Frequently Asked Questions from Department Safety Representatives by student19


									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:

   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:

   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:

   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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