ISCKODIAKINST 5100 3 Safety Manual

Commanding Officer United States Coast Guard Integrated Support Command

P.O. Box 195000 Kodiak, Alaska 99619-5000 Staff Symbol: c Phone: (907) 487-5760 Fax: (907) 487-5546 Email:

CGISCKODIAKINST M5100.3

27 DEC 05

COAST GUARD INTEGRATED SUPPORT COMMAND INSTRUCTION 5100.3

(i) Prevention of Bloodborne Pathogen Transmission, COMDTINST M6220.8

(j) Technical Guide: Practices for Respiratory Protection, COMDTINST M6260.2 (series)

(k) Motor Vehicle Manual, COMDTINST 11240.9

(l) Use of Safety Belts, Shoulder Straps and Other Restraining Devices, COMDTINST 11240.14A

(m) Confined Space Manual, COMDTINST M5100.48A

(n) General Mandated Training Requirements, ALCOAST 233/05

(o) Mandatory Use of the Training Management Tool, COMDTINST 5270.2 (series)

(p) Safety and Health Training For Emergency Response Operations, COMDTINST 6260.31A

(q) Traffic, Parking, and off-road Vehicle Use Regulations ISCKODIAKINST 11240.3D

1. PURPOSE. To establish policies, administrative procedures and guidelines for implementing the Safety, Health and Environmental Programs per references (a) through (q).

2. DIRECTIVES AFFECTED. CGSUPRTCENKODIAKINST M5100.2B is hereby cancelled.

3. DISCUSSION. This manual has been prepared to provide a management system that will reduce losses through timely identification and abatement of potential hazards, and establish standards for our program, as well as enhancing efforts at providing safe and healthful work places, fostering an environment free of recognizable hazards. The goal is to provide an overall loss control and risk management program in all areas of operation and administration and to see that all activities are carried out in a safe manner.

4. SCOPE. This instruction applies to all military and civilian personnel, including contractors, working on the Integrated Support Command complex.

5. ACTION. It is the responsibility of all personnel at all levels of command and supervision to adhere to these policies and guidelines. Division and Branch Chiefs, tenant commands, and contractor personnel shall become familiar with these provisions and ensure implementation of, and compliance with, the procedures outlined.

Dist: CGISCKODIAKINST 5200.1L Lists I, II, III

CGISCKODIAKINST M5100.3

27 DEC 2005

CGISCKODIAKINST M5100.3

27 DEC 2005

Encl: (1) Safety and Health Manual

RECORD OF CHANGES

I

COAST GUARD INTEGRATED SUPPORT COMMAND KODIAK

OCCUPATIONAL SAFETY AND HEALTH PROGRAM

TABLE OF CONTENTS

TITLE PAGE

INSTRUCTION OF PROMULGATION 1 - 2

RECORD OF CHANGES I

TABLE OF CONTENTS II

ISC KODIAK SAFETY/HEALTH/FIRE RESOURCE LISTING III

POLICY STATEMENT IV

CHAP 1 – Organization and Responsibilities 1-1

CHAP 2 – Safety and Health Boards and Committees 2-1

CHAP 3 – Training and Education 3-1

CHAP 4 – Mishap Investigations and Reports 4-1

CHAP 5 – Hazardous Communication for Workplace Materials 5-1

CHAP 6 – Unit Asbestos Management Plan 6-1

CHAP 7 – Establishment of Bloodborne Pathogen Program 7-1

CHAP 8 – Personnel Protective Equipment (PPE) 8-1

CHAP 9 – Hearing Conservation Program 9-1

CHAP 10 – Respiratory Protection Program 10-1

CHAP 11 – Motor Vehicle/Traffic Safety Program 11-1

CHAP 12 – Confined Space Entry Program 12-1

CHAP 13 – Lockout/Tagout Program 13-1

INTEGRATED SUPPORT COMMAND KODIAK SAFETY/HEALTH/FIRE

RESOURCE LISTING

Names Division Phone

Unit Safety Coordinator FE Environmental 487-5320 X 212

Safety Specialist – HAZMAT FE Environmental 487-5477

Safety Specialist – HAZWASTE FE Environmental 487-5588

Fire Chief FE Environmental 487-5777

Asst. Fire Chiefs FE Environmental 487-5808

Environmental Protection Specialist FE Environmental 487-5320 X 249

Environmental Specialist FE Environmental 487-5320 X 250

Preventive Medicine/Environmental Health Health & Safety 487-5757 X 133

Safety Officer/Industrial Hygienist MLCPAC Juneau (907) 463-2044

III

II

INTEGRATED SUPPORT COMMAND KODIAK

SAFETY/HEALTH POLICY STATEMENT

People are the Coast Guard’s most important asset, and their well being and safety have value beyond measure. As in the rest of the Coast Guard, Integrated Support Command Kodiak’s policy is to make safety, health, and environmental precautions an active and inherent part of how we do business. The ideals of mission accomplishment and safety are inseparable; we owe our personnel and their families as much.

Each of us is responsible for ensuring our own safety, and the safety of those who work for or around us. We will not take shortcuts around safety, health, or environmental precautions, and we will comply with applicable regulations. Managers, supervisors, and employees will be held accountable for compliance on a daily basis.

Safety attitude counts, and ours will be to protect each other, the environment, and ourselves. I fully support safety and environmental programs, and I expect no less from everyone else here. Together we can do the job and experience no harm.

R. L. LACHOWSKY

IV

Organization and Responsibilities

1. PROGRAM REQUIREMENTS

a. Authority. The Commanding Officer has the responsibility and authority for the safety and health of all personnel aboard Integrated Support Command Kodiak complex, and the establishment of safe and healthful working and living environments.

b. Organization. The Integrated Support Command safety functions fall under the Environmental Branch of the Facility Engineering Division. The Environmental Branch Chief is responsible for implementing viable safety and health programs. As occupational health functions of the program are the responsibility of the Health and Safety Division, considerable interface with safety personnel is required.

2. RESPONSIBILITIES.

a. Command and Supervisory Personnel. Responsible for the safety and health of their subordinates and the protection of property entrusted to them. Specific responsibilities such as (e.g. Safety Officer, Asbestos Control Coordinator, and Respiratory Protection Manager) can be found in the ISCKODIAKINST 1601.1Y Command Assignment List. Although mishap prevention and loss control are a management function, this accountability does not relieve any individual from the responsibility of ensuring safety for themselves and others. All personnel must work together to report and eliminate hazards preventing mishaps.

b. Executive Officers. The Executive Officer is the Designated Safety Officer for the command, and under the direction of the Commanding Officer, shall provide command direction and broad guidance to the development of formal Safety and Health Programs and provide specific budget authorization for the programs.

c. Safety and Environmental Branch Chief. Shall administer the day-to-day operations of the Safety Office, providing guidance and direction necessary to develop a total systems approach for risk and loss control management.

3. Safety and Environmental Health Staff. Responsible for providing the following functions:

a. Advise and serve as consultants to the Integrated Support Command (ISC) and tenant commands on matters relating to safety/health issues, and in implementing the required programs.

b. Develop the formal program for the ISC and monitor and oversee progress and effectiveness of programs at other commands on the complex.

c. Take immediate action to stop any job or operation when, in his/her professional judgment, an imminent danger situation exists which might cause serious injury or property damage. Immediately inform the Environmental Branch Chief, Contracting Officer, department head, tenant command, or supervisor concerned of any such action.

4. Division Officers, Special Assistants, Tenant Commands, and Contractors. Shall:

a. Ensure the provisions of this manual, COMDT, and MLCPAC instructions are enforced within their areas of responsibility.

b. Set the example for safety and incorporate safety consideration in evaluations of personnel under their command.

5. Officers, Chief Petty Officers, and Civilian Supervisors. Responsible for ensuring safety provisions are included in all operations and timely corrective action is taken on identified hazards in operations for which they are responsible. They are directly responsible for the safety and environmental conditions affecting the health and safety of personnel within their shops. They shall:

a. Be thoroughly familiar with the requirements for safe operation of the equipment under their control.

b. Ensure safety education of employees through regular group meetings and individual instruction on specific job procedures.

c. Enforce safety regulations and set the example of compliance through own actions.

d. Investigate all mishaps occurring in their area and ensure prompt and complete reporting of each.

e. Observe workers and the work environment to detect the need for correcting unsafe acts or conditions and take prompt action towards abatement.

f. Ensure medical monitoring of personnel is completed as required. Provide medical personnel with a list of the names of individuals, their occupations, and materials or products used so medical monitoring requirements can be determined.

g. Maintain current hazardous materials inventories and Material Safety Data Sheets (MSDS) of materials used within their offices and shops.

h. Ensure that proper Personnel Protective Equipment (PPE) is utilized and in good working condition prior to starting a task.

6. Facilities Engineering Division Officer. Shall:

a. Ensure all plans, facilities, equipment, and job procedures meet the required safety standards, including all safety provisions or develop interim means of safeguarding personnel and resources.

b. Keep the Environmental Branch Chief and tenant commands informed of safety or health deficiencies discovered during periodic engineering inspections and take action to abate such deficiencies.

c. Coordinate the Division Chiefs, Planning Officers, and Environmental Branch Chief regarding assignment of priorities to safety and health related Shore Station Maintenance Records (SSMR), Maintenance and Repair (M&R), and Acquisition, Construction, and Improvement (AC&I) projects, work orders, and requests.

7. Contracting Officers and COTRs. Shall:

a. Ensure contractors comply with all pertinent safety and health regulations and that no Coast Guard personnel are exposed to hazards that could result in injury or property damage.

b. Inspect contractor work sites for safety and health deficiencies, and require abatement of items found. If deficiencies cannot be corrected within 30 days, require an abatement plan on the outstanding items with follow-up reports every quarter.

c. Issue “Stop Work Orders” when, in their opinion, a condition exists which poses imminent danger to personnel.

d. Ensure adequate safety/health clauses are included in all contracts for services provided to ISC Kodiak.

8. Comptroller Division Officer. Shall:

a. Ensure procurement requests for materials, equipment, and services include safety and health considerations and statements that items must meet applicable safety/health standards.

b. Ensure all commodity specifications, purchase orders, descriptions and contracts and other purchase documents for materials provided by GSA or contractors shall reference Federal Standard 313A, Preparation and Submission of Material Safety Data Sheets.

9. Planning Officer. Shall:

a. Review proposals and plans affecting ISC resources to ensure safety and health related items are included.

b. Coordinate the Facility Engineering and Safety assignment of priorities on safety and health related AC&I projects.

10. Personnel Division Officer. Shall ensure Coast Guard housing meets the required safety/health/fire standards and personnel records include required safety training documentation.

11. Work Life Branch Chief. Shall implement the home and child care safety programs.

12. MWR Branch Chief. Shall:

a. Implement the safety programs such as, but not limited to, recreational and off duty safety.

b. Ensure all recreational facilities and equipment meet the required safety/health standards, standard operating procedures are developed for recreational facilities, and personnel using recreational equipment from the morale locker are knowledgeable of safe operating procedures of the equipment.

13. Medical Division Officer. Shall:

a. Establish occupational health and medical monitoring programs, per references (a), (b), (g) and (f) and COMDTINST 6260.2 series.

b. Coordinate with the Safety Manager casualty reports which suggest injury from mishaps or occupational diseases so proper investigation to determine causes can be accomplished.

14. All Other Personnel. Each person is responsible for working in a manner that will ensure personal safety and the safety of others. All personnel shall:

a. Observe all safety precautions applicable to their duties and work environments.

b. Report immediately any unsafe conditions, equipment, work processes, or situations to their supervisor.

c. Wear or use Personnel Protective Equipment (PPE) or clothing when required for the safe performance of duties.

d. Report immediately to their supervisor any mishap that resulted in, or could have produced, personal injury or property damage, and report for medical treatment as soon as possible after the occurrence of any injury.

15. Violators: Violators of the Occupational Safety and Health Act (OSHA) or Commandant regulations or instructions are subject to disciplinary or administrative action per COMDTINST M12750.4 or the Uniform Code of Military Justice. Such action shall be considered in personnel performance evaluations.

CGISCKODIAKINST M5100.3

27 DEC 2005

4-2

1-3

SAFETY AND HEALTH BOARDS AND COMMITTEES

1. PROGRAM REQUIREMENTS.

a. Purpose. Safety boards and committees are established to provide advice, recommendations, and assistance for achieving and maintaining mishap-free work environments. Their activities should also be instrumental in promoting and instilling safety awareness in all personnel. Committees shall be established per reference (a).

b. Scope. Committees shall consist of military and civilian representatives including the BOSS contractor, ISC, and tenant commands, and shall be open to all personnel for submitting safety, health, fire, and traffic safety agenda items.

2. RESPONSIBILITIES.

a. Commanding Officers shall ensure that required boards and committees are established and meet at least quarterly, and recommendations of the committee, or action required by specific members, are acted upon promptly.

b. ISC Kodiak Environmental Branch Chief shall chair the Integrated Support Command Complex Safety Board, ensure the active participation of members, and follow up on action items.

c. Safety Officer shall be responsible for:

(1) Keeping the committee members informed of specific hazards requiring their recommendations.

(2) Presenting quarterly mishap statistics and discussion of specific mishaps that have occurred.

(3) Discussing the outstanding Hazard Condition Notification forms which pertain to operations on the complex.

(4) Acting as advisor for other committees established and obtaining agenda items from them for the Complex Safety Board to consider.

d. Commanding Officers and Officers-in-Charge of tenant commands and ISC Division Officers are responsible for active participation in the boards and committees and ensuring division and shop committees are established and meet at least quarterly.

e. All personnel have a responsibility to actively participate in the various committees established; to bring safety, health, fire, and traffic issues before the committees; and take prompt action on issues that pertain to their department/shop.

3. COMMITTEES/BOARDS.

a. Integrated Support Command Complex Safety Board. This board is established to assist the Commanding Officer, Integrated Support Command, in maintaining an effective safety, health, fire, environmental, and traffic safety program. This Board has action responsibility for solutions to problems and recommending redirection of resources, consolidation of operations, and new and innovative solutions to problems impacting personal safety and health and Coast Guard missions.

b. Functions.

(1) Sustain, support, and encourage staff and supervisory level interest in the Coast Guard Occupational Safety/Health Program.

(2) Address specific problems of concern to the overall installation and make recommendations to effect improvement of the programs.

(3) Assure that any approved recommendations are carried out in a timely manner by identifying resources and establishing completion dates.

(4) Be cognizant of the importance of effectively complying with applicable safety, fire, environmental, and health regulations and make recommendations for such compliance.

c. Board Composition. Membership shall be as listed below, and consist of people who have responsibility for executive level planning and decision making.

(1) Environmental Branch Chief, Chairman

(2) Unit Safety Coordinator

(3) Fire Chief

(4) Tenant Command Representatives:

(a) Air Station Representative

(b) Communication Station Representative

(c) LORAN Station Representative

(d) CGC STORIS Representative

(e) CGC SPAR Representative

(f) CGC ALEX HALEY Representative

(g) Electronic Systems Support Unit Representative

(h) North Pacific Regional Fisheries Training Center Representative

(i) FD&CC Representative

d. Meetings. The Board shall meet quarterly on the last Thursday of the last month of the quarter at 1400 in the Large Conference Room, Administration Building (N-38).

e. Minutes. Minutes of the meeting, reviewed by the ISC Commanding Officer, shall be distributed to all members and activities.

f. Integrated Support Command Safety Board.

(1) Safety and health issues pertaining strictly to the Integrated Support Command operation shall be discussed and resolved at the regularly scheduled staff meetings. Items for discussion will come from issues brought up at the Kodiak Complex Safety Board or items presented by the Integrated Support Command Safety Meetings.

(2) Functions.

(a) Support and maintain a high degree of safety awareness in the workspaces.

(b) Provide a forum for completing required safety/health training and discussion of safety related issues.

(c) Exchange of ideas among ISC divisions and identifying, providing possible solutions to, and submitting safety/health agenda items to the Complex Safety Board.

(3) Committee Composition. Membership shall be as listed below and consist of people who have responsibility for executive level planning and decision making.

(a) Environmental Branch Chief, Chairman

(b) Executive Officer

(c) Unit Safety Coordinator

(d) Facilities Engineering Division Representative

(e) Personnel Division Representative

(h) Fire Chief

(i) MWR Representative

(j) Work Life Representative

(k) BOSS Contractor Representative

(l) AFGE Union Representative

(4) Meetings. The board shall meet monthly on the second Wednesday of each month at 1400 in the Small Conference Room, Administration Building (N38).

(5) Minutes. Minutes, of the meeting reviewed by the ISC Commanding Officer, will be distributed to the Division Officers, committee members, and the ISC Safety Officer.

g. Supervisory and Shop Safety Committees. Divisions and branches, particularly those having groups performing hazardous work, or work involving trades personnel, shall hold periodic (not less than quarterly) supervisory and work center safety meetings. Contractors shall hold meetings per Alaska State OSHA requirements and contract specifications. Written documentation of the meetings and what was discussed is required. These meetings can:

(1) Provide information and discussions that will promote interest in safety among employees.

(2) Provide instruction on safe job performance, hazards of the job, and standard operation procedures (SOP).

(3) Obtain information on the existence of hazards in work areas and offer suggestions for eliminating the hazards.

(4) Review reports of pertinent mishaps, determine causes, and recommend corrective action.

(5) Review application of the current mishap prevention program in relation to the hazards of the trade or work of specific areas.

(6) Review published safety articles, staff reports, and other publications concerning practices and procedures pertinent to particular operations.

(7) Provide feedback to the Division Officer or safety representative, and safety staff on effectiveness of the safety and health programs and changes that may be required.

(8) Be used for meeting the required safety and health training requirements as outlined in Chapter 3.

3-5

TRAINING AND EDUCATION

1. PROGRAM ADMINISTRATION

a. Purpose. To provide for the integration of safety and health requirements into the existing operational and on-the-job training programs to meet OSHA and COMDT standards. This chapter outlines the procedures for carrying out those standards.

b. Scope. All military and civilian personnel aboard the Integrated Support Command Complex shall receive training outlined in Table 3-1. Specific courses presented by the ISC shall be open to all tenant commands and contractor personnel.

c. Discussion

(1) The goal of this program is to improve the performance of all personnel at the Integrated Support Command Complex in identifying, evaluating, and eliminating or controlling existing or potential hazards. Changing behaviors and attitudes which will ultimately reduce hazards, can be accomplished through safety training programmed into the overall operational activities. Integration of safety and health materials into normal operations, formal and on-the-job training, emphasizes that professional performance includes awareness of safety and health.

(2) Training and education is accomplished through formal classroom instruction, specific on-the-job instruction, standard operating procedures, promotional materials distributed periodically, 5-minute safety talks, and safety meetings. In some cases, OSHA and Coast Guard require specific training, i.e. hearing/sight conservation, respiratory protection training, and hazard communication. This training must be given annually through formal programs. This chapter outlines minimum requirements, and procedures for carrying out those requirements.

2. RESPONSIBILITIES

a. The Commanding Officer and Executive Officer provide guidance for this program and are responsible for ensuring the budget includes such items and requirements are met within budgetary constraints.

b. Division Officers and Branch Chiefs shall ensure safety and health training pertinent to their operations and this instruction is completed within their area of responsibility. They shall ensure safety bulletins, directives, and other materials are given wide dissemination. Specific requirements shall be identified in the annual training plans and division budgets.

c. The Personnel Division Officer shall include the safety and health requirements in the overall command training plan, assist in the development of local courses, and ensure completed training is documented in individual personnel records.

d. The Safety staff of the Environmental/Safety Branch shall:

(1) Assist commands in implementing the safety and health training and education through identification and prioritization of appropriate classes; providing educational materials and training aids and maintaining a library of technical references and training aids for use by all personnel.

(2) Develop and conduct required inhouse safety and health training to division and branch safety representatives and supervisors.

(3) Monitor training to ensure quality and implementation, and provide advice to commands on status of and direction the program should take.

e. The Medical Division Officer shall make available to Commands, Divisions, and Branches, as requested, occupational health training i.e., hearing conservation, medical monitoring requirements, first aid, CPR, etc.

f. Supervisors shall ensure all job and task instructions and SOPs include the safety and health requirements and are presented to all newly reported personnel and annually to all employees. General and specific safety and health training is presented as required by this ALCOAST reference (n) and training records/documentation are maintained per references (o).

3. REQUIREMENTS.

a. General. Safety and health training and education are not just desirable, but mandatory per references (n). There are various means of providing this instruction, i.e. formal schools, in house courses, guest lectures/presentations, on-the-job training, new employee orientation and discussions by supervisors at weekly personnel or shop meetings.

b. Indoctrination and Orientation. New and reassigned personnel shall be indoctrinated in our overall safety program and instructed in safe methods of performing their particular jobs before starting or within the first month of the new job. As part of the regular check-in procedures, new personnel shall see the ISC Safety staff or their unit safety officer. New personnel shall review this instruction and their unit’s safety instructions as part of their orientation.

(1) A general ISC Complex orientation course will be presented by the ISC Safety staff the first Friday of every month. Topics to be covered shall include:

(a) Command policies and general Coast Guard requirements

(b) Rights and responsibilities under the OSHA Act of 1970

(c) Mishap reporting procedures and requirements

(d) Right to Know/Hazard Communication requirements

(e) Employee reports of hazardous conditions

(f) Hazards specific to the ISC

(2) Supervisory Training. Safety and Health topics shall be included in all supervisory training. All supervisors will attend a basic introductory course and receive annual training covering changes to Coast Guard policies and programs, status of the command program and command and division problems. Some supervisors may require specialized training pertaining to operations they oversee. Supervisory safety meeting oriented to training may fulfill the requirements.

(3) Special Training Courses. Special training as outlined in Table 3-1 shall be established. Table 3-1 outlines MINIMUM training required. Specialized training is dependent on the type of hazards to which employees are exposed, i.e. back injury from lifting, health hazards of materials used, and eye safety, etc. New or special operations shall be preceded by safety and health training. It will be the responsibility of the Division Officer, Branch Chiefs, and office/shop supervisors to ensure any special required training is provided.

(a) Hazard Communication (HazCom) Training – A general overview of the program requirements and basic initial training will be presented by the Safety staff annually. Each supervisor is responsible for conducting the specific training required by the HazCom standard in their own work areas. Each supervisor shall train their personnel in the specific hazards, physical and chemical, found in their areas, where to find the Material Safety Data Sheets of products used in their areas and how to use them, what protective equipment is required with each material, and emergency spill response procedures for the materials used.

(b) Respiratory Protection Program Training – Anyone who will be wearing a respirator must be properly trained and fit tested prior to use. Initial and annual refresher training is required. This training is accomplished by the Safety and Environmental Health Staff at the ISC Medical Clinic on an as needed basis. Divisions or tenant commands requiring this training shall contact the ISC Safety staff to arrange for the training.

(c) Asbestos Training – OSHA requires all personnel who will work around asbestos or inspect sites where asbestos work is being done to be trained in hazards of asbestos and control and abatement procedures. Personnel working in the Auto Hobby Shop doing brake work must receive annual asbestos training. Anyone who inspects asbestos abatement construction projects must be certified by the State of Alaska.

(d) Hearing Conservation – All personnel exposed to noise levels above 84 dBA must receive annual hearing conservation training.

(e) Confined Space Entry (CSE) – All personnel involved with a confined space entry to complete work must have received training per the OSHA 29CFR1910.146 standard and be given annual refresher training on the command’s confined space entry program. Rescue personnel must receive CSE and rescue procedures training and conduct rescue drills not less than once every six months. Attachment 12-2 of Chapter 12, outlines the type of training each person must have for entry into confined spaces.

(f) Personal Protective Equipment (PPE) – All personnel required to use PPE must be trained in what must be used, when it is necessary, how to properly wear the equipment, its limitations, and its proper care, use, and maintenance. Personnel must demonstrate an understanding of the training. Retraining is required when any changes in the equipment or process takes place or personnel show indications of not retaining an understanding or skill of proper selection or use from the previous training.

(4) On-the-Job Training. This type of training includes:

(a) Job Instructions – Standard operating procedures for how to do a task properly. It includes step-by-step procedures, hazards associated with the procedures, special precautions and personal protective equipment required and how to use it.

(b) General Industrial Safety – includes, but is not limited to, electrical hazards, lockout/tagout, housekeeping and fire prevention, materials handling and storage, entering and working in confined spaces, control and use of hazardous materials specific to their operations (hazard communications), inspection and use of power tools, video display terminal (VDT) use and health hazards associated with them, hearing and sight conservation, heat stress and hypothermia.

(c) General Safety and Health – Includes medical monitoring requirements, hazard recognition, evaluation and abatement, mishap investigations and reports, motor vehicle use, employee hazard reporting procedures, sight conservation, back injury prevention.

(5) Off-the-Job Safety Training. Because mishaps at home or during recreational activities cause losses at work as well, off-the-job safety topics will be presented. Supervisors or shop safety representatives shall periodically cover such items as home and product safety, recreational, boating, chainsaw, lawnmowers, firearm, cold weather, water survival safety training, motor vehicle, ATV, and motorcycle safety training.

TABLE 3-1

Minimum Occupational Safety/Health Training Requirements As established by ALCOAST 233/05 and ISC Kodiak Instructions

MISHAP INVESTIGATIONS AND REPORTS

1. PROGRAM ADMINISTRATION

a. Purpose. To establish a system for timely and comprehensive investigation and reporting of mishaps so corrective action can be taken and preventive measures incorporated.

b. Definition. Mishap – any unplanned, unexpected, or undesirable event which interrupts the successful completion of an activity, process, or operation and causes injury, illness, death, or material loss or damage. This includes oil and chemical spills which would require reporting to environmental regulatory agencies.

c. Discussion. Exchanging mishap information and learning from mistakes helps in identifying preventive measures that need to be taken. Reporting of mishaps is essential for gathering information required by management for mishap prevention decisions.

d. Limitations and Privileged Status. Because of the privileged nature of mishap information, personnel responsible for investigations and reports, or who are assigned to Mishap Analysis Boards shall not serve on any administrative or legal investigative board. Mishap reports and information gleaned from a safety investigation are intended for mishap prevention purposes only, and cannot be used in legal determinations. Findings from a safety investigation are used to form the basis for policy and procedural changes to improve conditions and prevent recurrences. These reports and information shall not be used as evidence or to obtain evidence:

(1) For disciplinary action or in determining misconduct or line-of-duty status of any person involved.

(2) Before personnel evaluation boards.

(3) To determine liability in claims, pecuniary liability, or in other similar proceedings.

(4) For use in other investigations conducted under other directives; i.e. Board of Investigations under the Administrative Investigations Manual or the Uniform Code of Military Justice.

e. Interviewing. Interviewing of witnesses, including non-DHS personnel, for any mishap investigation will be governed by the following:

(1) Witnesses will not testify under oath or be sworn.

(2) Witnesses will be advised, before making their statements, that all matters discussed are for official mishap prevention use only and use is limited to mishap investigation findings. The sole purpose of the safety investigation is to determine all factors relating to the mishap so corrective action can be taken to prevent recurrence.

(3) The investigation will not be used in any legal or punitive action. Accordingly, all witness testimony in a safety investigation is privileged and may only be disclosed to personnel in the Coast Guard whose mishap prevention duties require it. Enclosure (2) to reference (a) thoroughly covers the concept of privileged status.

f. Responsibilities

(1) Commanding Officers, ISC and tenant commands, shall convene Mishap Analysis Boards as required by reference (a), Chapter 3, for mishaps occurring within their commands.

(2) The Environmental and Safety Branch of ISC shall:

(a) Conduct or advise and assist in the investigation and reporting procedures as required.

(b) Be a member of the ISC Mishap Analysis Board.

(c) Review and analyze reports to identify trends and problem areas.

(d) Develop and distribute appropriate mishap prevention information to aid work places in recognizing and correcting of potential hazards.

(e) Ensure ISC mishaps submitted are complete and reported to MLCPAC (kse) as required by reference (a).

(f) Maintain the required OSHA LOGs and command files.

(g) Provide mishap summaries of mishaps occurring on the complex at the monthly Safety Board meetings.

(3) Division Officers and Branch Chiefs shall ensure all personnel under their cognizance know their responsibilities to report and investigate mishaps and take corrective action. They shall ensure mishaps are investigated and reported per this instruction.

(4) Officers, Chief Petty Officers, and Civilian Supervisors are responsible for:

(a) Investigating and reporting mishaps and near misses occurring within their area of responsibility and submitting the reports to their respective command safety offices.

(b) Ensuring each mishap is analyzed to determine all causal factors and appropriate corrective action required.

(c) Implementing corrective action in a timely manner.

(5) All personnel are responsible for immediately notifying their supervisors of any mishaps or near misses that occurred.

(6) Tenant commands are responsible for investigating and reporting mishaps through their own chain of command. Copies of the mishap reports will be forwarded to the ISC Environmental/Safety Branch for information and base-wide statistics.

(7) Contractor personnel are required to submit a mishap report to the ISC Environmental/Safety Branch. The report will be submitted as outlined in Section 2 below and per the contract. For deaths or serious injuries in which three people or more are hospitalized, contractors are required to notify State OSHA within eight hours.

2. REQUIREMENTS AND PROCEDURES

a. Investigations. Investigations and reports need to be comprehensive and thorough and aimed at identifying all causes of the mishap. All factors in a chain of events culminating in a mishap can be considered causes, and a great deal of care must be given to the selection of a main cause if one is determined. Investigators should keep in mind the need to differentiate between “causes of the mishap” and “causes of the actual injury, illness, or damage”. Supervisors responsible for investigations of Class C and D mishaps will find that the following investigative procedures will generally suffice for most mishaps. Should additional guidance be needed, contact the ISC Environmental/Safety Branch. Definitions of Mishap Classes can be found in Attachment 4-1.

(1) Go to the scene of the mishap and secure the area. View how things were, and determine what part they played in the events.

(2) Talk with the people involved and witnesses as soon as possible after the mishap. Even short delays in conducting interviews can result in less than clear recollections.

(3) Do your best to picture what happened and how. Answer the questions WHO, WHAT, WHERE, WHEN, HOW and, particularly, WHY. Short and long worksheet forms are found in attachments 4-3 and 4-4.

(4) Ensure all information required on the Mishap Report is obtained. Instructions for completing the report are found in Attachment 4-2

b. Reports

(1) WHAT to Report:

(a) All occupational, on-the-job injuries or illnesses. For civilians, any injury or illness reported on a Compensation Form CA-1 or CA-2 is a mishap. For illness resulting from chronic exposure (i.e. hearing loss), a mishap report will be initiated when the illness is first diagnosed.

(b) Off-duty and all sports or recreational injuries to military personnel which result in medical treatment or loss from “fit for full duty” status.

(c) All mishaps involving contractor personnel occurring at contracting or work sites on Coast Guard property.

(d) All property and material damages and losses.

(e) Mishaps involving dependents occurring on Coast Guard property.

(f) “Near misses” or “Close calls” offer lessons to be learned and will be reported.

(2) NOT reportable under the mishap reporting system:

(a) Damage caused by adverse weather, or as a result of enemy action.

(b) Intentionally damaged property as a result of destructive tests or training exercises, i.e. firefighting training.

(c) Failure of equipment or components subject to fair wear and tear discovered during periodic maintenance or inspection.

(d) Altercations, i.e. fights, muggings, etc. These will be reported through other administrative procedures.

(3) WHEN to report. All Class C and D mishaps as defined in Attachment 4-1 shall be reported within 10 workdays of the mishap. All major Class A and B mishaps shall be reported immediately by phone to CO, ISC who will immediately notify MLCPAC and Headquarters then follow-up with a preliminary message report within 12 hours.

(4) HOW to Report: A mishap report shall be submitted for Class C and D mishaps via division chain of command to the Environmental/Safety Branch or tenant command safety offices. Attachment 4-2 contains qualifying information, definitions, and general instructions for preparing the report. Attachment 4-3 is an example of the MISHAP short worksheet and attachment 4-4 is an example of the MISHAP long worksheet. Use only the words or phrases noted in the instructions when filling in the various sections of the report and for each person injured. A mishap report will be completed for major Class A and B mishaps and included as an enclosure to the formal Mishap Board Report.

c. Records Retention. Public Law 91-596 requires us to maintain a continuous log and summary of occupational injuries and illnesses. The Environmental/Safety Branch will maintain this OSHA 200 form. Logs and mishap reports must remain on file for at least five years. Mishap reports involving occupational illnesses and asbestos exposure must remain on file for 30 years.

4-3

ATTACHMENT 4-1

MISHAP CLASS DEFINITIONS

Class A Fatality or permanent total disability resulting from injury or occupational illness.

Cost of property damage is $1,000,000 or greater.

Cutter, aircraft, or equipment is missing, abandoned, recovery is impossible or impracticable, uneconomically repairable.

Class B Any injury and/or occupational illness resulting in permanent partial disability.

Five or more personnel are inpatient hospitalized.

Cost of property damage is $200,000 or more, but less than $1,000,000.

Class C A non-fatal injury or occupational illness that results in any loss of time from work beyond the day or shift on which the injury occurred (lost time case).

Cost of property damage is $10,000 or more, but less than $200,000.

Class D A non-fatal injury or occupational illness resulting in restricted work activity or no lost workdays.

Person overboard, accidental firearms discharge, or electric shock occurs that does not meet the criteria of a higher classification.

Example: The loss of, or loss of use, of both hands, feet, or eyes, or combination of any of these, as a result of a single mishap, shall be considered a permanent, total disability.

Loss of teeth, loss of fingernails or toenails, loss of tips of fingers or tips of toes, inguinal hernia if repaired, disfigurement, sprains or strains that do not cause permanent limitation of motion.

CGISCKODIAKINST M5100.3

27 DEC 2005

A-4-1-2 A-4-1-1

ATTACHMENT 4-2

INSTRUCTIONS FOR SUBMITTING DATA TO THE

MISHAP REPORT SYSTEM

QUICK GUIDE TO ON-LINE MISHAP REPORTING

LOGIN SCREEN

User Login – The user must type in his/her valid Coast Guard e-mail address and select Login to enter the database.

MLC Login – The MLC Reviewer must enter the assigned username and password to access the extended functions of the e-Mishap system

Select View Instructions to view or print this short user’s guide. This guide provides information to assist with completing the mishap report.

Select View Long Worksheet to view or print a form that will allow the user to gather relevant mishap information prior to entry into the on-line reporting system. This form contains sections for 1st and Command level reviewer comments.

Select View Short Worksheet to view or print a form that will allow the user to gather relevant mishap information prior to entry into the on-line reporting system. This form does not contain the Reviewers’ sections.

Bug Report – Select this option to view or enter bug reports, feedback and requests.

MISHAP REPORTING SYSTEM SCREEN

By selecting the buttons at the top the screen, the user can Add, Edit/Review, or Delete pending reports; submit report changes to the MLC; view mishap reports, view statistical information and graphs; and search for a specific type of mishap.

By selecting Main at any point during the on-line session, the user will return to this screen.

The user may view instructions, and both worksheets while in this screen.

TO ADD A MISHAP

Select Add New Report.

In the spaces provided please enter the Unit’s OPFAC, Mishap Date, and Local Time. This allows the database to check for potential duplicate entries. If a potential duplicate is found, the database will show the narrative of the entered mishap.

If the OPFAC is not known you can search for your unit by selecting the Lookup OPFAC button.

If this Mishap involved a Motor Vehicle, click on the YES button, else click the No button.

There are a few short notes concerning key elements of our system. They will assist the user in correctly completing the report.

Select Create New Mishap Report to continue.

At this point the database will assign the user with the Mishap report number. Select OK

The user will now enter the GENERAL INFORMATION SCREEN

Select the Mission at Time of Mishap from the Pick Menu. If selecting OTHER, type in the mission in the Description field. By selecting the before the field box, a help menu will appear to explain the acronyms.

If the mishap occurred with/in/to a boat, choose the If Boat, Type from the Pick Menu. By selecting the before the field box, a help menu will appear to explain the acronyms. This applies only if the boat was damaged, involved in a grounding, man overboard, collision, swamping, flooding, capsizing, fouled screw, HIPO, fire, or injury to CG personnel or private citizen and property.

Enter the 5 digit Hull Number. This is required only when a boat type is entered.

Please provide the Coxswain information; Grade, Age, Months Qualified in Vessel, and Months at Unit where requested. This is required only when a boat type is entered.

The user must determine whether the Mishap is directly related to the unit’s operational mission by selecting yes/no. Did the mishap result as an action taken by a member performing your mission, i.e., did it occur to a boarding officer on route to or on a boarding, did it occur on a small boat while patrolling the harbor, did it occur to a member on a cutter while repairing a buoy, etc.

Per COMDT policy, non-compliance with established PPE policies, the user MUST select No/Yes/None Required to indicate if all required those involved in the mishap wore required PPE properly.

In the PPE description, please note the PPE worn, any PPE not properly worn, and why it was not worn properly. Ensure that any explanations address whether non-compliance was due to funding, training, or complacency.

By selecting “Did mishap involve a:” Capsizing, Ejection, Person in Water, Grounding, or Rollover, the database will prompt the user to enter the Sea State in the narrative.

If “Firearm Discharge” is selected, the user must following the directions of the popup window and add the pertinent information in the Narrative.

For accidental discharges, please include the following information in the Narrative block:

- Type and caliber of weapon involved (i.e., M9/9mm, M16A/5.56mm)

- Serial number of weapon involved

- Action at time of mishap (i.e., range training, clearing weapons, law enforcement)

- NALC and lot number of ammunition involved.

- Most recent date that individual involved successfully completed PQS for the weapon involved.

- Small Arm Qualification level of the individual involved (Level I, II or III)

In the field labeled “Enter Short Description of Mishap”, Enter a short, one line description of the Mishap.

The user should answer the who, what, why, where, and how questions in the Narrative. Include the Sea State and/or Firearm information, if required.

In the Location of Mishap field, enter a descriptive comment of where the mishap occurred, for example – enter the work center, building number etc.

In the field labeled, How many people were injured, the user must enter the number of members/civilians/auxiliarists/etc., injured.

Select yes if, There was any property damage due to Coast Guard Operations. This includes Government property, Auxiliarist’s property while on orders, and private citizen’s property damaged due to CG ops.

The user will determine the Cause(s) of the mishap. If Sports is not selected, more than one cause can be selected. If weather is selected as a casual factor, the screen will prompt the user to enter pertinent weather data in the Additional Cause field.

The user will fill out Corrective Actions Taken/ Lessons Learned.

At this point, the General Data screen is complete. The user may use the Continue button and the bottom of the page to move to the next screen or can choose any of the other buttons to move through the mishap entry system.

MEDICAL INJURY SCREEN is the next entry screen.

Select the Add New Injury Report button.

Enter Last Name, First Name, Age, Gender and Grade of injured member. If E-1 through E-9, the user must enter the Rate of the injured party.

Select the Status of the member. Off Duty Civilians and Dependents are considered Other.

Select the Primary Body Part Injured and the Secondary if necessary from the Pick Menu.

Select the Primary Nature of Injury and the Secondary if necessary from the Pick Menu.

Select the Source of Injury from the Pick Menu. If the source of injury was due to a Program Violation, the user must select the program involved from the pick list.

Change the Severity if necessary. This will change the Class dependent upon the selection. The default is None of the above.

If applicable, please select the PPE Required and the PPE used. If PPE is not listed, please check Other and describe the PPE in the text box provided.

Enter the Days Hospitalized (if any), and/or the Lost Work Days (NFFD/SIQ) (if any), and/or Days Restricted (FFLD) (if any). Any Days Restricted greater than 30 will change the Mishap class from “D” to “C”.

If a Coast Guard Civilian employee was injured, please select whether the injured civilian filed Worker Compensation.

By selecting the Continue button located on the bottom of the screen, the user can proceed to the next screen for entry.

PROPERTY DAMAGE SCREEN is the next entry screen.