Safety and Health Self-Audit for DHS General Office ...



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 .

|Highlights of requirements |OK? |Reference/For more Information* |Internet Link |

|(See listed references & links for full requirements) | | | |

|RECORDKEEPING & POSTINGS |

|OSHA Job Safety & Health Poster displayed | |OAR 437-01-275 | |

| | |Link to poster on DHS Safety & Health web site |  |

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|Emergency telephone numbers posted (or on phone) | |OAR 437-02-161 (Subdivision K) | |

| | |OSHA emergency phone numbers form | |

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|Certificate of Workers' Compensation Coverage posted | |Ordering instructions on DHS Forms Server—MSC 9999 | |

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|Employees know to report on DHS 2107 all work-related injuries| |DHS 2107D for actions to take and forms to complete| |

|and illnesses, including near misses. Exceptions: | |for various incident types. | |

|Chemical & disease exposure DHS 2107A | | | |

|Vehicle incident driver use DHS 2108 | |OAR 437-01-760(3)” | |

|RECORDKEEPING & POSTINGS (continued) |

|801s (SAIF claim form) are faxed to Safety and Health Services| |Early Return to Work Policy | |

|within 24 hours of knowledge of a work related injury that | | | |

|requires medical treatment. | |On Learning Center: On-line interactive workers’ | |

|Employees with work-related injuries which require physical | |compensation training. | |

|restrictions are quickly placed in temporary modified duty | | | |

|assignments and modified work agreement/offer (DHS 6802) | |DHS 6102 for Physician's Report of Physical | |

|prepared. | |Condition | |

|Physician releases and time loss authorization documents are | | | |

|forwarded to Safety and Health Services. | | | |

|Entries made on OSHA 300 Form within 7 days of knowledge of | | | |

|"recordable" (per OSHA) injury. | |OAR 437-01-700(14)(d) and (17) |

|OSHA summary (300A) posted February 1-April 30. | | |df |

|Offices with SEIU representation: Forward OSHA Log (300) by | |DHS policy “OSHA Log” | |

|16th of month following quarter to DHS Safety & Health if new | | | |

|entries made since last quarter. | | | |

|Employee Assistance Program brochures available & employees | |Posters & brochures (with tear offs) available free| |

|know where to find 1-800 # without asking | |from Cascade Centers: 1-800-433-2320. View on DHS| |

| | |Safety & Health web site. | |

|EMERGENCY PREPAREDNESS |

|1st aid supplies available and container/cabinet labeled | | | |

| | |OAR 437-02-161 (Subdivision K) | |

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|Emergency Action Handbook information current. | |DHS Emergency Preparedness Policy | |

|Employees trained on content. | | | |

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|Evacuation routes posted. | |OAR 437-02 (Subdivision E) (1910.38). | |

|Evacuation coordinators recommended in larger buildings. | | | |

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|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. | |

|VEHICLES AND DRIVING |

|Safe Driving Standards policy reviewed with employees. | |OAR 437-02-223(1) (Subdivision N) | |

|DMV records check/HR approval before employees drive. | | | |

|Drivers receive defensive driver training per policy. | |(OAR)Vehicle Rules for State Drivers | |

|Notify HR of driving conviction/suspension. | | | |

|Follow reporting process for vehicle incidents as described in| |DHS Driving Standards Policy | |

|2107D and Driving Standards Policy. | | | |

| | |Vehicle Pre-Operation Checklist | |

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| | |Learning Center under “Research” tab enter | |

| | |“defensive” | |

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|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. | | | |

|DISEASE EXPOSURE AND BIO CLEANUP |

|Supervisors and employees know ahead of time actions to take, | | “DHS Supervisor Guideline on Employee Exposure | |

|and reference, in case of disease exposure, especially | |Incidents & Blood borne Pathogens Post-Exposure | |

|post-exposure follow up for actual or potential exposure to | |Procedure” | |

|blood borne pathogens. | | | |

| | |DHS Disease Exposure Report 2107A - OAR | |

| | |1910.1030(f) | |

| | |Communicable & Infectious Disease guide | |

|Develop plan ahead of time for cleaning up blood and body | |DHS guide with links to vendors who may be | |

|fluids. | |available for cleanup | |

|HAZARD COMMUNICATION |

|Prior to maintenance or construction, contractors provide | |DHS “Hazard Communications Program” Policy | |

|MSDSs and discussion occurs regarding safety provisions such | | | |

|as keeping aisles & exits clear. | |Procedure “Employee Safety for Clandestine Drug | |

|SPD & CAF—See policy and procedures for situations involving | |Manufacturing Labs. | |

|meth in Hazard Communications Policy. | | | |

|HAZARD COMMUNICATION (continued) |

|Material Safety Data Sheets (MSDS) have been obtained for all | |OAR 437-02 (Subdivision Z) 1910.1200 | |

|chemical products. | | | |

|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. | | | |

|SAFETY COMMTITEES |

| | | | |

|All employees must be represented by a safety committee and | |OAR 437-01-765(3). | |

|must have access to the minutes. The OAR is under review by | |OSHA’s Safety Committees for the Real World | |

|OSHA—anticipated effective date 8/2008—changes may occur | |DHS Safety Committee policy | |

|regarding locations and clarification on what constitutes a | | | |

|low hazard environment. | | | |

|Low hazard environments---quarterly committee meeting or | | | |

|(proposed rule) if < 10 employees monthly safety meeting. | | | |

|Others—monthly | | | |

|Inspections—must be done quarterly. | | | |

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|MISCELLANIOUS |

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|Develop safety rules/procedures for tasks; e.g., home | |OAR 437-01-760(1)(a) | |

|visits--what to do if a dog in yard; specialized equipment. | | | |

|Employees have received training necessary to safely perform | | | |

|their jobs. | | | |

|Employee training records are maintained. | | | |

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|Employees trained on Violence/Weapons policy and reporting | |DHS Prevention of Workplace Violence policy | |

|threats/acts of violence. | |OAR 407-012-0005-025 | |

|Person in office or district designated to enter threats in | |See Learning Center for “Dealing with Hostile | |

|Threat Incident Notification System. | |Situations” and “How to Deal with Hostile | |

|Requests to trespass follow procedure (found in TINS). | |Situations over the Phone” | |

| | | | |

|Managers know contents of ergonomics policy & procedure | |Ergonomics policy | |

|(DHS-080-012). | | | |

|Employee(s) identified and trained by SAIF Corp as local | |Brochures on DHS web site | |

|ergonomic assessor. Register on-line. | | | |

|Employees use Self-Assessment Tool (DHS 0058) as first step of| | | |

|assessment process. | | | |

|Ergonomics policy/procedure followed when purchasing furniture| | | |

|and identifying cubicle changes. | | | |

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