Attachment_4.doc

Category: Safety Management

CDC-SM-2005-02

Date of Issue: 08/01/2005 Proponent: Office of Health and Safety (OHS)

CDC DEPLOYMENT HEALTH AND SAFETY POLICY

Attachment:

CDC FORM 0.304, CDC/ATSDR INCIDENT REPORT

I. PURPOSE AND SCOPE

This document establishes the Centers for Disease Control and Prevention (CDC)[1] policy for the Deployment Health and Safety Program (DHSP).

This policy applies to all CDC personnel deployed by, or at the direction of CDC, including routine and emergency deployments, domestic and international deployments, and long-term assignments/details and temporary duty (TDY) assignments to worksites other than CDC-owned or -leased facilities.

The objective of this policy is to ensure: (1) the health and safety of all deployed CDC personnel and (2) compliance with all applicable federal, state, and local health and safety regulations through development and implementation of an effective DHSP that consists of pre-deployment preparation, deployment support, and post-deployment services based on the best available information and protective measures.

II. ABBREVIATIONS, ACRONYMS AND DEFINITIONS

A. For the purpose of this policy, the following abbreviations and acronyms apply.

1. COTPER – Coordinating Office for Terrorism Preparedness and Emergency Response

2. DEO – Division of Emergency Operations

3. DHSP – Deployment Health and Safety Program

4. ITSO – Information Technology Services Office

5. OGH – Office of Global Health

6. OHS – Office of Health and Safety

7. OSEP – Office of Security and Emergency Preparedness

8. OWCD – Office of Workforce and Career Development

9. TDY – temporary duty

10. USPHS – United States Public Health Service

B. For the purpose of this policy, the following definitions apply.

1. CDC-recognized emergency – External incident or situation to which CDC responds by activating its emergency response process, including emergency deployment of CDC personnel.

2. Certificate program – Formal offering of a pre-determined set of training and instruction undertaken to increase competence in a given area or subject matter and recorded in an official record system such as the CDC training record system.

3. Contractors – Personnel performing specific contractual services on-site or off-site in furtherance of CDC’s mission.

4. Deployable for emergencies – CDC personnel who have been identified for possible emergency deployment, prepared in advance for identified types of deployments, and who can be deployed on short notice.

5. Deployed personnel – CDC personnel assigned, detailed or on TDY at sites other than CDC-owned or -leased facilities.

6. Deployment – The period of time personnel are away from CDC-owned or -leased locations on long-term assignments/details or routine or emergency TDY.

7. Deployment Safety Officer – A member of a deployment team who is assigned, as a primary or collateral duty, responsibility for monitoring and ensuring the health and safety of the team members.

8. Deployment worksite – Any physical location, other than CDC-owned or -leased facilities, where CDC personnel carry out their responsibilities, including long-term assignments, details and official travel.

9. Emergency Deployment Program Team – Cadre of pre-selected and prepared CDC personnel who respond on short notice, at the Division of Emergency Operations’ (DEO) or other CDC program’s direction, to CDC-recognized emergencies.

10. Emergency Deployment Program Management Team – Team which ensures all personnel identified by the CDC programs for emergency deployments are brought to a state of readiness before being deployed or other designated official(s) to whom this responsibility is delegated.

11. Emergency Deployment Resource Tracking System – An automated system that is managed by the DEO and is used to record and maintain all state of readiness data for the Emergency Deployment Program Team or similar groups.

12. Emergency deployment – TDY deployment in response to an incident or situation that CDC recognizes as an emergency, which may or may not be hazardous, for which special preparation may be required, very little time is available for preparation of personnel to be deployed (usually a week or less) and the CDC emergency response processes are activated. A cadre of persons is prepared in advance for rapid deployment, and will be drawn from as necessary.

13. Employee – Person employed by CDC (either civil service or Commissioned Corps).

14. Long-term deployment – One- to two-year routine assignment or detail. At the option of the supervisor, extended TDY of 3 months or more may be treated as a long-term assignment for training and medical requirements.

15. Personnel – CDC employees (civil service, Commissioned Corps) and in some instances, working visitors, and contractors.

16. Physical security – Protection from injury to CDC-deployed personnel caused by interpersonal violence, street crime, terrorism, or other sources of violence incidental to the work being performed.

17. Post deployment – The period following a deployment when deployed personnel may be provided follow-up assessment and services such as physical examinations, medical monitoring, and resiliency services.

18. Pre deployment – The period of time before an actual deployment.

19. Resiliency – The capacity to maintain mental equilibrium under the pressures and stresses of deployment and the enhanced ability to respond to cultural and situational challenges.

20. Routine deployment – Non-emergency deployment that may or may not require special preparation, and which may or may not be hazardous, for which there is sufficient time to satisfy all applicable requirements before deployment, including long-term domestic and international assignments and domestic TDY for meetings, training, and/or consultation.

21. Short-term deployment – TDY of less than 3 months.

22. Special requirement – Preparation specific to certain types of deployment that requires lead time to complete (e.g., obtaining immunizations, acquiring respirators, receiving special training).

23. State of readiness process – The process managed by the DEO designed to ensure all CDC personnel deployed in response to emergencies are at an acceptable level of readiness to optimally perform their duties safely (fitness for duty and deployment, receipt of immunizations, training on personal protective equipment, and receipt of other specialized training).

24. Working visitor – A visitor who is not a CDC employee or contractor who needs access to CDC facilities for more than 5 cumulative days within a 90-day period and/or select agent areas. A working visitor includes a guest researcher, visiting scientist, student, or non-CDC employee fellow, or volunteer.

III. BACKGROUND

CDC deploys hundreds of personnel each year on long-term assignments, details, and TDY to all parts of the United States and around the world. Many of these deployments are routine and no special preparation is required (domestic TDY for meetings and consultations). Others are routine but require some amount of special preparation and there is adequate time before deployment to prepare (state, local, and overseas long-term assignments and overseas TDY). In addition, a significant number of personnel are deployed to respond to CDC-recognized emergencies such as disease outbreaks and disasters of various kinds (biological, chemical, radiological, natural, and humanitarian) which are identified as “emergency deployments.” Emergency deployments are best made using previously prepared personnel. Hazards and risks presented by deployments may be directly related to the reason for the deployment (infectious disease outbreak, disaster) or incidental to the deployment (endemic diseases, lack of medical facilities, and physical security hazards such as street crime and terrorism at the deployment location). Proper identification of hazards, assessment of the risks presented by these hazards, and appropriate control measures can, in most cases, reduce the risks to acceptable levels.

Because deployment, as defined herein, involves travel and work at sites not controlled by CDC, more reliance must be placed on administrative controls, personal protective equipment, training, personal behaviors, and other measures than would generally be the case at CDC facilities where many hazards can be eliminated or mitigated through the use of engineering controls.

For purposes of this policy, several categories of deployment are recognized based upon the reason for the deployment, types of hazards/risks that may be encountered, whether or not special preparation is required, and the amount of time available for deployment. For further information about the types of deployments, please see section II.B: Definitions.

Other policies and guidance provide additional information on the requirements and procedures for routine domestic and overseas deployments and for administrative procedures such as travel arrangements involved in deployment.

IV. POLICY

CDC’s highest priority is the health and safety of its personnel during deployments. CDC’s policy is to deploy personnel only if and when they have successfully completed all required preparations and when the health and safety risks associated with deployments have been eliminated or reduced to acceptable levels. Personnel deployed in response to CDC-recognized emergencies must have completed all the elements of the state of readiness process including fitness for duty evaluation, training on using appropriate personal protective equipment, and (if needed), other specialized training. CDC programs supplement CDC-wide general guidance and procedures with program- and project-specific information.

CDC managers and supervisors must determine special requirements needed by personnel for whom they are responsible, based on their knowledge of the assignment and with needed assistance such as:

Expert advice of CDC subject matter, health and safety, and physical security specialists;

Persons knowledgeable about the conditions at the deployment worksites such as the US Department of State, OGH, and other federal, state or local agencies;

CDC staff and other persons who are currently at or have had recent direct experience or other special knowledge of the conditions at the deployment worksites.

OHS is charged with providing leadership, service, and oversight in establishing and implementing the DHSP to ensure the health and safety of all deployed CDC personnel. OHS responsibilities are to:

Identify hazards, perform risk assessments, and select appropriate controls for the hazards;

Provide training, medical assessment, preparation, and post-deployment services;

Monitor health and safety issues for deployed personnel.

With respect to emergency deployments, OHS coordinates and cooperates with the DEO to ensure that all health and safety requirements are identified and satisfied for members of the CDC Emergency Deployment Program Team and other personnel deployed in response to CDC-recognized emergencies.

V. RESPONSIBILITIES

This section lists the responsibilities of noted individuals and organizations in the implementation of this policy.

A. Director, CDC, responsibilities with respect to the health and safety of deployed personnel policy:

Holds managers and supervisors accountable for the following provisions of this policy to ensure the health and safety of their personnel, both at CDC and deployment locations. Key responsibilities for managers and supervisors are listed below.

B. OHS responsibilities with respect to the health and safety of deployed personnel policy:

1. Provides leadership, service, and oversight for the CDC DHSP that complies with CDC and applicable regulatory requirements.

2. Provides consultation to managers, supervisors and deployed personnel regarding safe deployment practices and procedures.

3. Assists with developing and implementing DHSP training curricula, training courses, and exercises. Ensures maintenance of training records.

4. Develops and supports, as necessary, a CDC-wide committee to provide a forum for discussion and information exchange for CDC’s DHSP.

5. Serves as liaison between CDC and other governmental agencies related to DHSP activities.

6. Informs managers and supervisors of and assists in the implementation of new regulatory requirements applicable to deployment health and safety.

7. Ensures the availability of:

An effective pre-deployment medical screening and clearance process. At a minimum the screening and clearance process will include physical examinations, health screenings, respirator fit clearance testing, travel kits and medications, and other medical protections and interventions.

Immunizations, prophylaxes and other pharmaceutical interventions.

Appropriate personal protective equipment and other safety equipment.

Consultation on medical issues during deployment, including medical evacuation procedures.

Mental health services through the maintenance of employee assistance programs and other professional referrals.

Resilience-building programs to promote necessary skills, knowledge and abilities that enhance responders’ mental health and wellbeing before, during, and after deployments.

8. Provides or ensures designation of a safety officer or other safety or health professional to provide necessary services where deployment teams are of sufficient size and composition to warrant such inclusion and/or as dictated by the circumstances of the mission.

9. Provides health and safety information for the Emergency Deployment Resource Tracking System, or subsequent similar systems, and ensures that it is accurate and up-to-date.

10. Develops, implements, and oversees deployment standard operating procedures, checklists, and other guidance and tools where necessary, with health and safety plans.

11. Encourages and assists in the reporting of all exposures, injuries, illnesses, and incidents or potential exposures without known injury occurring as a result of deployment with completion of CDC 0.304 CDC/ATSDR Incident Report (see attachment), as soon as possible after the occurrence.

C. Managers and supervisors’ responsibilities with respect to the health and safety of deployed personnel policy:

1. Identify and prepare personnel who are to be deployed on routine deployments. Contracts, interagency agreements, or other agreements through which personnel are deployed must contain appropriate provisions to require compliance with the applicable requirements of this policy.

2. Identify personnel who may be deployed in response to emergencies, provide their names to the DEO Emergency Deployment Program Management Team, and cooperate fully in the activities required to bring them to a state of readiness for deployment.

3. Determine, to the extent possible, the hazards to which deployed personnel may be subjected and select and implement appropriate control measures.

4. Consult with OHS to ensure necessary occupational health services, training, equipment, and other information are provided to personnel before they are deployed.

5. Consult with Office of Global Health, DEO, Office of Security and Emergency Preparedness, and others for training, briefings and other information for personnel before they are deployed.

6. Cooperate fully with OHS in developing and operating CDC’s DHSP.

7. Ensure that deployed personnel adhere to all applicable CDC health and safety requirements.

8. Take corrective action if health and safety deficiencies are identified before, during or after deployment.

9. Document in writing, if personnel are deployed without fully meeting all deployment health and safety requirements, the decision and its rationale, and any additional precautions taken to protect those deployed.

D. Deployed personnel responsibilities with respect to proper application of this policy:

1. Know and comply with all requirements of this policy, the CDC Health, Safety and Environment policy, and any other applicable Center-specific guidance and procedures.

2. Attend all pre-deployment trainings and briefings as required by CDC.

3. Report to supervisors and/or OHS, as soon as practicable, exposures, illnesses, and injuries that occur during deployment.

4. Inform supervisors and/or medical personnel assessing fitness for deployment of medical conditions or limitations that might impair their ability to work safely during the deployment, as such conditions become known.

E. DEO, COTPER, responsibilities with respect to proper application of this policy:

1. Ensures that personnel deployed to respond to emergencies meet all health and safety requirements outlined in this policy and implementing guidance and procedures, unless responsible CDC senior managers direct otherwise.

2. Notifies OHS liaison upon activation of the DEO for emergency response activities or upon any other mobilization of DEO resources that have the potential to endanger the health and safety of CDC personnel.

3. Manages the Emergency Deployment Resource Tracking System used to record and track all actions taken to prepare personnel for deployment and the status and location of deployed personnel.

4. Reports to OHS any unsafe or unhealthful conditions related to deployment activities which are identified before, during, or after deployments.

5. Provides assistance with training and educational efforts related to safe and healthful actions by CDC personnel in the emergency response setting.

F. OGH responsibilities with respect to proper application of this policy:

1. Provides consultation and services supporting all international deployments including:

a. Pre-deployment trainings and briefings.

b. Logistical support and guidance for international travel.

c. Assistance with emergency medical interventions in partnership with the U.S. Department of State.

2. Coordinates with OHS the implementation of all health and safety requirements for international deployments.

3. Provides to all international travelers, OHS instructions for reporting exposures, illness, or injury and for requesting a health and safety consultation.

G. OSEP responsibilities with respect to proper application of this policy:

1. Provides advice and training to assist individuals in ensuring their physical security while deployed.

2. Provides security briefings and other training for all individuals who hold a national security clearance on all long-term and short-term overseas assignments/details and TDY.

H. OWCD, CDC Corporate University responsibilities with respect to proper application of this policy:

1. Assists with the development of training activities in support of the DHSP.

2. When requested, provides technical assistance in the initiation and maintenance of a Deployment Safety Certificate Program that encompasses all required DHSP training.

I. ITSO responsibilities with respect to proper application of this policy:

1. Provides information resources and technology support to fully implement the CDC DHSP.

2. Assists with logistical support of the Emergency Deployment Program Resource Tracking System.

VI. REFERENCES

A. Federal Agency Safety Programs and Responsibilities, Occupational Safety and Health Act of 1970, Section 19, as amended September 29, 1998.

B. Federal Civilian Personnel, Occupational Safety and Health Programs for Federal Employees. Fed Register 1980 27 February; 45:12769, as amended 2003 17 September.

C. CDC Health, Safety and Environmental Policy. CDC, November 2004.

D. Basic Program Elements for Federal Employee Occupational Safety and Health. Fed Register 1980 21 October; 45:69798, as amended 2004 26 November.

E. CDC Guide to International Operations.

CDC, November 2001.

F. CDC Guide to International Operations, Supplement 1, Briefing for Overseas Service. CDC, November 2001.

G. Office of Force, Readiness and Deployment (OFRD) Information. USPHS, updated January 2005.

[1] References to CDC also apply to the Agency for Toxic Substances and Disease Registry (ATSDR).