E.1_NCAUR_SAFETY_MANUAL_February_2013.pdf

USDA

Agricultural Research Service

National Center for Agricultural Utilization Research

1815 N. University St. • Peoria IL 61604 http://center.ncaur.usda.gov/Safety

USDA

Agricultural Research Service

National Center for Agricultural Utilization Research

1815 N. University St. • Peoria IL 61604 http://center.ncaur.usda.gov/Safety

SAFETY

MANUAL

NCAUR Safety Manual Revised 02/2013 Page: i

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. EMERGENCY RESPONSE TEAM

D. AFTER WORK HOURS

E. PERSONAL RESPONSIBILITY

F. CENTRAL ALARM SYSTEM

Page: ii

G. BUILDING EVACUATION

H. ACCIDENTS, FIRES, EXPLOSIONS, SPILLS AND MEDICAL

EMERGENCIES

I. BOMB THREATS

J. SUSPICIOUS PACKAGES (POSSIBLE BOMBS)

K. SUSPICIOUS PERSONS

L. UNLAWFUL ACTS

M. CIVIL DISORDER

N. WORKPLACE VIOLENCE

PART IV ACCIDENT PREVENTION AND RISK

CONTROLL

A. RESPONSIBILITY OF SUPERVISORS AND MANAGERS

B. RESPONSIBILITY OF EMPLOYEES

C. RESPONSIBILITIES OF THE SUPERVISOR/EMPLOYEE TEAM:

D. RESPONSIBILITY OF CONTRACTING OFFICER

E. RISK CONTROL

F. HAZARD WARNING SIGNS AND LABELS

G. PERSONAL EQUIPMENT AND CLOTHING

H. LAUNDRY SERVICE

PART V SAFETY PROGRAMS AND PLANS

A. CHEMICAL HYGIENE PROGRAM

B. HAZARDOUS WASTE MANAGEMENT PROGRAM

C. WORKER 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

Page: iii

H. EXPOSURE CONTROL PROGRAM - ASBESTOS

I. EMPLOYEE ASSISTANCE PROGRAM

J. OCCUPATIONAL MEDICAL SURVEILLANCE PROGRAM

K. WORKER'S INJURY/ILLNESS COMPENSATION PROGRAM .. 56

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. WET OXIDATION

O. POTENTIAL HAZARDS OF EQUIPMENT

P. DOORS

Q. DUMB WAITERS

R. POTENTIAL HAZARDS OF COMPRESSED GAS CYLINDERS . 65

S. POTENTIAL HAZARDS OF CHEMICALS (SEE NCAUR

CHEMICAL HYGIENE PROGRAM.)

T. SPECIFIC HAZARDOUS CHEMICALS

U. ORGANIC SOLVENTS

V. RADIOACTIVE CHEMICALS

Page: iv

W. PEROXIDES

X. PESTICIDES

Y. SAFE HANDLING OF MICROORGANISMS (SEE NCAUR

BIOHAZARDOUS MATERIALS AND WASTE MANAGEMENT

PROGRAM.)

Z. WASTE DISPOSAL (SEE NCAUR HAZARDOUS WASTE

MANAGEMENT PROGRAM.)

PART VII CHEMICAL HYGIENE PROGRAM

B. RESPONSIBILITIES UNDER THE CHEMICAL

HYGIENE PROGRAM

C. APPROVAL FOR SPECIFIC LABORATORY

OPERATIONS

D. STANDARD OPERATING PROCEDURES (SOPS)

E. AVOIDANCE OF "ROUTINE" EXPOSURE

F. UNATTENDED OPERATIONS

G. USE OF HOOD

H. VIGILANCE

I. WASTE DISPOSAL AND STORAGE

J. WORKING ALONE

K. FLAMMABLE HAZARDS

L. CORROSIVE AGENTS

M. ELECTRICALLY POWERED LAB APPARATUS

N. LOW TEMPERATURE PROCEDURES

O. PRESSURIZED AND VACUUM OPERATIONS

P. COMPRESSED GASES

Q. CHEMICAL STORAGE

R. ADDITIONAL PROTECTION FOR WORK WITH

SELECT CARCINOGENS, REPRODUCTIVE TOXINS,

AND CHEMICALS WITH ACUTE TOXICITY

S. NCAUR LABELING POLICY

Page: v

T. CRITERIA FOR THE USE OF CHEMICAL FUME

HOODS, BIOCABINETS AND GLOVE BOXES TO

REDUCE EXPOSURE TO HAZARDOUS CHEMICALS . 92

U. MAINTENANCE OF FUME HOODS AND OTHER

PROTECTIVE EQUIPMENT

V. EMERGENCY RESPONSE

W. MEDICAL CONSULTATION AND EXAMINATION 94

X. EMPLOYEE INFORMATION AND TRAINING

Y. 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 WARNING

I. NCAUR LABELING POLICY

J. EMPLOYEE INFORMATION AND TRAINING

Page: vi

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

ANC

ILLARY STAFF 133

A. RESPONSIBILITIES

B. PURPOSE

C. LOCATION RADIATION PROTECTION OFFICER .. 135

D. HAZARD COMMUNICATION

E. RISK ASSESSMENT

F. RADIATION HAZARDS

G. DOSE RATES AND EXPOSURE LIMITS

H. HEALTH EFFECTS OF EXPOSURE

I. STANDARD OPERATING PROCEDURES FOR

RESEARCH PERSONNEL

Page: vii

J. STANDARD OPERATING PROCEDURES FOR

FACILITY MAINTENANCE PERSONNEL, SERVICE

PERSONNEL AND VISITORS

K. VISITORS

L. EXPOSURE CONTROL PLAN

M. PERSONAL PROTECTIVE CLOTHING AND

EQUIPMENT

N. LABELS AND SIGNS

O. REGULATED WASTE

P. EXPOSURE REPORTING AND EVALUATION

Q. EMPLOYEE INFORMATION AND TRAINING

R. ANCILLARY STAFF

S. EMERGENCY PREPAREDNESS

T. PROGRAM EVALUATION AND RECORDS

U. RECORDKEEPING

V. TRAINING RECORDS

W. MEDICAL RECORDS

X. REFERENCE MATERIALS

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

Page: viii

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

Page: ix

M. NOTIFICATIONS

N. EMPLOYEE INFORMATION AND TRAINING

O. TRAINING RECORDS

P. RECORDKEEPING AND EVALUATION

Q. EVALUATIONS

PART XIV REDUCE / REUSE / RECYCLE

B. REDUCE

C. REUSE

D. RECYCLE

E. HOW TO TRIM YOUR WASTE

F. NCAUR REDUCING/REUSING/RECYCLING PROGRAMS .. 212

PART XV GLOSSARY

PART XVI REFERENCES

PART XVII APPENDIX

A. CONTACTS AND EMERGENCY INFO

B. RESPIRATOR PROTECTION

C. SUPPLIMENTAL GUIDES

D. FORMS

SAFETY POLICIES Page: 1

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 National Center for Agricultural Utilization Research (NCAUR), Peoria, Illinois. 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 NCAUR 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 ensure 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

NCAUR personnel, property, and facilities; and to minimize injuries, loss of life, or damage should disaster strike. This chapter fulfills the requirements outlined in ARS Directive 240.3, Physical Protection, Security, and Conduct While on ARS-Controlled Property and ARS Directive 230, Safety, Health and

Environmental Management Program.

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

B. POLICY

It is the policy of the USDA, ARS and NCAUR 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 NCAUR Safety and Occupational Health Manager.

The ARS Safety, Health and Environmental Management Program (SHEMP) is outlined in Manual 160.1.

The objective of the ARS SHEMP is to achieve improved 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 NCAUR are followed. IT IS EXPECTED THAT EVERY OCCUPANT OF THE

SAFETY POLICIES Page: 2

CENTER SHALL READ, COMPREHEND, AND COMPLY WITH ALL ELEMENTS OF THIS SAFETY

MANUAL. Furthermore, it is the policy of the USDA, ARS, and NCAUR 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 in NCAUR.

D. RESPONSIBILITIES

1. Center Director and Research Leaders

The Center Director (CD) and Research Leaders (RL) are responsible for establishing, monitoring and enforcing a Safety, Health, and Environmental Management Program for the employees of

NCAUR.

The Center Director and Research Leaders will:

a. Initiate the establishment of a written NCAUR Safety, Health, and Environmental

Management Program.

b. Authorize and ensure funds are provided to support safety, health and environmental management programs.

c. Eliminate recognized hazards to the maximum extent through: engineering changes, administrative changes, and providing personal protective equipment.

d. The Center Director has the responsibility for developing a strong safety, health and environmental management program for NCAUR. As part of this responsibility, the Center

Director has accepted the position and duties of the Safety Committee Chair.

2. Supervisors and Managers

All individuals in a supervisory or managerial position have the direct responsibility for the safety, health and environmental compliance for all employees who report to them. The supervisor must be aware of all safety rules and known hazards, which apply to specific jobs for which they are responsible. The supervisor shall observe the work in progress to ensure that her/his employees know and follow all safety, health and environmental rules and procedures.

Supervisory responsibilities include, but are not limited to:

a. Taking personal responsibility for safety, health and environmental compliance.

b. Performing Risk Assessments and reviewing Safety Data Sheets to identify all potential hazards concerning work assignments under her/his control.

SAFETY POLICIES Page: 3

c. Establishing: Standard Operating Procedures (SOP), Risk Assessments and Standard

Procedures (RASP), and completing the Safety Start-up and Review forms for work assignments relating to chemical and equipment use.

d. Providing and documenting training prior to employee work and when tasks change.

e. Responding immediately to correct any unsafe conditions, which may exist.

f. Informing employees of potential hazards as they come to light.

g. Correcting any unsafe acts committed by the workers assigned to a task.

h. Stressing safety procedures to employees and observing their activities to confirm safe completion of said activities.

i. Investigating thoroughly all accidents that take place in her/his area of responsibility, determining the cause(s) of the accident and taking the required corrective action to prevent future accidents.

j. Assuring proper action is taken for injured employees to prevent further injuries and to provide prompt medical treatment when necessary.

3. Employees

A primary responsibility of each employee is to perform duties in a safe manner. The employee shall learn the approved safe practices applicable to each task and shall observe them at all times.

If the employee is unaware of the safe work practice, he/she shall contact higher supervision immediately for instructions or directions. Accident prevention is an inseparable part of the way every job, at every level, is accomplished.

No written plan can list all possible safety and health hazards. The responsibility for safety rests with each employee. Each employee is charged with a duty to assist in formulating programs and procedures to accomplish the goals set forth in this plan. Each employee shall take personal responsibility to work safely and comply with safety, health and environmental regulations.

If an unsafe condition is observed which impacts NCAUR safety, health or environmental compliance, a supervisor, RL, CD or NCAUR Safety Manager should be notified. This notification should include the nature of the unsafe condition, steps taken to protect personnel, and corrective measures needed to eliminate the hazard. Each employee shall take personal responsibility to report unsafe conditions.

Employee responsibilities include, but are not limited to:

a. Taking personal responsibility for safety, health and environmental compliance.

b. Preparing or reviewing Risk Assessments

c. Reviewing of Safety Data Sheets (SDS) to identify all potential hazards concerning work assignments prior to performing work.

d. Establishing or reviewing SOP/RASP for work assignments relating to chemical and equipment use

SAFETY POLICIES Page: 4

e. Knowing and following all safety rules and standard operating procedures

f. Attending and documenting training prior to commencing work and when assignments change

g. Maintaining work areas in a clean and orderly condition

h. Reporting all injuries to supervisor and/or management

i. Reporting all accidents and potential hazards to supervisor and/or management.

j. Submitting suggestions, which will improve the safety of the job and the workplace.

4. NCAUR Safety Manager

NCAUR Safety Manager has the responsibility for developing, implementing and monitoring a comprehensive Safety, Health and Environmental Management Program for NCAUR. NCAUR Safety Manager must maintain professional expertise within the safety, health and environmental management field and must be cognizant of OSHA, NFPA, EPA, RCRA, SARA, USDA, ARS and Illinois state laws, regulations, statutes, directives, etc. The Safety Manager shall advise and assist the Center Director and Research Leaders, the Safety Committee, supervisors and employees in providing a safe working environment.

Safety Manager responsibilities include, but are not limited to:

a. Establishing and maintaining a comprehensive safety, health and environmental management program

b. Preparing and documenting all regulatory reports

c. Conducting safety inspections and preparing reports

d. Reviewing safety inspections conducted by the Safety Committee, examining the purpose, frequency, and the format of each report

e. Maintaining the schedule of inspections and reports.

f. Assuring noncompliance issues are corrected.

g. Establishing and maintaining a program for the dissemination of information on safety, health and environmental compliance

h. Procuring and distributing safety literature (pamphlets, posters, etc.); and, developing and scheduling safety training, demonstrations and lectures

i. Assisting in the investigation of accidents conducted by the injured employee's immediate supervisor.

j. Informing management of injuries, accidents, and safety, health and environmental concerns impacting NCAUR.

SAFETY POLICIES Page: 5 i Advising the Center Director and Research Leaders on matters of broad policy relating to the protection of life and property including but not limited to:

ii Storage and disposal of waste chemicals and solvents iii Adequacy of fire fighting and first aid equipment iv Interpretation of regulatory codes v Coordinating the activities of the Safety Committee and its subcommittees

k. Reviewing proposed construction projects and equipment purchases for safety, health and environmental compliance requirements.

l. Maintaining NCAUR records for:

i Occupational Medical Surveillance Program ii Office of Worker Compensation Program iii OSHA Worker Hazard Communication Program iv Hazardous Waste Management Program v Official safety files

m. Performing related duties as may be required.

5. Biosafety Officer

The Biosafety Officer is responsible for supervising the collection and proper on-site storage of all biological materials and wastes. The Biosafety Officer is responsible for arranging for the appropriate off-site disposal of accumulated biological waste in a timely manner and in accordance with Federal and State of Illinois OSHA, EPA and DOT regulations.

6. Chemical Disposal Officer

The Chemical Disposal Officer is responsible for supervising the collection and proper on-site storage of all chemical wastes. The Chemical Disposal Officer is responsible for arranging for the appropriate off-site disposal of accumulated waste in a timely manner and in accordance with the regulations of EPA, RCRA, DOT and OSHA.

7. Location Radiological Protection Officer

The Location Radiological Protection Officer (LRPO) is the USDA NCAUR Safety manager and is listed on the ARS Radiological license, and approved by the USDA Radiological Safety Staff.

The LRPO responsibilities include, but are not limited to:

a. Serving as the contact person at NCAUR for the USDA Radiological Safety Staff on radiation safety matters.

b. Providing appropriate consultation to authorized users of radioactive materials on how to comply with their obligations for the proper use and safe disposal of radioactive material in accordance with Administrative Memorandum 124.1 and the USDA Radiological Safety

Handbook.

SAFETY POLICIES Page: 6

c. Encouraging the safe use of radioactive materials by providing radiological safety training programs and establishing pertinent educational resources at NCAUR.

d. Supervising the on-site storage of short half-life radioactive material for decay.

8. SAFETY COMMITTEE

The purpose of NCAUR Safety Committee is to allow for employee representation on safety and health matters. Committee members actively participate in the development of safety policy and training programs. The NCAUR Safety Committee meets a minimum of once per quarter (meetings are open to any interested individual). Membership on the Safety Committee is a collateral duty. Membership represents a cross section of facility personnel with specific representation from all classifications. All appointments to the committee are subject to the approval of the Center Director.

Each member shall serve the committee as a Safety Inspector. They shall conduct quarterly safety inspections, to fulfill the requirements of the ARS Inspection and Hazard Abatement Program.

Their findings shall be reported to the Safety Committee for appropriate action. NCAUR Safety Manager shall report on safety-related activities and shall advise the committee concerning safety issues.

A trained representative from each unit will inspect the facilities and grounds of NCAUR annually.

Written inspection reports will be provided to the laboratory occupants and Research Leaders.

Monthly inspections of the laboratory safety devices such as the emergency eye wash/shower stations, and fire extinguishers shall be completed by the occupant responsible for the lab, or their designee. NCAUR Safety Manager performs regular inspections. Area and/or Headquarter personnel also complete annual inspections.

Terms of office for the Committee Chair and Subcommittee Chairs shall follow the fiscal year, October 1 through September 30. Membership should be rotated every three years.

a. Membership - NCAUR Safety Committee membership is composed of the following:

i Chair, NCAUR Safety Committee ii Biological Safety Officer iii Research Leader iv Facility Engineer v Radiological Protection Officer vi Union Representative vii Facility Contractor Maintenance Supervisor - Observer viii Area Safety and Health Manager – Observer

9. Safety Committee Chair

The duties of the Safety Committee Chair (hereafter referred to as Safety Chair) include, but are not limited to:

a. Conducting the meetings of NCAUR Safety Committee

b. Appointing subcommittees to evaluate safety concerns

c. Advising the committee and management concerning safety matters.

SAFETY POLICIES Page: 7

d. Preparing the minutes of the Safety Committee meeting for distribution. These minutes should include:

e. All occurring and proposed aspects of safety

f. Recommendations as to specific items requiring correction

g. Committee reports therein

h. Calling to the attention of management unsafe acts committed by personnel and unsafe conditions existing in the facility.

i. Performing related duties as may be required.

10. Emergency Response Team

The Emergency Response Team (see Appendix A-6) shall respond to spill, medical and related accidents and shall implement plans to reduce the impact of an incident on NCAUR personnel and upon the facility. They shall consist of personnel trained to manage basic laboratory emergencies.

The safety of NCAUR personnel, including the members of the Emergency Response Team, shall be the primary concern of the team during times of emergency. The team shall be charged with the responsibility of minimizing the danger posed by an emergency and advising the Center Director concerning the emergency. The team shall consist of the Emergency Response Coordinator and subcommittee members. Facility Contractor's Maintenance Supervisor shall be a member of the team. The team shall be assisted by other NCAUR and Facility Contract personnel, as well as professional fire fighters, HazMat responders, medical responders, and/or other experts, as needed.

Membership on the Emergency 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.

NOTE: THE TEAM HAS BEEN SIZED TO ENSURE ADEQUATE RESPONSE OF

TRAINED MEMBERS. FLEXTIME, VACATIONS, ILLNESS, AND TRAVEL MAY

AFFECT THE ACTUAL RESPONSE. DIAL 6666 TO REQUEST EMERGENCY

ASSISTANCE.

All team members will receive training appropriate to their function. Members will receive training in first aid, 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, first aid/CPR, fire extinguisher handling, respirator instruction and certification, hazardous materials handling, and spill control, etc.

FACILITY SELF-PROTECTION PLAN Page: 9

PART II FACILITY SELF-PROTECTION PLAN

A. GENERAL ASSUMPTIONS

1. The safety of NCAUR personnel is paramount.

2. NCAUR personnel will perform their duties and will respond to emergency situations in a logical and reasonable manner consistent with actions that would be expected of any private company employee, private citizen, or good neighbor.

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

4. NCAUR personnel are not to be armed during life endangering situations.

5. 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.

6. 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.

7. 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.

8. 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.

9. The Governor of Illinois will mobilize the National Guard to 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 the arrival of the National Guard.

10. Natural and man-made disasters (tornadoes, snow/ice storms, enemy attack, etc.) may be of such magnitude that local agencies cannot cover all of NCAUR protection requirements.

NCAUR personnel may be required to provide protection services (observers, fire-watch, etc.) for a short period of time following such a disaster.

11. 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.

FACILITY SELF-PROTECTION PLAN Page: 10

12. GSA rules and regulations Federal Property Management Regulations (FPMR) 101-20.3, Conduct on Federal Property, are applicable to ARS-controlled facilities and locations (see

Appendix C-3).

B. FACILITY ACCESS

1. Assumptions

a. It is ARS and NCAUR 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. NCAUR shall be closed to the public only 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 personnel; however, not all employees need unrestricted access to all facilities.

h. GSA rules and regulations FPMR 101-20.3, Conduct on Federal Property, are applicable to

ARS controlled offices and locations. (See Appendix C-3, Rules and Regulations

Governing Public Buildings and Grounds.)

i. To limit ARS liability, to ensure the security of the facilities, and in order to comply with ARS

Directive 240.3, after work hours access must be restricted to individuals authorized by the

CD/RL.

j. Access shall only be granted to those facilities in which the need exists.

2. Actions

a. Key Issuance -- Keys/cards to facilities shall be issued to employees and visitors only at the request of the CD/RL.

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

FACILITY SELF-PROTECTION PLAN Page: 11

c. Normal Work Hours Employee Access -- Employees shall follow procedures prescribed in

Section 3, Normal Work Hours Access Policy.

d. After Work Hours Employee Access -- Employees who are authorized after-hours access will follow the procedures prescribed in Section 4, After Work Hours Access Policy, when entering and exiting a facility outside of normal working hours.

e. Short-Term Visitors (one day or less) shall register in the Visitors' Log Book and should be accompanied by the person whom they are visiting (see Section 5, Visitor Access).

f. Long-Term Visitors (more than one day) shall register in the Visitors' Log Book and should be given instructions on laboratory policy and safety as appropriate and reasonable and, which has been approved by the Center Director or Research Leaders, (see Section 5, Visitor Access).

3. Normal Business Hours Access

a. Assumptions i The Center Director, Research Leaders and Safety Manager have devised and placed into effect security procedures which ensure that buildings under their control are protected during normal business hours (Monday through Friday 8:00 a.m. to 4:30 p.m.).

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 Follow policy and procedures as outlined by the CD, RL, and Safety Manager.

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

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

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

v If possible, do not perform hazardous work alone, or without another person within easy call. If you will be alone, it is suggested that you always inform someone (a co-worker, supervisor, 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.

vi Students, especially minors, should not be permitted to work alone.

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

viii Maintain a secure and safe working environment. In order to protect government and personal property from theft or breakage, observe visitor's actions and report unsafe or suspicious actions to supervisor or Security. Assume responsibility for temporary

FACILITY SELF-PROTECTION PLAN Page: 12 employees and visitors and require that they follow the same rules as permanent employees.

ix 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 optimum level (match arrows in the Center and the South wing) and close sash completely in the North wing.

Turn off lights in the offices and laboratories.

Lock security doors.

4. After Normal Business Hours Access

a. Assumptions i The Center Director, Research Leaders, and Safety Manager have devised and placed into effect procedures for work performed before and/or after normal business hours (4:30 p.m. through 8:00 a.m.) and on weekends and holidays.

ii These procedures will be similar to Normal Business Hour Access procedures and include after hour 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 complying with After Business Hours Access Policy.

b. Actions i Follow procedures and policy as outlined by the Center Director, RL, and Safety Manager.

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

iii Request advance permission to work outside normal business hours. Unless properly authorized, no person shall be admitted to any area occupied by ARS 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.

iv Upon entry to property:

Observe surroundings for suspicious movements or unusual conditions.

Log in. 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.

v Working alone in a laboratory is hazardous. If you plan to work after hours:

Review your experimental protocols and plan your safety precautions and emergency responses.

Notify the security guard if you plan to work on a hazardous project. Provide your exact location and establish a security check schedule.

vi In case of an emergency:

Summon assistance. Immediately dial 6666 or pull a fire alarm station. Do not try to put out a 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.

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If possible, go outside and direct emergency response service. If security notified help, plan to meet the response service at your location to assure prompt and accurate access to the problem.

5. Visitor Access

The safety of all people on NCAUR property dictates that visitors abide by NCAUR safety precautions and administrative policy. The Center Director and all Research Leaders are authorized to restrict or refuse visitor access. Access may be limited or denied if a visitor objects to using required safety equipment or following safety precautions or other NCAUR policy.

Visitors to NCAUR are welcome during normal business hours on regular working days.

Visitors may include 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 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 NCAUR. All visitors and contractors shall be issued a badge and shall wear the pass while in building. Visitors will not be allowed to proceed into NCAUR without proper authorization.

a. Escorted Guest

Any visitor to NCAUR who is a first time visitor, a guest of an employee, or someone identified by the Center Director or a Research Leader as 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, issue a visitor’s badge and, if necessary, visitor safety glasses. The employee being called shall escort her/his guest from the Lobby to the point of contact.

The employee is responsible for ensuring that the visitor receives appropriate safety instructions. Escorted visitors shall be the responsibility of the employee while at NCAUR. The visitor shall be escorted to the Lobby by the employee at the conclusion of business.

b. Unescorted Guest

Any visitor to NCAUR 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 receptionist will issue visitor safety glasses if necessary.

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

c. Tour Groups

Visitors seeking to tour NCAUR 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 NCAUR shall not be allowed.

d. Vendors - Sales and Service Personnel

Most sales and service vendors, especially first time visitors to NCAUR, shall be considered as escorted guests and must follow the regulations defined above. Those vendors who regularly call upon NCAUR 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 NCAUR 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.

e. Vendors - Delivery Personnel

All vendors making deliveries to NCAUR shall report to either the receiving clerk or the receptionist. Delivery personnel shall have restricted access to NCAUR. They shall be allowed admittance only to specific areas at the direction of the receiving clerk and/or the receptionist.

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.

f. Incidental Visitors

Incidental visitors to the Center are those individuals, who do not have specific business to conduct with the Center, but instead are calling upon the Credit Union or attending a meeting

FACILITY SELF-PROTECTION PLAN Page: 15 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.

g. Credit Union

Those individuals having business dealings with the Credit Union shall sign the visitor register indicating their intention to visit the Credit Union and shall be issued a visitor pass. Those wearing this pass shall be allowed access to the first floor to visit the Credit Union only.

h. Meetings

Those individuals attending a special meeting on site shall sign the visitor register indicating their intention to attend the meeting and shall be issued a visitor pass. They will be allowed access only to the conference room where the meeting is being conducted.

i. 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 her/his 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, the Contracting Officer's Representative, the Safety Manager, or the 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 her/his employees. Contractors and subcontractors shall be responsible for the safe completion of the contract.

C. RESTRICTED AREAS

Specific areas of NCAUR 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 12 (except certain high school students as indicated below), be admitted to the laboratories, pilot plants, or the service

FACILITY SELF-PROTECTION PLAN Page: 16 buildings of NCAUR at any time. Children may be admitted into the Administrative Wing if accompanied by a parent or other responsible adult.

EXCEPTION - SCHOOL CHILDREN AND HIGH SCHOOL STUDENTS MAY BE

ADMITTED TO CERTAIN DESIGNATED AREAS WHEN ACCOMPANIED BY AN

EMPLOYEE DURING A GUIDED TOUR.

E. DESIGNATED AREAS

All areas of active research shall be restricted to authorized personnel only. Certain areas or 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 exposure to the hazard. These areas shall be considered "DESIGNATED AREAS."

The Safety Manager, Biosafety Officer and/or the Location Radiological Protection Officer should be consulted when determining which areas should be designated as areas of limited access.

F. CONSTRUCTION SITES

Areas of NCAUR 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. These areas are designated as "RESTRICTED 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 Labels policy, located in Part IV of this manual.

G. VEHICLE OPERATIONS AND SECURITY

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

b. ARS Directive 221.1 (Personal Property and Motor Vehicle Management), and state and local laws are applicable.

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

d. Vehicles are maintained in proper condition for operational safety.

e. NCAUR employees will drive safely, obey posted signs, and not speed.

2. Actions

a. Motor vehicle operators will comply with all state and local laws and with all regulations applicable to motor vehicle operations, including U.C.S. Article 6701d, Section 97, which

FACILITY SELF-PROTECTION PLAN Page: 17 states that a motor vehicle operator shall not permit a motor vehicle "to stand unattended without first stopping the engine, locking the ignition, removing the key from the ignition and effectively setting the parking brake and, when standing upon any grade, turning the front wheels to the curb or side of the highway".

b. Employees will take every reasonable precaution to control, protect, and safeguard personal property and motor vehicles against loss, theft, or damage (ARS Directive 221.1, Section

III-G). 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 RL, CD or Location Property Officer.

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 (preferably in writing).

iv

3. Driving and Parking

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a. The privilege of operating government and personal automobiles at NCAUR 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 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 NCAUR and contractor personnel refrain from parking in the space-marked for visitors and the handicapped at the front of the building and in other restricted areas. All non-restricted areas are marked by parallel yellow lines to facilitate proper parking.

H. UNSAFE ACTS

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

b. NCAUR Safety, Health and Environmental Program Manuals and employee training have been provided by the Safety Manager.

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

d. The supervisor in charge of the laboratory has provided adequate training with regard to safe practices, in the laboratory. The supervisor is responsible for the training of not only her/his immediate staff but also of the employees who may interact within the research unit.

e. Employees have received safety, health and environmental management and laboratory specific training. Employees are expected to adhere to all safety rules and to participate conscientiously in any training exercise. There may be occasional lapses in the observation of safety precautions by employees, especially when performing tasks which are unfamiliar. Employees are expected to request assistance or additional safety, health and environmental management information sufficient to prevent unsafe acts.

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2. Actions

a. Review and follow the safety instructions provided in this Safety Manual and its companion

NCAUR Safety, Health, and Environmental Program Manuals, and the safety committee and supervisor training courses.

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

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

i Remind the employee of the appropriate procedure or of the need for caution; or ii If appropriate, inform the employee's immediate supervisor of the unsafe act so the supervisor may provide appropriate training.

I. EATING, DRINKING, AND SMOKING

Eating, drinking and smoking are prohibited in the laboratories. Food items should not be taken past the double wing doors into the laboratories and shall not be stored in refrigerators used for chemical, biological, or radiological storage.

It is the policy of NCAUR that smoking be permitted only in areas marked by a sign reading "Designated Smoking Area". Smoking is allowed outside of the buildings, but not within 30 feet of doors, windows and air handlers. 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. (A "Designated Smoking Area" sign is not required out-of-doors.)

Smoking is defined as a lighted cigar, cigarette, pipe, or any other lit tobacco or similar product.

Designated smoking areas shall be defined as rooms or spaces set aside for employees who smoke tobacco products. Non-smoking areas of NCAUR shall be defined as any space not designated as a smoking area.

J. ALCOHOL AND DRUG PROHIBITION

Using intoxicating beverages or narcotic drugs on Government-owned or leased property, or transporting such beverages or drugs in Government-owned or leased vehicles is prohibited by all Federal employees, cooperators, contractors, visitors, etc.

ARS recognizes that alcoholism, alcohol abuse, drug abuse or health problems, which may interfere with an employee’s job performance, are treatable illnesses. The ARS is committed to providing consideration and assistance for these problems. The Employee Assistance Program (EAP) has been established to deal with troubled employees (see Appendix A-3).