguisher, etc.) in the area(s) assigned.

4. Explains pertinent NIOSH health and safety policies (e.g., activities requiring submission of hazardous chemical protocols, etc.).

5. Explains use of special equipment and/or facilities.

6. As appropriate, develops a health and safety training plan for the employee.

Ensure that the employee attends required health and safety training.

7. International Workers - The immediate supervisor and the sponsor will ensure that all health and safety requirements are explained to and understood by the international worker.

1c. Health and Safety Orientation for New Employees

b. Safety Office

1. Issues a copy of the Health and Safety Manual or requests the supervisor to indicate where a copy is readily available in the work area to all employees regardless of status, classification, level, category or intended length of service.

2. Coordinates and conducts training sessions for new employees (e.g., Introduction to Health and Safety at NIOSH. See Chapter 1-D, Availability of Training).

3. Requests that copies of the Health and Safety Manual issued to individuals be returned at separation, when the employee's tour of duty is for limited duration (e.g., visiting scientist, etc.).

4. Explains employee's rights, benefits and NIOSH requirements in the event of occupational injury or illness.

c. Human Resource Management Branch

1. Provides information on Federal personnel policies, practices, benefits and services, including basic information to new employees on NIOSH health and safety programs.

2. Notifies the Heath and Safety Branch of arrival of new employees.

III. SUMMER EMPLOYEES

In the course of planning the program participant's activities, supervisors/mentors must recognize that the health and safety considerations in research are a vital part of the educational experience provided by the summer program. Therefore, the following requirements have been established for summer employees performing activities within NIOSH laboratories.

a. In general, work tasks involving potential exposure to materials that are radioactive, highly toxic, or recognized biohazards must be avoided as much as possible. The supervisor/mentor has primary responsibility to fully apprise summer employees of all potential hazards of their activities.

b. The Safety Office must be notified at least two weeks in advance of any proposed tasks involving potential exposure to human material (i.e., human blood and body fluids, tissues, primary cell cultures). Together with the supervisor/mentor, the Safety Office will evaluate the exposure potential and appropriate safety measures (e.g., need to initiate hepatitis B virus vaccination series).

1c. Health and Safety Orientation for New Employees

c. The supervisor/mentor must submit a Registration/Approval Form to the Safety

Office before a summer employee under 18 years of age may begin work in NIOSH laboratories. Summer employees under 18 years of age are not permitted to work with radioactive materials or human materials.

d. Summer employees must attend appropriate health and safety training sessions conducted by the Safety Office.

e. No work with radioactive material may begin until training has been certified, required exposure monitoring procedures are in place, and applicable protocols amended.

Effective Date: 12/5/2008 Approved 12/5/2008 Review Date: 12/5/2009

1D. SAFETY TRAINING POLICY

I. PURPOSE

II. SCOPE

III. DEFINITIONS

IV. RESPONSIBILITIES

V. PROCEDURE

APPENDIX A – SAFETY TRAINING REQUIREMENTS FOR NIOSH CINCINNATI

APPENDIX B – HEALTH AND SAFETY TRAINING CHECKLIST

I. Purpose

This policy defines NIOSH Cincinnati’s procedures for employee training on occupational health and safety topics.

II. Scope

This policy applies to training mandated by Occupational Safety and Health Administration (OSHA), Nuclear Regulatory Commission (NRC) or Department of Transportation (DOT) regulations, and internal training requirements related to the health and safety of the NIOSH Cincinnati work force. It does not apply to professional seminars, continuing education, or other voluntary programs provided for professional education or covering non-occupational hazards. This policy dictates minimum requirements that apply across the work force; divisions, branches and offices may require additional training for their employees based on specific or unique needs.

III. Definitions

1. “Employee” includes all federal employees of NIOSH Cincinnati, as well as contractors, guest researchers and students working scheduled hours.

IV. Responsibilities

A. The NIOSH Cincinnati Safety Office is responsible for the overall coordination and delivery of health and safety training programs, and for maintaining master files of training requirements and attendance.

B. Division Directors are responsible ensuring that all employees under their direction fulfill training requirements.

C. Supervisors are responsible for completing Health and Safety Training

Checklists for all employees under their supervision.

1D. Safety Training

D. Employees are responsible for fulfilling all safety training requirements.

V. Procedure

A. Training requirements

1. A list of all safety training required by regulations or internal policies is included at Appendix A of this policy. The list identifies the job classifications or functions for which each training topic is mandated.

2. Some training topics may not be mandatory for any specific job classifications, but a certain number of trained employees are needed to support NIOSH Cincinnati operations (for example, Dangerous Goods Shipment or HAZWOPER). In these cases, Division Directors are expected to ensure an adequate number of employees have these topics assigned on their training checklists.

B. Course scheduling and delivery

1. Courses required for large numbers of employees will be presented by

Safety Office staff or subject matter experts from within NIOSH Cincinnati approved by the Safety Office, according to a monthly schedule. Course offerings will be scheduled at both the Hamilton and Taft buildings by the Safety Office.

2. All regularly scheduled occupational health and safety training will be provided during core hours.

3. Training outside of core hours may be requested by divisions, branches, teams, or offices, or by project officers of contract groups, to accommodate unusual employee schedules or emergent operational needs. The Safety Office will make reasonable efforts to fulfill these requests. The supervisor or manger requesting training outside of core hours will be responsible for ensuring policies, procedures or provisions of bargaining agreements or other contracts are not violated.

C. Alternatives to scheduled training

1. In some cases, it may be necessary or appropriate to provide alternatives to regularly scheduled course offerings.

2. When divisions, branches, offices or contract employers feel it is necessary to provide a greater depth of training for their employees than is presented in regularly scheduled training, they shall confirm with the Safety Office that their proposed training is an acceptable alternative to the regularly scheduled sessions. The proposed training must cover at a minimum all information required by relevant regulations or standards, and must be reflective of NIOSH Cincinnati operations.

3. When situational demands make it impossible or impractical for employees to attend scheduled training, divisions, branches or offices may request additional training sessions from the Safety Office. These sessions will be provided on a time-available basis.

4. Training topics with a very small number of attendees may be arranged on a less frequent basis, and may be provided by outside vendors or staff from other NIOSH or CDC locations.

5. Hands-on aspects of respirator and PPE training will be provided at the time of issuance. Supervisors or co-workers will provide on-the-spot instruction if they detect improper use. On-the-spot correction does not require documentation.

D. Documentation and recordkeeping

1. When an employee is newly hired or has a significant change in job functions, his or her supervisor will complete a Training Requirements Checklist (Appendix B) to document the safety training topics relevant to the employee’s anticipated job tasks. This document will be signed and dated by the employee and supervisor, and forwarded to the Safety Office for review and approval.

2. Requirements for radiation safety training will be documented by the

Radiation Safety Officer, with the review and consent of the Radiation Safety Committee, in radiation program files.

3. Records of training requirements and attendance will be maintained by the

Safety Office. Course completion certificates will be provided to attendees by the Safety Office.

E. Procedures for non-compliance

1. Employees may not perform tasks with mandatory safety training unless they have current completion of that training.

2. Prolonged non-compliance with safety training requirements will result in denial of access to NIOSH Cincinnati facilities, at the discretion of the Management/Facilities Operations Officer.

Appendix A – Safety Training Requirements for NIOSH Cincinnati

Fire/Emergency Response – Mandated by internal policy for all employees

Hazard Communication – Mandated by OSHA regulation for all employees

Safety Survival Skills, Part 3 – Supervisory Skills – Mandated by CDC policy for Team Leaders and Supervisors/Managers

Hearing Conservation – Mandated by OSHA regulation for all employees with exposure to noise above the action level; mandated by internal policy for field team members and people working in the Ventilation Lab, mechanical spaces, or other high noise areas.

HAZWOPER – Mandated by OSHA regulation and internal policy for emergency responders.

HAZWOPER Refresher – Mandated by OSHA regulation and internal policy for emergency responders.

Respiratory Protection - Mandated by OSHA regulation for respirator users.

Bloodborne Pathogens – Mandated by OSHA regulation and internal policy for employees with potential exposure to wet or moist body substances, and their supervisors.

Lab Safety – Mandated by OSHA regulation and internal policy for laboratorians.

Lockout/Tagout (Authorized) – Mandated by OSHA regulation for employees authorized to perform lockout/tagout.

Powered Industrial Trucks – Mandated by OSHA regulation for employees using fork lifts or other powered industrial vehicles.

Laboratory Hazard Recognition – Mandated by internal policy for any non-laboratorian employees who may need to enter laboratories.

Dangerous Goods Shipment – Mandated by DOT regulations for anyone shipping hazardous materials.

Radiation Safety – Mandated by NRC regulations for any users of ionizing radiation sources, and by local policy for employees using x-ray producing equipment.

Appendix B – Health and Safety Training Checklist http://cin.niosh.cdc.gov/oams/InitialHealthandSafetyTrgChecklist4.pdf

Effective Date: 03/23/2009 Approved 03/23/2009 Review Date: 03/24/2010

1e. INJURY/ILLNESS REPORTING, INVESTIGATION AND

COMPENSATION POLICY

III. Injury/illness Reporting Procedures IV. Appendices

Appendix A. Form CDC 0.304; CDC/ATSDR Incident Report Appendix B. Form CA-1; Federal Employees Notice of Traumatic Injury and Claim for Continuation of Pay/Compensation Appendix C. Form CA-2; Notice of Occupational Disease and Claim for Compensation Appendix D. Federal Worker’s Compensation Completion Instructions for NIOSH Employees

All work-related injuries and illnesses, regardless of severity, will be reported and analyzed to identify possible trends and preventive actions. Employees will be provided proper guidance and assistance when seeking workers' compensation benefits. The Institute will attempt to provide light duty or alternative work assignments to an employee who is temporarily or partially disabled.

Prompt and accurate reporting of work-related injuries/illnesses is a necessary component of effective accident prevention programs. This information is used in evaluating and controlling hazards, fulfilling mandatory record keeping requirements, and providing workers' compensation benefits. Workers' compensation reporting forms will be used to collect information for these purposes.

The Federal Employees Compensation Act (FECA) provides monetary compensation and medical care to civil service employees for disability due to personal injury or disease sustained while in the performance of duty. Benefits provided under this Act constitute the exclusive remedy against the U.S.

Government for work-related injuries, illnesses, and fatalities. The FECA is administered by the Office of Workers' Compensation Programs (OWCP), U.S.

Department of Labor.

1e. Injury/Illness Reporting, Investigation and Compensation Policy

1. Promptly completes their portion of all injury/illness reporting forms (e.g., CDC 0.304, CA-1 or CA-2) and returns the Receipt of Notice of Injury to the employee.

2. Obtains witness statements and assists in accident investigation efforts.

3. Notifies OAMS Safety Office of incident and submits OAMS Safety Office completed injury/illness reporting forms.

3. Coordinates with the Human Resource Management Office (HRMO) in providing temporary, light-duty, or alternative work assignments for their employees who are partially disabled.

b. Employee

1. Promptly reports the incident to the supervisor. If a bloodborne pathogen exposure occurs (needle stick, cut, or other route of entry) follow the procedure described in the Exposure Control Plan on the Health & Safety website http://cinoams.cdc.gov/oamssite/Policy%20Files/07_ExposureControlPlan_V2.

pdf.

2. Completes the employee's portion of the CDC Incident Report (CDC 0.304

– see Appendix A) and applicable workers' compensation form (CA-1 or CA-2 – see Appendices B and C) and submits forms to the supervisor.

3. Provides continuing medical information to the Safety Office for submission to OWCP in support of the claim.

4. Keeps the supervisor apprised of the medical condition as it affects the ability to return to either light or full duty.

c. Safety Office

1. Maintains a policy on immediate response for injured/ill employees.

2. Provides guidance and assistance on workers' compensation benefits, procedures, and claim forms to NIOSH supervisors and employees.

3. Reviews all workers' compensation claims prior to submission to CDC

OWCP.

http://intraspn.cdc.gov/maso/EForms/PDF/0304.pdf http://www.dol.gov/esa/owcp/regs/compliance/ca-1.pdf http://www.dol.gov/esa/owcp/regs/compliance/ca-2.pdf http://cinoams.cdc.gov/oamssite/Policy%20Files/07_ExposureControlPlan_V2.pdf http://cinoams.cdc.gov/oamssite/Policy%20Files/07_ExposureControlPlan_V2.pdf http://intraspn.cdc.gov/maso/EForms/PDF/0304.pdf http://www.dol.gov/esa/owcp/regs/compliance/ca-1.pdf http://www.dol.gov/esa/owcp/regs/compliance/ca-2.pdf

4. Serves as the principal contact between the NIOSH and OWCP on all claim related matters, including forwarding all bills and medical documentation to

OWCP.

5. Maintains workers' compensation claim information according to regulations established for Employee Medical File Systems.

6. Initiates and leads incident investigations.

7. Maintains injury and illness statistics and prepares summary reports as required by the OSHA Standard 29 CFR 1904.

8. If not feasible to report to immediate supervisor, notifies Safety Office of the incident.

III. INJURY/ILLNESS REPORTING PROCEDURES

a. Traumatic Injury - is defined as a wound or other condition of the body caused by external force (e.g., burn, laceration, fracture, sprain, etc.) that occurs within a single work day or work shift.

1. If possible, an employee should verbally notify the supervisor immediately upon sustaining a work-related injury. For serious or life threatening injuries, call 911 to initiate emergency medical services response. Routine first aid can be obtained from the Health Units during their hours of operation. When medical treatment beyond first aid or emergency care is needed, the employee should obtain the CDC 0.304, CDC/ATSDR Incident Report from the Intranet or Safety Office. Medical care may be provided by any qualified local private physician or hospital of the employee’s choice within 25 miles of the work site or employee's residence.

2. The employee, or someone on the employee's behalf, must complete a

"Federal Employees' Notice of Traumatic Injury" (Form CA-1) and submit this form to the supervisor. The supervisor must complete the section of the form "Official Supervisor's Report." Witness statements should also be completed if available. The completed CA-1 should be submitted to the Safety Office within two work days of the injury. To qualify for OWCP continuation- of-pay benefits, the CA-1 must be submitted within 30 days.

b. Occupational Disease or Illness - is defined as a disease or illness produced by exposure or activities related to the work environment (e.g., systemic infections or disease, continued or repeated stress or strain, exposure to toxic or hazardous agents) occurring over a longer period of time than one day or work shift.

http://www.osha.gov/pls/oshaweb/owastand.display_standard_group?p_toc_level=1&p_part_number=1904 http://intraspn.cdc.gov/maso/EForms/PDF/0304.pdf http://www.dol.gov/esa/owcp/regs/compliance/ca-1.pdf

The employee must complete a "Federal Employees' Notice of Occupational Disease" (Form CA-2) and submit this form to the supervisor. The supervisor must complete the section of the form "Official Supervisor's Report" and must provide written comments on the circumstances and facts represented within the claim. The completed CA-2 should be submitted to the Safety Office within 30 days of the time the employee first became aware that the disease was caused or aggravated by factors in the work environment. However, to qualify for OWCP benefits, the CA-2 must be filed within 3 years from the date that the work relatedness of the disease became evident, or 3 years from the date of last exposure.

OWCP continuation-of-pay benefits cannot be provided for occupational disease claims.

c. Eligibility for Workers' Compensation Benefits

Generally, FECA provides injury and occupational disease benefits for all Federal government civil service employees and Title 42 fellows. However, there are appointment categories that do not qualify for benefits. For example, some NIOSH personnel who would not qualify for benefits under FECA include:

1. ORISE and ASPH fellows

2. Post Doctoral personnel

3. Students (insured through their universities) as defined in 5 USC 5351

4. Commissioned Corps personnel (handled through the Medical Affairs

Branch)

5. Guest-Worker/Research Program personnel

All such personnel must conform to NIOSH health and safety policies and practices while on Institute campuses, grounds or facilities.

d. Investigation and Review

Employees and contractors are encouraged to report all incidents even those “near misses” that do not result in an injury. All lost time injuries, first aid cases and near misses will be reported and investigated.

NIOSH has trained a group of employees to assist the Safety Office in incident/accident investigation. At least one Safety Office employee and one trained employee will investigate every reported incident. The final report will be reviewed and approved by the Operations Officer or their designated representative.

http://www.dol.gov/esa/owcp/regs/compliance/ca-2.pdf

Incident data (without any personal identifiers) will be posted quarterly on the Safety Office web site with the final data for the calendar year posted in January.

The Safety Office will trend the calendar year data. This information will be used to determine what areas require special attention, develop necessary Job Hazard Analysis (JHA) and to set safety and health goals for the upcoming year.

IV. APPENDICES

Appendix A. Form CDC 0.304; CDC/ATSDR Incident Report Fillable form can be found at: http://intraspn.cdc.gov/maso/EForms/PDF/0304.pdf http://intraspn.cdc.gov/maso/EForms/PDF/0304.pdf

Appendix B. Form CA-1; Federal Employees Notice of Traumatic Injury and Claim for Continuation of Pay/Compensation Fillable form can be found at

Appendix C. Form CA-2; Notice of Occupational Disease and Claim for Compensation

Fillable form can be found at http://www.dol.gov/esa/owcp/regs/compliance/ca-2.pdf

APPENDIX D. FEDERAL WORKER’S COMPENSATION COMPLETION

INSTRUCTIONS FOR NIOSH EMPLOYEES

FORM CA-1 - Injury Report: Please complete this form as soon as possible and return to Safety Office, Room 107, MS C-2. Complete items 1 through 16. Question 16 may or may not apply to you. If it does not, please leave blank.

Item 15: The injured person must choose between:

a. Sick and/or Annual Leave - This would be deducted immediately.

b. Continuation of Pay (COP) Not to Exceed 45 Consecutive Days - your regular pay would be given to you without deduction of sick or annual leave for 45 consecutive days, not work days. After that, either compensation for wage loss would be awarded, or if denied, sick or annual leave would have to be taken.

The decision is up to you, check accordingly.

Your supervisor is responsible for the completion of items 17 through 38, including obtaining a witness statement/signature if possible, item 16. Detailed instructions are on the CA-1 form itself. Give completed CA-1 to Allison Squires.

Only brief statements are necessary, but be as accurate and explicit as possible.

Errors will only delay the process.

Notice to Medical Facility: it is IMPERATIVE that you give this form to the medical provider so they may process your claim correctly. DO NOT give the medical facility your personal health insurance information. They are to process this as a worker’s compensation claim.

NIOSH Incident Report Form: Please complete and return to the Safety Office.

Please contact the Allison Squires in the Safety Office at 533-8595 if you have any questions or need further assistance.

NOTE: Department of Labor and CDC/NIOSH no longer requires the use of the CA-16 “Authorization for Examination and/or Treatment Form”. Presenting the “Notice to Medical Facility” is sufficient to start the Worker’s Compensation process. Again, please DO NOT give the medical facility your personal health insurance information.

Approved 12/19/2008 Effective Date: 12/19/2008 Review Date: 12/21/2009

1G. Health and Safety Clearance of Laboratory Personnel Leaving

NIOSH

Laboratory personnel leaving NIOSH must ensure that all research samples, solutions, and hazardous materials under their control and custody have been properly disposed or transferred to other appropriately trained and informed personnel.

An effective process for transferring accountability for hazardous materials used by individuals leaving the Institute encourages efficient chemical usage, minimizes potential hazards to others, and saves Institute resources.

1. Ensures that laboratory personnel leaving NIOSH have completed all tasks and forms related to the proper disposition of research materials and supplies, including the identification and labeling of research samples, disposal or transfer of hazardous materials, and amendment or cancellation of hazardous agent protocols.

2. Assumes care and custody for all samples, chemicals, and unidentified materials that were not properly disposed or transferred by employees leaving NIOSH.

b. Laboratory Employee

1. At least two weeks prior to the date of separation, the employee should complete the Safety Office Clearance Checklist for Departing Laboratory Personnel. The completed form must be submitted in person to the Safety Office. See attached form.

2. All surplus and waste hazardous material must be prepared and submitted to the NIOSH hazardous waste management program (See Chapter 6 of this manual).

1g. Health and Safety Clearance of Laboratory Personnel Leaving NIOSH

3. Research samples, chemical solutions, and unused chemicals that are to be retained in the laboratory or warehouse must be properly labeled with compound name (include isotope and activity for radioactive material), amount, and date. These materials must be inventoried and transferred to person(s) in the laboratory who will serve as custodian(s).

4. Principal users who have active protocols in their name should notify the

Safety Office 30 days, or at the earliest date possible, prior to separation.

Arrangements must be made to have all active protocols transferred or canceled.

c. Safety Office

1. Clears all health and safety elements on the NIOSH Clearance of Personnel for Separation or Transfer form after receiving the HSB Clearance Checklist from personnel leaving NIOSH employment. See attached form.

2. Coordinates the review and approval of requests to transfer or cancel hazardous agent protocols.

3. Provides assistance and guidance in identifying and preparing samples, solutions and hazardous materials to be submitted for surplus or disposal.

PERSONNEL CLEARANCE FORM

TRANSFER: __________ SEPARATION/TRANSFER DATE: ______________

Employee Name: Date Initiated:

Division and Room #: Point of Contact:

1. DIVISION ADMIN OFFICE CONTACT ROOM # YES NO NA INITIAL 4. LIBRARY CONTACT ROOM # YES NO NA INITIAL

Books Reimburseable Travel Admin Off Other Travel Advances Admin Off Other IMPAC App Official

Advance Leave Supervisor 5. ITSO

Personal Property Cust Officer Notice of Termination Records & Files Supervisor Keyfob Computer Accounts & Data Supervisor Lan/E-Mail

Pagers (Beepers)/Cell Phones Supervisor 6. MAILROOM

Blackberry Supervisor Change of Address AHRC Separation Paperwork OAMS Other Employee Service Agreements Supervisor Other SFIB Confidential Data (IF APP)

Res. Data/Specimens (IF APP) 7. DIVISION ADMIN OFFICE

Calling Card Supervisor Review for Completion Admin Off Other

3. OAMS - ASB

Room Keys/Combo FSE Right-of-Entry OAMS

Passports P Weiss 8. SECURITY

Travel Credit Card P Weiss Parking Permit Security Safety Office OAMS ID Badge Security Travel Liaison P Weiss

Other 9. REMARKS:

Other

10. ITEMS NOT CLEARED: CLEARANCE RECOMMENDATIONS: ACTION TO OBTAIN CLEARANCE: VALUE DUE GOVERNMENT:

11. SIGNATURE AND TITLE OF RESPONSIBLE CLEARANCE OFFICIAL 12. DATE: 13. NOTE:

I hereby certify that the above employee is not indebted to the Government for any item above. YES - Cleared

NO - Not Cleared

NA - Not Applicable

INITIAL - Person authorizing clearance

, Management Operations Officer ______________

Signature/Title MM/DD/YYYY cc: Division Administrative Office

SEPARATION: ___________________

CDC 0.788 (REV. 07/03)

Approved 03/23/2009 Effective Date: 03/23/2009 Review Date: 03/27/2010

1h. Facilities Inspections Policy

I. Purpose/scope II. Regulations III. Procedures Appendix A – Public Area Audit Form Appendix B – Office Audit Form Appendix C – Laboratory Inspection Form Appendix D - Grounds audit form Appendix E – Mechanical space audit form Appendix F – Risk Assessment Code Matrix

I. PURPOSE/SCOPE

Facility inspections are intended to identify occupational health and safety hazards presented by facilities’ structures, equipment and room contents. They help to ensure the health and safety of all building occupants and ensure the workplace is free of recognized hazards.

This SOP applies to scheduled periodic inspections of NIOSH Cincinnati buildings and grounds.

The Occupational Health and Safety Manager is responsible for the implementation and annual review of this SOP.

II. REGULATIONS

29 CFR 1960 – Basic Program Elements for Federal Employees CSP 03-01-003 – Voluntary Protection Programs (VPP): Policies and Procedures Manual

III. PROCEDURES

This procedure describes the process for facility inspections, including scheduling, preparation, completion, and documentation. Inspections will be conducted by the Safety Office in the first and third quarters of every calendar year, and by the General and Laboratory Safety Committees in the second and fourth quarters. The General and Laboratory Safety Committees are encouraged to coordinate their efforts when performing facility inspections. Facility inspection checklists are given in Appendices A-E. The following procedures are directed toward the inspection team’s leader unless otherwise noted.

1. Determine the overall schedule required to inspect all buildings and grounds during the quarter. The inspection schedule will be arranged so that a portion of the overall inspection will be performed each month.

2. Acquire a copy of the previous quarter’s inspection finding and corrective action status, which is maintained by the Safety Office.

3. Assign team members to perform the inspection; consideration should be given to the professional expertise required to understand the hazards associated with areas such as laboratories and mechanical spaces. A reasonable effort should be made to include professionally certified individuals (e.g. Certified Safety Professionals or Certified Industrial Hygienists) on each inspection team or to have them available to answer technical questions.

Ad hoc assignments may be made as needed to ensure proper expertise on the inspection team.

4. Conduct the inspection in accordance with the quarterly schedule, using the inspection checklists and professional judgment as guidelines. Every corridor and room and all areas of the grounds must be inspected.

5. Complete an inspection checklist for every laboratory, break room and mechanical space;

offices and similar small rooms may be compiled onto a single checklist covering a portion of the building (by floor at Taft, by building at Taft North, and by corridor at Hamilton). A separate list may be kept to describe identified hazards in greater detail by room.

6. Review all identified hazards and assign risk assessment codes (RACs) as described in

Appendix F to prioritize corrective actions. Hazards assigned a RAC of 1 or 2 will be immediately reported to the Facilities Operations Officer and Occupational Health and Safety Manager for immediate corrective action.

7. Submit all completed checklists and hazard descriptions to the Safety Technician in the

Safety Office.

After the inspection findings have been entered into a tracking database by the Safety Technician, the inspection team leader will notify Deputy Directors of any hazards identified within their groups’ areas and present an overview of findings at the next scheduled meeting of the Cincinnati Labor-Management Cooperation Council. Corrective actions will be initiated by the Deputy Directors for hazards identified in offices and labs, and by the Facilities Operations Officer for hazards identified in common areas, mechanical spaces and grounds. Corrective actions will be tracked weekly by the Safety Office until they are completed.

APPENDIX A – PUBLIC AREA AUDIT FORM

NIOSH Cincinnati Public Area Audit Form

Area Inspected: __________________________________________________ Date of Inspection: _______________________________________________ Inspected by: ___________________________________________________

General Safety and Sanitation Yes No N/A Comments

1. Are all passageways, entrances/exits and loading dock doors clean and orderly?

2. Are toilet and washing facilities kept clean and sanitary?

3. Are work areas kept clean, orderly and well lit?

4. Are floors kept clean and free of spills?

5. Are all stair treads reasonably slip-resistant and do nosings still maintain a non-slip finish?

6. Have tripping hazards from improperly stored items been eliminated?

7. Are rubber mats under chairs (if used) slip resistant?

8. Do office chairs have five wheels?

9.

Are storage areas kept free from excess accumulation of materials that constitute hazards from tripping, fire, explosion or pest harborage?

10. Are heavy items stored above shoulder height?

11. Are refrigerators and microwaves correctly labeled as “Food Only” or “Not for Food”?

12. Are any chemicals stored in refrigerators?

13. Are emergency showers and eyewashes properly maintained?

14. Are walls and doors free of damage?

15. Are microwave ovens clean and in good condition?

16. Are corridors used for long-term temporary storage?

Emergency Preparedness Yes No N/A Comments

17. Are emergency phone numbers posted on or near telephones?

18. Are first aid kits stocked with current materials?

Emergency Egress Yes No N/A Comments

19. Are all exits clearly marked?

20. Is emergency lighting in public areas in place and working correctly?

21. Are means of egress obstructed by furniture, equipment or other objects?

22. If doors are blocked by furniture, equipment, etc., are they marked "Not an Entrance" or "No Exit" on the opposite side?

Fire and Electrical Safety Yes No N/A Comments

23. Are corridors unobstructed to at least the width of their narrowest constriction?

24. Are electrical outlets that are within 6 feet of a water source equipped with Ground Fault Circuit Interrupters (GFCI)?

25. Are frayed or damaged electrical cords reported and repaired upon discovery?

26. Does all metal-bodied, un-insulated equipment have 3 prong grounded plugs?

27. Are electrical panels secured and unobstructed?

28. Do individual or bundled electrical cords or equipment cables run unprotected across walkways?

29. Are electrical outlets overloaded?

30. Are appropriate disconnecting means accessible for hard-wired equipment?

31. Are cable runs or wiring appropriately installed and maintained?

General Comments and Recommendations:

APPENDIX B – OFFICE AUDIT FORM

Office Audit Form

Area Inspected: __________________________________________________________ Date of Inspection: ________________________________________________________ Inspected by: ____________________________________________________________

General Safety Yes No N/A Comments

1. Are all passageways, entrances/exits and loading dock doorways clean and orderly?

2. Are work areas kept clean, orderly and well lit?

3. Are floors kept clean and free of spills?

4. Do tripping hazards exist from open drawers or improperly stored items?

5. Are rubber mats under chairs (if used) slip resistant?

6. Do office chairs have five wheels?

7.

Are storage areas kept free from excess accumulation of materials that constitute hazards from tripping, fire, explosion or pest harborage?

8. Are heavy items stored between knee and shoulder height?

9. Are refrigerators and microwaves correctly labeled as “Food Only”?

10.

Are any chemicals or biological samples stored in refrigerators?

Ergonomics Yes No N/A Comments

11. Is the area free of obvious risk factors for musculoskeletal disorders?

12.

Do workstations and equipment appear to fit their users’ body sizes and physical capabilities?

Emergency Preparedness and Egress Yes No N/A Comments

13. Are personal and emergency phone numbers posted?

14. Are egress routes free of obstructions?

15. If doors are blocked by furniture, equipment, etc., are they marked as “No Exit”?

Electrical Safety Yes No N/A Comments

16. Are there an adequate number of electrical outlets for work needs (e.g., computers and peripherals)?

Electrical Safety Continued Yes No N/A Comments

17. Is extension cord use limited to a single power strip per outlet?

18. Are power strips in good condition and properly grounded?

19. Do all power cords have polarized or three-pronged plugs?

20. Are electrical panels secured and unobstructed?

21. Are personal appliances clean and in good condition?

22. Are all cords neatly bundled and free of tangles?

APPENDIX C – LABORATORY INSPECTION FORM

Laboratory Inspection Form

Laboratory Room Number: Lab Group or Principal Investigator:

Inspected by: Date of Inspection:

General Laboratory Safety Yes No N/A Comments

1. Is the Chemical Hygiene Plan in place and has the staff received proper training?

2. Is the emergency contact information on the lab layout maps up to date?

3. Are the chemical inventories and current MSDS’ readily available?

4. Is appropriate PPE (eye protection, gloves, & lab coats) available as needed?

5. Are eyewashes accessible, inspected and documented?

6.

Are fire extinguishers accessible, inspected and documented?

If lab is equipped with sprinklers, are the sprinkler heads obstructed?

7. Are chemical spill control materials readily available and stocked with current materials?

8. Are glass and sharps disposed of properly in…