10/30/2008 UCSB Environmental Health & Safety Frequently Asked Questions from Department Safety Representatives (If your question is not addressed here, please call us at x-4899, or x-8243) 1. Am I solely responsible to see that all the people in my department work safely and are in compliance with regulations? No. DSRs certainly have a key role in coordinating and encouraging safety and regulatory compliance, but the real responsibility lies with individual supervisors/faculty and department administrators (e.g., Chairs, MSOs). See campus policy #5400: <http://ucsbuxa.ucsb.edu/policies/vcas/ehs/5400_ehs_general.html> 2. Is there some document that summarizes what I need to do to be a DSR? Yes, within the Introduction section of the green binder (UCSB Health and Safety Binder) are three pages on DSR general responsibilities and specific action items. Probably the most important action item is to ensure that all department employees have viewed their respective online responsibilities/resources orientations. The four modules are: o Office Supervisors o Lab Supervisors o Shops/Trades Supervisors o Non-Supervisors These provide orientations to the campus Injury and Illness Prevention Program, Department Emergency Operations Plan and other topics. They are found at: <http://ehs.ucsb.edu/4DAction/WebCourseSessionList> 3. Our Department Emergency Operations Plan (DEOP) document in the green binder is pretty lengthy. Does EH&S expect that all employees read this? No. All employees should be informed that your DEOP exists and that they can see it upon request, but they don’t need to read it. The document is really aimed at department administrators (including DSRs) to help them manage an emergency effectively and therefore they should be familiar with the document. However, there are key pieces of information from the DEOP that everyone should know, for example, locations of the following: building exits, Emergency Assembly Point, fire alarm pull stations, 1st aid kit, emergency phone numbers, etc. Individual supervisors must convey this kind of local information to their employees. Supervisors are instructed to do so, and are given a form to help them do so, when they view their online supervisor’s responsibilities/resources module noted in #2. 4. Our Injury and Illness Prevention Program (IIPP) document in the green binder is a pretty lengthy. Does EH&S expect that all employees read this? 10/30/2008 UCSB Environmental Health & Safety No. As with the DEOP above, if supervisors and non-supervisors view their respective online modules, they will receive an adequate orientation to the UCSB IIPP program including the elements of the program; their responsibilities under the program and everyone’s right to see the written program. 5. In the online supervisor’s modules noted in #2, supervisors are provided the forms for documenting their safety training and inspections to meet the IIPP law. Should the DSR keep these records? No, unless you want to centralize this function, but for a department of any size we believe this is too cumbersome, keeps the supervisor out of the loop too much (e.g. for form updates) and asks too much of the DSR. We believe this is essentially a supervisor function. In the past, EH&S has indicated that the green binder should be used to centralize this filing task. However, given that the online orientations now provide the documentation forms directly to the supervisor, we believe they should file these and review/update periodically. However, in the end, each department should decide what works best for them. 6. Who are “supervisors” and “employees”? Supervisors are defined via a link in the online supervisor’s modules, but include staff and faculty who direct the actions of UCSB-paid employees. Non-paid workers (e.g. volunteers, visitors) fall into a gray area, but in short they should be given the same level of training and safety consideration as paid employees if doing similar work. Given the transient nature of some elements of the campus population it is difficult task for departments to track these people for the purposes of IIPP and DEOP orientation. However, this task is now simpler given the ease of access of our web-based training tools. 7. How does the safety training that EH&S does, e.g. Lab Safety Class, Radiation Safety, CPR, etc. relate to a supervisor’s responsibilities for training documentation under the IIPP? EH&S offers some safety classes on selected topics, but we don’t train the campus to be safe in a comprehensive way. Although our training goes a long way toward meeting certain specific training requirements (e.g., MSDS, waste disposal, bloodborne pathogens, ergonomics) it is not worksite-specific and does not relieve supervisors of all their training responsibilities. 8. What should I do with any training documentation (e.g. training checklists) that EH&S sends to me for a person who has taken an EH&S class? This typically only occurs with general classes (e.g. Lab Safety Class), and the documentation should come with specific instructions. In general, the documentation should be forwarded to the supervisor – they have the primary responsibility for ensuring that their employees have documented training. If you keep them, how would they know their employee has completed a class? How could they update them? 10/30/2008 UCSB Environmental Health & Safety Also keep in mind, that all EH&S training is recorded in our training database and is always available in case of a visit by an outside inspector. Anyone can search this database via our web interface at: <http://ehs.ucsb.edu/departmenttraininghistory> 9. What other programs might a DSR have to have in place? Most other safety regulations are fairly specialized and EH&S generally deals directly with the affected supervisor, rather than the DSR. However, another program with a departmental element is the Hazard Communication Program. This relates to the use and availability of Material Safety Data Sheets for chemical-users outside of the lab environment, e.g. shops, maintenance personnel, etc. A departmental written Hazard Communication plan is required by OSHA if this applies to your department. Contact the EH&S Industrial Hygiene manager (x-8787) if you need help with establishing this program.
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