H. Communication

Communication to employees, and between employees and the District on matters relating to occupational safety and health is an important aspect of ensuring the success of the District's Injury & Illness Prevention Program. Therefore, through the IIPP Location Coordinators, the District will implement a system or combination of systems intended to accomplish the following:

  1. Provide a means for the District to communicate to employees, in a readily understandable form, on matters relating to occupational safety and health; and,
  2. Encourage employees to inform the District of workplace hazards without fear of reprisal.

The communication portion of this IIPP will consist of any one or combination of the following:

  1. Training and Retraining Programs - Safety training and retraining classes are a forum for the discussion of specific and general safety, health and compliance best practices.
  2. Meetings - Location Managers will conduct safety meetings or staff meetings, which may include the discussion of safety issues or subject-specific safety topics. These meetings are intended as a brief session to discuss one or more safety items and encourage open discussions between employees and management.
  3. Safety Committee - All District locations will have a Safety Committee. Each location Safety Committee is considered an important part of the overall system of communication. The recommended committee make-up may include representatives from the following:
    • Administration
    • Maintenance/Operations
    • Students
    • Academic Staff
    • Classified Staff
    • Risk Management
    • Campus Police
    • SEIU (required)
    • AFT
    The location Safety Committee will ensure that at least the following are met:
    1. The committee meets regularly, but not less than quarterly.
    2. Minutes or written records are prepared for each meeting showing the safety and health issues discussed. These records shall be made available to all affected employees through the use of postings, newsletters, or other appropriate written materials. Records of the meetings will be kept on file with the IIPP Coordinators for at least 5 years.
    3. Reports of safety inspections, investigations of occupational accidents, and causes of any incident resulting in injury, illness, or exposure to hazardous substances are reviewed. Where necessary or appropriate, the committee will submit suggestions to management for the prevention of future incidents.
  4. Hazard Notifications - Notifications of potentially hazardous or unsafe conditions or personnel actions can be submitted by:
    1. Inter-department mail sent to managers, supervisors or location Safety Committee members
    2. Suggestion boxes
    3. Open forums or training classes
    4. Verbally communicating through supervisors, union representatives, or the Human Resources Department
    Location Managers will submit hazard notifications, whether anonymous or signed, to the appropriate Safety Committee.
  5. Miscellaneous - When appropriate, the District may use written communications such as inter-District memos, electronic media, envelope stuffers, newsletters, and workplace postings to supplement the previously described systems and further communicate to employees on matters relating to workplace safety and health.