SECTION III:      BASIC ELEMENTS OF THE ENVIRONMENTAL

                   HEALTH AND SAFETY PROGRAM

 

I)       RECORDKEEPING

 

PURPOSE

 

Maintenance of an adequate recordkeeping system in regard to accidents, injuries, hazardous materials management, and other environmental health and safety related matters to:

 

1.     Provide information essential to ongoing implementation of an effective accident prevention and hazardous materials management program, including data which will be helpful in identification and elimination of many of the factors which cause injuries and illnesses in the workplace.  Provide a method whereby an ongoing review and monitoring of this program can occur.

 

2.      Comply with applicable regulatory standards and requirements, including Chapter 296-24 and Chapter 296-62 WACs, Department of Labor and Industries, and the Dangerous Waste Regulations, Chapter 173-303, Washington State Department of Ecology.

 

PROCEDURES

 

1.  INTERNAL CCS FORMS:  Completion and maintenance of the following CCS forms, as appropriate:

 

Acknowledgment of Understanding of Fleet Policies and Procedures:  Signed by CCS employees using permanently assigned state vehicles in accomplishing their CCS job responsibilities.

 

Air Sampling Log:  Used by staff of the CCS Environmental Health and Safety Office in the conduct of air quality surveys.

 

Audio-Dosimeter Survey:  Used by staff of the CCS Environmental Health and Safety Office to determine possible over-exposures to sound levels in the CCS work environment.

 

Authorization for the Release of Employee Medical Record Information to a Designated Representative:  For CCS employee use when they wish to have relevant exposure and medical records on themselves, which are maintained by the CCS Human Resources Office, released to a designated representative.

 

Building Self-inspection Safety Survey:  Documentation of self-inspection surveys of CCS facilities.  (Refer to Section III-B of this document, "Self-Inspection", for further detail regarding use of this form.)

 

Chemical Wastes Report:  Completed by CCS employees to accomplish pick-up and proper disposal, by staff of the CCS Environmental Health and Safety Office,  of hazardous materials which they have generated and which require proper disposal as hazardous waste.

 

Confined Space Entry Evaluation and Report:  Completed by confined space entry coordinator at the time of each confined space entry.

 

Employee Medical Questionnaire, Potential Respirator User:  Completed by employees prior to assignment of a respirator and reviewed by staff of CCS Environmental Health and Safety Office.  A positive response to any of the items may necessitate physician consultation for advisability regarding respirator assignment.

 

Ergonomic Assessment of Computer Workstation:  Used by staff of CCS Environmental Health and Safety Office in completing ergonomic assessment of computer workstations.

 

Exposure Incident Report:  Completed by CCS employees to document an occupational exposure to blood and/or other potentially infectious material.

 

Fume Hood Inspection and Test Report:  Documentation of the annual inspection and testing of CCS fume hoods by staff of the CCS Environmental Health and Safety Office.

 

Hazardous Condition Report:  To document and report observed safety hazards so that follow-up corrective actions can be implemented, as appropriate.  (Refer to Section III-C of this document, Hazard Reporting and Correction, for further detail regarding use of this form.)

 

Hazardous Waste Collection Site Inspection Report:  Completed by staff of the CCS Environmental Health and Safety Office to document safe and environmentally correct conditions at CCS hazardous waste collection sites.

 

Hazardous Waste Satellite Accumulation Area Weekly Inspection (Shop Area):  Documentation of weekly inspections of designated hazardous waste satellite accumulation areas by individuals within such facilities who have been assigned this responsibility.

 

Hepatitis B Immunization Consent/Waiver:   Completed by CCS employees who have potential occupational exposure to bloodborne pathogens or other potentially infectious material upon completion of training provided by staff of the CCS Environmental Health and Safety Office.  Indicates their consent or waiver of provision by CCS of the hepatitis B immunization series, at no charge to the employee, through the Spokane County Health Immunization Clinic.

 

Hepatitis B Vaccination Record:  Documentation of CCS employees' hepatitis B vaccinations; a copy is maintained in the CCS Human Resources Office and the CCS Environmental Health and Safety Office.

 

Hot Work Permit:  Completion of this form is required prior to performing hot work in confined spaces.

 

Investigation Report (Accident, Occupational Illness and/or Property Damage):  Staff of the CCS Environmental Health and Safety Office generally determine when this report will be utilized for further investigation of an environmental health and safety-related incident.  They may conduct the investigation themselves, or may call upon the assistance of the appropriate safety officer and/or Environmental Health and Safety Committee.  (Refer to Section III-D of this document, "Accident and Occupational Illness Reporting and/or Investigation," for further detail regarding accident investigation and use of this form.)

 

Accident/Incident Report:  Utilized for the reporting of all college-related accidents and injuries occurring to CCS employees, students or visitors.  The injured party (or their supervisor or instructor, as appropriate) is to complete and route this form within 24 hours of the occurrence.  (Refer to Section III-D of this document, "Accident and Occupational Illness Reporting and/or Investigation," for further detail regarding use of this form.)

 

Respirator Qualitative Fit Test Record:  Completed by staff of the CCS Environmental Health and Safety Office to document results of qualitative fit tests given to CCS employees whose job responsibilities require the use of respirators.

 

Respirator Training Record:  A documentation of training provided by CCS Environmental Health and Safety staff to CCS employees whose job responsibilities require the use of respirators.

 

SFCC Utility Tunnel Asbestos O&M Plan Outline:  The information on this document is provided to any individual who is a non-CCS employee who has need to access a SFCC utility tunnel.

 

Vehicle and Equipment Service Record:  Completed by CCS fleet/maintenance personnel as documentation of their servicing of fleet vehicles and equipment.

 

Weekly Safety Check:  An internal form to assist shop instructors or supervisors in ensuring safe shop conditions.  Use of this form is recommended only; it is not required and is not a part of the formal CCS self-inspection system.

 

2.  STATE/NATIONAL FORMS:  The following forms are utilized by Community Colleges of Spokane, in compliance with applicable regulatory standards and requirements:

 

Accident Report, #LI-210-130:  This form documents an employee on-job-injury for which medical care was provided.  Originating from the health care provider, upon notification by the employee that the health care provider is treating an on-job injury, completion is the responsibility of three parties:  the injured worker, the health care provider and the employer, according to instructions on the form.  This form is used by Community Colleges of Spokane in lieu of the required OSHA 101 - Supplementary Record Occupational Injuries and Illnesses.  CCS Human Resources Office staff work with the Washington State Department of Labor and Industries and the specific medical care provider in coordination of the claim.

 

Dangerous Waste Annual Report Verification Form, Washington State Department of Ecology: This annual report, generally submitted the second month of each year, documents CCS hazardous waste disposal activities, including specific types and amounts of wastes, and how and where disposal occurred.

 

Log and Summary of Occupational Injuries and Illnesses, OSHA 200:  This log is a convenient means for classifying injury and illness cases and for noting the extent of and outcome of each.  Employers subject to the recordkeeping requirements of the Occupational Safety and Health Act of 1970, which includes CCS, must maintain a log of all recordable occupational injuries and illnesses.  Entries are to be made on the employers' log for all recordable cases no later than six working days after receipt of information that a recordable injury or illness has occurred.  At CCS, the Human Resources Office is responsible for maintenance of this form and its annual distribution at the end of January.  The person responsible for the annual summaries certifies that the totals are true and signs the form.

 

OSHA 200 Posting Requirements:  From February 1 to March 1, each establishment must post, in areas where notices to employees are customarily posted, a copy of the annual totals reported on the OSHA 200 (even if there have been zero injuries of illnesses during the year), including establishment identification and certification.  At CCS, the OSHA 200 is used for this purpose.

 

Upon receipt of the completed annual OSHA 200 log from the Human Resources Office, the CCS Environmental Health and Safety Office distributes copies to safety officers, for Environmental Health and Safety Committee members/building safety representatives to post on their facility safety bulletin boards.

 

Tier Two Emergency and Hazardous Chemical Inventory:  A requirement under SARA Title III, Section 312, this annual report indicates the chemical description, physical and health hazards, quantities, storage codes and locations of chemicals specifically required to be reported, when present in specified quantities.  Completed by staff of the CCS Environmental Health and Safety Office, it is sent to the State Emergency Response Commission (SERC) via the Washington State Department of Ecology, Community Right-to-Know Unit; the local Emergency Planning Commission (if applicable); and the local fire department.

 

3.  LENGTH OF RETENTION:  Recordkeeping forms, including the OSHA 200, must be retained for five years after the end of the calendar year to which they are related, and both current and retained records must be available at the establishment for inspection and copying by representatives of appropriate agencies such as the Washington State Department of Labor, the Washington State Department of Health, Education and Welfare, states accorded jurisdiction under the act, or the Washington State Department of Ecology.