RFP_No._NIHES201401_-_Attachment_26_Health__Safety_Manual.pdf

Health & Safety Manual http://junction.niehs.nih.gov/divisions/management/safety/manuals/health_safety/index.htm[7/10/2014 11:31:13 AM]

Management (OM)

Health & Safety Branch

Manuals & Guidelines

Best Practice Guide

Health & Safety Guide to Laboratory Ergonomics

Health & Safety Manual

Preface

Chapter 1: General Program Elements

Chapter 2: Emergency Procedures - Occupant Emergency Plans

Chapter 3: General Work Practices

Chapter 4: Protective Clothing and Equipment

Chapter 5: Laboratory Health and Safety

Chapter 6: Chemical Safety

Chapter 7: Radiation Safety

Chapter 8: Biohazard Safety

Chapter 9: Animal Research Safety

Chapter 10: Environmental Management

Chapter 11: Indoor Environment

Chapter 12: Facility Management

Waste Manual

My Health and Safety Information

NIEHS is firmly committed to providing all employees with a quality and effective health and safety program. The Institute's health and safety program, as represented by this manual, has been developed with the following primary goals:

To prevent and minimize risks to the health, safety, and well being of employees and the public while at the Institute;

To promote employee awareness and understanding of possible hazards at work and ways to counteract them; and

To ensure that NIEHS meets the requirements of health, safety, and environmental regulations issued by Federal, State, and local agencies.

Online Health & Safety Manual

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Preface http://junction.niehs.nih.gov/divisions/management/safety/manuals/health_safety/preface/index.htm[7/10/2014 11:31:19 AM]

Management (OM)

Health & Safety Branch

Manuals & Guidelines

Health & Safety Manual

Preface

Chapter 1: General Program Elements

Chapter 2: Emergency Procedures - Occupant Emergency Plans

Chapter 3: General Work Practices

Chapter 4: Protective Clothing and Equipment

Chapter 5: Laboratory Health and Safety

Chapter 6: Chemical Safety

Chapter 7: Radiation Safety

Chapter 8: Biohazard Safety

Chapter 9: Animal Research Safety

Chapter 10: Environmental Management

Chapter 11: Indoor Environment

Chapter 12: Facility Management

My Health and Safety Information

Message From the Health and Safety Branch

The National Institute of Environmental Health Sciences (NIEHS) has as its basic mission to enhance our understanding of the environmental factors associated with human disease. The Institute seeks ways of preventing and intervening in disease processes with the goal of improving the overall health of the Nation's citizens. In conducting biomedical research, we must do no less for our own employees than for the public we serve.

Progressive and comprehensive health and safety programs have been established for the protection of all employees and visitors in all NIEHS work settings, laboratory and non-laboratory alike. The programs described in this manual are a vital element in achieving excellence in the Institute's research initiatives. They deserve the support and commitment by all employees and at all levels of

NIEHS.

The Health and Safety Branch is firmly committed to providing all employees with quality and effective health, safety, and environmental management programs. These programs, as represented by this manual, have been developed with the following primary goals:

To prevent and minimize risks to the health, safety, and well being of employees and the public while at the Institute;

To promote employee awareness and understanding of possible hazards at work and ways to counteract them;

To advance environmental stewardship and sustainability within our programs, facilities, and the community; and

To ensure that NIEHS meets the requirements of health, safety, and environmental regulations issued by Federal, State, and local agencies.

The NIEHS Health and Safety Manual is a compilation of the policies, procedures, and guidelines that have been established to create and maintain a safe and healthful environment for employees, visitors and the surrounding community. The information in this manual should be used as a reference tool in planning and conducting research and support activities at the Institute. More importantly, this manual assigns and communicates safety and health responsibilities so that managers, supervisors, and employees in all parts of

NIEHS understand their role in NIEHS occupational health, safety, and environmental management programs.

As previous editions have been issued over the years, the manual's content has evolved to reflect changes in organizations, regulations, and biomedical research techniques. Many individuals, too numerous to list, have provided helpful comments and assistance in the development and revisions of the manual. Their efforts are gratefully acknowledged.

Truly effective occupational health and safety programs involve more than just a collection of written practices and procedures in a manual. To meet our health and safety goals will require each person's individual commitment and ever present awareness of employee safety, health, and well being in all Institute activities and programs.

Divisions » Management (OM) » Health & Safety Branch » Manuals & Guidelines » Health & Safety Manual »

Preface

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Chapter 1: General Program Elements http://junction.niehs.nih.gov/divisions/management/safety/manuals/health_safety/chpt1/index.htm[7/10/2014 11:31:24 AM]

Management (OM)

Health & Safety Branch

Manuals & Guidelines

Health & Safety Manual

Preface

Chapter 1: General Program Elements

A. General Policies and Responsibilities

B. New Employee Orientation

C. Availability of Training

D. Occupational Health Examination and Monitoring Programs

E. Reproductive and Developmental Protection Program

F. Employee Assistance Program

G. Injury/Illness Reporting, Investigation, and Compensation

Chapter 2: Emergency Procedures - Occupant Emergency Plans

Chapter 3: General Work Practices

Chapter 4: Protective Clothing and Equipment

Chapter 5: Laboratory Health and Safety

Chapter 6: Chemical Safety

Chapter 7: Radiation Safety

Chapter 8: Biohazard Safety

Chapter 9: Animal Research Safety

Chapter 10: Environmental Management

Chapter 11: Indoor Environment

Chapter 1 Index

A. General Policies and Responsibilities

1. Policy and Purpose

2. Responsibilities

3. NIEHS Health and Safety Committee

B. New Employee Orientation

1. Policy and Purpose

2. Responsibilities

3. Summer Internship Program Participants

C. Availability of Training

1. Policy

2. Responsibilities

3. General

4. Specific

D. Occupational Health and Monitoring Programs

1. Policy and Purpose

2. Responsibilities

3. Medical Examination Eligibility

4. Medical Examination Content and Frequency

5. Special Evaluations and Conditions

6. Maintenance of Records

E. Reproductive and Developmental Protection Program

1. Policy and Purpose

2. Responsibilities

3. Confidential Consultations

4. Declared Breast-Feeding Women

F. Employee Assistance Program

1. Policy and Purpose

2. Responsibilities

3. Guidelines

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Chapter 1: General Program Elements http://junction.niehs.nih.gov/divisions/management/safety/manuals/health_safety/chpt1/index.htm[7/10/2014 11:31:24 AM]

Chapter 12: Facility Management

My Health and Safety Information

G. Injury/Illness, Investigation and Compensation

1. Policy and Purpose

2. Responsibilities

3. Injury and Illness Reporting Procedures

4. Eligibility for Workers' Compensation Benefits

5. Investigation and Review

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A. General Policies and Responsibilities http://junction.niehs.nih.gov/divisions/management/safety/manuals/health_safety/chpt1/section_a/index.htm[7/10/2014 11:31:29 AM]

Management (OM)

Health & Safety Branch

Manuals & Guidelines

Health & Safety Manual

Chapter 1: General Program Elements

A. General Policies and Responsibilities

B. New Employee Orientation

C. Availability of Training

D. Occupational Health Examination and Monitoring Programs

E. Reproductive and Developmental Protection Program

F. Employee Assistance Program

G. Injury/Illness Reporting, Investigation, and Compensation

My Health and Safety Information

1. Policy and Purpose It is the policy of the Institute to prevent and minimize, to the fullest extent practical, all risks to the health, safety, and well being of employees and the public while at the Institute. NIEHS employees, property, and the environment will be safeguarded by implementing comprehensive and effective health, safety, and environmental managements programs.

The Institute's programs and activities will meet or exceed the requirements of health, safety, and environmental regulations issued by Federal, State of North Carolina, and local agencies.

Where existing laws and regulations are not adequate to ensure protection of public health or safety, the Institute will establish and meet its own health, safety, and environmental quality standards. All work performed at NIEHS will be conducted according to the instructions and procedures in this

Health and Safety Manual. The provisions of this manual apply to all areas under NIEHS control or direction, including permanent site and leased facilities.

This manual establishes policies for most laboratory and non-laboratory operations; more involved or hazardous operations may have separate procedures written specifically for their potential hazards.

The information in the Health and Safety Manual shall be readily available in all work areas for all employees. Portions of the manual will be revised as necessary to reflect changes in Institute operations or regulatory requirements. The entire manual will be considered for, but not necessarily subject to, complete revision every five years.

2. Responsibilities

a. Supervisor

1. Ensures the general overall health and safety of employees under his/her supervision. Ensures that all work is conducted safely and according to established policies at all times and under all conditions.

2. Ensures all employees are properly trained and instructed in safe practices and aware of all hazards associated with their work.

3. Submits hazardous agent protocols for all research projects involving hazardous chemical, radioactive, and biological agents. The protocol must be approved before any research can begin.

b. Employee

1. Follows the Institute's health and safety policies and procedures and the instructions of the responsible supervisor, investigator, and the Health and Safety Branch.

2. The ultimate responsibility for safe practices rests with the employee. Work hazards must be anticipated and all safeguards utilized.

3. Brings to the attention of the supervisor or the Health and Safety Branch potentially hazardous situations.

c. Health and Safety Branch

1. Assists supervisors and employees in defining hazardous operations, designating safe practices, and selecting appropriate and effective protective equipment.

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2. Reviews and approves hazardous agent protocols based on information submitted by principal investigators. The approved protocol details all health, safety, and environmental aspects of proposed research activities and procedures to prevent employee exposures.

3. Ensures availability of medical examinations and protective equipment necessary for the safe performance of employee work tasks. Manages the Institute's Occupational Health Programs.

4. Conducts formal laboratory surveys at least annually to ensure compliance with existing Institute policy and other safety and health guidelines. Files a comprehensive report to all pertinent individuals after the survey.

5. Obtains workplace and environmental measurements (e.g., air, water, soil samples, surface swipes, or other tests) to assess employee exposures or determine the amount and nature of potential contamination. Such data is collected for the purpose of evaluating and maintaining safe and healthful conditions for all areas managed or controlled by the

Institute.

6. Ensures the proper management and disposal of unwanted and/or hazardous chemicals and materials according to all applicable regulations.

7. Develops and reviews rules and procedures for safe and healthful work practices; provides consultation, advice, and recommendations on all health, safety, and environmental compliance matters.

8. Develops safety training plans and programs, conducts training courses, and makes available information and other resources on health, safety, and environmental protection.

9. Posts notices and other information required by Federal, State, or local regulations on Health and Safety Bulletin Boards at the Institute.

10. Conducts special studies or evaluations as necessary to develop or improve techniques and procedures for employee health, safety and environmental protection.

11. Develops and administers the Institute's fire safety and emergency response programs. Ensures availability of fire fighting and emergency equipment.

12. Administers the Institute's Worker's Compensation Program and maintains all related records and statistics. Conducts accident investigations and develops corrective measures as necessary.

13. Operates the Institute's Radiation Safety Program (see Chapter 7 of this manual for details of this program).

d. Laboratory/Branch Safety Coordinators

1. Laboratory/Branch Chiefs are encouraged to appoint Safety Coordinators to assist in the implementation of the health and safety program for their respective areas. Safety coordinators must be permanent Institute employees.

2. Coordinate with the Health and Safety Branch and laboratory personnel regarding the correction of deficiencies found during surveys.

3. Accompany, as necessary, the Health and Safety Branch on routine safety surveys.

e. Emergency Organization Members

1. Consist of permanent employees distributed throughout all NIEHS buildings.

2. Members may volunteer or be nominated for assignment by Laboratory/Branch Chiefs and approved by the Health and

Safety Branch.

3. Receive specialized training (e.g., standard first aid, CPR, etc.) appropriate to their emergency responsibilities.

4. Ensure that during emergencies (e.g., fire, explosion, etc.) all employees are evacuated from their assigned areas as indicated in the NIEHS Occupant Emergency Plan.

5. The list of all Emergency Organization members is maintained in the NIEHS Occupant Emergency Plan and is posted on

Health and Safety Bulletin Boards.

3. NIEHS Health and Safety Committee

a. Purpose and Organization

The NIEHS Health and Safety Committee shall promote occupational safety and health in all areas of the Institute for the benefit of all employees and visitors. This purpose shall be accomplished by reviewing, evaluating, and providing advice on pertinent health and safety policies and practices. The NIEHS Radiation Safety Committee has responsibility for the use of radioactive materials within the Institute's intramural research programs. Similarly, the NIEHS Biological Safety Committee has responsibility for the use of biological agents and potentially infectious material.

The Health and Safety Committee reports to the NIEHS Associate Director for Management. Members of the committee shall be chosen to provide advisory representation for the diverse work activities of the Institute and will consist of six members appointed by the Associate Director for Management. Three members may be appointed by the local bargaining unit certified as the exclusive representative of employees at NIEHS (the Union) to serve a duration as determined by the Union.

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The terms of appointment shall be three years and may be renewed. Since the active participation of committee membership is critical to the continued success of this committee, failure by any member to attend at least 50% of the meetings during any fiscal year, without appropriate reasons may be grounds for replacement for the remainder of their appointment. The

Committee member will be reminded of this provision of the Charter and replacement will be considered should additional meetings be missed.

The members shall elect the Chair and Vice-Chair of the Committee for one-year terms. The Safety Officer, Radiation Safety

Officer, and Chief of the Health and Safety Branch shall serve as permanent ex officio members of the Committee. The Safety

Officer shall serve as Executive Secretary to the Committee.

Ad hoc members may be appointed as needed.

Meetings shall be held at least quarterly, or more often if required to discuss important matters. The Committee's advisory comments and recommendations on issues raised at the meetings will be submitted to the Associate Director for Management for management consideration. Votes will not be necessary or taken, since all opinions, including dissenting opinions, will be reflected in the advisory recommendations.

A list of current members of the Health and Safety Committee shall be maintained by the Secretary and shall be posted on the

Health and Safety Bulletin Boards.

b. Duties and Responsibilities

1. The Chairman shall (A) prepare meeting agendas for all Committee meetings; (B) conduct meetings of the Committee; (C) review previous minutes; and (D) in the absence of the Secretary, appoint a temporary one.

2. The Vice-Chair shall (A) assume the Chair's duties in the event he/she is not present for the meeting; and (B) appoint ad hoc investigation committees to look into (a) the causal factors of all serious (lost time) accidents and (b) special problem areas.

3. The Executive Secretary shall (A) arrange time and place for meetings; (B) notify all members of the meetings; (C) prepare the minutes of the meetings and see that they are distributed to all members; (D) report status of all recommendations; and (E) assume the duties of the Chair in the event both the Chair and Vice-Chair are unable to attend the meeting.

4. The members shall (A) serve as an advisory resource for the review and promulgation of the NIEHS health and safety policies; (B) attend all meetings; (C) report any unsafe practices or conditions; (D) contribute ideas and suggestions for improving NIEHS health and safety programs; (E) work safely so as to influence others to work safely.

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B. New Employee Orientation http://junction.niehs.nih.gov/divisions/management/safety/manuals/health_safety/chpt1/section_b/index.htm[7/10/2014 11:31:33 AM]

Management (OM)

Health & Safety Branch

Manuals & Guidelines

Health & Safety Manual

Chapter 1: General Program Elements

A. General Policies and Responsibilities

B. New Employee Orientation

C. Availability of Training

D. Occupational Health Examination and Monitoring Programs

E. Reproductive and Developmental Protection Program

F. Employee Assistance Program

G. Injury/Illness Reporting, Investigation, and Compensation

My Health and Safety Information

1. Policy and Purpose All new employees will receive a health and safety orientation designed to enable their active participation in NIEHS health, safety, and environmental protection programs. The information provided to new employees will promote their awareness and understanding of the possible hazards at work, as well as the methods to be used to control such hazards.

2. Responsibilities

a. Supervisor

1. Ensures the employee is enrolled in the appropriate programs (e.g., baseline medical exams, training sessions, etc.) and obtains and uses the equipment necessary to perform work task according to NIEHS health and safety policies (e.g., protective clothing, safety glasses, shoes, hard hats, etc.).

2. Designates pertinent sections of the Health and Safety Manual to be reviewed before employee begins duties.

3. Discusses and, when appropriate, demonstrates safety practices and equipment (e.g. safety shower, eyewash, fire extinguisher, etc.) in the area(s) assigned.

4. Explains pertinent NIEHS health, safety and environmental management policies (e.g., activities requiring submission of hazardous chemical protocols, hazardous waste disposal procedures, etc.).

5. Explains use of special equipment and/or facilities (e.g., containment laboratories, animal handling facilities, etc.).

6. As appropriate, develops a health and safety training plan for the employee. Ensures that the employee attends required health and safety training.

b. Health and Safety Branch

1. Ensures that the information in the NIEHS Health and Safety Manual is readily available in the work area to all employees regardless of status, classification, level, category or intended length of service.

2. Provides each employee a copy of the New Employee Safety Check List to serve as an aid in the health and safety orientation process.

3. Coordinates and conducts training sessions for new employees (e.g., Introduction to Health and Safety at NIEHS. See

Chapter 1-C, Availability of Training).

c. Office Human Resources, Human Resources Operations Branch (NIEHS)

1. Provides information on Federal personnel policies, practices, benefits and services, including basic information to new employees on NIEHS health, safety and environmental management programs.

2. Explains employee's rights, benefits and NIEHS requirements in the event of occupational injury or illness.

3. Notifies the Heath and Safety Branch of arrival of new employees.

3. Summer Internship Program Participants In the course of planning the program participant's activities, supervisors/mentors must recognize that the health and safety considerations in biomedical research are a vital part of the educational experience provided by the Summer Internship Program

(SIP). Therefore, the following requirements have been established for SIP interns who perform activities within NIEHS laboratories.

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B. New Employee Orientation http://junction.niehs.nih.gov/divisions/management/safety/manuals/health_safety/chpt1/section_b/index.htm[7/10/2014 11:31:33 AM]

1. In general, work tasks involving potential exposure to materials that are radioactive, highly toxic, or recognized biohazards must be avoided as much as possible. The supervisor/mentor has primary responsibility to fully apprise the SIP intern of all potential hazards of their activities.

2. The Health and Safety Branch must be notified at least two weeks in advance of any proposed tasks involving potential exposure to human material (i.e., human blood and body fluids, tissues, primary cell cultures). Together with the supervisor/mentor, the Health and Safety Branch will evaluate the exposure potential and appropriate safety measures

(e.g., need to initiate hepatitis B virus vaccination series).

3. The supervisor/mentor must submit a Registration/Approval Form to the Health and Safety Branch before a SIP intern under 18 years of age may begin work in NIEHS laboratories. Summer interns under 18 years of age are not permitted to work with radioactive materials or human materials.

4. Given the limited duration of these appointments, occupational medical examinations normally will not be provided by the

NIEHS Health Unit.

5. SIP interns must attend appropriate health and safety training sessions conducted by the Health and Safety Branch. A returning SIP intern who completed the applicable training session during the previous year is considered to have met the current year's training requirement.

6. No work with radioactive material may begin until training has been certified, required exposure monitoring procedures are in place, and applicable protocols amended.

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C. Availability of Training http://junction.niehs.nih.gov/divisions/management/safety/manuals/health_safety/chpt1/section_c/index.htm[7/10/2014 11:31:38 AM]

Management (OM)

Health & Safety Branch

Manuals & Guidelines

Health & Safety Manual

Chapter 1: General Program Elements

A. General Policies and Responsibilities

B. New Employee Orientation

C. Availability of Training

D. Occupational Health Examination and Monitoring Programs

E. Reproductive and Developmental Protection Program

F. Employee Assistance Program

G. Injury/Illness Reporting, Investigation, and Compensation

My Health and Safety Information

1. Policy General health and safety training will be made available to all employees and specific training plans will be developed to suit the needs of all individuals who may be potentially exposed to special or unusual hazards.

2. Responsibilities

a. Supervisor Informs Institute personnel of health and safety training opportunities as they arise and makes sure those personnel who require specific training attend the appropriate course(s).

3. Employee Participates in the health and safety training program(s) as required.

4. Health and Safety Branch Supplies information regarding the availability and scheduling of general and specific health and safety training courses (Current training schedule). Conducts specific training courses as required. Sends supervisors lists of their personnel who may need specific training.

5. General

a. The Health and Safety Branch conducts and sponsors various health and safety training programs ranging from video presentations films and short seminars to longer courses. Announcements are widely distributed throughout the Institute.

Topics covered include laboratory safety, radiation safety, first aid, cardiopulmonary resuscitation/automated external defibrillation (CPR/AED), general accident prevention, fire protection, and other health, safety, and environmental compliance information.

b. Specific training plans will be developed, when necessary, by the supervisor, employee and the Health and Safety Branch.

c. Training provided by the Health and Safety Branch is not intended to replace the supervisors' responsibility for ensuring that employees are properly trained to perform assigned tasks.

6. Specific

a. All personnel who may be potentially exposed to hazardous agents or conditions are required to attend the 4 hour course, Introduction to Health and Safety at NIEHS. This includes all employees involved in the following activities:

Laboratory research

Animal care and use

Warehouse operations

Facilities operations

b. All laboratory personnel are required to have laboratory health and safety training suitable and approved by the Health and

Safety Branch. This training should be completed within the first year of employment. Failure to complete training requirements could result in the employee being restricted from working in the laboratory.

c. All Laboratory personnel who are able to provide sufficient documentation of relevant past training may be exempted from the requirement to attend the NEIHS 8-hour laboratory health and safety course. The Health and Safety Branch makes the determination on the adequacy of prior training based on a review of submitted training forms (112KB) . Generally, all

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C. Availability of Training http://junction.niehs.nih.gov/index.cfm http://www.niehs.nih.gov/ http://junction.niehs.nih.gov/divisions/management/index.htm http://junction.niehs.nih.gov/divisions/management/safety/index.htm http://junction.niehs.nih.gov/divisions/management/safety/manuals/index.htm http://junction.niehs.nih.gov/divisions/management/safety/my_health/index.htm http://junction.niehs.nih.gov/divisions/management/safety/my_health/index.htm http://junction.niehs.nih.gov/divisions/management/safety/training/index.htm http://junction.niehs.nih.gov/divisions/management/assets/docs/file111677_508.pdf http://junction.niehs.nih.gov/divisions/index.htm http://junction.niehs.nih.gov/divisions/management/index.htm

C. Availability of Training http://junction.niehs.nih.gov/divisions/management/safety/manuals/health_safety/chpt1/section_c/index.htm[7/10/2014 11:31:38 AM] student appointees, staff fellows, visiting scientists, visiting fellows, and technicians will be required to attend this course.

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D. Occupational Health Examination and Monitoring Programs http://junction.niehs.nih.gov/divisions/management/safety/manuals/health_safety/chpt1/section_d/index.htm[7/10/2014 11:31:43 AM]

Management (OM)

Health & Safety Branch

Manuals & Guidelines

Health & Safety Manual

Chapter 1: General Program Elements

A. General Policies and Responsibilities

B. New Employee Orientation

C. Availability of Training

D. Occupational Health Examination and Monitoring Programs

E. Reproductive and Developmental Protection Program

F. Employee Assistance Program

G. Injury/Illness Reporting, Investigation, and Compensation

My Health and Safety Information

1. Policy and Purpose Appropriate and effective medical monitoring and screening services will be provided for all employees who, as a part of their normal work activities, are potentially exposed to hazardous agents or conditions. This section describes the responsibilities, requirements, and procedures for obtaining medical examinations for those individuals who require or are eligible for medical monitoring.

These examinations are designed to provide screening and monitoring for occupationally related risks and should not be relied upon for overall general health assessment or maintenance.

2. Responsibilities

a. Supervisor

1. Reviews employee work activities to determine whether the potential for exposure to hazardous agents or conditions may be present.

2. Ensures eligible employees participate in the Institute's occupational health examination and monitoring programs.

3. Provides notification to the Health and Safety Branch as soon as possible when an employee is separating from government service so that an exit examination can be scheduled prior to the last day of service.

b. Employee

1. Completes necessary medical pre-registration forms and submits material to the Health Unit as requested.

2. Keeps scheduled appointment(s) for medical examination and monitoring services.

c. Health and Safety Branch / Occupational Health Unit

1. Provides appropriate occupational health examination and monitoring program services for NIEHS employees.

2. Coordinates the scheduling of necessary examinations with the employee and the designated medical service provider.

3. Assists Institute supervisors and employees in the assessment of work activities for potentially hazardous exposures.

4. Determines employee eligibility and requirements for occupational health examinations.

d. Office of Human Resources Operations, Human Resources Operations Branch (NIEHS)

1. Provides notification to the Health and Safety Branch on new hires and other personnel acquisitions.

3. Medical Examination Eligibility

a. Employees in the following occupational groups will be provided initial and periodic occupational health examinations:

Operators of motor vehicles

Craftsman and assistants

Warehouse employees

Glassware and media workers

Laboratory personnel, including all NIEHS laboratory personnel, animal handling and care taking staff, and visiting scientists and IRTA fellows engaged in research activities involving hazardous agents or conditions.

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D. Occupational Health Examination and Monitoring Programs http://junction.niehs.nih.gov/index.cfm http://www.niehs.nih.gov/ http://junction.niehs.nih.gov/divisions/management/index.htm http://junction.niehs.nih.gov/divisions/management/safety/index.htm http://junction.niehs.nih.gov/divisions/management/safety/manuals/index.htm http://junction.niehs.nih.gov/divisions/management/safety/my_health/index.htm http://junction.niehs.nih.gov/divisions/management/safety/my_health/index.htm http://junction.niehs.nih.gov/divisions/management/safety/health/health_unit/index.htm http://junction.niehs.nih.gov/divisions/index.htm http://junction.niehs.nih.gov/divisions/management/index.htm

D. Occupational Health Examination and Monitoring Programs http://junction.niehs.nih.gov/divisions/management/safety/manuals/health_safety/chpt1/section_d/index.htm[7/10/2014 11:31:43 AM]

b. The following groups are excluded from mandatory occupational health examinations:

All administrative and clerical personnel

Library staff

Scientists and student appointees who are at no time exposed to hazardous agents or conditions. If the potential exposure status of an employee changes with respect to their work activities at the Institute, the employee should be scheduled for a medical examination.

Guest workers, guest researchers, and Summer Internship Program participants are not eligible for NIEHS furnished occupational health examinations.

4. Medical Examination Content and Frequency

a. Occupational health examinations should consist of the following elements:

Comprehensive medical and personal habits history

Occupational exposure history

Complete physical examination

Blood chemistry (CBC and serology)

Urinalysis

Audiometric examination, as indicated

Vision screening

Inoculations (e.g., tetanus toxoid, hepatitis B), as indicated

Immunologic history and tests (e.g., RAST) for animal handlers

Special diagnostic tests (e.g., pulmonary function, chest x-ray, urinary or sputum cytology, cholinesterase, blood lead, etc.), as indicated by the individual's work activities, medical or occupational history.

b. Initial and periodic occupational health examinations should be provided at intervals of 12 to 18 months.

5. Special Evaluations and Conditions

a. Employees are encouraged to report all suspected work related injuries and illnesses to the Health and Safety Branch.

Accidental exposure incidents will be evaluated to determine the need for medical follow-up or health monitoring. In some cases, as in the risk of hepatitis B from contact with potentially infectious human tissues or fluids, prompt post-exposure follow-up can be instrumental in preventing the onset of disease.

b. Laboratory personnel that become pregnant or anticipating a pregnancy should review the NIEHS Reproductive and

Developmental Protection Program (see Chapter 1E of this manual).

c. Where, as part of the normal work routines, heavy lifting or moving is required, a pre-existing back condition should in most cases preclude an individual's performance of these job tasks.

6. Maintenance of Records

a. All records of occupational health examinations are retained in the NIEHS Occupational Health Unit. Records containing employee medical information are maintained as part of the Institute's Employee Medical File System according to the requirements of 5 CFR 293 Subpart E and the Privacy Act. Employee medical records must be kept in secured locations that are physically separate from other personnel records. The Health and Safety Branch (worker's compensation case files and employee exposure records) and the Office of Human Resources, Human Resources Operations Branch (NIEHS) maintain other records under the Employee Medical File System.

b. Employees may request access to their own medical records maintained by NIEHS. Access will be provided according the requirements of the Office of Personnel Management ( 5 CFR 293 and 297 ) and Occupational Safety and Health

Administration ( 29 CFR 1910.1020 ).

http://www.gpo.gov/fdsys/pkg/CFR-2003-title5-vol1/content-detail.html http://www.osha.gov/pls/oshaweb/owadisp.show_document?p_table=STANDARDS&p_id=10027 http://junction.niehs.nih.gov/safety/badges/emergency/ http://junction.niehs.nih.gov/computer/webtools/site_map/sitemap.htm http://junction.niehs.nih.gov/computer/webtools/a-z/a-z-abstracts.cfm http://www.niehs.nih.gov/ http://ntp.niehs.nih.gov/ http://www.ehponline.org/ http://kids.niehs.nih.gov/ http://partners.niehs.nih.gov/ http://www.nih.gov/ http://www.hhs.gov/ http://www.opm.gov/

E. Reproductive and Developmental Protection Program http://junction.niehs.nih.gov/divisions/management/safety/manuals/health_safety/chpt1/section_e/index.htm[7/10/2014 11:31:47 AM]

Management (OM)

Health & Safety Branch

Manuals & Guidelines

Health & Safety Manual

Chapter 1: General Program Elements

A. General Policies and Responsibilities

B. New Employee Orientation

C. Availability of Training

D. Occupational Health Examination and Monitoring Programs

E. Reproductive and Developmental Protection Program

F. Employee Assistance Program

G. Injury/Illness Reporting, Investigation, and Compensation

My Health and Safety Information

1. Policy and Purpose NIEHS laboratory employees work with hazardous materials which may potentially cause adverse reproductive or developmental effects. The Institute through its

Health and Safety policies and procedures is committed to protecting the reproductive health of employees and minimizing the risks of adverse effects to the developing fetus. It is the policy of the Institute to maintain a safe and healthful work environment for all of its employees and visitors.

2. Responsibilities

a. Supervisor

1. Ensures employees are familiar with the NIEHS Reproductive and

Developmental Protection Program and have taken the required

Introduction to Health and Safety at NIEHS Course.

2. Provides job-specific training to employees on the potential hazards associated with the materials and equipment being used in their laboratory.

3. For the duration of the pregnancy, works with the employee to establish a mutually agreed upon work schedule and laboratory procedures.

b. Employee

1. Complies with all Health and Safety policies and guidelines to maintain a safe and healthful working environment.

2. Informs the supervisor of concerns regarding reproductive and developmental risks.

3. Completes and submits the Declaration of Pregnancy for Laboratory Workers form to the Health and Safety Branch. This section of the program is entirely voluntary and employees are not required to participate.

4. Completes the Reproductive and Developmental Health Hazard Questionnaire (84KB) before or during evaluation with

Health and Safety Branch staff.

5. Informs her personal physician regarding the health and safety reproductive hazard evaluation results so proper medical monitoring may be instituted.

c. Health and Safety Branch

1. Develops and implements all aspects of the Reproductive and Developmental Heath Protection Program.

2. Meets with the employee to discuss their concerns and performs an evaluation of the workplace environment.

3. Evaluates the potential reproductive and developmental hazards to employee by reviewing the completed Reproductive and Developmental Health Hazard Questionnaire.

4. Distributes a formal memo to the employee, supervisor, occupational health unit and appropriate Health and Safety

Branch (HSB) staff with recommendations for any workplace changes or modifications needed to reduce workplace exposures to potential reproductive hazards.

5. For Declared female radiation workers, the Radiation Safety Officer reviews the radiation protocol and surveys the workplace to ensure that the Nuclear Regulatory Commission (NRC) radiation exposure limit to the fetus of less than 0.5 rem during the nine months of pregnancy is not exceeded and conducts dose monitoring if needed. See United States

Nuclear Regulatory Commission Regulatory Guide No. 8.13 (631KB) ("INSTRUCTION CONCERNING PRENATAL

RADIATION EXPOSURE").

d. Occupational Health Unit

1. Occupational Health Physician reviews the Health and Safety Branch reproductive hazard evaluation report on pregnant

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E. Reproductive and Developmental Protection Program http://junction.niehs.nih.gov/index.cfm http://www.niehs.nih.gov/ http://junction.niehs.nih.gov/divisions/management/index.htm http://junction.niehs.nih.gov/divisions/management/safety/index.htm http://junction.niehs.nih.gov/divisions/management/safety/manuals/index.htm http://junction.niehs.nih.gov/divisions/management/safety/my_health/index.htm http://junction.niehs.nih.gov/divisions/management/safety/my_health/index.htm https://apps.niehs.nih.gov/hsb/secure/preg1.cfm http://junction.niehs.nih.gov/divisions/management/assets/docs/file112638_508.pdf http://junction.niehs.nih.gov/divisions/management/assets/docs/file112640_508.pdf http://junction.niehs.nih.gov/divisions/management/assets/docs/file112640_508.pdf http://junction.niehs.nih.gov/divisions/index.htm http://junction.niehs.nih.gov/divisions/management/index.htm

E. Reproductive and Developmental Protection Program http://junction.niehs.nih.gov/divisions/management/safety/manuals/health_safety/chpt1/section_e/index.htm[7/10/2014 11:31:47 AM] employees.

2. Consults with the employee's personal physician regarding possible work restrictions if needed.

3. Maintains the reproductive hazard evaluation report with employee's other medical records.

e. Division of Human Resources Operations, Human Resources Operations Branch (NIEHS)

Assists the supervisor in reviewing workplace limitations and/or modifications indicated by the personal physician, occupational health physician and the Health and Safety Branch staff as required.

3. Confidential Consultations Upon request, the Health and Safety Branch provides confidential consultations to both male and female employees. Employees may receive safety information about reproductive and developmental hazards posed by potential chemical, radioactive, biological and physical hazards at any time from Health and Safety without declaring an actual, suspected or planned pregnancy. It is fully understood that some employees may choose to maintain their pregnancy status as confidential. The HSB staff will strive to maintain confidentiality to the greatest extent possible.

4. Declared Breast-Feeding Women A female laboratory worker who is nursing her child may cause the child to receive a chemical or radiation dose via the breast milk pathway if the female employee receives an intake of chemical or radioactive material. During the reproductive hazard evaluation or upon request, the employee will be given information regarding procedures to reduce or prevent chemical or radiation exposures to infants via the breast milk pathway.

NIEHS Lactation Program

Best Practice Guide: Reproductive Hazard Evaluation

Helpful Links:

The National Toxicology Program (NTP) Health Assessment and Translation

American Society for Reproductive Medicine

CDC's Reproductive Health Information Source…