DMS Health and Safety Manual



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Health & Safety

Manual

Workplace Safety Loss & Prevention Program

(WSLPP)

DMS’ COMMITMENT & EXPECTATIONS ……………………………………... 4

IMPORTANT PHONE NUMBERS & WEBSITES ……………..….……………….... 5

INCIDENT vs. ACCIDENT ……………………………………………………... 6

WSLPP POLICY & PROCEDURES ……………………………………………... 7

SAFETY ADVISORY BOARD (SAB) ……………………………………………... 8

SAFETY ROLES AT DMS ……………………………………………………... 9

Safety Coordinator and Alternate

Safety & Risk Managers

Floor Warden Coordinator and Floor Wardens

DMS Emergency Contacts

Employees

Supervisors

HEALTH & SAFETY TRAINING & NOTICES ………………………………………15

First Aid, CPR & AED Training

New Employee Training

Continued Training

Retraining

Posting of Health and Safety Information

Employee Training Records

Record Keeping Procedures

FIRST AID AND EMERGENCY TREATMENT ………………………………………18

“Emergency” Medical Treatment

“Non-Emergency” Medical Treatment

“Minor First Aid” Treatment

“Incidents” (Close Calls)

REPORTING ACCIDENTS ……………………………………………….......... 20

Supervisor Accident Investigation Report

First Report of Injury or Illness

How to Report a Work Related Injury or Illness

SAFETY RULES ……………………………………………………………………... 23

General Safety Rules

Division/Job Specific Safety Rules

SAFETY INSPECTIONS ……………………………………………………………... 24

EMERGENCY & FIRE SAFETY RESPONSIBILITIES ……………………………... 25

Floor Warden Responsibilities

Role Taker Responsibilities

Supervisor Responsibilities

First Observer Responsibilities

Fire Prevention and Protection in Hazardous Work Areas

EMERGENCY & FIRE SAFETY EVACUATIONS ……………………………... 29

If You Discover a Fire

If You Hear a Fire Alarm

Fire Safety Director’s Role During an Evacuation

If You Receive a Bomb Threat by Phone

Letter Bombs

Pre-Storm Preparedness

Emergencies with High Winds

Tornados & Hurricanes

When a Hurricane Watch is Issued

Procedures during a Hurricane Evacuation

JOB SAFETY ANALYSIS ……………………………………………………………... 37

Conducting the JSA

Selecting the Job to Be Analyzed

The Department of Management Services (DMS/department) is committed to providing employees and visitors a safe and healthy workplace that does not compromise personal safety. DMS employees share responsibility for their safety and the safety of others in their work area. Employees follow safety policies and procedures to prevent accidents from occurring.

DMS sets the following expectations:

• employees perform work in a safe manner,

• immediate attention is given to ill and injured individuals,

• employees report all workplace incidents, accidents, injuries, illnesses and unsafe conditions to a supervisor and are not subject to retaliation, penalty, or other disincentives,

• supervisors develop clear safety goals and objectives and communicate them to their employees,

• supervisors provide resources and authority to their employees allowing them to correct unsafe conditions and implement changes to improve workplace safety,

• supervisors make sure employees are aware of workplace hazards and trained in workplace safety,

• supervisors and leadership give full consideration to employee’s concerns and recommendations for improved health and safety conditions,

• leadership takes disciplinary action against employees who willfully or repeatedly violate workplace safety rules; this action may include verbal or written reprimands and may ultimately result in suspension or termination of employment, and

• leadership is actively involved in establishing and maintaining an effective safety program.

Emergencies - Call 911

FDLE / Capitol Police - 488-1790

Employee Information Line:

• Local to Tallahassee area: (850)-921-2994

• Toll Free Number: (888)-336-7345 or easy to remember as:

(888) FDMS-EIL – Florida DMS Employee Information Line

OptaComp (Worker’s Comp provider): 877-518-2583

Safety Coordinators:

• Primary - Debra Forbess (850) 487-9911 (office)

Debra.Forbess@dms. (e-mail)

• Alternate - Dave Wiggins (850) 922-7535 (office)

David.Wiggins@dms. (e-mail)

Pre-Storm

• Turnpike Evacuation 800-749-PIKE (7453) or

• Traffic Information:

 

Emergency Relief

• Florida Emergency Information Line (FEIL): 800-342-3557

• American Red Cross Information Hotline: 800-GET-INFO; 866-438-4636

• Salvation Army Prayer and Spiritual Support Hotline: 888-363-2769

• Elder Services Hotline: 800-963-5337

• Crisis Counseling: 866-518-1825

Consumer Information

• Insurance: 800-22-STORM; 800-227-8676

• Minority Business Enterprise Hurricane Relief & Recovery Efforts: 888-OSD-MWBE; 888-673-6923;

• Verify contractor licensure: 850-487-1395;

• Report unlicensed contractors: 850-488-6603

• Report price gouging: 800-646-0444; 800-435-7352

• FEMA Fraud Detection: 800-323-8603

Volunteer and Donate

• Florida Volunteer and Donations Hotline: 800-FLHELP1;

• American Red Cross Donations Hotline: 866-HELP-NOW;

• Salvation Army Donation Hotline: 800-SAL-ARMY; 800-725-2769

An incident is:

• a "close-call" that did not, but could have, caused

injury to an individual or damage to departmental property,

• a single occurrence or event that may or may not

involve injury to an employee,

• an occurrence of seemingly minor importance that

could lead to serious consequences,

• something that occurs casually in connection with something else, e. g., “a building is destroyed due to fire or weather event”, or

• something that happens accidentally and not in the usual course of things, not in connection with the main design and not according to expectation.

An accident is:

• when an injury or loss to a DMS employee or DMS property occurs.

Under the workers compensation law, per subsection 440.02, F.S. – “Accident” means only an unexpected or unusual event or result that happens suddenly. Disability or death due to the accidental acceleration or aggravation of a venereal disease or of a disease due to the habitual use of alcohol or controlled substances or narcotic drugs, or a disease that manifests itself in the fear of or dislike for an individual because of the individual's race, color, religion, sex, national origin, age, or handicap is not an injury by accident arising out of the employment.

Subject to subsection 440.15 (5), F.S., if a preexisting disease or

anomaly is accelerated or aggravated by an accident arising out

of and in the course of employment, only acceleration of death or

acceleration or aggravation of the preexisting condition reasonably

attributable to the accident is compensable, with respect to any

compensation otherwise payable under this chapter. An injury or

disease caused by exposure to a toxic substance, including, but

not limited to, fungus or mold, is not an injury by accident arising

out of the employment unless there is clear and convincing

evidence establishing that exposure to the specific substance

involved, at the levels to which the employee was exposed, can

cause the injury or disease sustained by the employee.

DMS’ Workplace Safety and Loss Prevention Program (WSLPP) is governed by administrative policy “Administrative-08-105” and published at:

dms.safety.

In summary this policy:

• establishes the Safety Advisory Board (SAB), its members, duties and responsibilities, and

• provides DMS safety policies, procedures and associated forms.

|DMS |

|DMS Safety Coordinator |

|DMS Alternate Safety Coordinator |

|DMS Workers Compensation Coordinator |

|DMS Employee Relations Representative – General Counsel’s Office |

|DMS Property Asset Management Representative |

|DMS Inspector General’s Office Representative |

The SAB:

• meets quarterly

• includes the following agenda items

at meetings:

o reviews accidents and losses that

occurred since the last meeting and

discusses opportunities to prevent

such incidents from happening again,

o provides support to the divisions in planning the quarterly department safety training sessions.

o reviews results of each division’s safety inspections including recommendations to create a safer work environment,

o discusses compliance with the WSLPP policy and this Health & Safety Manual,

o evaluates changes needed to the WSLPP policy and Health & Safety Manual, and

o publishes meeting minutes and distributes to board members.

•

Safety Coordinator and Alternate Safety Coordinator

The primary responsibility for the coordination, implementation and maintenance of DMS’ Workplace Safety and Loss Prevention Program (WSLPP) is assigned to:

Safety Debra Forbess, Director, Division of Administration

Coordinator: (850) 487-9911

Debra.Forbess@dms.

Alternate Safety David (Dave) Wiggins

Coordinator (850) 922-7535

David.Wiggins@dms.

|DMS |

|DMS Safety Coordinator |

|DMS Alternate Safety Coordinator |

Safety coordinator responsibilities include, but are not limited to:

• providing oversight management of the WSLPP,

• managing and coordinating the SAB and its activities,

• meeting with newly appointed safety and risk managers to review this policy and the contents of the WSLPP Website,

• maintaining the “DMS Safety Managers” and “DMS Risk Managers” Outlook distribution lists,

• serving as support to the division’s safety managers and their backups,

• creating and maintaining the department’s Health & Safety Manual,

• issuing safety bulletins, posters, pamphlets, training materials and related casualty risk loss materials,

• reviewing all accident and general liability reports and making recommendations to employees, divisions and the secretary in effort to prevent recurrences,

• preparing the following two annual reports:

o Annual Loss Prevention Report (submitted to Governor by Jan. 15) and

o Division of Risk Management’s Safety Program Evaluation (submitted to Department of Financial Services (DFS) in March) and

• always being alert to safety and loss prevention opportunities at DMS!

Safety & Risk Managers

Employees within each division are appointed to serve in safety and risk manager roles.

|DMS |

|DMS Safety Coordinator |

|DMS Alternate Safety Coordinator |

|Division |Division |Division |

|Safety Manager |Safety Manager |Safety Manager |

|Safety Manager |Safety Manager Backup |Safety Manager Backup |

|Backup | | |

|Risk Manager |Risk Manager |Risk Manager |

Safety Manager’s responsibilities include, but are not limited to:

• attending safety training sessions,

• being aware of safety training needs within his/her division and working with supervisors to ensure training occurs in a timely manner and at the required frequency,

• meeting all employees in his/her division to make sure employees know that he/she is the employee’s safety manager,

• acting on all safety concerns identified within his/her division by any employee, volunteer or visitor,

• responding to all accidents and losses according to procedures defined in the WSLPP policy and this manual,

• reviewing accident and loss reports and recommending corrective actions (to his/her division director, the safety coordinator or alternate safety coordinator),

• reviewing the WSLPP policy and this manual and providing recommendations for improvements (to the safety coordinator or alternate safety coordinator),

• performing monthly safety inspections,

• assisting his/her division’s risk managers and floor wardens,

• meeting with his/her division director to appoint the floor wardens, and

• always being alert to safety and loss prevention opportunities at DMS!

Risk Manager’s responsibilities include, but are not limited to:

• attending all quarterly safety training sessions,

• assisting his/her division’s safety managers and floor wardens,

• preparing reports as defined in the WSLPP policy and this manual,

• assisting in process claims, and

• always being alert to safety and loss prevention opportunities at DMS!

Floor Warden Coordinator and Floor Wardens

DMS appoints a floor warden coordinator to manage the department’s floor warden program. The coordinator works with division directors to appoint floor wardens and their backups. The number of floor wardens needed is based on the size of the division’s work area and number of employees. The coordinator sends quarterly e-mails and schedules annual training (which includes emergency evacuation procedures and fire prevention techniques) for floor wardens and their backups.

|DMS |

|DMS Floor Warden Coordinator |

|Division |Division |Division |

|Floor Warden(s) |Floor Warden(s) |Floor Warden(s) |

|Floor Warden Backup(s) |Floor Warden Backup(s) |Floor Warden Backup(s) |

Floor warden responsibilities include, but are not limited to:

• being responsible for a designated area,

• being known to all employees in his/her designated area,

• creating and maintaining an “Employee Evacuation Checklist” (Administration-105-F6) containing the names of all employees with offices in his/her designated area,

• being trained in emergency evacuation procedures and fire prevention techniques,

• assisting employees and visitors during building evacuations and emergencies,

• taking roll during the evacuation and providing it to his/her division director.

Floor warden backup responsibilities include, but are not limited to:

1. Report immediately to your designated evacuation assembly point.

2. Take roll and make notes involving coworkers not following evacuation procedures.

3. Turn in roll to your Floor Warden, advising him/her that everyone in your area of responsibility has been accounted for or if anyone is missing.

4. Assist Floor Warden in maintaining order as requested. No smoking is allowed at assembly points.

5. Request help from other employees if needed.

6. Maintain an updated employee evacuation checklist of your area of responsibility. Roll Takers and the Floor Warden should consult regularly regarding additions, deletions and changes.

DMS Emergency Contacts

Emergency contact names and phone numbers are posted on all work units bulletin boards (a printable list is located on the WSLPP Web site).

Building manager’s contact information is located at:

.

Employees

New employees are introduced to the WSLPP during new employee orientation.

In addition, employees are provided safety information in quarterly safety meetings, newsletters, e-mails and posters and are encouraged to communicate with their supervisors and with the SAB members regarding ways to improve safety in the workplace. DMS employees:

• tell their supervisor or safety manager if they see potential health or safety concerns or hazards,

• update their emergency contact information in People First,

• follow the WSLPP policy and procedures and guidelines in this manual,

• follow rules and procedures established in their work area,

• know where fire alarms and first aid kits are located near their work area,

• practice industry standard safety procedures,

• properly use required clothing and personal protective equipment,

• take initiative for their own health and safety and that of co-workers, and

• are always alert to safety and loss prevention opportunities at DMS!

Supervisors

Supervisor’s responsibilities include but are not limited to:

• implementing and enforcing the WSLPP policy and procedures,

• applying incident/accident prevention standards,

• analyzing potential job hazards and evaluating work processes conducted under their supervision (job safety analysis),

• ensuring job specific safety training is provided for employees under their supervision,

• making employee safety an integral part of regular management,

• taking a proactive approach to identify and eliminate, or substantially reduce, situations that cause incidents/accidents,

• inspecting work areas for compliance with health and safety guidelines (self-inspections),

• reporting and reviewing incidents/accidents by completing the Supervisor's Accident Investigation Report and contacting OptaComp when injury occurs,

• requiring attendance at safety meetings and promoting safety awareness,

• encouraging injured employee’s speedy return to work, and

• are always alert to safety and loss prevention opportunities at DMS!

First Aid, CPR & AED Training

Each employee within the department has the opportunity to receive First Aid, Cardiopulmonary Resuscitation (CPR) and Automated External Defibrillation (AED) training and instructions.

New Employee Training

All new employees are introduced to the WSLPP Web site contents during new employee orientation and are provided the following safety training within the first three months of employment at DMS:

• Emergency Procedures,

• Fire Prevention, and

• Slips, Trips and Falls.

The following training is provided annually to employees in specific positions:

• Lockout/Tag-Out and

• Confined Space.

Supervisors are responsible to provide job-specific training to new employees before they work unsupervised, i.e.

• safe methods of performing specific work tasks,

• safe operation and maintenance of all associated tools and equipment, and

• specific state and federal safety regulations, (i.e., those requiring written compliance programs and job-specific training).

Continued Training

The department provides periodic retraining as required by process changes, technological developments, or the department’s injury experience.

Retraining

Retraining is provided when:

• requested by an employee,

• incidents or accidents occur,

• policy or procedures change,

• regulations require retraining,

• regulations governing the work are changed,

• standardized practices for the industry are modified, or

• new equipment or processes are purchased or adopted in the workplace.

Posting of Health and Safety Information

The SAB posts safety-related information on division bulletin boards and throughout work areas, as appropriate. The following safety-related posters must be posted on bulletin boards in all sections/units:

• Public Sector Job Health and Safety Protection,

• Right to Know (Hazard Communication),

• Heimlich Maneuver (for food service establishments), and

• Notice of Workers’ Compensation Carrier.

Employee Training Records

Employee training records are maintained by supervisors and may be submitted to the Human Resources (HR) office to be filed in employees’ official personnel files and recorded in the People First System.

Record Keeping Procedures

• Division Specific Records - The nature of some jobs requires procedures and controls above and beyond those covered in the WSLPP policy, procedures and this manual. In these cases, the division supervisors and managers document the additional procedures, controls, routine auditing procedures, and documentation of each audit. Divisions establish filing and reporting systems and keep records for the current calendar year, plus the past three calendar years.

• WSLPP Records - The safety coordinator partner maintains the WSLPP activity records (meetings, training, inspections, Supervisor’s Accident Investigation Reports, follow-up reports, etc.).

• Floor Warden Records - The floor warden coordinator maintains floor warden training and activity records.

Employees are required to report all job-related incidents and accidents to their supervisor. Supervisors report all accidents requiring medical attention to OptaComp (1-877-518-2583) as soon as possible.

Accidents requiring emergency treatment are immediately reported to the Safety Coordinator or Alternate:

Safety Coordinator: Debra Forbess (850) 487-9911 (office)

Alternate: Dave Wiggins (850) 922-7535 (office)

(850) 519-6625 (cell)

Supervisor Accident Investigation Report

The Supervisor Accident Investigation Report documents the events of an incident/accident. The immediate supervisor or a designee conducts a review at the incident’s/accident’s location (if possible) following these investigation procedures:

• implement temporary controls to prevent further injuries,

• preserve the site of the accident/incident (when possible) and quickly gather evidence that is likely to change or move,

• make sketches and take measurements,

• take photos from several different angles,

• identify and interview each witness and anyone who has information about the incident/accident,

• review the equipment, operations and processes to gain an understanding of the situation,

• after investigating all information carefully for unsafe conditions and unsafe acts, make conclusions based on facts and

• within 24 hours of the accident/incident, e-mail report to the safety coordinator’s inbox (DMS.SafetyCoordinator@dms.) with a copy to the division’s risk manager.

The safety coordinator alternate reviews the Supervisor Accident Investigation Reports to:

• ensure reports are completed properly,

• make additional recommendations,

• schedule follow-up to ensure recommendations are completed, and

• tracks causes of incidents/accidents to determine if additional safety measures are needed (e.g., training).

First Report of Injury or Illness

OptaComp, the state’s managed care provider, completes the First Report of Injury or Illness report and provides a copy to DMS’ WC coordinator and the injured employee. A copy of the report is filed the HR office’s confidential WC files. A copy of the report is not provided to employee’s supervisor, division or to any other individual unless approved by the DMS safety coordinator.

How to Report a Work Related Injury or Illness

Call 911 and Capitol Police at 488-1790 immediately if the injured or ill employee requires emergency assistance.

All work related injuries or illnesses are reported by the supervisor or a manager to OptaComp at: 1-877-518-2583 (toll free). Have the injured or ill employee present for the call (if possible) to provide information for determining the type of medical care needed (Step 3 below). Follow these steps:

1. Complete the Supervisor’s Accident Investigation Report and have the following information available for injured/ill employee:

• home address,

• home telephone number,

• date of birth,

• social security number,

• date of employment and

• salary.

2. Call OptaComp at 1-877-518-2583 to report the injury or illness. Except in cases of emergency, the injured or ill employee must be present with the supervisor during the call.

3. If the injury/illness was due to a safety hazard, the supervisor needs to contact the building manager immediately and make him/her aware of the incident.

4. Once OptaComp has the required information from the phone call, OptaComp’s intake specialist assesses the employee’s medical needs and refers him/her to a doctor or medical facility.

5. Within 24 hours of the accident, e-mail the Supervisor’s Accident Investigation Report to:

• DMS’ workers’ compensation coordinator at: (Lila.Dyer@dms.),

• DMS’ safety coordinator’s Outlook inbox at:

(DMS.SafetyCoordinator@dms.) and

• the employee’s division’s risk manager.

6. An OptaComp nurse/case manager receives results of the initial medical visit including diagnosis, treatment plan and any injury or illness related restrictions. This information is provided to the supervisor immediately after the initial medical visit. The nurse case manager provides the employee’s return to work restrictions.

For questions regarding the workers’ compensation reporting process, contact DMS’ Workers’ Compensation Coordinator at 488-2707.

General Safety Rules

General safety rules keep employees safe at work and are designed to support the safety efforts and attitudes of all employees in performance of daily assignments and duties.

Employees are encouraged to review safety rules on a frequent basis and work safely.

Supervisors are to make sure employees understand and respect potential dangers and perform work using appropriate safety procedures.

Division/Job Specific Safety Rules

Divisions establish policies and procedures necessary to implement and enforce division/job specific safety rules.

Job specific safety rules:

• comply with federal and standard safety rules and regulations,

• increase employee awareness on hazards in the workplace,

• help prevent accidents from occurring,

• ensure a healthy and safe work environment based on operational needs, and

• document safety activity/incidents within units.

These may be technical in nature and describe the use of equipment and processes to follow for certain jobs.

Effectively managed and well-conducted safety inspection programs are critical to a successful health and safety program. Safety inspections:

• identify conditions and or practices that have the potential to cause injury/illness to employees and/or cause significant property damage and

• implement effective corrective action which eliminate or reduce unacceptable conditions and/or practices.

Supervisors are responsible for safety self-inspections in their areas/facilities. Employees conduct informal inspections daily by observing work area conditions. Hazardous conditions and areas of concern are immediately reported to a supervisor who in turn works with the division’s safety manager and/or building manager to promptly correct the condition.

Safety managers are responsible for conducting monthly safety inspections in their division. The Safety Inspection Checklist (Adm-105-F2) is used during each inspection and e-mailed to the safety coordinator’s Outlook inbox (DMS.SafetyCoordinator@dms.) by the 10th of the inspection month.

Divisions and work areas develop job specific checklists and conduct routine safety inspections. Checklists include examination of potential hazards and conditions that have in the past created injury or property loss. Divisions and work area(s) conditions determine the frequency of the inspections and ensure they are completed as scheduled (i.e., daily, weekly, and monthly).

Supervisors develop corrective action plans for all safety deficiencies. Corrective action plans:

• may be formal or informal,

• include actions, responsibilities and time frames for correcting deficiencies,

• are managed by a supervisor or manager,

• are documented and maintained for reference for three years, and

• may be requested by the safety coordinator, division safety or risk manager.

DMS requires immediate, organized action by employees during emergencies to protect employees and visitors from injury and to minimize property damage. All of the department’s resources are made available during an emergency.

Floor Warden Responsibilities

Floor wardens and floor warden backups:

• are assigned to cover a specific physical area in DMS work places,

• are trained in emergency evacuation procedures and fire prevention techniques,

• ensure employees in their assigned area know the evacuation procedures, and

• are responsible for assisting employees and visitors evacuate during emergencies.

Roll Taker Responsibilities

• maintains an Employee Evacuation Checklist (Adm-105-F6) containing the name of each employee located in his/her assigned area and uses the checklist to take roll during each evacuation. The checklists are provided to the division’s safety manager after each evacuation. Each safety manager reviews the checklists to:

o ensure each role taker completed the checklist,

o ensure the results of the checklist are as desired and

o ensure that deficiencies are addressed with the division director.

Supervisor Responsibilities

Supervisors are aware of emergency procedures for their work area and make sure their employees understand their roles and procedures during an emergency. Emergencies include natural disasters, bomb threats, fires, large-scale environmental damages and other damages or threats to DMS employees and visitors. Routine fire drills are treated as a real emergency and supervisors make sure their employees follow established evacuation procedures during each drill.

Supervisors are responsible for:

• knowing how to report an emergency,

• knowing the location and use of all safety equipment in their section,

• maintaining familiarity with, and providing training to employees on shutdown procedures for all equipment used by those under their r supervision,

• making sure their employees are familiar with the emergency evacuation exit routes and keeping employees from reentering an evacuated area until reentry is allowed, and

• making sure their employees are properly instructed regarding:

o potential fire hazards involved in their work and around their workplaces,

o the proper precautions to minimize fires, and

o the procedures in case of fire.

First Observer Responsibilities

During an emergency, employees work together to:

• call 911 (if required)

and call Capitol Police

at 488-1790 (if required)

• proceed with First Aid or attempts to control the accident/incident only if:

o trained in First Aid or the emergency response appropriate for the injury/condition, and

o using latex gloves and other personal protective devices if exposure to body fluids is likely,

• assist emergency-responders by:

o showing/telling them where the injured person is located,

o informing them of any hazards in the area,

o providing factual knowledge (not hearsay) about the incident, and

o following instructions provided by emergency-responders and/or building manager, and

• immediately report the incident to the area supervisor, including a description of what happened, the specific location and whether anyone was injured.

The supervisor or manager completes the Supervisor’s Accident Inspection Report as soon as possible and proceeds with the steps provided in the How to Report a Work Related Injury or Illness section of this manual (page 22).

Fire Prevention and Protection in Hazardous Work Areas

Each section/work area establishes procedures for fire prevention and protection using National Fire Protection Agency (NFPA) and State Fire Marshall Standards. It is the responsibility of the safety coordinator to assure fire prevention and protection procedures are properly implemented in each hazardous work area. These procedures include, at a minimum, the following:

• document the installation, inspection and maintenance of fire extinguishers, smoke detectors and other applicable fire protection devices, and

• participate in fire prevention and emergency response training and drills conducted by location, as appropriate (e.g., CCOC, Building 4050).

All employees perform job tasks safely and take actions to minimize injury. Examples:

o mark unsafe conditions and immediately tell supervisor or a manager,

o always wear safety equipment required for the task, and

o keep combustibles away from ignition sources.

If You Discover a Fire

1. Pull the nearest fire alarm box located by each emergency stairwell exit door on your floor.

2. Call 911. Tell the operator the address, the floor level and the general location of the fire, its severity and type. The operator relays the information to the emergency responders. Call Capitol Police at 488-1790.

3. Inform your supervisor (when reasonably possible).

4. Alert your floor warden. Floor wardens are trained in evacuation procedures and assist staff out of the building; follow his/her instructions.

If You Hear a Fire Alarm

1. Remain Calm.

2. Close doors but do not lock them. Take only essential belongings with you.

3. No doors should be locked at any time during an alarm situation!

4. Follow instructions of your Safety Warden. You may be asked to inspect the area and help others.

5. Proceed to the nearest fire exit stairwell. Once you have exited the building, move as far away from the building as you can to the area designated for your office, but do not block entrance areas, as they must be kept clear for emergency vehicles. Under no circumstances is anyone authorized to re-enter the building until authorized by building management or emergency personnel.

6. Do not use the elevators. Elevators are only used when authorized by building management or emergency personnel.

7. Feel doors before opening them. Do not open any that are hot.

Evacuation Procedures for Mobility-impaired Individuals

1. Mobility-impaired Individuals and their Buddies should observe the following procedures for evacuation:

a) All mobility-impaired individuals and their assigned Buddies should evacuate the building using the nearest marked exit and report to their evacuation assembly point.

b) When a mobility-impaired individual (and their Buddy) reaches an obstruction, such as a stairway, he/she should stay on the landing in the stairwell and wait for rescue personnel.

c) The Buddy will proceed to their evacuation assembly point and report the location of the mobility-impaired individual to their Roll Taker and Floor Warden.

d) The Floor Warden will report the location of the mobility-impaired individual to the Safety Manager.

e) The Safety Manager will report locations of mobility-impaired individuals to rescue personnel (fire department or law enforcement).

f) The mobility-impaired individual should continue to call for help until rescued.

g) Persons who cannot speak loudly should attract the attention of others.

Note: All exit corridors and stairwells are marked with exit signs and are protected with fire rated doors. The stairwells are the safest areas during an emergency if exiting the building is not possible.

2. Rescue personnel (fire department and law enforcement) will first check all exit corridors and exit stairwells for any persons unable to exit the building.

Fire Safety Director’s Role During an Evacuation

The Building Manager or a delegate acts as Fire Safety Director with the primary responsibility to assist firefighters and coordinate the evacuation of building staff.

.

If You Receive a Bomb Threat by Phone

DMS employees are provided a Bomb Threat Call Procedures and Checklist which is to be placed in an open site near each phone (including vacant offices). Employees should familiarize themselves with the procedures on the checklist.

The Bomb Threat Call Procedures go into specific detail; the following is a high-level overview of the steps.

1. Attract the attention of a co-worker discreetly and quietly while listening to the caller. Have a co-worker call 911 and request the call to be traced.

2. Get as much information as possible from the caller. Use the Bomb Threat Check List and ask the questions on the Check List as calmly as possible. As you ask the questions, please make note of characteristics of the caller such as:

• Is the caller male or female?

• Adult or juvenile?

• Is the voice educated, coarse, accented or disguised?

• Does the caller seem angry, rational or deliberate?

3. Make note of any background noises.

4. Make additional notes of any clues that might help police.

5. Immediately inform your supervisor.

Letter Bombs

If you consider a parcel or letter suspicious DO NOT OPEN IT!

Immediately inform your supervisor and call 911.

Letter bombs are designed to travel safely but to explode when opened, triggered by either mechanical (spring loaded) or electrical means.

Look for these signs:

1. Size - Is the letter unusually thick?

2. Weight - Is it heavy? An effective letter bomb weighs more than two ounces. Few first class letters weigh as much.

3. Balance - Is it heavier at one end?

4. Feel - Is there any springiness in the side of the letter? Does it flex (indicating it is filled with paper) or is it stiff?

5. Appearance - Are there grease marks on the envelope or wrapping caused by sweating of an explosive? Is the envelope sealed more tightly than usual or taped shut? Does it bear an unusual style of writing?

6. Odor - Is there a smell of almonds or marzipan?

Pre-Storm Preparedness

1. Be alert to any storm activity in the Atlantic Ocean, the Caribbean, or the Gulf of Mexico and keep informed of the status of approaching storms. Be aware that the size, direction and speed of a storm can change rapidly. You are encouraged to share this information with your co-workers.

2. Be aware of National Hurricane Center advisories and bulletins from local TV and radio stations.

3. Learn the following words and terms:

• Tropical Disturbance: slight or absent circulation and no strong winds, a common phenomenon in the tropics.

• Tropical depression: closed circulation at surface, highest winds less that 39 mph.

• Tropical storm: stronger circulation, highest wind speed 39 - 73 mph.

• Hurricane: very strong and pronounced circulation, wind speed of 74 mph or more.

• Hurricane watch: If the hurricane continues to threaten land, a hurricane watch is added to the advisory, covering a specified area and duration. A hurricane watch means that hurricane conditions are a real possibility.

• Hurricane warning: When hurricane conditions are expected within twenty-four hours, a hurricane warning is announced by the National Hurricane Center.

• Traffic Information:

4. If you have questions:

• ask your supervisor or

• contact the HR office at (850) 488-2707.

Emergencies with High Winds

1. Move away from exterior areas and windows. Close all doors as you leave but do not lock them. If for some reason you are caught in an exterior office with windows, seek protection under a table or desk as far away from glass as possible.

2. Go to an interior hallway, office or a stairwell.

These are usually the strongest areas

of a building.

3. Do not use elevators.

4. Do not evacuate building unless instructed

to do so.

5. Wait/listen for instructions.

Tornados & Hurricanes

During extremely bad weather, you should be alert to changing weather conditions. Know what a tornado WATCH and WARNING means:

o A tornado WATCH means a tornado is possible in your area.

o A tornado WARNING means a tornado has been sighted and may be headed for your area. Go to safety immediately.

Tornado WATCHES and WARNINGS are issued by county. (Example, Leon, Gadsden, Wakulla, etc.)

When a Tornado WATCH Is Issued...

• The Communications Office will keep you updated on the conditions.

• You should continue to be alert to changing weather conditions. Blowing debris or the sound of an approaching tornado may alert you. Many people say it sounds like a freight train.

When a Tornado WARNING Is Issued...

• If you are inside, go to a safe designated safe area (interior rooms with no windows-restrooms, closets, stairwells, or interior hallways) to protect yourself from glass and other flying objects. The tornado may be approaching your area.

• If you are outside, hurry to the basement or the lowest level of a nearby sturdy building or lie flat in a ditch or low-lying area.

• If you are in a car or mobile home, get out immediately and head for safety (as above).

Tornado Danger Signs

• You may see an approaching cloud of debris, instead of a funnel cloud.

• Before a tornado hits, the wind may die down, and the air may become very still.

• Tornadoes generally occur near the trailing edge of a thunderstorm. It is not uncommon to see clear, sunlit skies behind a tornado.

When a Hurricane WATCH is issued

➢ Protect items by:

o securing all sensitive documents in interior cabinets (if possible),

o filing/storing loose papers, files and books,

o locking filing cabinets and office drawers,

o unplugging computers and electronic equipment

o storing or moving items that could be affected by high winds, and

o closing doors between outer offices and inner corridors (do not lock them).

➢ Be sure your supervisor has contact numbers should he/she need to contact you.

➢ Listen for weather advisories.

➢ Be alert to e-mails from Communications and messages from supervisors and managers; follow their instructions.

➢ Make note of the DMS Hotline (store it in your cell phone):

o Local to Tallahassee area: (850)-921-2994

o Toll Free Number: (888)-336-7345 or easy to remember as:

(888-FDMS-EIL – Florida DMS Employee Information Line).

Employees are responsible for calling the DMS Hotline to receive instructions on returning to work.

Procedures during a Hurricane EVACUATION

➢ Secure or remove any valuables, lock file cabinets and desks drawers, turn off the lights in your work area and close all doors in your area – do not lock doors unless required to be locked as standard operating procedures.

➢ Assist employees that need assistance evacuating the building.

➢ Exit the building at a normal pace (under most circumstances employees have time to exit the building at their regular pace; in the event of an emergency evacuation, employees are instructed to exit the building in a brisk but orderly fashion).

➢ Go to your home or designated emergency evacuation shelter. Do not attempt to return to your office until notified. Carry the employee Hot Line phone number (above) with you and call to receive instructions on returning to work.

A well-prepared and effectively implemented Job Safety Analysis (JSA) program reduces incidents and provides for integration of accepted health and safety principles and practices into standard operation procedures.

Division leadership is responsible for determining jobs classifications that require JSA and for making sure supervisors conduct the JSA.

Conducting the JSA

Each step/task of a job is broken down and examined to identify potential hazards. Then action is taken to eliminate or reduce each hazard.

The four common stages of performing a JSA are:

• selecting the job to be analyzed,

• breaking the job down into its basic sequence of steps/tasks,

• identifying each potential hazard associated with the job, and

• determining preventative measures to eliminate or reduce the hazards.

Selecting the Job to Be Analyzed

Ideally, all jobs should undergo a JSA but this may not be possible. Therefore, in selecting jobs to undergo a JSA, consideration should be given to prioritizing jobs Based on the following factors:

• incident frequency and severity - jobs where frequent incidents occur or disabling injuries result,

• potential for severe injuries - the consequence of an incident is potentially severe,

• newly established jobs - due to lack of experience in these jobs, hazards may not be obvious,

• modified jobs - new hazards may be experienced with changes in job procedures,

• infrequently performed jobs - workers may be at greater risk when undertaking non-routine jobs.

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Table of Contents

DMS’ Commitment & Expectations

IMPORTANT PHONE NUMBERS & WEB SITES

“Incident” vs. “Accident”

Workplace Safety & Loss Prevention Program

Policy & Procedures

Safety Advisory Board (SAB)

Safety Roles at DMS

Safety Managers

“PROACTIVE Role”

performs monthly safety

inspections,

attends quarterly safety

meetings,

assists with his/her division’s

safety training,

meets all employees in

his/her division, and

assists with safety concerns.

Risk Managers

“REACTIVE Role”

attends quarterly safety

meetings,

meets all employees in

his/her division,

assists with safety concerns,

and

responds to and assists

with:

➢ Accidents and Illnesses

➢ Property Losses.

Health & Safety Training, Notices and Records

First Aid & Emergency Treatment

“Emergency”

Medical Treatment

Emergency medical treatment

must be reported to OptaComp (1-877-518-2583)

AS SOON AS POSSIBLE AFTER employee proceeds to the hospital or care facility.

Employees who sustain an emergency work-related injury or illnesses requiring immediate medical assistance are to take the following steps in the order appropriate for the situation:

• call for help/seek assistance from a co-worker,

• call or have someone call 911, and Capitol Police at 488-1790,

• tell, or have someone tell, supervisor about the accident or illness,

• follow the steps outlined in Injury Checklist (Adm-108-F4 - this form may be found on the safety Web site: dms.safety) ,and

• assist supervisor in completing the Supervisor’s Accident Investigation Report when the emergency situation is under control (this may require supervisor to contact employee in the hospital or at home).

“Non-Emergency”

Medical Treatment

Non-emergency medical treatment

must be reported to OptaComp (1-877-518-2583)

PRIOR to employee proceeding for medical care.

Employees who sustain a non-emergency work-related injury or illnesses requiring professional medical assistance, take the following steps in the order appropriate for the situation:

• call for help/seek assistance from a co-worker,

• tell, or have someone tell, supervisor about the accident,

• follow the steps outlined in Injury Checklist (Adm-108-F4 - this form may be found on the safety Web site: dms.safety), and

• assist supervisor in completing the Supervisor’s Accident Investigation Report.

“Minor First Aid”

Treatment

Minor first aid treatments

are not required to be reported to OptaComp.

First aid kits are accessible to all employees and located throughout work areas.

Employees who are injured or involved in an incident requiring minor first aid treatment take the following steps in the order appropriate for the situation:

• request first aid treatment for the injury or wound,

• tell supervisor about the treatment,

• follow the steps outlined in Injury Checklist (Adm-108-F4 - this form may be found on the safety Web site: dms.safety) and

• assist supervisor in completing the Supervisor’s Accident Investigation Report (if a first aid kit is used, indicate its usage on the Supervisor’s Accident Report).

“Incidents”

(Close Calls)

Incidents are not required to be reported to OptaComp.

Employees involved in an incident (a close-call that did not but could have caused injury or damage) take the following step:

• tell supervisor of the incident and

• assist supervisor in completing the Supervisor’s Accident Investigation Report.

Reporting Accidents

TIME IS OF THE ESSENCE

Immediately report all

on the job injuries or illnesses

to OptaComp at:

877-518-2583

Safety Rules

Safety Inspections

Emergencies & Fire Safety Responsibilities

Emergencies & Fire Safety Evacuations

The DMS Employee Information Line is: (850) 921-2994 phone

or toll free: (888-336-7345)

(888-FDMS-EIL)

DMS Communications office

sends employees e-mails with

special instructions.

Job Safety Analysis

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