ATTACHMENT G SD419.pdf

SMITHSONIAN DIRECTIVE 419,

June 27, 2023

SMITHSONIAN INSTITUTION SAFETY, HEALTH,

AND ENVIRONMENTAL PROGRAM

1. Purpose 1

2. Scope 1

3. Policy 1

4. Administrative Control 2

5. Responsibilities 2

6. References 5

1. PURPOSE

This directive sets forth the policy of the Smithsonian Institution (SI) to commit to safety, health, and environmental protection for its programs and activities. The policy is consistent with federal, state, and local laws, regulations, and guidance related to workplace safety, health, and the protection of the environment. Further guidance is provided in the SI Safety Manual and SD

222, Smithsonian Health and Wellness Services, which are available through the OSHEM webpage on Prism.

2. SCOPE

The provisions of this directive apply to all Smithsonian employees and Affiliated Persons (as defined in Section 1.4 of the Smithsonian Directives Handbook), collections, as well as SI-owned, leased, and operated properties and facilities.

3. POLICY

It is SI policy to:

• avoid fatal and non-fatal injury or illness to SI employees, Affiliated Persons, and SI visitors when present within SI-owned, leased, and operated properties and facilities, or performing SI duties;

• ensure mechanisms are in place that encourage SI employees and Affiliated Persons to report workplace hazards;

• ensure that no SI employee or Affiliated Person is subject to restraint, interference, coercion, discrimination, or reprisal for reporting unsafe or unhealthful conditions within http://www.sifacilities.si.edu/safety_health/Safety_manual/safety_manual_toc.asp https://sinet.sharepoint.com/sites/Prism-OPMB/SD/SD222.pdf https://sinet.sharepoint.com/sites/Prism-OPMB/SD/SD222.pdf https://sinet.sharepoint.com/sites/Prism-OSHEM https://sinet.sharepoint.com/sites/Prism-OSHEM https://sinet.sharepoint.com/sites/Prism-OPMB/SD/SD100-HB1.pdf

SD 419 — 6/27/23

SI-owned, leased, and operated properties and facilities or while performing SI duties or for reporting work-related injuries and illnesses;

• prevent environmental harm to SI-owned, leased, and operated properties and facilities, and surrounding communities;

• prevent property loss or damage and avoid impact to the continuity of operations;

• follow federal, state, and local laws and regulations related to workplace safety, health, and the protection of the environment;

• comply with applicable building and fire codes, SI design requirements, as well as professional and industry standards, such as those published by the American National

Standards Institute (ANSI), National Fire Protection Association (NFPA), and the

International Code Council (ICC);

• meet the more protective or stringent requirements of conflicting standards or regulations;

• bring existing structures into compliance with current codes and standards; and

• require all contractors (construction and services) to comply with applicable SI, federal, state, and local regulations while performing work on SI-owned, leased, and operated properties and facilities.

4. ADMINISTRATIVE CONTROL

The Office of Safety, Health and Environmental Management (OSHEM) has primary responsibility for the direction, planning, and technical supervision of the SI safety, health, and environmental program.

The Designated Agency Safety and Health Official (DASHO) is the senior SI official appointed by the Secretary and is charged with sufficient authority and responsibility to effectively represent the Secretary in the execution, management, and administration of SI’s safety, health, and environmental program. The DASHO for SI is the Under Secretary for

Administration (USA). As SI’s safety, health, and environmental program headquarters unit, OSHEM reports directly to the DASHO, which enables it to carry out the responsibilities of SI’s safety, health, and environmental program.

5. RESPONSIBILITIES

The Secretary of the Smithsonian maintains overall responsibility to provide each employee, Affiliated Person, and visitor with an environment free from recognized hazards that may cause death, illness, or serious physical harm.

The Deputy Secretary and Chief Operating Officer, the Under Secretaries for

Administration, for Education, for Museums and Culture, and for Science and Research, shall provide their units with adequate budgets and staff to effectively implement the safety, health, and environmental program at all operational levels. They are also responsible for ensuring their units comply with the policies and associated implementing documents addressed or referenced in this directive.

The Under Secretary for Administration, who serves as the DASHO for SI, has the responsibility to execute, manage, and administer the SI’s safety, health, and environmental program.

The DASHO shall assist the Secretary in maintaining:

• a safety, health, and environment policy and program to carry out the provisions of

Section 19 of the Occupational Safety and Health (OSH) Act, Executive Order 12196, and 29 Code of Federal Regulations (CFR) 1960; and

• an organization, including provision for the designation of safety and health officials at appropriate levels, with adequate budgets and staffs to implement the occupational safety, fire protection, health, and environmental program at all operational levels.

The OSHEM Director — a direct report to the DASHO — has primary responsibility for the direction, operation, planning, and technical supervision of the SI safety, health, and environmental program. The OSHEM Director is the designated official to enforce and render interpretations of SI building codes, standards, and guidelines for all matters relating to fire protection, life safety, environmental management, and general safety. (SD 410 outlines the responsibilities for interpreting and enforcing codes, standards, and guidelines related to all other matters.) As such, the OSHEM Director is responsible for:

• establishing and maintaining policies, programs, and processes that integrate risk management strategies to ensure safe and healthy work practices by SI employees and

Affiliated Persons;

• assessing all SI plans, systems, programs, facilities, equipment, processes, permitting, and activities on a regular basis to assure fire protection, safety, environmental, and health objectives are achieved;

• recommending level of unit safety staff support based on operational needs;

• terminating an activity in the event it is determined to present an unacceptable safety, health, or environmental risk;

• providing oversight of the programs, policies, and training contained in the SI Safety

Manual; and

• ensuring incidents are properly investigated to identify root causes and eliminate or mitigate hazards.

Unit Directors and their designees shall execute an effective safety, health, and environmental program within their buildings, facilities, or offices, and ensure those programs are consistent with applicable federal regulations and SI policies, standards, and procedures.

https://sinet.sharepoint.com/sites/Prism-OPMB/SD/SD410.pdf

Specific responsibilities are outlined in the SI Safety Manual. These responsibilities include:

• hiring, or appointing in writing, a unit staff member sufficiently trained and qualified to serve as safety coordinator who has direct access to the unit director or their designee on issues related to safety;

• funding and maintaining sufficiently trained and qualified personnel to administer a safety program that meets the unit’s needs based on the number of full-time employees and Affiliated Persons, the complexity of operations, and/or the prevalence of hazards;

• providing financial support to supply personal protective equipment, other safety supplies, and training for the unit’s employees and Affiliated Persons;

• establishing, maintaining, and/or ensuring participation on a safety committee to ensure the effective implementation of the SI safety program; and

• ensuring tenant organizations, including other SI units or offices, abide by SI safety policies and procedures.

Units with highly complex operations or moderate to high hazards will employ a full-time safety coordinator with appropriate experience and expertise, as determined and recommended by

OSHEM. If a full-time safety coordinator is recommended but not employed, additional consultations with the unit’s Under Secretary and OSHEM are required to determine appropriate alternatives. Where a full-time safety coordinator is not deemed necessary, the unit and

OSHEM shall conduct a risk assessment to identify the appropriate level of safety oversight, to include assigning an individual as collateral duty safety coordinator, sufficiently trained and qualified with sufficient access to unit leadership in accordance with the SI Safety Manual.

For unit directors with employees and Affiliated Persons within their facility who are not under their supervision, the supervisory chain of those individuals is responsible for providing required safety training, equipment, and any additional safety-related information.

Safety Coordinators are responsible for administering the day-to-day SI safety, health, and environmental program for their buildings, facilities, and offices as outlined in the Safety Manual, for advising unit leadership on safety activities and findings, and for coordinating these activities with OSHEM, as well as impacted units. To prepare for these responsibilities, Safety

Coordinators shall receive the minimum training and meet the qualifications as described in the

SI Safety Manual.

Supervisors are responsible for ensuring employees and Affiliated Persons comply with the SI safety, health, and environmental standards, policies, and procedures set forth in this directive, the associated Safety Manual, and guidance issued by OSHEM with respect to the SI safety, health, and environmental program.

Employees and Affiliated Persons are responsible to themselves and to the Institution for their safety and the safety of others. SI employees and Affiliated Persons must comply with the

SI Safety Manual and other SI safety, health, and environmental standards, rules, regulations, and guidance that apply to their own actions and conduct.

http://www.sifacilities.si.edu/safety_health/Safety_manual/safety_manual_toc.asp http://www.sifacilities.si.edu/safety_health/Safety_manual/safety_manual_toc.asp

6. REFERENCES

Occupational Safety and Health (OSH) Act: Section 19 contains provisions to ensure safe and healthful working conditions for federal employees.

SD 100, Smithsonian Directives Handbook: Defines Affiliated Persons.

SD 222, Smithsonian Health and Wellness Services: Outlines the SI occupational health and wellness services available to eligible persons.

SD 410, Facility Construction and Improvement Projects: Outlines the responsibilities for interpreting and enforcing codes, standards, and guidelines related to all other matters.

SI Safety Manual: Defines standards and provides guidance to implement and supplement the safety, health, and environmental standards and requirements contained in regulations.

SUPERSEDES: SD 419, April 3, 2018.

INQUIRIES: Office of Safety, Health and Environmental Management (OSHEM)

RETENTION: Indefinite. Subject to review for currency 36 months from date of issue.

https://sinet.sharepoint.com/sites/Prism-OPMB/SD/SD100-HB1.pdf https://sinet.sharepoint.com/sites/Prism-OPMB/SD/SD222.pdf https://sinet.sharepoint.com/sites/Prism-OPMB/SD/SD410.pdf http://www.sifacilities.si.edu/safety_health/Safety_manual/safety_manual_toc.asp

SMITHSONIAN DIRECTIVE 419,