LOSS PREVENTION MANUAL Topic No. 500-000-015 State Safety Office Tallahassee, Florida Effective November, 2010 LOSS PREVENTION MANUAL 500-000-015 TABLE OF CONTENTS INTRODUCTION: LOSS PREVENTION MANUAL PURPOSE Intro-1 AUTHORITY Intro-1 SCOPE Intro-1 REFERENCES Intro-1 GENERAL Intro-1 DISTRIBUTION Intro-2 QUESTIONS, SUGGESTIONS or COMMENTS Intro-2 REVISIONS AND ADDITIONS Intro-2 TRAINING Intro-2 FORMS Intro-3 CHAPTER 1: RESPONSIBLITIES 1.1 DEPARTMENT 1-1 1.2 DISTRICT SECRETARIES AND THE CENTRAL OFFICE 1-1 1.3 UNIT MANAGERS/OFFICE HEADS 1-1 1.4 IMMEDIATE SUPERVISORS 1-1 1.5 SAFETY AND HEALTH MANAGERS AND SPECIALISTS, OR DESIGNATED SAFETY REPRESENTATIVE 1-2 1.6 EMPLOYEES 1-2 1.7 STATE SAFETY OFFICE 1-3 1.8 HAZARD REPORTING SYSTEM “HOTLINE” 1-4 CHAPTER 2: TRAINING AND EDUCATION 2.1 TRAINING AND EDUCATION GOALS 2-1 2.2 SAFETY ORIENTATION 2-1 2.3 SAFETY INDOCTRINATION 2-1 2.4 TRAINING 2-2 2.5 FORMS 2-2 CHAPTER 3: INCIDENT REPORTING AND INVESTIGATION PROCESS 3.1 REPORTING OF INCIDENTS 3-1 3.2 REPORTING OF FATALITIES 3-1 3.3 INVESTIGATION OF ACCIDENTS 3-1 3.4 INFORMATION GATHERING 3-2 3.5 REVIEW OF INJURY/ILLNESS AND VEHICLE CRASH/INCIDENT OCCURRENCES 3-2 3.6 DRIVER RECORD CHECKS 3-3 CHAPTER 4: PERSONAL INJURY/ILLNESS REPORTING 4.1 RESPONSIBLITIES 4-1 4.2 FORM 4-2 CHAPTER 5: VEHICLE CRASH/INCIDENT REPORTING 5.1 PURPOSE 5-1 5.2 DEFINITIONS 5-1 5.3 VEHICLE CRASH 5-2 5.4 VEHICLE INCIDENT 5-4 5.5 VEHICLE CRASH/INCIDENT REPORT DISTRIBUTION 5-5 5.6 FORMS 5-5 CHAPTER 6: WORKPLACE SAFETY COMMITTEES 6.1 PURPOSE 6-1 6.2 GENERAL REQUIREMENTS 6-1 6.3 COMMITTEE FUNCTIONS 6-1 6.4 COMMITTEE STRUCTURE 6-2 CHAPTER 7: SAFETY AWARENESS 7.1 PURPOSE 7-1 7.2 OBJECTIVES 7-1 7.3 PROGRAM ACTIVITIES 7-1 CHAPTER 8: SAFETY INSPECTION 8.1 PURPOSE 8-1 8.2 SAFETY INSPECTION RESPONSIBLITIES 8-1 8.3 DANGER TAGS 8-2 8.4 UNAUTHORIZED REMOVAL OF TAGS 8-3 CHAPTER 9: FIRST AID/MEDICAL ASSISTANCE 9.1 PURPOSE 9-1 9.2 IN THE EVENT OF AN INJURY 9-1 CHAPTER 10: STANDARDS FOR SAFE WORK PRACTICES 10.1 PURPOSE 10-1 10.2 MANUAL MATERIALS HANDLING 10-1 10.3 PERSONAL PROTECTIVE EQUIPMENT AND LIFE SAVING EQUIPMENT 10-2 10.4 FIRE PREVENTION AND PROTECTION 10-8 10.5 ELECTRICAL SAFETY 10-12 10.6 LABORATORY SAFETY 10-13 (See Section 13.8 of this Manual) 10.8 CHAIN SAW OPERATIONS 10-13 10.9 WORK ZONE SAFETY 10-14 10.10 LADDERS 10-15 10.11 MOTOR VEHICLE AND EQUIPMENT OPERATIONS 10-17 10.12 FORKLIFT OPERATIONS 10-20 10.13 OFFICE HAZARDS AND SAFE WORK PRACTICES 10-21 10.14 INDOOR AIR QUALITY 10-23 CHAPTER 11: COMPLIANCE STANDARDS 11.1 PURPOSE 11-1 11.2 LABELS, SIGNS, AND FACILITY MARKINGS 11-1 11.3 COMPETENT PERSONS 11-8 11.4 OPERATIONAL REQUIREMENTS 11-9 CHAPTER 12: TRAINING REQUIREMENTS 12.1 PURPOSE 12-1 12.2 GENERAL REQUIREMENTS 12-1 12.3 TRAINING AND EDUCATION 12-1 12.4 SPECIAL TRAINING 12-5 CHAPTER 13: PROGRAMS 13.1 PURPOSE 13-1 13.2 CONFINED SPACE ENTRY 13-1 13.3 RESPIRATORY PROTECTION PROGRAM 13-3 13.4 HEARING CONSERVATION PROGRAM 13-5 13.5 MOTOR VEHICLE/HEAVY INDUSTRIAL EQUIPMENT OPERATION AUTHORIZATION 13-7 13.6 HAZARDOUS ENERGY CONTROL PROGRAM (LOCK-OUT/TAG-OUT) 13-9 13.7 BLOODBORNE PATHOGENS OCCUPATIONAL EXPOSURE CONTROL PLAN 13-13 13.8 LABORATORY SAFETY PROGRAM 13-26 13.9 HAZARD COMMUNICATION 13-39 13.10 INDOOR AIR QUALITY 13-42 Topic No. 500-000-015-i Effective: November 18, 2010 Loss Prevention Manual INTRODUCTION LOSS PREVENTION MANUAL PURPOSE: To establish a Department uniform loss prevention program designed to reduce and/or eliminate the number of work-related injuries to employees and damage to materials or property due to injuries, illness, vehicle crashes, and incidents. Also, to establish uniform operational plans and delineate responsibilities for maintaining a safe working environment for all employees of the Department. AUTHORITY: Sections 20.23(3)(a), Section 284.50, and 334.048(3), Florida Statutes (F.S.) SCOPE: This Loss Prevention Manual (Manual) applies to all employees and operations of the Department. REFERENCES: The Governor’s Executive Order, No. 2000-292, directed all State agencies in Florida to comply with Subparts C through T and Z of the Occupational Safety and Health (OSHA) Subparts, 29 CFR Part 1910, as revised July 1, 1993. The Department also requires employees to comply with the most current OSHA standards found in 29 CFR Parts 1926, and 1928.51. GENERAL: (1) The Department’s loss prevention program will be implemented through safety manuals and guidelines promulgated by the State Safety Office based upon the requirements set forth by the state and federal agencies having such authority and jurisdiction. (2) The Department’s facilities will be planned with the intent of providing each employee a place of employment free from recognized hazards. This commitment requires that safety be considered in all phases of operations. (3) The State Safety Office shall provide the leadership and technical assistance to develop implementation strategies and policies to promote safety awareness, hazard recognition and correction, and reporting within the Department. Loss Prevention Manual Intro-1 Topic No. 500-000-015-i Effective: November 18, 2010 Loss Prevention Manual (4) Supervisors shall be held accountable for maintaining a safe work environment and for ensuring that employees perform their work in a safe manner. (5) Employees are responsible for performing their work in a safe manner and for following established procedures and safe work practices. (6) Employees shall be provided initial indoctrination and the necessary training to enable them to perform their assigned tasks in a safe manner. (7) Employees will exercise their responsibility of reporting work place injuries, accidents, incidents, or hazardous conditions and not be subject to retaliation or penalty. DISTRIBUTION: The Manual is available at the following addresses: On the Internet at: http://www.dot.state.fl.us/safety/IndustrialSafety/indussafLossPrevProc.shtm On the Infonet at: http://infonet.dot.state.fl.us/tlofp/ The State Safety Office’s website at: http://www.dot.state.fl.us/safety/ QUESTIONS, SUGGESTIONS, or COMMENTS: Any questions, suggestions, or comments concerning the Manual should be addressed to the State Safety Office by calling (850) 414-3100 or visiting http://www.dot.state.fl.us/safety/11-IndustrialSafety/IndSafety-1.shtm REVISIONS AND ADDITIONS: All revisions will be coordinated with the Forms and Procedures Office in accordance with the Department’s Standard Operating System Procedure, No.025-020-002. TRAINING: Courses are available within the Department that will provide for the specific safety training required of employees. Training is prescribed in Chapter 12 of the Manual. Loss Prevention Manual Intro-2 Topic No. 500-000-015-i Effective: November 18, 2010 Loss Prevention Manual FORMS: Forms referenced in Chapters 3, 4, 5, 6 and 13 of the Manual are available from the Department’s Forms Library. Loss Prevention Manual Intro-3 Topic No. 500-000-015 Effective: November 18, 2010 Loss Prevention Manual Chapter 1 RESPONSIBILITIES 1.1 DEPARTMENT The Department shall furnish a work environment that is safe for its employees and shall adopt measures reasonable and necessary to protect the life, health, and safety of its employees. 1.2 DISTRICT SECRETARIES AND THE CENTRAL OFFICE Each District Secretary, or designee, and a representative from the Central Office shall establish a loss prevention program that includes, at a minimum, the program elements specified in this chapter. These individuals shall ensure that program and processes identified in this manual are implemented and a process is in place to assure each employee is in compliance. 1.3 UNIT MANAGERS/OFFICE HEADS 1.3.1 A Unit Manager/Office Head is an individual who exercises direction and control over one or more cost centers. 1.3.2 Each Unit Manager/Office Head is responsible for enforcing all safety rules and regulations and for implementing loss prevention programs. They are also responsible for ensuring their employees are provided with required safety training in accordance with Chapter 12 of this Manual. 1.3.3 Unit Managers/Office Heads responsible for promulgating procedures shall ensure that such procedures address safety-related issues and responsibilities in compliance with applicable federal, state, and other regulations and industry standards. 1.3.4 The Unit Manager/Office Head may designate and assign specific safety responsibilities to an employee in implementing the requirements of this manual. 1.4 IMMEDIATE SUPERVISORS 1.4.1 The immediate supervisor is an individual who exercises direction and control over the work activity of one or more employees. Loss Prevention Manual 1-1 Topic No. 500-000-015 Effective: November 18, 2010 Loss Prevention Manual 1.4.2 The immediate supervisor in charge of any work activity is responsible for ensuring that a safe work environment is maintained, safe work practices are followed, and employees are trained. No employee will be required to do a job using unsafe equipment or that violates safe work practices. 1.4.3 The immediate supervisor is responsible for notifying employees to be responsible for their own safety and the safety of their peers. They are also responsible for assessing and reducing work related risks. 1.5 SAFETY AND HEALTH MANAGERS AND SPECIALISTS, OR DESIGNATED SAFETY REPRESENTATIVE 1.5.1 Safety and Health Managers or Other Designated Representative The Safety and Health Managers or designees are the focal point for coordination of his/her District safety and health programs.