Safety and Health Manual: Chapter II

Safety and Health Management Program

Police and Public Safety Policy  PS 09 00c

A. Purpose. To establish the Safety and Health Management Program and describe the mechanisms for implementation at The University of North Carolina at Pembroke.
B. Scope. This applies to The University of North Carolina at Pembroke, all University employees and activities.
C. Policy. This University is to provide a Safety and Health Management Program designed to provide an environment free of hazards that promotes occupational safety and health, minimizes occupational hazards, injuries, and illnesses for all employees, and preserves property.
D. Delegation of Authority and Responsibilities.

1. The Chancellor is responsible for the overall administration of the Safety and Health Management Program. The Chairperson of the Safety and Health Committee has final approving authority for the establishment, rescission, or revision of policies affecting the organizational structure and/or operations of the program.
2. The Vice Chancellors are responsible for ensuring that faculty and staff adhere to the policies and procedures described herein. The Vice Chancellors will ensure that minutes from the Safety and Health Committee are reviewed for recommendations relative to their department(s).
3. The Governing Body (Chancellor and Vice Chancellors), in conjunction with the Director of Police and Public Safety, are responsible for the annual evaluation of the Safety and Health Program, evaluating its effectiveness, and recommending improvements as necessary.
4. The Safety and Health Committee will establish all policies and procedures related to the Safety and Health Program.
5. The Safety Officer, in conjunction with the Chairperson, is responsible for the management, development, implementation, technical support, direction, coordination, and day-to-day oversight of the Safety and Health Program.
6. Each Vice Chancellor and Director is responsible for ensuring that supervisors and employees understand and adhere to applicable safety/fire prevention and environmental hazard communication policies and procedures.

a. Vice Chancellors and Directors are responsible for the development and implementation of policies relating to departmental-specific safety and occupational health issues, as well as monitoring the effectiveness of these policies. The policies will outline, in detail, the safety rules, methods, and precautions applicable to procedures and conditions unique to the department. The Safety and Health Committee will review all policies annually.
b. Vice Chancellors and Directors will provide and collect documentation of job safety training on the actual or potential hazards that exist in the work area, or during the performance of the job, and the precautionary measures to be followed.

7. Supervisors will:

a. Support the Safety and Health Program by the application of approved standards, regulations, practices, and safe work methods.
b. Instruct and train subordinates as to safe working methods and practices and maintain records of all training.
c. Conduct on-going job related refresher training as appropriate, with emphasis on safe work practices required as a result of changes in job techniques and work procedures.
d. Conduct periodic safety inspections within work areas under their supervision and initiate work requests to applicable departments and/or take corrective actions as appropriate to correct deficiencies.
e. Ensure that areas under their supervision are maintained in a condition that will not promote mishaps or fires, and correct unsafe or unhealthful work conditions and practices.
f. Ensure that all employees under their supervision are aware of the location of the Safety and Health Manual and its contents.

8. Each employee is responsible for reviewing and following all Safety and Health policies and procedures during the performance of their job. University employees are to be familiar with the University's Safety Policies and know the location of their department's copy of the Safety Manual.

E. Procedures.

1. Safety and Health Manual. The Safety and Health Manuals are distributed throughout the University. A copy of the manual will be in a prominent place in every department.
2. Safety and Health Committee. This Committee will annually review and recommend the establishment of all safety, occupational health, infection control, security, equipment management, hazardous materials, hazardous waste, emergency preparedness, and fire protection policies and procedures for this University as per Chapter I, \"Safety and Health Committee\". The Safety Officer will develop annual written goals and objectives.
3. The review will include evaluation of Safety Performance Standards, Safety Education, and monitoring and evaluating systems.
4. Departmental Safety Committees. Each Vice Chancellor, Director, or designee will establish a departmental Safety Subcommittee and will act as Chairperson of the Safety Subcommittee for his/her supervisory area. They will, at least quarterly, call a safety subcommittee meeting. At a minimum, the following items will be discussed:

a. Goals and objectives for increasing employee interest in safety and fire protection.
b. Accident and fire prevention information.
c. Recent accidents, hazards, changes in safe practices, and recommendations for improvements and/or corrections.
d. Departmental safety inspection records (follow-up deficiencies until they are corrected).

Quarterly Subcommittee minutes must be submitted to the Safety Manager.

F. Safety Inspections. Comprehensive fire, occupational health, and safety inspections (self-inspections) will be conducted at least annually for all facilities - including grounds.
G. Departmental Specific Safety & Health Policy and Procedures. Each department is required to develop - in conjunction with this campus-wide Safety and Health Program - a departmental level implementation policy. The Safety and Health Committee must review and update this policy annually. The policy must include the following:

1. Policy statement.
2. Safety procedures, as they pertain to the individual departments, such as:

a. General safety issues, including new employee orientation, and departmental participation in the fire and disaster preparedness plans.
b. Departmental safety issues, including alarm responses, emergency evacuation, inclement weather, utility failures, and equipment failures.
c. Specific job-related hazards, including use of hazardous equipment, use of Material Safety Data Sheets (MSDSs), handling of hazardous materials, disposal of hazardous wastes, spill responses, need for personal protective equipment, infection control, and inclusion of appropriate employees in special programs, i.e., hearing conservation and medical surveillance.

3. Required training for the department, and how it will be accomplished.
4. Safety and Health management issues.
5. Performance standards and measures for use in information collection and evaluation.

H. Job Safety Training:

1. Each supervisor will ensure that employees under his/her supervision receive instructional training and understand safe practices in performing their job tasks.
2. Training attendance as well as an outline of topics covered, must be documented and kept within the department with copies forwarded to the Safety Manager for comprehensive record keeping. The required minimum information includes a statement of each attendee's name, social security number, department affiliation, date of training, length of training session, title of training, and instructor. Copies of training evaluations must accompany documented training.
3. Certification of all required training for all individuals within each department must be submitted to the Safety Officer by June 30th of each year.
4. At a minimum, unless otherwise noted, the following safety issues must be covered:

a. No later than 10 days after employment or transfer, new employees will receive department-specific safety orientation, including training about specific job-related hazards.
b. Departmental-specific safety issues, including accident prevention and investigation.
c. Fire protection and prevention.
d. Hazard communication (\"Right-To-Know\").
e. Hazardous chemical acquisitions, handling, hazardous waste disposal, and emergency spill or leak response.
f. Infection control, where applicable.
g. Emergency preparedness procedures.
h. Equipment safety management.
i. Utility safety and management.

5. Additional job safety training must be provided:

a. Anytime an equipment or procedural change is implemented.
b. As departmental incidents or trends warrant.
c. When an employee is involved in multiple incidents.
d. When changes in departmental or organizational safety and health management practices are recommended by the Safety and Health Committee.

6. Refresher instruction must be provided at least annually.

I. Accident Reporting. All accidents/incidents involving injury or property damage regardless of what parties are involved will be reported and evaluated in accordance with a separate Safety and Health Manual chapter.
J. References. State Employee's Workplace Requirements Program.