Attachment 4 - Safety Health and Environmental Management Program.pdf

United States Department of Agriculture Research, Education, and Economics

ARS � ERS � NASS � NIFA

Manual

Title: Safety, Health, and Environmental Management Program

Number: 160.0M

Date: June 2, 2011

Originating Office: Facilities Division, Safety, Health, and Environmental Management Branch, AFM/ARS

This Replaces: ARS Manual 230.0 dated December 5, 2005

Distribution: All REE Employees

This manual describes the Research, Education, and Economics (REE) Safety, Health, and Environmental Management program, including Purpose and Scope, Organizational and Communication Structures, Roles and Responsibilities, Program Authorities, Education and Training Requirements, and Program Elements. This issuance also reflects a new assigned number.

Table of Contents

General

1. Purpose

2. Applicability

3. REE Policy Statement

Safety Management Occupational Health Management Industrial Hygiene Environmental Management Radiation Safety Biological Safety

4. Maintenance of this Manual

5. Definitions

6. Authorities

7. Abbreviations

8. SHEM Standards

Basic Responsibilities for Standards Procedures for Standards Adoption New, Amended, or Supplementary Standards Conflicting Standards Emergency Temporary Standards Access to Standards Conformance to Standards

9. Organizational Structure, Communications, and Records Retention REE Organizational Structure Internal Communications External Communications Records Retention

10. Annual Goals and Objectives

11. Responsibilities

12. Basic Employee Rights

13. Reprisals

14. Education/Training

15. Awards and Promotional Activities

16. Calendar of Reporting Events

Safety Management

17. Postings

18. Safety Committees

19. Facilities Design and Construction

20. Accident/Illness Reporting, Recording, Investigation, and Analysis

Accident Reporting Accident/Illness Investigation and Recording

OSHA Forms 300, 300A, and 301

21. Public Visitor Protection

22. Inspection and Abatement

Hazard Abatement Plans Employee Reporting of Unsafe or Unhealthful Working Conditions

23. Onsite Assistance Reviews

24. Controlled Substances

25. Storage, Preparation, and Consumption of Food and Beverages in Facilities

26. Hazard Communication

27. Standards for Federal Supply/Service Contracts and Extramural Agreements

Safety and Health Standards for Federal Supply Contracts Safety and Health Standards for Federal Service Contracts Safety and Health Standards for REE Grants and Agreements Sample Statement of Work

Occupational Health Management

28. Employee Assistance Program

29. Occupational Medical Surveillance Program

30. REE Workers’ Compensation Program

Industrial Hygiene

31. Industrial Hygiene

32. Asbestos Management

33. Chemical Hygiene

34. Personal Protective Equipment

35. Hearing Conservation

36. Respiratory Protection

37. ARS Ventilation and Laboratory Chemical Fume Hood Standards

Environmental Management

38. Environmental Management System EMS Policy Statement EMS Declaration of Conformance

Environmental Planning

39. National Environmental Policy Act NEPA Process for Construction Projects

40. Funding Hazardous Waste Cleanup Funds Agency Funds Funding Priorities

Environmental Protection

41. Wetlands

42. Coastal Zone Act

43. Endangered Species Act

44. Fish and Wildlife Populations and Habitats

45. Invasive Species

46. Outdoor Recreation

47. National Historical Preservation Act

48. Pollution Prevention

49. Sustainability

50. Oil Pollution Act

51. Underground Storage Tanks

52. Ozone-Depleting Substances

Environmental Compliance

53. Clean Air Act

54. Clean Water Act

55. Safe Drinking Water Act

56. Resource Conservation and Recovery Act

57. Comprehensive Environmental Response, Compensation, and Liability Act

58. Emergency Planning and Community Right-to-Know Act

59. Toxic Substances Control Act

60. Federal Insecticide, Fungicide, and Rodenticide Act

61. Reporting Hazardous Substance Activity When Selling or Transferring Real Property

62. Compliance Auditing

General

1. Purpose

This manual has been prepared to serve as a reference for management officials, supervisors, and employees. It incorporates elements of various laws, regulations, and executive orders (EOs) that require the head of each Federal agency to establish a Safety, Health, and Environmental Management (SHEM) program. When REE is operating in jurisdictions with more stringent safety, health, and environmental requirements, they will be applied.

The SHEM program is REE’s plan to effect optimal achievement of error-free and, therefore, accident-free task performance that involves employee, machine, and environmental relationships. Within REE, the SHEM program encompasses the related functional areas of safety management, occupational health management, industrial hygiene, and environmental management. ARS has developed separate Radiation Safety and Biological Safety programs;

however, these programs collaborate closely with the SHEM program.

2. Applicability

The contents of this manual are applicable to all REE agencies; i.e., ARS, ERS, NASS, and NIFA, under the direction of the administrators whether accomplished by agency personnel, cooperators, or contractors. Exceptions to the provisions of this manual require the ARS Administrator’s approval. Waivers will be documented and copies furnished to the next higher management level. In all instances, however, program coverage consistent with the intent of the pertinent provisions must be provided.

3. REE Policy Statement

It is REE policy to eliminate or minimize losses incurred by the agencies, individual employees, and the general public as a result of actions or incidents involving or producing injury, illness, and property/environmental damage in the workplace by:

• Implementing the agencies’ program for safety, health, and environmental management.

• Complying with the spirit and letter of Federal, State, and local safety, health, and environmental laws, regulations, EOs, and related standards, policies, etc.

• Establishing procedures to prevent accident-related losses for procurement, repair, storage, waste management/disposal, and salvage operations.

• Providing supervisory/employee education/training opportunities for communicating program function components.

• Properly assigning, directing, and training REE employees in SHEM related activities.

• Developing supervisory safety, health, and environmental related knowledge and skills.

• Compensating for human factors/errors that have an undesirable effect upon REE.

• Developing occupant emergency plans for emergency situations.

• Developing and implementing program promotional activities.

• Conducting hazard assessments to identify potentially hazardous conditions or adverse environmental consequences.

• Developing standard operating procedures that minimize or eliminate potentially hazardous conditions or adverse environmental effects.

• Protecting employees from hazardous conditions through isolation, guarding, shielding principles or substitution, or personal protective equipment.

• Developing policies and procedures that minimize or eliminate potentially hazardous conditions or adverse personal effects through chemical labeling, hygiene, proper storage and disposal, and by inventorying chemicals and hazardous substances/materials.

• Developing procedures for researching, measuring, and reporting of safety, health, and environmental related data.

• Developing programs for reviewing, inspecting/auditing, and complying with the SHEM program.

• Incorporating the SHEM program components into daily routines.

REE agencies will take appropriate action to correct deficiencies and provide a consistent level of program support to implement and maintain an acceptable SHEM program as required by Federal, State, and local laws and regulations.

Safety Management

The objective of the safety management function is to furnish employees a work place that is free of recognized hazards that are causing or likely to cause death or serious physical harm.

Occupational Health Management

The objective of the occupational health management function is to promote healthful working conditions by establishing programs to recognize, evaluate, and correct occupational health hazards.

Industrial Hygiene

The objective of the industrial hygiene function is to protect the health and well-being of people by anticipating, recognizing, evaluating, and controlling adverse environmental conditions or stresses in the workplace.

Environmental Management

The objective of the environmental management function is to develop, implement, manage and evaluate programs to:

• protect the human and natural environment;

• provide stewardship of natural and other resources under REE’s control;

• prevent, control, and abate pollution at agency facilities;

• protect agency personnel from administrative, civil, and criminal penalties and liability;

and

• comply with substantive and procedural environmental requirements associated with project planning, property disposal, facility construction, and operation and program execution.

Radiation Safety

The Radiation Safety program is administered Department-wide by USDA’s Radiation Safety Division (RSD) and the Office of National Programs (ONP). The objective of this program is to safeguard personnel, property, and the community at large from the potential hazards of radiation from all possible sources and, thereby, minimize legal risks associated with the presence or use of ionizing radiation. Specific program policy guidelines can be found in the USDA’s Radiation Safety Handbook and on the RSD Web site.

Biological Safety

The ARS Biosafety Officer administers the Biological Safety program within the ONP. The objective of this program is to prevent or minimize employee exposure or the accidental release to the environment of hazardous biological agents through the promotion of safe laboratory practices, procedures, and proper use of containment and facilities.

Manual 242.1, ARS Facilities Design Standards, Chapter 9, Biohazard Containment Design, addresses requirements and considerations for design of containment facilities. The chapter discusses hazard classification and choice of containment; architectural, mechanical, and electrical design features; testing and certification requirements for critical components of the containment system; and bid document preparation. Specific program policy and guidelines can be found in the USDA Departmental Regulation (DR) 4400-007, Biological Safety Program;

USDA Departmental Manual (DM) 9610-001, USDA Security Policies and Procedures for Biosafety Level 3 Facilities; DM 9610-002, USDA Security Policies and Procedures for Laboratories and Technical Facilities; and DR 9630-001, Policy and Procedures on Biohazardous Waste Decontamination, Management and Quality Controls at Laboratories and Technical Facilities.

4. Maintenance of this Manual

The Safety, Health, and Environmental Management Branch (SHEMB), Facilities Division (FD), is responsible for the issuance of any amendments to this manual. The manual will be updated as required to maintain compliance with new or revised Federal, State, and local laws, regulations, EO, and related standards, policies, etc.

Where references are made to Web sites, a hard copy will be made available to anyone not having access to the information. Contact your servicing location, Area, or Agency SHEM representative.

5. Definitions

The intent of this section is to promote a common understanding of technical terms and definitions. The following is a list of terms and definitions pertinent to the technology and practice of SHEM within the REE agencies.

• Accident - An unplanned event that causes injury, illness or property damage.

• Hazard - Chemical, biological, radiological, physical, or behavioral obstruction of safe task performance which might allow an unfavorable extent of chance danger, peril, or risk, resulting in losses.

• Industrial Hygiene - The scientific discipline devoted to protecting the health and well-being of people at work by anticipating, recognizing, evaluating, and controlling adverse environmental factors or stresses arising in the workplace.

• SHEM Program - REE’s plan to effect optimal achievement of error-free and, therefore, accident-free task performance which involves employee, machine, and environmental relationships. Within REE, the SHEM program encompasses the related functional areas of safety management, occupational health management, industrial hygiene, and environmental management.

6. Authorities

Authority for programs to prevent accidents/incidents involving people, personal property, and the environment, with respect to the operations of the Federal Government, is provided in various laws, regulations, EO, and related standards, policies, etc. In some jurisdictions, more stringent State or local standards may govern mission activities. The following list contains only those minimum Federal requirements that apply REE-wide. Other authorities may be applicable.

The major authorities behind the SHEM program are:

• 7 CFR 1b, National Environmental Policy Act;

• 7 CFR 2, Delegations of Authority by the Assistant Secretary for Administration;

• 7 CFR 331, Possession, Use, and Transfer of Select Agents/Toxins;

• 7 CFR 520, Procedures for Implementing National Environmental Policy Act;

• 9 CFR 121, Possession, Use, and Transfer of Select Agents/Toxins;

• 10 CFR 19, Notices, Instructions, and Reports to Workers: Inspection and Investigation;

• 10 CFR 20, Standards for Protection Against Radiation;

• 10 CFR 30, Rules of General Applicability to Domestic Licensing of Byproduct Material;

• 20 CFR 10, Federal Employees’ Compensation Act;

• 29 CFR 1605, Equal Employment Opportunity Commission;

• 29 CFR 1904, Recording and Reporting Occupational Injuries and Illnesses

• 29 CFR 1910, Occupational Safety and Health Standards;

• 29 CFR 1925, Safety and Health Standards for Federal Service Contracts;

• 29 CFR 1926, Safety and Health Regulations for Construction;

• 29 CFR 1928, Occupational Safety and Health Standards for Agriculture;

• 29 CFR 1960, Basic Program Elements for Federal Employee Occupational Safety and

Health Programs;

• 40 CFR 1 to end, Protection of the Environment;

• 42 CFR 73, Select Agents and Toxins;

• 49 CFR 171 to 178, Hazardous Materials Regulations;

• 49 CFR 173, Shippers – General Requirements for Shipments and Packages;

• EO 12088, Federal Compliance with Pollution Control Standards;

• EO 12196, Occupational Safety and Health Programs for Federal Employees;

• EO 12372, Intergovernmental Review of Federal Programs;

• EO 12580, Superfund Implementation;

• EO 13112, Invasive Species;

• EO 13150, Federal Workforce Transportation;

• EO 13423, Strengthening Federal Environmental, Energy, and Transportation

Management;

• EO 13514, Federal Leadership in Environmental, Energy, and Economic Performance;

• DM 5600-1, Environmental Pollution Prevention, Control, and Abatement;

• DM 9610-001, USDA Security Policies and Procedures for Biosafety Level-3 Facilities

• DM 9610-002, USDA Security Policies and Procedures for Laboratories and Technical

Facilities

• DR 4410-004, Safety Management Program;

• DR 4430-003, Workers’ Compensation Program;

• DR 9630-001, Policy and Procedures on Biohazardous Waste Decontamination, Management, and Quality Controls at Laboratories and Technical Facilities;

• P&P 115, Delegations of Authority;

• P&P 116, Freedom of Information Act and Privacy Act Guidelines;

• P&P 124.1-ARS, Radiation Safety Program ARS;

• P&P 134.2-ARS, Energy, Water, and Sustainability Policy;

• P&P 235.0-ARS, ARS Occupational Medical Surveillance Program;

• P&P 242.1M-ARS, ARS Facilities Design Standards;

• P&P 242.4M-ARS, Major Facilities Construction Manual

• P&P 245.1, Real Property Manual;

• P&P 251.8, Records Management;

• P&P 461.5, Misconduct, Discipline, and Adverse Actions;

• P&P 600.12-ARS, Guidelines and Precautions to Be Taken By Personnel in Storing, Using, Handling, and Disposing of Agricultural Chemical Pesticides; and

• HHS Publication No. (CDC) 21-1112, Biosafety in Microbiological and Biomedical

Laboratories.

7. Abbreviations

• ACM - Asbestos-Containing Material

• AD - Area Director

• A-E - Architect-Engineer

• AFM - Administrative and Financial Management

• APD - Acquisition and Property Division

• ARS - Agricultural Research Service

• ASHM - Area Safety and Health Manager

• CAA - Clean Air Act

• CARE - Consolidated Assistance Review and Evaluation

• CDSO - Collateral Duty Safety Officer

• CEPS - Cluster Environmental Protection Specialist

• CERCLA - Comprehensive Environmental Response, Compensation, and Liability Act

• CFC - Chlorofluorocarbon

• CFR - Code of Federal Regulations

• CORE - Calendar of Reporting Events

• CWA - Clean Water Act

• DAAFM - Deputy Administrator, Administrative and Financial Management

• DAD - Deputy Area Director – Business Management

• DASHO - Designated Agency Safety and Health Official

• DM - Departmental Manual

• DR - Departmental Regulation

• EA - Environmental Assessment

• EAP - Employee Assistance Program

• EIS - Environmental Impact Statement

• EMS - Environmental Management System

• EO - Executive Order

• EPA - Environmental Protection Agency

• EPCRA - Emergency Planning and Community Right-to-Know Act

• ERS - Economic Research Service

• ESA - Environmental Site Assessment

• FAR - Federal Acquisition Regulation

• FD - Facilities Division

• FOIA - Freedom of Information Act

• FONSI - Finding of No Significant Impact

• FWS - Fish and Wildlife Service

• GSA - General Services Administration

• HWC - Hazardous Waste Cleanup

• IH - Industrial Hygiene

• MOU - Memorandum of Understanding

• MSDS - Material Safety Data Sheets

• NASS - National Agricultural Statistics Service

• NEPA - National Environmental Policy Act

• NIFA - National Institute of Food and Agriculture

• NRC - Nuclear Regulatory Commission

• OAR - Onsite Assistance Review

• ODS - Ozone-Depleting Substance

• OEP - Office of Extramural Programs

• OMSP - Occupational Medical Surveillance Program

• OSHA - Occupational Safety and Health Administration

• ONP - Office of National Programs

• OSH Act - Occupational Safety and Health Act of 1970

• OWCP - Office of Workers’ Compensation Program

• P&P - Policies and Procedures

• PL - Public Law

• PPE - Personal Protective Equipment

• RCRA - Resource Conservation and Recovery Act

• REE - Research, Education, and Economics

• RPMB - Real Property Management Branch

• RSD - Radiation Safety Division

• SHEM - Safety, Health, and Environmental Management

• SHEMB - Safety, Health, and Environmental Management Branch

• SOW - Statement of Work

• USC - United States Code

• UST - Underground Storage Tank

8. SHEM Standards

REE is committed to complying with applicable safety, health, and environmental standards. In order to achieve and maintain compliance, each organizational level must be aware of the standards and how they apply to their facilities and operations.

It is REE policy to adopt safety, health, and environmental standards associated with applicable laws, regulations, EOs, and related standards, policies, etc., listed in the Authorities Section of this manual. State and local governments may enact standards that are more stringent than Federal regulations. REE also adopts State, county, and other local standards where applicable.

Basic Responsibilities for Standards

The detailed responsibilities of REE employees are clearly stated in Chapter 11, Responsibilities, of this manual. Basic responsibilities for safety, health, and environmental standards follow:

• The Chief, SHEMB, FD, acting under authority delegated by the ARS Administrator, will develop safety, health, and environmental policies and procedures for general application.

The Chief will also serve as the primary interpreter of Federal, State, and local safety, health, and environmental related standards. The Chief will provide guidance and assistance necessary to ensure compliance with applicable safety, health, and environmental standards by program officials throughout REE.

• The Area Directors, Deputy Area Directors, State Directors, Center Directors, Research

Leaders, and Location Coordinators will maintain, or have accessibility to, a complete and current set of applicable standards. The servicing location, Area, or Agency SHEM representative will be consulted when determining applicable standards for a given facility or operation. These officials will provide other managerial support of the requirements and ensure compliance through resource allocation and policies.

• The servicing location, Area, and Agency SHEM representatives will provide guidance and assistance necessary to ensure compliance with applicable safety, health, and environmental standards.

• Supervisory and managerial personnel will be knowledgeable of standards that apply to their work areas and will ensure that employees under their supervision know and follow applicable standards.

• Employees will be knowledgeable about and will follow the standards that apply to their areas of work.

Procedures for Standards Adoption

EO 12196, Occupational Safety and Health Programs for Federal Employees, requires the Secretary of Labor to provide consultation to agencies as necessary and appropriate to ensure agency standards are consistent with OSHA standards.

To meet the requirements of EO 12196, REE agencies will adopt OSHA standards published at 29 CFR 1904, 1910, 1918, 1926, 1928, and 1960 as REE standards unless a request for an exception is submitted through the Designated Agency Safety and Health Official (DASHO) to the Department of Labor.

The DASHO will submit new safety and health standards that conflict with OSHA standards to OSHA for approval. Requests will include copies of the standard proposed for adoption arranged to correspond to appropriate subparts of OSHA standards; and information supporting the proposal (i.e., past accident experience, how the proposal is as effective as OSHA standards, and why the OSHA standards conflict with effective REE operations).

New, Amended, or Supplementary Standards

The Chief, SHEMB, FD, through the DASHO, may amend or develop new standards for special application to working conditions and may adopt supplementary standards for application to working conditions for which no OSHA standard exists.

The above procedures will be followed when new, amended, or supplementary standards are required to address safety, health, and environmental issues.

Conflicting Standards

Where REE employees are engaged in joint operations with other Federal agencies or primarily work in the facility of another agency, the ARS Administrator, or his designee, will consult with the head of the other agency to resolve potential conflicts between REE safety, health, and environmental standards and the standards of the other agency.

If REE owns the land and/or buildings of a facility shared with another Federal agency, State agency or university, or other cooperator, REE standards will prevail until conflicting standards are resolved and a memorandum of understanding, research agreement, or similar document is prepared.

When REE is required by law to comply with requirements of another Federal authority (e.g., GSA) and compliance conflicts with REE safety, health, and environmental standards, the ARS Administrator, or his designee, will inform the head of the Federal authority of the conflict so that efforts for resolution may be made.

Emergency Temporary Standards

REE will adopt OSHA emergency temporary standards that apply to mission activities.

Applicable management officials will immediately ensure that employees exposed to hazards receive the protection provided by OSHA emergency temporary standards.

OSHA emergency temporary standards will remain effective as REE standards until the Secretary of Labor publishes a permanent standard or REE standards are adopted which are consistent with these OSHA standards.

The Chief, SHEMB, FD, may develop emergency temporary standards when necessary to protect employees from imminent danger. The DASHO will notify appropriate USDA safety and health officials of final adoption, revision, modification, or revocation of REE safety, health, and environmental standards. The Chief, SHEMB, FD, will provide REE employees with instructions for obtaining current safety, health, and environmental standards applicable to their operations.

Other organizational levels may establish safety, health, and environmental criteria applicable to unique local working conditions, provided such criteria do not conflict with, and are not less stringent than, established REE standards. These criteria are not considered standards for the purposes of this manual.

Access to Standards

At a minimum, each location will maintain a complete and current set of applicable safety, health, environmental, radiological and biological standards, as well as this manual, readily accessible to all employees. They may be available in either paper, electronic, or other media formats.

A list of all possible standards would be very long if all laws, regulations, EOs, standards, codes, departmental regulations, and P&Ps were included; therefore, only “applicable” standards need be maintained. “Applicable” refers to those regulations which a location has a regulatory obligation as well as those that are required in order to make a determination on whether the regulation applies, regardless if it does or not. For example, under the Emergency Planning and Community Right-to-Know Act (EPCRA), a location that stores hazardous chemicals on the premises needs the EPCRA regulation in order to make a determination on whether the types and quantities of hazardous chemicals they store are in excess of certain thresholds (i.e., if they are in excess, the location must report this information to the local emergency planning committee).

The location, Area, or agency safety, health, and environmental representative should be consulted when determining which standards apply.

Conformance to Standards

Employees are expected to perform their duties in such a way as to prevent damage to property, the environment, or injury/illness to themselves or others. Employees who violate these standards will be subject to REE P&P 461.5, Misconduct, Discipline and Adverse Actions.

9. Organizational Structure, Communications, and Records Retention

This activity is implemented at all REE organizational levels.

REE Organizational Structure

Organizationally, there are three (3) tiers within REE, the Agency or Headquarters level, the Area level, and the location level. The safety, health, and environmental responsibilities were written so that they increase as they go up the chain-of-command.

Agency level. The REE Administrators have overall responsibility for the program within their agency. Within ARS, AFM, Facilities Division, Safety, Health and Environmental Management Branch, has several full-time SHEM professionals whose primary focus is to coordinate and administer the program within REE.

Area level. Within ARS, the Area Director has overall responsibility for carrying out the program within the Area. Responsibilities are generally shared between the Area Safety and Health Manager (ASHM) and the Cluster Environmental Protection Specialist (CEPS). These are full-time SHEM professionals whose primary responsibility is assisting location personnel with implementation of their programs.

Location level. Within ARS, the highest ranking official at the location has overall responsibility for the program at the location. The SHEM duties of location personnel vary from one location to another depending on the complexity of the program and at the discretion of the highest ranking official. Some locations have a full-time SHEM professional while other locations choose to administer their programs via committee. Other locations have a Collateral Duty Safety Officer(s) whose duties encompass the SHEM program. It should be noted that “collateral” personnel can be assigned no more than 20 percent of their time accomplishing these “other” duties. The highest ranking official may also designate personnel to expend smaller percentages of time. For example, many locations have various personnel serving specific roles such as hazardous waste coordinator, pesticide manager, emergency response coordinator, biosafety officer, etc.

Internal Communications

Within REE, the lines of communication flow both up and down the chain of command. The agencies encourage personnel to communicate and share information.

Reportable Events. It is REE policy that certain events be reported to the next higher organizational level until it reaches the Administrator level. Personnel should follow their respective command structure to ensure that the highest management official available is informed. Instances that will be reported to the next higher organizational level include, but are not limited to:

• accidents/incidents in which there is a job-related fatality, the hospitalization of two or more persons, or property damage in excess of $100,000;

• environmental spills or releases which must be reported to a regulatory authority;

• any regulatory visit or inspection;

• any report of deficiency from a regulatory authority (e.g., Notice of Violation); and

• News media, special interest groups, and general public inquiries.

External Communications

Public Relations. Portions of the general public and news media may be concerned with varying degrees about the safety, health, and environmental issues at REE facilities. Each organizational unit will follow the written policies and procedures of their respective Information Staff in the event of contact by someone from the community, an interest group, or the news media. There should be one spokesperson at each level, which, if not the highest ranking official at that level, has authority to speak for the highest ranking official at that level. Contractors should never be allowed to speak on behalf of an REE agency. Prior to furnishing information to the media or public, the next highest line official will be apprised of the information released.

Additionally, the Information Staff should be notified for specific guidance.

Freedom of Information Act (FOIA) Inquires. All FOIA inquiries will be directed to the ARS Information Staff for resolution. For further information regarding FOIA inquiries, please refer to P&P 116.0, Freedom of Information Act and Privacy Act Guidelines.

Records Retention

The sensitive nature and liability associated with safety, health, and environmental records makes it imperative that they be maintained in accordance with ARS Manual 251.8, Records Management. It is REE policy to retain these records for a period of 30 years. At this time, records will be reevaluated to determine if they should be retained. Exceptions to this policy can be found in ARS Manual 251.8. Waivers may be obtained with the written permission of the Records Management Officer after consultation with SHEMB, FD.

10. Annual Goals and Objectives

It is REE policy that each organizational level develops written annual goals and objectives for eliminating and/or minimizing losses as a result of accidents or incidents causing injury, illness, or property/environmental damage in the workplace. Goals and objectives will be approved and endorsed by the highest ranking official within each organizational unit (e.g., the Research Leader/Center Director at the location level). Goals and objectives encompass all aspects of the program including the following components: safety, health, environmental management (i.e., including sustainability activities), radiation safety and biological safety as applicable.

Each REE agency, Area, and location will establish written annual goals and develop intermediate objectives to meet those goals by November 30 of each year. Objectives should be clear, specific statements of measurable results that are to be accomplished within a specified time period (i.e., plan of action with milestones). These objectives provide the basis for resource allocation.

Goals and objectives should focus on continual program improvement. They should be based in part on: deficiencies noted by employees or discovered during day-to-day monitoring activities;

trends discovered during internal and external inspections, audits and reviews; injuries/illnesses which occurred during the previous year as documented on OSHA’s Form 300, Log of Work-

Related Injuries and Illnesses; medical surveillance records; industrial hygiene surveys;

environmental releases and/or regulatory issues; pollution prevention initiatives; and Agencywide emphasis programs.

11. Responsibilities

Listed below are title specific responsibilities for all organizational levels within REE. Each responsibility references the functional management duties that must be performed. Each function (individual program) within the SHEM program carries additional specific responsibilities. Please refer to the individual program for details.

The ARS Administrator will:

• Initiate and maintain/oversee comprehensive and viable safety, health, environmental, radiation safety, and biological safety programs, consistent with the requirements set forth in applicable Federal, State, and local legislative and executive mandates.

• Serve or designate, as required by USDA departmental regulations, a Senior Executive

Service level Deputy Administrator to serve as the REE Designated Agency Safety and Health Official (DASHO) and provide the necessary staffing, education/training, equipment, financial resources, and management support to develop and manage a comprehensive and effective REE-wide SHEM program.

• Ensure that REE employees are furnished with places and conditions of employment that are free from recognized hazards that may contribute to the occurrence of work-related injury, illness, death, or property/environmental damage.

• Ensure that administrative procedures and professional services are available for the recognition and treatment of employees’ personal difficulties that may affect their safety, health, or productivity.

• Ensure prompt response to all reports of unsafe or unhealthful conditions, and establish procedures designed to ensure that no employee is subject to any interference, discrimination, or other type of reprisal for reporting such conditions or participating in REE SHEM program activities.

• Ensure that inspections, audits and reviews of REE workplaces are performed by qualified and properly equipped personnel; adequate employee representation is provided; and appropriate corrective actions are taken and documented.

• Ensure prompt abatement of unsafe and unhealthful working conditions, and ensure proper posting of notices for identified unsafe and unhealthful conditions that cannot be abated immediately.

• Ensure that safety, health, and environmental related education and training are provided for all REE employees

• Ensure participation by and consultation with employees or their representatives in safety, health, and environmental operations and activities.

• Ensure that safety, health, and environmental responsibilities are integrated within the performance standards of all managers, supervisors, and employees.

• Furnish, upon USDA’s request or as directed, safety, health, and environmental related reports (annual, evaluation, investigation, etc.); statistical reports (injury, illness, property/environmental damage, loss, costs, etc.); and/or hazardous waste cleanup/funding reports.

Administrators, Associate Administrators, Deputy Administrators, Associate Deputy Administrators, Assistant Administrators, Civil Rights Directors, National Program Leaders, and Headquarters’ Staffs and Divisions or Their Subordinate Staffs will:

• Recommend actions, based on input from knowledgeable personnel that enable REE to comply with the intent, purposes, and standards of impacting safety, health, and environmental legislation.

• Provide coordination and consultative assistance to subordinates under their jurisdiction to help them develop safety, health, environmental, radiation safety, and biological safety strategies to meet the requirements of Federal, State, and local laws and regulations.

• Include adequate funds for compliance with safety, health, and environmental standards in budgets under their jurisdiction.

• Ensure that necessary actions are taken for the prevention, control, and abatement of potentially hazardous conditions for operations and activities under their jurisdiction.

• Develop improvement plans and provide follow-up reports for corrective action measures to meet standards.

• Participate in REE-wide development of program implementation plans (i.e., goals, objectives, milestones) designed to ensure compliance with applicable Federal, State, and local laws and regulations.

• Provide review and comments, as requested, on safety, health, and environmental issues.

• Immediately notify the appropriate management official responsible for resource allocations whenever unsafe, unhealthful, environmentally damaged, or potential pollution situations arise so that appropriate actions can be taken.

• Ensure through the Biological Safety Officer that safety, health, and environmental concerns are addressed during the design/construction of biosafety facilities and within research procedures and new programs that require compliance with biosafety levels.

• Establish policy to ensure that research operations are in compliance with National

Environmental Policy Act provisions.

Area Directors and Associate Area Directors under the direction of the ARS Administrator will:

• Exercise primary responsibility to initiate, operate, and direct a comprehensive and viable

Area safety, health, environmental, radiation safety, and biological safety program, consistent with the requirements set forth in applicable legislative/executive mandates and this manual.

• Provide the necessary staffing, education/training, equipment, financial resources, and management support to develop and manage a comprehensive and viable program.

• Provide supervisory personnel and employees immediate access to applicable safety, health, and environmental standards and program elements.

• Ensure that work-related accidents, injuries, illnesses, known exposures, near misses, and environmental releases are properly reported; appropriate forms are prepared;

investigations are conducted to identify causes and determine corrective actions; and corrective actions are taken to prevent recurrence and are properly documented.

• Establish written Area goals and objectives for reducing or eliminating accidents, injuries, illnesses, and damage to the environment consistent with REE-wide goals/objectives set forth by the ARS Administrator, DASHO, or SHEMB.

• Inform and hold subordinate supervisors accountable for implementing and monitoring

REE program requirements and ensure that they and their employees are properly trained and prepared to carry out their SHEM responsibilities.

• Compile and approve in a timely manner overall Agencywide/Area-wide safety, health, and environmental reports, inventories, and statistics required by the ARS Administrator.

• Develop safety, health, and environmental duties and responsibilities in position descriptions of line managers, staff officials, and employees.

• Comply with NEPA requirements related to construction and program issues; conduct required environmental assessments, environmental impact statements, categorical exclusions, etc.; and record, sign, forward, and maintain copies of all project documents.

• Establish/maintain a comprehensive Environmental Management System (EMS) Area-wide program.

Center Directors, Location Coordinators, and Research Leaders will:

• Implement, manage, monitor, and comply with applicable Federal, State, and local laws and regulations to ensure safe, healthful, and environmentally protected workplaces.

• Inform and hold subordinate supervisors responsible for implementing and managing the

REE safety, health, and environmental requirements, and ensure that they and their employees are properly educated, trained, and prepared to carry out these responsibilities.

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

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

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

• Ensure that the Occupational Medial Surveillance Program and Employee Assistance

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

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

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

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

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

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

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

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

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

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

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

• As required, provide support and make formal recommendations to the appropriate official concerning environmental issues and building permit procedures related to

NEPA.

• Develop, implement, and maintain a viable EMS.

The Deputy Administrator, Administrative and Financial Management, and/or Designated Agency Safety and Health Official will:

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

• Recommend policies and procedures on safety, health, and environmental standards and program elements to comply with Federal, State, and local laws and regulations.

• Inform agency line/staff officials of changes in SHEM standards and program elements to comply with Federal, State, and local laws and regulations.

• Provide oversight to ascertain that applicable safety, health, and environmental concerns/provisions are observed in agency acquisition, construction, personnel, information technology, real and personal property, contracting, and financial processes.

• Ensure the compilation and distribution of REE-wide safety, health, and environmental reports, inventories, and statistics as required.

• Administer funds appropriated to ARS for hazardous waste cleanup and compliance purposes, and provide guidance to officials on programming and budgeting for SHEM program operations/activities.

• Ensure that inspections, audits and reviews are performed to ascertain that REE agencies are in compliance or are being brought into compliance with applicable Federal, State, and local safety, health, and environmental standards. Assist in requesting resources from the next higher management level to abate hazards or conditions beyond the ability of REE locations, Areas, or divisions to abate.

• Ensure, through the USDA, Radiation Safety Division and Office of National Programs, that all safety, health, and environmental concerns are addressed within the USDA/ARS radiation safety program, as required by Federal, State, and local laws and regulations.

ARS Deputy Area Directors (DADs) and Area Asset Managers (in accordance with Area organizational structure) will:

• Assist line managers in identifying and allocating necessary staffing, education/training, and financial resources to develop and manage a comprehensive and viable Area SHEM program.

• Provide assistance to the AD in establishing written Area goals/objectives for reducing or eliminating accidents, injuries, illnesses, or damage to the environment.

• Provide administrative management assistance in compiling Area-wide safety, health, and environmental reports, inventories, and statistics required by the Administrator.

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

• Assist in the development of improvement plans and follow-up reports for corrective action measures to meet safety, health, and environmental standards.

• Provide supervisory personnel and employees immediate access to applicable safety, health, and environmental standards and program components.

• Ensure that accidents, injuries, illnesses, known exposures, near misses, and environmental releases are properly reported; that appropriate forms are prepared; and that investigations are conducted to identify causes and determine corrective actions; and corrective actions are taken to prevent recurrence and are properly documented.

• Participate in the development of an Agencywide/Area-wide SHEM program to ensure compliance with Federal, State, and local laws and regulations.

• Monitor Area HWC fund spending to ensure compliance with USDA HWC spending guidelines, ensure quality and accuracy of HWC Status of Funds reports for projects, and ensure HWC activities are conducted and the findings reported to Headquarters as required.

• Administratively supervise (or delegate the responsibilities); assign tasks; and monitor the performance of individual ASHMs, CEPS’, Industrial Hygienists, and other safety, health, and environmental employees under their supervision. Assignments will be congruent with program goals, priorities, and objectives.

Facilities Division, Safety, Health, and Environmental Management Branch will:

• Develop, implement, manage, and monitor applicable safety, health, and environmental standards and programs as required by Federal, State and local laws and regulations.

• Ensure that supervisory personnel and employees know of their right to have access to applicable safety, health, and environmental standards and program elements.

• Ensure that supervisors and employees properly report accidents, injuries, illnesses, known exposures, near misses, and environmental releases; complete the appropriate forms within prescribed deadlines; conduct investigations to identify causes and determine corrective actions; and ensure corrective actions are implemented to prevent recurrence.

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

• Establish and recommend REE P&Ps on safety, health, and environmental standards and on the various program components.

• Identify and prepare correspondence and information through the DAAFM and agency line/staff officials regarding changes in SHEM standards and program elements that need to be implemented within REE. Serve as liaison with USDA officials and external regulatory offices to determine legislation; regulatory requirements; or changes in safety, health, and environmental laws and regulations that impact agency programs.

• Advise other functional areas of safety, health, and environmental related concerns which must be included in acquisition, construction, personnel, information technology, property (real/personal), contracting, energy, and financial processes.

• Obtain the necessary data and compile REE-wide safety, health, and environmental reports, inventories, and statistics as required.

• Recommend actions and provide guidance to line officials on programming and budgeting for SHEM activities.

• Conduct periodic reviews and make written assessments of the agencies’ efforts to implement the REE SHEM program.

• Establish REE-wide procedures for inspecting and evaluating the effectiveness of the

SHEM program at all organizational levels.

• Ensure, through the responsible property management officials, that safety, health, and environmental concerns are addressed in the acquisition and disposal of real and personal property.

• Provide policy direction and support to program officials regarding…