Responsibilities: Vice Chancellor, Human Resources
The Vice Chancellor of Human Resources has full authority and responsibility to maintain safe and healthful working conditions within his/her jurisdiction whether it is out in the field or in the office. Although personnel exposure to hazards varies widely from college to college, it is expected that an unrelenting effort will be directed toward controlling injuries, collisions, liabilities and waste of materials at each District location. Therefore, the Vice Chancellor of Human Resources should:
- Ensure that all personnel under his/her direction comply with the policies and procedures set forth herein.
- Provide the leadership and positive direction essential in maintaining appropriate loss prevention policies as a prime consideration in all operations.
- Devote a portion of staff meetings, as necessary to a review of District losses (accidents) and to discuss plans to bring about more positive loss reduction. This will vary with the frequency and severity of losses and the degree of hazardous operations involved.
Demonstrate a personal concern in district losses by interviewing directly, or through a responsible designee, each worker and his/her supervisor who has:
- Lost work time from an individual injury because of negligence.
- Been involved in a vehicular collision because of failure to drive defensively or to comply with traffic laws.
- Ensure that all planning for construction and remodeling facilities fully implement appropriate refinements specified in OSHA standards and applicable state and local regulations.
- Call upon the District's Risk Manager for any assistance needed in promoting effective loss control.
- Hold each manager fully accountable for an explanation of the preventable injuries, collisions, and liabilities incurred by his/her employees. An excessive number is an indication that some management practices need re-evaluation.
Each manager shall be fully responsible and accountable to the appropriate IIPP Coordinator, Location Coordinator or designated Location Manager for compliance with the provisions of the program within his/her area of responsibility. He/she should ensure that:
- All hazardous tasks are covered by specific, published work rules to minimize injury and property damage potential.
- All personnel are briefed and fully understand division work procedures and existing safety policies.
- All employees, new and old, are trained and when necessary, retrained in the accepted way each hazardous job must be accomplished.
- All employees are instructed and understand the use and need for protective equipment for specific hazardous jobs.
- Necessary safety equipment and protective devices for each job are available, are used, and used properly.
- Periodic safety meetings are conducted to review accidents, analyze their causes, and promote a free discussion of hazardous work problems and possible solutions.
- Safety suggestions and written comments from employees are encouraged, and those that are feasible are forwarded to the location safety committee chairperson for review.
- Equipment acquisition specifications are reviewed annually so that specifications conform to the current safety requirements of OSHA and ANSI standards prior to soliciting bids.
- All serious accidents are thoroughly investigated, recorded, and promptly reported in accordance with instructions suggested herein.
- Full use of the Campus or District Safety Committees is made to preclude future occurrence of the same type of accidents and to determine their preventability.
- Prompt, corrective action is taken wherever hazards are recognized or unsafe acts are observed.
- Each manager is held accountable for the preventable injuries, collisions, and liabilities incurred by his/her employees.
- Emphasis is placed on resolution of safety problems at the location level when they cannot be internally resolved. If unable to resolve safety problems at the location level, request the item be brought before the Safety Committee.
- Each manager should include an employee's safety record in the basic criteria used to judge each formal Performance Evaluation. An employee who causes accidents to happen to himself/herself or to others has specific performance deficiencies that should be recognized, itemized, and corrected. To ignore the deficiency and reward substandard performance is a disservice to the individual concerned and detrimental to the safety efforts of management.
Responsibilities: Supervisory Personnel
A supervisor has full responsibility for the safe actions of his/her employees and the safe performance of machines and equipment within his/her operating area, and he/she should have full authority to enforce the provisions of this manual to keep losses at an absolute minimum. Each supervisor should:
- Assume full responsibility for safe and healthful working areas for his/her employees while they are under his/her jurisdiction.
- Be fully accountable for preventable injuries, collisions, and liabilities caused by his/her employees.
- Ensure that all management policies herein are fully implemented for maximum efficiency of each job.
- Take the initiative in recommending correction of deficiencies noted in facilities, work procedures, employee job knowledge, or attitudes that adversely affect district loss control efforts.
- Be firm in enforcement of work policies by being impartial in taking disciplinary action against those who fail to conform, and by being prompt to give recognition to those who perform well.
- Maintain written document that each employee is fully trained for the job he/she is assigned to do, that he/she is familiar with the published District work rules, and that he/she has received information indicating that compliance is mandatory.
- Fully cooperate with the District Risk Manager in shutting down operations considered to be an imminent danger to employees or in removing personnel from hazardous activities when they are not wearing or using prescribed protective equipment.
- Investigate every employee accident/injury, determine the cause of the accident, recommend preventative action (if appropriate), counsel the employee if the injury resulted from an unsafe action, and provide additional safety training (if appropriate).
- Follow up on all employee accidents by letting the employee know you care about his/her welfare; ensuring the injury is accurately reported; and following up on off-work time and return-to-work dates.
- Evaluate employees properly by indicating to the employees that following safe work procedures is required of all district employees; adherence to safety requirements is considered on evaluations; and failure to comply with safety rules are grounds for disciplinary action.
- Ensure that in-service educational programs are periodically planned for all employees and that documentation is maintained of all educational activities.
Employees should be required, as a condition of employment, to exercise due care in the course of their work to prevent injuries to themselves and to their fellow workers and to conserve materials. Each employee should:
- Report potential or suspected unsafe conditions to his/her supervisor.
- Keep work areas clean and orderly at all times.
- Report all accidents immediately to his/her supervisor.
- Avoid engaging in any horseplay and avoid distracting others.
- Learn to lift and handle materials properly.
Each employee working at hazardous jobs should, in addition:
- Obey all safety rules and follow published work instructions.
- Only operate machinery or equipment that he/she has been trained and authorized to operated by his/her supervisor.
- Use only the prescribed equipment for the job and handle it properly.
- Wear required protective equipment when working in hazardous operation areas. Dress safely and sensibly.
Responsibilities: Risk Manager
The District Risk Manager should conduct a loss prevention program. He/she is responsible for directing staff and administrators in this program, and should take all actions deemed essential to produce a positive reduction in accidents and their causes. Specifically, he/she should:
- Maintain the program to incorporate the current practices and philosophies adopted by the safety profession as most effective in preventing injuries, occupational diseases, vehicular collisions, liabilities, and damage to equipment and material.
- Consult directly with management personnel and employees on loss prevention matters, and provide guidance necessary to assure effective administration of this program.
- Chair District Safety Committee meetings to promote maximum understanding of the program objectives.
- Periodically evaluate compliance with the program within the locations. Make frequent inspections of facilities for hazardous conditions and housekeeping and make frequent checks of instructional and shop areas to insure worker compliance with OSHA standards. He/she should have full authority to stop hazardous jobs when prescribed safety precautions are not being enforced. Upon verbal notification of the violation, the supervisor in charge should stop the operation until the discrepancy is corrected. The District Risk Manager should then submit a report directly to the Vice Chancellor of Human Resources.
- Promote an effective driver training and authorization program for drivers of district vehicles.
- Maintain complete records on district accidents and publicize information that would inform management of trends that call for strong corrective measures.
- Monitor the procession of Cal/ OSHA citations received by the District.
- Recommend the use of approved safety equipment essential for specified hazardous operations.
- Fully utilize the assistance available from State and Federal Labor Departments, third party claims and loss control administrators, and safety councils on matters pertaining to safety and health.
- Ensure the thorough investigation of accidents resulting in lost time, hospitalization, death, and extensive property damage.
- Compile and issue an annual safety report each January to the Vice Chancellor of Human Resources
- Bring unsafe activities and conditions to management's attention and actively participate in safety and health training and other related activities.
Responsibilities: Visitors and Guests
All visitors and guests must comply with location health and safety requirements and participate in the District's Injury & Illness Prevention Program activities as required.