April 2012 Safety Spotlight Assessment UC and Safe Work A UC System-Wide Publication of the Environment, Health & Safety Leadership Council Practices

Poster of the Month Avoiding Workplace Your Job Safety Analysis: You Need It. Have You LEARN Completed It? is PLAN alys A Job ty An Safety Safe Job ices Analysis ract ork P (JSA) ACT fe W g Sa inin helps you d Tra s The best way to avoid or keep a hazard under plete ition under- control is to understand it before injury or harm can om ond C afe C stand and occur. Hazards are all around us, at home, out in the Uns ly rect ular avoid the community, and at work. A thorough Job Safety Cor Reg Analysis (JSA) creates a foundation for safe work afety that ss S practices for you and your co-workers to follow. iscu ork are inher- D afe W ent in your primary job In your UC workplace, a JSA is a systematic, efficient way All S Ps low SO tasks. Have you completed to identify existing risks for all types of work processes. Fol and tices or reviewed your JSA for It is the first step in ensuring a safe work environment. rac Additional steps include developing safe work practices, P these? Print and post this communicating about hazards and how to control them, and month’s poster to remind developing emergency response procedures. everyone in your depart- A program that successfully reduces work-related illnesses ment to complete and/or and injuries depends on accurate data. Assessing the nature review their JSAs for pri- and severity of potential hazards provides some of that data. mary job tasks. Download Poster A Job Safety Analysis (JSA) identifies potential health and injury hazards and corresponding safe Links & Resources practices and preventive equipment, for every work task in your department or unit. Examples of different applications include: “Ergo 101” Ergonomics Safety Procedures Basics from About.com Keep floors clear of debris and liquid spills. Do not stand on Machine Guarding eTool Job Task: Injuries due to chairs; use proper foot stools or from U.S. OSHA slips, trips and ladders. Do not store heavy objects overhead. Do not topload Employee falls, and falling Hazard Assessment Basics objects. filing cabinets; fill from bottom to from U.S. OSHA working in an top. Do not open more than one office file area file drawer at a time. Brace tall bookcases and file Eye Safety Presentation: cabinets to walls. Provide one-inch lip on shelves. American Optometric Assn. Safety Procedures UC Guiding Principles on Risk Health, Safety and the Ensure that cryogenic fluids are labeled, vent- Environment ed and stored correctly. Check fluid containers Physical injuries routinely for leakage, damage and continuous UCOP Environment, Health caused by direct venting. Only permit qualified, trained indi- & Safety Links and physical contact viduals to handle cryogenic fluids. Work with Resources Job Task: with cryogenic cryogenic fluids in a fume hood, and use fluids. proper lab attire at all times, including cryo- UC Be Smart About Safety Laboratory technician genic gloves, splash goggles or face shield, lab coat, long pants and closed-toe shoes. Program Home Page handling cryogenic fluids

Video: Introduction to Job What are your opportunities for simplified, systematic injury prevention? A , accurate JSA Safety Analysis is is essential for every major work task in a department. This vital process links job tasks, their associated hazards, and the preventive steps that help to neutralize those hazards. They can become the basis for training, procedure development and efficiency improvements. How Does Your Workplace Rate on Hazard Understand the Assessment and Safe Work Practices? Connection During your next staff meeting, take some time to assess your team’s safety performance. Work Between Ergo- with your supervisor and co-workers to find opportunities to strengthen your practices. You will find that systematic, team-oriented safety efforts help keep your day-to-day operations efficient nomics and as well as safe. Wellness: Your Long-Term Health Has Your Department...? Depends on It  Provided for all employees to complete safety training How much time to you  spend sitting during the Performed JSAs on all primary job tasks to identify potential risks day? Do you often work  Developed or updated departmental safe work practices while bending down, twist-  ing or over-reaching? Do Modified the work environment to eliminate or reduce hazards you perform certain tasks -  Created a hazardous materials and waste management plan either at the keyboard, lab  bench or workshop - over Posted all required Occupational Health and Safety bulletins and over?  Identified required Personal Protective Equipment (PPE) and enforced its use  Implemented proper ergonomic measures and controls Whether at work or at home, these ergonomic mis-  Worked with your UC Emergency/Continuity Management department to develop takes can dramatically an emergency response plan impact your health. The  Updated your departmental emergency contact list consequences of not follow- ing proper ergonomic pro-  Consistently implemented all including Lock Out/Tag Out cedures can extend into  Informed employees about crime prevention measures your overall health and well being.

They can prevent you from Your department may need to take action if some of the above items are not completed. Talk enjoying home activities, with the experts in your and Safety (EH&S), Occupational Health, and Risk recreation and important Management offices for advice on safety programs that are appropriate for your department. family interactions. They Using a Job Safety Analysis as a foundation, you can determine what, if any, Personal Protective can affect your energy and Equipment, safety devices and processes are needed to avoid illness or injury. prevent you from enjoying a healthy, active lifestyle. JSAs Help Identify Safe Work Practices, Protective

Your psychological well Devices and Personal Protective Equipment being can also suffer when you can’t participate fully in Substitute with less haz- Make ergonomic adjust- activities and relationships ardous materials such as ments to your workspace, due to injury. It’s hard to be green cleaning supplies, take regular breaks to upbeat, optimistic and whenever possible, and stretch and rest your eyes. engaged when you are limit the time you spend coping with chronic health working with hazardous conditions. substances. Wear required personal protec- New research reveals that tive equipment the impacts of improper to prevent injury ergonomics, including and safeguard “sitting disease,” can have your long- life-long, serious health and term health. disease resistance conse- quences. Take steps today to address your workplace Use, store and ergonomics; your wellbeing dispose of haz- depends on it. ardous materials properly. Contact your EH&S staff or Use protective equipment that ergonomic specialist today shields you from burns, cuts, abra- Install and use required machine for information on ergonom- sions and exposure to harmful guards and interlocks, and ic programs and resources. substances. Be sure you have the use other engineering controls proper training to use respirators developed for your safety including and other specialized devices. fume hoods and biosafety cabinets. Preventing workplace injury and illness is everyone’s responsibility. Do You Have an DEPARTMENT DEPARTMENT EMPLOYEES MANAGERS & LEADERS IIPP? SUPERVISORS Providing practical knowledge and Demonstrating Leadership Keeping employees safe is following all safety procedures Facilitating, empowering, remov- a responsibility shared by ing barriers to success  Develop injury prevention all. Establishing and follow-  Manage your own behavior milestones with your staff  Spearhead the creation of ing an effective Injury & and risks by following all safe- each fiscal year with defined your department’s Illness and Illness Prevention Program ty procedures, i.e., using strategies and responsibilities Injury Prevention Program. (IIPP) is the best way to machine guards, Lock-Out/ for implementation. reach that goal. An IIPP is Tag Out, etc.  Establish and participate in  Set the expectation that your required by CalOSHA and safety committee meetings  Take an active part in support- department or unit will have consists of a coordinated that routinely review past ing your department’s injury an up-to-date and fully imple- action plan to ensure that injuries, and address hazards and illness prevention efforts. mented Injury and Illness safety is properly managed and safety issues. Contribute your ideas and Prevention Program. throughout each depart- suggestions for safety  Ensure safety inspections are ment’s operations.  Model correct behavior by improvements. performed often to address making safety a top priority. The benefits are clear: housekeeping and other  Wear required personal pro- safety hazard areas.   An IIPP helps ensure tective equipment, and use Provide assigned staff for the that safety is the founda- proper body mechanics for  Conduct timely and detailed time, budget and resources to tion of a long, active and safe lifting, pushing/pulling and injury investigations to identi- address safety issues. enjoy- reaching elevated locations. fy root causes and focus on  Set the expectation that your able life preventive actions.  department or unit will have both at Report any unsafe conditions  Be a role model for safety by complete, up-to-date safe work or practices to your supervisor motivating, coaching and work practices. and at or safety coordinator. intervening to ensure that home.   Support the roles and Complete all required safety proper safety behaviors are training and certifications, and responsibilities of supervisors practiced consistently and and safety coordinators. be sure you are properly at every level. trained to use specialized safety equipment.  Recognize and reward your staff’s progress toward safety excellence.  Learning and following TOP TEN safe work practices, using Reasons for Setting up an Injury and Illness Prevention Program personal protective equip- ment, proper tools and An effective IIPP It’s mandatory! An IIPP is required by Having an IIPP ergonomics, correct materi- establishes a safety California Code of Regulations Title 8, and reflects the commit- al handling techniques and 2 3 1 management system most campus and medical center policies ment of department con- to keep employees safe require “Safety Management Programs,” which are leaders to maintaining a trols, all reduce the risk of and healthy and protect documented when creating an IIPP. safe, healthy workplace. employee injury. University resources. Your EH&S and other UC safety staff can  IIPP safety discussions Creating an IIPP provide consultation and plan models to are a great vehicle for The measures con- 6 is an opportunity streamline the process. obtaining vital employee tained in the IIPP 5 Having an IIPP 4 for all depart- input to safety and health help ensure compli- helps you track ment members to con- CalOSHA will always 8 guidelines. ance with CalOSHA and and document tribute their expertise review an organization’s other regulatory guide- corrective actions  toward achieving the 7 IIPP when they respond to Proactively managing lines, safeguarding following an injury or overall goal of a safe, a serious injury or employee your risk leads to more employee well being and near miss. secure workplace. complaint. Not having one can efficient and productive averting costly compli- result in fines and citations to your department. work. Talk to your EH&S ance violations. office today to learn more about UC Illness and Injury An IIPP ensures Strategy and planning discussions associated with your IIPP serve as Prevention Programs. 9 that all employees 10 a forum for people from different areas of the department to meet reg- receive required ularly, share concerns and ideas, and keep up with developments. These ongo- training and education. ing dialogs encourage communication and improve department productivity. Who’s Got Vision and Hearing Protection Does your job safety analysis indicate a risk to vision or Your Back? hearing? Use required Personal Protective Equipment to protect UCOP Working Group your eyes and ears. Promotes Ergonomics that Safeguard Employee : Every Task, Every Time Health and Safety • Take eye protection seriously and wear your safety glasses with side protection, Each campus or medical cen- goggles or face shield at all times when working, to prevent: ter has its own culture and - Corneal abrasions or laceration of the eye’s surface personality. In terms of safety - Dust, metal particles or slivers on or embedded in the eye and , power- ful allies stand behind their - Chemical splash or burn, and welder’s flash-burn individual programs and initia- • According to the American Optometric Association, about 60% of workers with tives. Coordinated by the UC eye injuries were not wearing eye protection or were using the wrong kind of Office of the President protection at the time of the accident. (UCOP), working groups made • Be sure you use safety glasses, tinted glasses, face shields or tacking/welding hoods provided and/or approved up of experts from throughout by your campus safety guidelines. the sys- • Know where safety showers and eye wash stations are, and know how to tem unify respond in case of exposure. and share program Take Steps to Ensure a Lifetime of Healthy Hearing ideas that are appli- • cable to Prolonged exposure to loud noises can damage the delicate structures within all UC the inner ear and cause permanent . facilities. • Always use hearing protection such as earplugs or earmuffs when working around loud tools, machinery and other loud noises. In the constantly evolving sci- • Check with your supervisor or safety coordinator to determine which kind of ence of ergonomics, the hearing protection is most appropriate. UCOP Ergonomics Working • When you use earphones or earbuds to listen to music or other audio, turn down the sound. Headphones can Group serves as a clearing- damage your hearing as much as some tools and motors if played too loud. house of information, program models and other resources. Always Use Required Personal Protective Equipment (PPE) The Working Group member- ship of 12 to 15 subject matter experts draws from the entire • Be sure you are properly trained to use specialized protective equipment. UC system. Members meet • Only use a respirator if you have successfully completed the required medical clearance and training and have monthly via phone conference been properly fitted for that specific make, model and size of respirator. to review issues and opportu- • Always select the correct PPE for the task you plan to perform. nities for improvement. • Inspect Personal Protective Equipment prior to using it, and notify your supervisor if the PPE is damaged.

Through step-by-step analysis, research and consultation, they develop practical pro- grams for departments and units to use in day-to-day operations. “Our goal is to UC Risk Summit Meeting recommend measures that are straightforward and easy Knowledge, consultation, perspective to help you to implement, so that supervi- meet your risk management targets sors and managers can quick- ly and efficiently use them,” UC staff members from all administrative areas are encouraged to attend the UCOP says Kristie Elton, Ergonomics annual Risk Summit, held this year at the Marriott Oakland City Center, June 6-8. This Specialist at UC Riverside and yearly conference enables you to connect with staff from throughout the system to dis- Co-Chair of the Working cuss risk management best practices, updated policy and compliance information, program Group. “We help campuses models and more. “During the annual Risk Summit, representatives from UC campuses, medical centers and other and medical centers build long facilities share information and ideas,” says Grace Crickette, UCOP Chief Risk Officer. “It is an opportunity to term strength into their exchange ideas and issues, and to build a knowledge base that incorporates staff expertise throughout the sys- ergonomic standards and tem.” Risk Summit attendees represent diverse departments, including Student Affairs, Human Resources, practices.” Occupational Health and Workers’ Compensation, Benefits, Legal, Claims, EH&S, Fire, Police and Finance.

Make a connection with your systemwide colleagues. Access Risk Summit 2012 registration Read more information—and learn more about UCOP Risk Services—at www.ucop.edu/riskmgt/. Careless Chris

Careless Chris connect Misplaces His Trust ...an Imaginary Know where to turn on your UC campus for the information you need to keep yourself, your Scenario workplace and your environment safe and secure. Click on the campus links below to connect to local program, educational and informational resources. Careless Chris super- vised a team of hard- ergonomics working employees in a busy research laborato- UC Berkeley UC Riverside UCOP ry. According to his injury occupational resume and interview, the new employee he UC Davis UC San Diego UC ANR hired was already profi- health cient in his job, so Chris prevention didn’t feel any urgency UC Irvine UCSF about providing training for him. Chris soon chemical & lab learned that he should UCLA UC Santa Barbara have trusted UC proce- dures more than a con- emergency vincing resume. UC Merced UC Santa Cruz safety Click here to read the story preparednesssafety  Feedback, Please UC Police Improve Efficiency strategies UCOP Program Send an email to and Utility of Crime Dramatically Reduces [email protected] Reporting Processes Slip-and-Fall Incidents to submit your comments Keeping current and prospective students, parents, faculty Systemwide, UC experiences over 700 slip and fall related on the April 2012 issue or to suggest content ideas for and staff informed about campus safety is an important claims every year. The results: pain and suffering for UC future issues. We look for- commitment for UCPD staff. Annual reporting is also employees, and direct workers’ compensation costs in ward to hearing from you! required by federal and state regulations. excess of $7 million per year, an amount that can increase to over $15 million per year if indirect costs are factored in. Compiling and processing the volumes of data needed to The large majority of these incidents involve food service COMING SOON! prepare annual crime reports could require more than 260 and custodial employees who work in environments with work hours and a two-month time period, resulting in less wet and/or greasy floors. May 2012 officer time spent performing other duties. Heat Related Shoes for Crews® is a Be Smart About Safety initiative To streamline the production of the required reports and Illness and Injury that was introduced across the UC system in April 2011. create efficiencies, UCPD turned to the Enterprise Risk The goal was to reduce the number slip Management Information System (ERMIS). and fall injuries, resulting in less human The ERMIS was to gather and process crime sta- suffering and conserving vital tistics on a monthly rather than yearly calendar. This new University budget funds. To date, the approach was designed to create efficiencies and save program has reduced slip-and-fall time in comparison to compiling all twelve months at once. incidents by 50 percent. Monthly reporting will also enable UC law enforcement In January 2012, the program was At work and at professionals to view the statistics and any trends at their expanded to include all custodial/house- home, heat-related locations from month to month. ERMIS provides an addi- keeping staff, grounds keepers and animal care staff. illness and injury tional enhancement by formatting annual statistics in inter- Through the Shoes for Crews program, qualifying employ- can occur suddenly active reports that enable review and comparison of statis- ees can receive up to two pairs of slip-resistant shoes per and can seriously tics crime categories UC locations. employee per year, or slip-ons for temporary employees. damage your The costs will be covered by Be Smart About Safety funds. ERMIS as a business intelligence tool will be an integral health. Learn about For more information, employees should see their manag- how to avoid the part of the data warehousing architecture that will be used er or supervisor. Managers and supervisors are encour- situations that can to navigate through the data acquired from the various aged to go to www.shoesforcrews.com or contact Laurie cause you harm in sources. Roloff at 866-218-9792. our May issue. Click here to learn more about ERMIS. Click here for more information about the Be Smart About Safety program.

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