Safety And Health Self-Audit For DHS General Office Environment

Self-Audit of safety & health policies and regulations for the

DHS general office environment

When to use this form: 1) A new office opens; 2) Reorganization; 3) New management; 4) Manager or safety committee wants to make sure the office is in compliance with policies and regulations. For more tools and references be sure to visit the DHS Safety & Health website at http://www.dhs.state.or.us/admin/hr/safety/index.htm.

Highlights of requirements
(See listed references links for full requirements) / OK? / Reference/For more Information* / Internet Link /
RECORDKEEPING & POSTINGS
OSHA Job Safety & Health Poster displayed / OAR 437-01-275
Link to poster on DHS Safety & Health web site / http://www.cbs.state.or.us/external/osha/pdf/pubs/0973_sticker.pdf
http://www.cbs.state.or.us/external/osha/pdf/pubs/1507.pdf
Emergency telephone numbers posted (or on phone) / OAR 437-02-161 (Subdivision K)
OSHA emergency phone numbers form / http://www.cbs.state.or.us/external/osha/pdf/rules/division_2/div2_k.pdf
http://www.cbs.state.or.us/external/osha/pdf/pubs/0937-1e99.pdf
Certificate of Workers' Compensation Coverage posted / Ordering instructions on DHS Forms Server—MSC 9999
ü  Employees know to report on DHS 2107 all work-related injuries and illnesses, including near misses. Exceptions:
ü  Chemical & disease exposure DHS 2107A
ü  Vehicle incident driver use DHS 2108 / DHS 2107D for actions to take and forms to complete for various incident types.
OAR 437-01-760(3)” / http://dhsforms.hr.state.or.us/Forms/Served/DE2107.pdf
http://www.cbs.state.or.us/external/osha/pdf/rules/division_1/div_1.pdf
RECORDKEEPING & POSTINGS (continued)
ü  801s (SAIF claim form) are faxed to Safety and Health Services within 24 hours of knowledge of a work related injury that requires medical treatment.
ü  Employees with work-related injuries which require physical restrictions are quickly placed in temporary modified duty assignments and modified work agreement/offer (DHS 6802) prepared.
ü  Physician releases and time loss authorization documents are forwarded to Safety and Health Services. / Early Return to Work Policy
On Learning Center: On-line interactive workers’ compensation training.
DHS 6102 for Physician's Report of Physical Condition / http://www.dhs.state.or.us/policy/admin/safety/080_002.pdf
http://dhsforms.hr.state.or.us/Forms/Served/DE6802.pdf
ü  Entries made on OSHA 300 Form within 7 days of knowledge of "recordable" (per OSHA) injury.
ü  OSHA summary (300A) posted February 1-April 30.
ü  Offices with SEIU representation: Forward OSHA Log (300) by 16th of month following quarter to DHS Safety & Health if new entries made since last quarter. / OAR 437-01-700(14)(d) and (17)
DHS policy “OSHA Log” / http://www.cbs.state.or.us/external/osha/pdf/rules/division_1/div1-0700-recordandreport.pdf
http://www.dhs.state.or.us/policy/admin/safety/080_003.htm
Employee Assistance Program brochures available & employees know where to find 1-800 # without asking / Posters & brochures (with tear offs) available free from Cascade Centers: 1-800-433-2320. View on DHS Safety & Health web site. / http://www.dhs.state.or.us/admin/hr/safety/health.htm#eap
EMERGENCY PREPAREDNESS
1st aid supplies available and container/cabinet labeled / OAR 437-02-161 (Subdivision K) / http://www.cbs.state.or.us/external/osha/pdf/rules/division_2/div2_k.pdf
ü  Emergency Action Handbook information current.
ü  Employees trained on content. / DHS Emergency Preparedness Policy / http://www.dhs.state.or.us/policy/admin/safety/080_010.htm
ü  Evacuation routes posted.
ü  Evacuation coordinators recommended in larger buildings. / OAR 437-02 (Subdivision E) (1910.38). / http://www.cbs.state.or.us/external/osha/pdf/rules/division_2/div2_e.pdf
Emergency Management (Disaster) Plan current. / DHS is moving forward with putting plans on new software. See ISO site for more information. In the interim it is recommended that the existing Emergency Management & Continuation Plan be completed. Consult with your assigned BCP Coordinator. / http://www.dhs.state.or.us/admin/infosec/bcp/index.htm
http://www.dhs.state.or.us/admin/hr/safety/emergency.htm#policy
http://www.oregon.gov/DHS/admin/infosec/bcproster.pdf
VEHICLES AND DRIVING
ü  Safe Driving Standards policy reviewed with employees.
ü  DMV records check/HR approval before employees drive.
·  Drivers receive defensive driver training per policy.
·  Notify HR of driving conviction/suspension.
·  Follow reporting process for vehicle incidents as described in 2107D and Driving Standards Policy. / OAR 437-02-223(1) (Subdivision N)
(OAR)Vehicle Rules for State Drivers
DHS Driving Standards Policy
Vehicle Pre-Operation Checklist
Learning Center under “Research” tab enter “defensive” / http://www.cbs.state.or.us/external/osha/pdf/rules/division_2/div2_n.pdf
http://arcweb.sos.state.or.us/rules/OARS_100/OAR_125/125_155.html
http://www.dhs.state.or.us/policy/admin/safety/080_005.htm
http://dhsforms.hr.state.or.us/Forms/Served/DE0669.pdf
http://www.dhs.state.or.us/admin/hr/safety/driving.htm#training
http://www.dhs.state.or.us/admin/hr/safety/docs/vehicle_req.pdf
VEHICLES AND DRIVING (continued)
·  Safety committee review of incidents to comply with OAR Vehicle Rules for State Drivers
·  Employees receive written approval on DHS 0823 to use personal vehicle on state business.
·  Establish office procedure for identifying and reporting vehicle defects. / http://www.dhs.state.or.us/admin/hr/safety/docs/vehicle_req.pdf
http://dhsforms.hr.state.or.us/Forms/Served/DE2107D.pdf
DISEASE EXPOSURE AND BIO CLEANUP
ü  Supervisors and employees know ahead of time actions to take, and reference, in case of disease exposure, especially post-exposure follow up for actual or potential exposure to blood borne pathogens. / “DHS Supervisor Guideline on Employee Exposure Incidents & Blood borne Pathogens Post-Exposure Procedure”
DHS Disease Exposure Report 2107A - OAR 1910.1030(f)
Communicable & Infectious Disease guide / http://www.cbs.state.or.us/external/osha/pdf/rules/division_2/div2z-1030-bloodborne.pdf
http://www.dhs.state.or.us/admin/hr/safety/docs/disease_guide.pdf
ü  Develop plan ahead of time for cleaning up blood and body fluids. / DHS guide with links to vendors who may be available for cleanup / http://www.dhs.state.or.us/admin/hr/safety/docs/bbfluids.htm
HAZARD COMMUNICATION
ü  Prior to maintenance or construction, contractors provide MSDSs and discussion occurs regarding safety provisions such as keeping aisles & exits clear.
ü  SPD & CAF—See policy and procedures for situations involving meth in Hazard Communications Policy. / DHS “Hazard Communications Program” Policy
Procedure “Employee Safety for Clandestine Drug Manufacturing Labs. / http://www.dhs.state.or.us/policy/admin/safety/080_011.htm
http://www.dhs.state.or.us/policy/admin/safety/080_011_01.htm
HAZARD COMMUNICATION (continued)
ü  Material Safety Data Sheets (MSDS) have been obtained for all chemical products.
ü  Employees have been informed of:
·  What an MSDS is & where located
·  The location of the Hazard Communication Policy
·  Employees who use a chemical product or may be exposed to a product being used by another employee or contractor are provided with the MSDS. / OAR 437-02 (Subdivision Z) 1910.1200 / http://www.cbs.state.or.us/external/osha/pdf/rules/division_2/div2z-1e1200-1ehazcom.pdf
http://www.dhs.state.or.us/policy/admin/safety/080_011.htm
http://www.dhs.state.or.us/policy/admin/safety/080_011_01.htm
SAFETY COMMTITEES
All employees must be represented by a safety committee and must have access to the minutes. The OAR is under review by OSHA—anticipated effective date 8/2008—changes may occur regarding locations and clarification on what constitutes a low hazard environment.
ü  Low hazard environments---quarterly committee meeting or (proposed rule) if < 10 employees monthly safety meeting.
ü  Others—monthly
Inspections—must be done quarterly. / OAR 437-01-765(3).
OSHA’s Safety Committees for the Real World
DHS Safety Committee policy / http://www.cbs.state.or.us/external/osha/standards/div_1.htm
http://www.cbs.state.or.us/external/osha/pdf/pubs/2341.pdf
http://www.dhs.state.or.us/policy/admin/safety/080_007.htm
MISCELLANIOUS
ü  Develop safety rules/procedures for tasks; e.g., home visits--what to do if a dog in yard; specialized equipment.
ü  Employees have received training necessary to safely perform their jobs.
ü  Employee training records are maintained. / OAR 437-01-760(1)(a) / http://www.cbs.state.or.us/external/osha/pdf/rules/division_1/div_1.pdf
ü  Employees trained on Violence/Weapons policy and reporting threats/acts of violence.
ü  Person in office or district designated to enter threats in Threat Incident Notification System.
ü  Requests to trespass follow procedure (found in TINS). / DHS Prevention of Workplace Violence policy
OAR 407-012-0005-025
See Learning Center for “Dealing with Hostile Situations” and “How to Deal with Hostile Situations over the Phone” / http://www.dhs.state.or.us/policy/admin/safety/080_008.htm
http://arcweb.sos.state.or.us/rules/OARS_400/OAR_407/407_012.html
ü  Managers know contents of ergonomics policy & procedure (DHS-080-012).
ü  Employee(s) identified and trained by SAIF Corp as local ergonomic assessor. Register on-line.
ü  Employees use Self-Assessment Tool (DHS 0058) as first step of assessment process.
ü  Ergonomics policy/procedure followed when purchasing furniture and identifying cubicle changes. / Ergonomics policy
Brochures on DHS web site
Ø  / http://www.saif.com/employer/employer_208.htm
http://www.dhs.state.or.us/policy/admin/formslist.htm
http://www.dhs.state.or.us/admin/hr/safety/ergo.htm#brochures

Page 6 of 6 DHS 0054 (06/08)