Exhibit 002-NCAUR BSHEM Manual v2020-11.pdf

NCAUR BSHEM Manual v2020 Page i

The NCAUR Biosafety, Safety, Health, and Environmental Management (BSHEM) Manual has been revised and reviewed to reflect current regulations, policies, and procedures for NCAUR safety programs and plans. This NCAUR BSHEM Manual v2020 replaces the NCAUR Safety Manual v2013.

Reviewed By:

Amber Anderson, MWA Safety and Occupational Health Manager/Acting NCAUR SHEM Co-Chair

NCAUR Safety, Health, and Environmental Management (SHEM) Committee

Approved By:

Todd Ward, Center Director

Page ii NCAUR BSHEM Manual Rev. 2020

Table of Contents

PART I – Safety Policies

A. Introduction

B. Policy

C. Distribution

D. Responsibilities

PART II – Occupant Emergency Plan

A. Introduction

B. General Assumptions

C. Facility Access

D. Restricted Areas

E. Exclusion of Children

F. Designated Areas

G. Construction Sites

H. Vehicle Operations and Security

I. Unsafe Acts

J. Food and Beverages

K. Smoking

L. Alcohol and Drug Prohibition

M. Information Sources

N. Status Reports

Page iii

O. Natural and Man-Made Disasters (Tornadoes, Snow and Ice Storms, Enemy Attacks, etc.)

P. Overnight Operations

Q. Waste and Recycling

PART III – Emergency Response Plan

A. Introduction

B. Designations

C. Employee Emergency Response

D. Emergency Response Team

E. After Normal Business Hours

F. Personal Responsibility

G. Central Alarm System

H. Building Evacuation

I. Accidents, Fires, Explosions, Spills and Medical Emergencies

J. Bomb Threats

K. Suspicious Packages (Possible Bombs)

L. Suspicious Persons

M. Unlawful Acts

N. Civil Disorder

O. Workplace Violence

PART IV – Accident Prevention and Risk Control

A. Introduction

Page iv

B. Responsibility of Supervisors and Managers

C. Responsibility of Employees

D. Responsibilities of the Supervisor/Employee Team:

E. Responsibility of the Contracting Officer

F. Risk Control

G. Hazard Warning Signs and Labels

H. Personal Protective Equipment and Clothing

I. Laundry Service

PART V – Safety Programs and Plans

A. Chemical Hygiene Plan

B. Hazardous Waste Management Program

C. 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

H. Exposure Control Program – Asbestos

I. Employee Assistance Program

J. Occupational Medical Surveillance Program

K. Worker’s Injury/Illness Compensation Program

L. Employee Training and Education Program

Page v

PART VI – Job Hazard Analyses and Standard Operating Procedures . 58

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

S. Potential Hazards of Chemicals (See NCAUR Chemical Hygiene Program) .. 64

T. Specific Hazardous Chemicals

Page vi

U. Organic Solvents

V. Radioactive Chemicals

W. Peroxides

X. Pesticides – Worker Protection Standard

Y. Safe Handling of Microorganisms (See NCAUR Biohazardous Materials Waste Management & Bloodborne Pathogens Program)…

Z. Waste Disposal (See NCAUR Hazardous Waste Management Program.)

PART VII – Chemical Hygiene Program

A. Purpose

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

Page vii

O. Pressurized and Vacuum Operations

P. Compressed Gases

Q. Chemical Storage

R. Additional Protection for Work With Select Carcinogens, Reproductive Toxins, Chemicals With Acute Toxicity, and Pesticides

S. NCAUR Labeling Policy

T. Criteria for the Use Of Chemical Fume Hoods, Biocabinets and Glove Boxes to Reduce Exposure to Hazardous Chemicals

U. Maintenance of Fume Hoods and Other Protective Equipment

V. Emergency Response

W. Medical Consultation and Examination

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

Page viii

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

K. Documentation and SHEM Stations

L. Emergency Planning and Community Right-To-Know (EPCRA) Program

PART X – Respiratory Protection

A. Responsibilities

B. Purpose

C. Requirements

D. Job Hazard Analysis

E. Respirator Selection

F. Training

G. Fit Test and Fit Check

H. Use Instructions

Page ix

I. Inspection, Maintenance, and Storage

J. Disposal

K. Medical Evaluations

L. Program Evaluation and Records

M. Emergency Respiratory Protective Equipment

PART XI – Radiation Protection Program

A. Responsibilities

B. Purpose

C. Location Radiation Protection Officer

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

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

Page x

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 Materials and Waste Management & Bloodborne Pathogens Program

A. Purpose

B. Responsibilities

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

I. Engineering Controls

J. Personal Protective Clothing and Equipment

K. Contamination Equipment and Instruments

Page xi

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 xii

M. Notifications

N. Employee Information and Training

O. Training Records

P. Recordkeeping and Evaluation

Q. Evaluations

PART XIV – Reduce / Reuse / Recycle Guide

A. Purpose

B. Reduce

C. Reuse

D. Recycle

E. How to Trim Your Waste

F. NCAUR Reduce / Reuse / Recycl Programs

PART XV – Glossary

PART XVI – References

PART XVII – Appendix

Part I: Safety Policies

PART I – SAFETY POLICIES

A. INTRODUCTION

This manual establishes the procedures, responsibilities, and actions to be taken for the protection of the personnel, visitors, and facilities at the United States Department of Agriculture (USDA), Agricultural Research Service (ARS), and the 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 objectives of this chapter are to 1) ensure that all reasonable actions are taken to prevent injury, loss of life, loss of property, and damage to the facilities; 2) to establish laboratory policy related to safety and security issues; 3) to provide a mechanism for managing situations which may arise that pose a threat to NCAUR personnel, property, and facilities; and 4) to minimize injuries, loss of life, or damage should disaster strike. This chapter fulfills the requirements outlined in the following REE administrative issuances:

• ARS 156.1 – Real Property Manual - Chapter 9, Facility Protection and Conduct on Federal Property

• REE 160.0M - 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 at 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 the 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 the NCAUR Safety and Occupational Health Specialist.

The ARS Safety, Health and Environmental Management Program (SHEMP) is outlined in REE 160.0M. 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 safety policies of the USDA, ARS, and NCAUR are followed. IT IS EXPECTED THAT EVERY OCCUPANT OF THE CENTER SHALL READ, COMPREHEND, AND COMPLY WITH ALL ELEMENTS OF THIS BIOSAFETY, SAFETY, HEALTH, AND ENVIRONMENTAL MANAGEMENT (BSHEM) 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.

https://axon.ars.usda.gov/Employee%20Tools/REEAdminIssuances/Documents/156.1M-ARS-Chapter9.pdf https://axon.ars.usda.gov/Employee%20Tools/REEAdminIssuances/Documents/160.0M.pdf

Part I: Safety Policies

C. DISTRIBUTION

This program applies to all personnel utilizing the USDA, ARS facilities at the NCAUR. These include permanent, part-time, seasonal and temporary employees; cooperators and visitors of USDA, ARS, and the NCAUR; Facility Contractor; and other activities and agencies utilizing the ARS facilities at 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 Biosafety, Safety, Health, and Environmental Management Program for the employees of NCAUR in accordance with REE 160.0M p. 20-21.

The CD and RLs will:

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

b. Authorize and ensure funds 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 (PPE).

d. The CD 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, Health, and Environmental Management 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 in accordance with REE 160.0M, p.29-30. 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 his/her employees know and follow all biosafety, 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 job hazard analyses and reviewing safety data sheets to identify all potential hazards concerning work assignments under their control.

c. Establishing standard operating procedures (SOPs) and job hazard analyses (JHAs); and completing the safety start-up and review forms from the NCAUR Safety Orientation Checklist for work assignments related 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.

https://axon.ars.usda.gov/Employee%20Tools/REEAdminIssuances/Documents/160.0M.pdf

Part I: Safety Policies

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 completions of said activities.

i. Investigating thoroughly all accidents that take place in his/her area of responsibility, determining the root 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. All 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 that 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.

Employee responsibilities include, but are not limited to:

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

b. Preparing and/or reviewing Job Hazard Analyses.

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

d. Establishing or reviewing Standard Operating Procedures (SOPs), and/or Job Hazard Analyses

(JHAs) for work assignments relating to chemical and equipment use.

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 conditions.

h. Reporting all injuries to supervisor and/or management.

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

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

4. NCAUR Safety and Occupational Health Specialist

The NCAUR Safety and Occupational Health Specialist (SOHS) has the responsibility of developing, implementing, and monitoring a comprehensive Safety, Health, and Environmental Management Program for NCAUR. NCAUR SOHS must maintain professional expertise within 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 NCAUR SOHS shall advise and

Part I: Safety Policies assist the Center Director and Research Leaders, the Safety, Health, and Environmental Management (SHEM) Committee, supervisors, and employees in providing a safe working environment.

The Safety and Occupational Health Specialist 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. Coordinating and conducting safety inspections and preparing reports.

d. Reviewing safety inspections conducted by the SHEM 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.

k. 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:

i. Storage and disposal of waste chemicals and solvents

ii. Adequacy of fire-fighting and first aid equipment

iii. Interpretation of regulatory codes

iv. Coordinating the activities of the SHEM committee and its subcommittees.

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

m. 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

n. Ensuring that a program, either in-house or contractual, is in place for certification and maintenance of biological safety cabinets according to industry standards (i.e., NSF-49).

Assure that other HEPA filtered ventilated engineering controls are certified according to National Sanitation Foundation.

o. Performing related duties as may be required.

5. Biosafety Officer

The NCAUR Biosafety Officer (BSO) performs the following biosafety related duties as a collateral duty assignment for up to 20% of official duty time on an unlimited term:

Part I: Safety Policies

a. Act as point of contact for NCAUR. Implement NCAUR’s biosafety program.

b. Ensure that NCAUR meets biosafety requirements consistent with ARS policy and industry guidelines. Provide assistance in resolving NCAUR biosafety and biocontainment issues.

c. Advise on safe work practices and procedures that affect NCAUR, the environment, and personnel. Ensure safe work practices and procedures are maintained.

d. Conduct routine biosafety inspections to identify potential hazards and deficiencies.

Recommend changes to procedures.

e. Work with the NCAUR SOHS to assure that NCAUR has a trained employee to ship and transport infectious substances and biological substances in accordance with Department of Transportation (DOT), International Air Transport Association, World Health Organization, the Center for Disease Control (CDC), Animal Plant Health Inspection Service (APHIS), and ARS regulations and guidelines.

f. Provide guidance on the decontamination and disposal of biohazardous or potentially biohazardous materials in accordance with applicable federal, state, and local regulations to Research Leaders, staff, and other line management officials; oversee NCAUR Autoclave Verification Program.

g. Assure appropriate biological safety cabinets and/or other appropriate engineering controls are selected for work that has the potential to generate biohazardous aerosols.

h. Arrange for training in the use of biological cabinets, general biosafety and containment principles and practices, decontamination, and waste management.

i. Communicate biosafety, health, and environmental related matters to appropriate personnel.

j. Serve as a member on NCAUR SHEM committee.

k. Attend and participate in agency biosafety training and industry biosafety conferences/training, as appropriate.

l. Collaborate with location Safety and Health staff, HQs Safety, Health, and Environmental

Management staff, Human Resources, and location management. Investigate with area management occupational exposure incidents involving biological materials to determine causality and whether changes in administrative controls, engineering controls, or personal protective equipment can be implemented to reduce the probability of subsequent occupational exposure incidents.

m. Identify and prioritize annual biosafety program goals and objectives to include budget requirements in conjunction with the Administrative Officer or Center Director.

n. Prepare reports and other correspondence requested by regulatory agencies (federal, state and local) and agency personnel (location, area, and Headquarters). Ensure program records and documentation is clear, complete, and accurate.

6. Chemical Hygiene Officer

The Chemical Hygiene Officer (CHO) should be selected by the Center Director and should have adequate chemical knowledge and experience to evaluate hazards and implement a Chemical Hygiene Plan.

Part I: Safety Policies

The NCAUR Chemical Hygiene Officer performs the following safety, health, and environmental management (SHEM) duties primarily related to the Chemical Hygiene Program for between 5 to 10% of the employee’s official duty time in an unlimited term:

a. Actively participate on NCAUR SHEM Committee.

b. Communicate Chemical Hygiene Program related matters to the appropriate supervisors and employees within the Management Unit and/or location.

c. Implement the Chemical Hygiene Program for NCAUR to assure safe and healthful working conditions are maintained. Review and monitor the Chemical Hygiene Program to ensure NCAUR implements and maintains policies, procedures, rules and program requirement consistent with Federal and State standards and regulations along with USDA and ARS Chemical Hygiene policies and programs.

d. Conduct Chemical Hygiene inspections and prepare hazard abatement plans. Maintain records and files.

e. Identify the need for and arrange for Chemical Hygiene related training, including but not limited to chemical use, handling, storage, transport and disposal, the worker hazard communication program, laboratory safety and chemical protection, hazardous waste management and disposal, respiratory protection, emergency response, and new employee Chemical Hygiene Program orientations. Training covers applicable practices, procedures and regulations per OSHA 29 CFR 1910.1450, the Lab Standard; and 29 CFR 1910.1200, the Hazard Communication Program.

f. Implement and maintain a biological, chemical and radiological inventory system along with Hazardous Waste Management and Disposal Program. Arrange and coordinate waste disposal activities with Chemical Disposal Officer and NCAUR including collecting and storing chemicals for reuse, recycling and disposal; updating inventory system, and contracting transport and disposal.

g. Monitor Industrial hygiene employee exposure monitoring and occupational medical surveillance programs.

7. Chemical Disposal Officer/Hazardous Waste Manager

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

8. Location Radiological Officer

The NCAUR is not required to have a Location Radiological Protection Officer (LRPO). A LRPO assists the Radiation Safety Division (RSD) with radiation safety issues at locations where there are several Permit holders, usually with unsealed Permits. Since the NCAUR only has X-ray permits, there is not a requirement to have a formally trained LRPO.

NCAUR does not have any licenses for radioactive isotopes, so the NCAUR Safety and Occupational Health Specialist will confer with the USDA Department of Homeland Security Division of Radiation https://www.osha.gov/laws-regs/regulations/standardnumber/1910/1910.1450 https://www.osha.gov/pls/oshaweb/owadisp.show_document?p_id=10099&p_table=STANDARDS https://www.dm.usda.gov/ohsec/rsd/contact.htm

Part I: Safety Policies

Safety staff for any program activities that involve the use of radioactive material and/or x-ray equipment.

9. Safety, Health, and Environmental Management (SHEM) Committee

The purpose of the NCAUR SHEM Committee is to allow for employee representation on safety and health matters to maintain a safe and healthful workplace. Committee members actively participate in the development and review of safety policy and training programs; review safety-related accidents, incidents, illnesses, and near misses; conduct semiannual safety inspections to identify hazards and recommend methods to eliminate or control the hazard; and provide guidance to employees on safety, health and environmental matters.

The NCAUR SHEM Committee meets a minimum of once per quarter (meetings are open to any interested individual after notification and approval by the chair or co-chair). A written agenda should be provided to all members by the committee chair or co-chair prior to the meetings.

Minutes should be taken at all SHEM Committee meetings and distributed to members and supervisors, approved minutes made accessible on the shared drive at W:\SAFETY\Safety Public\SHEM Committee and NCAUR SharePoint Safety, and minutes retained for future use.

Membership on the SHEM Committee is a collateral duty. Membership represents a cross section of facility personnel with specific representation from all management units. All appointments to the committee are subject to the approval of the Center Director and immediate supervisor.

Each member shall serve the committee as a Safety Inspector. They shall conduct semiannual safety inspections to fulfill the requirement of the ARS Inspection and Hazard Abatement Program. Their findings shall be reported to the SHEM committee for appropriate action. NCAUR Safety and Occupational Health Specialist shall report on safety-related activities and shall advise the committee concerning safety issues.

All members of the committee may serve an unlimited term at the discretion of the Center Director.

SHEM Committee members acknowledge that there is not an inherent right to participate in this committee and that rotations on the committee and subcommittees may be utilized to improve expertise, training, and representation. One member from each subcommittee shall be the designated subcommittee chair. The subcommittees may change as needed. The NCAUR SHEM Committee Charter is available on NCAUR SharePoint Safety.

a. NCAUR SHEM Committee Membership

i. Leadership (2)

1. Chair - Center Director/Research Leader

2. Co-chair - Safety and Occupational Health Specialist

ii. Representatives from each Management Unit (9 representatives; 1-2 per unit)

iii. Observers (nonvoting)

1. MWA Safety

2. Facility Engineer

3. O&M contractor representatives https://www.dm.usda.gov/ohsec/rsd/contact.htm https://e.arsnet.usda.gov/sites/NCAURNET/_layouts/15/start.aspx#/SitePages/Safety%2C%20Health%20and%20Environmental%20Management.aspx?RootFolder=%2Fsites%2FNCAURNET%2FSafety%20Files%2FNCAUR%20SHEM%20Committee&FolderCTID=0x012000DAD6D398847E214CAAEE6289E8EA41F7&View=%7B945D4A93%2DA557%2D49BB%2DBA4C%2D3E36D68E5239%7D https://e.arsnet.usda.gov/sites/NCAURNET/_layouts/15/start.aspx#/SitePages/Safety%2C%20Health%20and%20Environmental%20Management.aspx?RootFolder=%2Fsites%2FNCAURNET%2FSafety%20Files%2FNCAUR%20SHEM%20Committee&FolderCTID=0x012000DAD6D398847E214CAAEE6289E8EA41F7&View=%7B945D4A93%2DA557%2D49BB%2DBA4C%2D3E36D68E5239%7D

Part I: Safety Policies

4. Emergency Response Team representative

5. Union representative

iv. Designated Collateral Duty SHEM Officers

1. Biosafety Officer

2. Institutional Biosafety Officer

3. Chemical Hygiene Officer

4. Chemical Disposal Officer/Hazardous Waste Manager

b. Safety, Health, and Environmental Management (SHEM) Committee Chair and Co-chair

i. The duties of the NCAUR SHEM Committee Chair and Co-chair include, but are not limited to:

1. Conducting the meetings of the SHEM Committee.

2. Appointing subcommittees to evaluate safety concerns.

3. Advising the committee and management concerning safety matters.

4. Preparing the minutes of the SHEM Committee for distribution. These minutes should include:

a. All occurring and proposed aspects of safety.

b. Recommendation as to specific items requiring correction.

c. Committee reports therein.

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

e. Performing related duties as may be required.

10. Emergency Response Team

The NCAUR Emergency Response Team shall respond to spill, accidents, and medical and related incidents; 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 approval of the Safety and Occupational Health Specialist, 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 x6666

TO REQUEST EMERGENCY ASSISTANCE.

Part I: Safety Policies

All team members will receive training appropriate to their function. Members will receive training in first aid, use of fire extinguisher, respirators, hazardous materials handling, 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.

Part II: Occupant Emergency Plan

PART II – OCCUPANT EMERGENCY PLAN

A. INTRODUCTION

Emergencies, both major and minor, are a part of our everyday lives. We can only deal effectively with them if we are prepared and in control.

Safety in large buildings requires that all occupants be well informed of the proper steps to take in the event of any emergency. Studies prove that panic in an emergency is a major cause of injury or death.

All occupants should familiarize themselves with the information and procedures in this chapter, as well as the NCAUR Occupant Emergency Plan.

The Safety and Occupational Health Specialist (SOHS) and SHEM Committee are responsible for coordinating with the Emergency Response Team (ERT) and implementing practice drills, appointing emergency personnel, and training new personnel. In the event of an emergency, the Conference Room 1013 is designated as the NCAUR Emergency Operations Center. The flagpole in front of the NCAUR Lobby and the Visitor Center (Room 1022) are designated as alternate NCAUR Emergency Operations Centers.

Employees having knowledge of any unsafe conditions in NCAUR buildings and campus should contact their Research Leaders, Center Director’s Office, Safety and Occupational Health Specialist, or SHEM Committee Members. Only as a team can we produce and maintain a safe and comfortable working environment.

The Designated Official for the Occupant Emergency Plan shall be the NCAUR Safety and Occupational Health Specialist (SOHS). The NCAUR SOHS will work closely with the Center Director, Facility Engineer, Biosafety Officer, Chemical Hygiene Officer, and SHEM Committee as necessary to keep the plan current.

For additional information, visit the NCAUR Occupant Emergency Plan and/or contact SHEM Committee Representatives and Collateral Duty Safety Officers (see Appendix A-6 or NCAUR SHEM Committee), or the following personnel:

Name Title Phone Vacant Safety and Occupational Health Specialist Office: 309-681-6485 Todd Ward Center Director Office: 309-681-6394 Wayne Myers Facility Engineer Office: 309-681-6124

Mobile: 309-397-1098 Bob Caywood Location Administrative Officer Office: 309-681-6448 Robert Proctor Biosafety Officer Office: 309-681-6380 Michael Appell Chemical Hygiene Officer Office: 309-681-6249

B. GENERAL ASSUMPTIONS

1. The safety of NCAUR personnel is paramount.

Part II: Occupant Emergency Plan

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 Policies and Procedures in 156.1M contains the guidelines for conduct that are applicable to all ARS controlled facilities and locations.

C. 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 only to 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.

https://axon.ars.usda.gov/Employee%20Tools/REEAdminIssuances/Documents/156.1M-ARS-Chapter9.pdf

Part II: Occupant Emergency Plan

h. ARS Policies and Procedures in 156.1M are applicable to all ARS controlled facilities and locations.

i. To limit ARS liability, to ensure the security of the facilities, and to comply with 156.1M, after work hours must be restricted to individuals authorized by the Center Director.

2. Actions

a. Key Issuance – Keys/cards to facilities shall be issued to employees and visitors only at the request of the Center Director.

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.

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

Section 3, Normal Work Hours Access Policies.

d. After 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 instruction 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 Work Hours Access

a. Assumptions

i. The Center Director, Research Leaders, and Safety and Occupational Health Specialist have devised and placed into effect security procedures which ensure that buildings under their control are protected during normal work hours (Monday through Friday 6:00 a.m. to 6:00 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 ensuring 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 hours access policy.

b. Actions

i. Follow policy and procedures as outlined by the Center Director, Research Leader, and Safety and Occupational Health Specialist.

ii. Review and follow procedures as outlined in the Biosafety, Safety, Health, and

Environmental Management 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.).

Part II: Occupant Emergency Plan

v. Do not perform hazardous work alone, or without another person within easy call.

If you will be alone, you should 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, shall 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 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 level that provides a safe space environment while maximizing energy savings at the facility:

o In Room 0230 of North Wing, match arrows at 18” sash height;

o In North Wing (except for Room 0230), close sash completely;

o In Center Wing, close sash completely;

o In South Wing, match arrows at 18” sash height.

• Turn off lights in the offices and laboratories.

• Lock security doors.

4. After Hours Access

i. The Center Director, Research Leaders, and Safety and Occupational Health

Specialist have devised and placed into effect procedures for work performed before and/or after normal work hours (6:00 p.m. through 6:00 a.m.) and on weekends and holidays.

ii. These procedures will be similar to Normal Work Hours Access procedures and include after-hours 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 Hours Access Policy.

b. Actions

i. Follow procedures and policy as outlined by the Center Director, Research Leader, and Safety and Occupational Health Specialist.

ii. Review and follow procedures as outlined in this Biosafety, Safety, Health and

Environmental Health Manual and its companion safety, health, and environmental programs manuals.

iii. Request advance permission to work outside normal work hours (Monday through Friday 6:00 p.m. to 6:00 a.m., weekends, and/or holidays). Unless properly

Part II: Occupant Emergency Plan authorized, no person shall be admitted to an area occupied by ARS at any time other than normal work hours. Permission may be granted on an as-needed basis or given on a quarterly or annual basis.

iv. Upon entry to property,

• Observe surrounding for suspicious movements or unusual conditions.

• Employees shall enter the facility main building (Building 001) through the

First Floor Main Lobby during after normal work hours (NCAUR After Hours includes weekends, holidays, and Monday through Friday from 6:00 p.m.

to 6:00 a.m. If you work past 6:00 a.m. on a weekday, you should sign the log-in book at 6:00 p.m. and sign out when you leave. Similarly, if you work hours before 6:00 a.m. on weekday, you should sign in at the lobby and sign out at 6:00 a.m.).

• When signing into the log-book during after work hours, employees must carefully print name, unit, room number and time legibly. The logbook will be used by security to locate occupants in case of an emergency. When leaving, log out with the exit time.

v. Working alone in the laboratory is hazardous. If you plan to work after hours,

• Review 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 X6666 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 any additional information that may be required.

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

• If you are in the building after normal work hours, and the alarms sound to evacuate the building, you must evacuate and meet at the flagpole in front of the main entrance to the building.

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 business hours (8:00 a.m. to 4:30 p.m. Monday through Friday) on regular working days. Visitors may include escorted and unescorted guests, vendors, tour groups, delivery personnel, incidental visitors (outside visitors attending a meeting held on site), contractors, and subcontractors.

Part II: Occupant Emergency Plan

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 badge while in the building. Visitors will not be allowed to proceed into NCAUR without proper authorization. All visitors and contractors must be provided with an NCAUR safety briefing presented by the host, Safety and Occupational Health Specialist, safety representative, or Outreach Committee designee (See Appendix A-10).

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 his/her 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 issue safety glasses as necessary.

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 Outreach Committee and 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

Part II: Occupant Emergency Plan 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 to 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 badge. However, should delivery personnel enter the facility, visitor safety glasses and visitor badges 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 attending a meeting 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. 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 badge. They will be allowed access only to the conference room where the meeting is being conducted.

h. 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 his/her personnel and make this register available to the…