University of California, Davis, Department of Viticulture and Enology, Injury and Illness Prevention Program Wickson Hall and the Enology Building

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1 University of California, Davis, Department of Viticulture and Enology, Injury and Illness Prevention Program Wickson Hall and the Enology Building May 1, 2006 Prepared by C.M. Lucy Joseph Safety Coordinator Prepared for the College of Agriculture and Environmental Sciences 1

2 Table of Contents I. UC DAVIS DEPARTMENT OF VITICULTURE AND ENOLOGY COMMITMENT TO HEALTH AND SAFETY Page A. Health and Safety Policy.. 4 B. Housekeeping Policy C. Objective of the Illness and Injury Prevention Program...4 D. Responsibility for Health and Safety.4 1. Program Administrator.4 2. Department Safety Committee and Safety Coordinator Principle Investigators Staff with responsibility for assigned space.6 5. Instructors of Laboratory Courses 6 6. Employees 6 II. HAZARD ASSESSMENT CONTROL.6 A. Identification of Workplace Hazards 6 1. Initial Assessment Work Place Hazard Evaluation Forms 6 3. Periodic Scheduled Inspections and Documentation Safety Log New Matters 7 6. Reporting Hazards...7 B. Monitoring and Mitigation of Identified Safety Hazards Identified Health and Safety Concerns Newly Discovered Health and Safety Concerns Hazards That Give Rise to Risk of Imminent Harm...8 III. EMERGENCIES..8 A. Emergency Evacuation Plan..8 B. Emergency Procedures

3 IV. UC DAVIS SAFETY RULES....9 V. DEPARTMENTAL COMMUNICATION WITH EMPLOYEES ON SAFETY ISSUES.9 A. Safety Committees Oversight Committee Committee of Safety Contacts...10 B. Laboratory Safety Meetings...10 C. Anonymous Notification of Safety Concerns D. Postings..10 E. Training...11 VI. ENFORCEMENT OF DEPART MENTAL SAFETY RULES..11 A. Incentives 11 B. Disciplinary Action.11 VII. HEALTH AND SAFETY TRAINING.12 A. When Training Will Occur.12 B. Departmental Sponsored Training C. Specific Training Requirements.12 D. Training Documentation 13 VIII. ACCIDENT REPORTING AND INVESTIGATION.13 A. UC Davis and Departmental Policy...13 B. Responsibility for Accident Investigation..13 C. Corrective Action Following an Accident..13 IX. CHEMICAL HYGIENE PLANS.. 13 X. APPENDICES

4 DEPARTMENT OF VITICULTURE AND ENOLOGY INJURY AND ILLNESS PREVENTION PROGRAM [IIPP] [UPDATED MAY 2006] I. COMMITMENT TO HEALTH AND SAFETY A. Health and Safety Policy UC Davis policy requires that all members of the campus community be held accountable for accident prevention. The Department of Viticulture and Enology is firmly committed to maintaining a safe and healthful working environment. To achieve this goal, and to fully comply with Labor Code P (SB 198) and General Industry Safety Order P3203, the Department Viticulture and Enology has implemented this Injury and Illness Prevention Program. This program will be evaluated and updated by the Department Chair, the Safety Committee, and Safety Coordinator whenever elements become outdated or obsolete. B. Housekeeping Policy An integral part of any effective safety program is good housekeeping. Keeping work areas organized and clean and neat reduces the chances of accidents and injuries. This is especially important in laboratories that use hazardous materials. Each employee is responsible for keeping his or her area clean. Housekeeping will be a part of all routine and casual inspections. C. Objective of the Illness & Injury Prevention Program The purpose of this program is to prevent workplace accidents, injuries and illnesses. It is the intent of the Department that everyone be properly trained and informed, and have the proper equipment available to perform their duties safely and accident-free. D. Responsibility for Health and Safety UC Davis policy states that all employees are held accountable for accident prevention and are responsible for working safely and maintaining a safe and healthful work environment. 1. Program Administrator The Program Administrator is: James A. Wolpert, Chairperson Department of Viticulture and Enology 1023 Wickson Hall Telephone The Program Administrator is responsible for the overall implementation and maintenance of the Injury and Illness Prevention Program. The Program Administrator may assign some or all 4

5 of the tasks of the Injury and Illness Prevention Program to the Department Safety Committee and/or to other individuals within the department. 2. Department Safety Committee/Department Safety Coordinator The members of the Department Safety Committee for are: David Block Chair, Safety Committee, Faculty David Mills Faculty Representative David Smart Faculty Representative Lucy Joseph Safety Coordinator Lewis Woody Vineyard Staff Representative Linda Wiegand Office Staff Representative The Safety Coordinators' duties include, but are not limited to: a. Ensuring that employees are trained in workplace safety and are familiar with the health and safety hazards to which they may be exposed, as well as applicable Safety Orders that may apply to the operation; 3. Principal Investigators b. Reviewing industry and general information (including Material Safety Data Sheets and Chemical Hygiene Plans for chemicals used) on potential occupational safety and health hazards; c. Scheduling and conducting periodic inspections of general work areas and specific workstations, and inspecting, recognizing and evaluating workplace hazards on a continuing basis; d. Developing methods for abating workplace hazards and abating such hazards in a timely and effective manner; e. Evaluating information provided by employees; and f. Investigating all accidents, injuries, illnesses, and unusual events that have occurred in the department. The Principal Investigator [PI] is responsible for ensuring that the employees under his or her immediate direction or control are trained in workplace safety and are familiar with the health and safety hazards to which they may be exposed. The PI must ensure that the employees under his or her immediate direction or control are familiar with applicable laws and regulations as well as University safety rules and policies. 4. Staff With Responsibility for Assigned Space 5

6 The duties of staff with responsibility for assigned space are the same as those listed above for Principal Investigators. 5. Instructors of Laboratory Courses It is the responsibility of the instructor of each laboratory course to carefully review all laboratory experiments for possible health, safety and environmental problems before the experiments are assigned to students. Any known hazards must be communicated to teaching assistants and protective measures must be employed. 6. Employees All employees are required to follow established safety procedures and practices in the performance of their duties. II. HAZARD ASSESSMENT CONTROL A. Identification of Workplace Hazards 1. Initial Assessment Initial assessment of workplace hazards is determined through the use of Work Area Hazard Evaluation Forms [Appendix II; see Section 2 below]. Workplace hazards in Viticulture and Enology will be identified by work areas. Individuals working in a specified area will be exposed to basically the same hazards. Some people will be exposed to specific hazards that can be noted on Work Area Hazard Evaluation Forms that list each work area and job titles of employees. 2. Work Place Hazard Evaluation Forms a. Principal Investigator Form [Appendix II]: This form will be completed by the PI or the individual in charge of the work area and will cover hazards for the entire group that works in the area. b. Employee Form [Appendix II]: This form will be completed by each member in the work group, except the person in charge. These forms should be kept in a binder in each laboratory with the IIPP document. 3. Periodic Scheduled Inspections A bi-annual facility inspection will be conducted by the Safety Committee or their designates. This will be a walk-through inspection and will be scheduled approximately six months apart. This inspection will be documented on the Facilities Inspection Report Form [Appendix II]. Records will be kept for three years. 4. Safety Log 6

7 Principal Investigators will be routinely conscious of laboratory hazards and must ensure that activities in their laboratories are consistent with all rules for laboratory safety and good research protocol. Principal Investigators are required to maintain a Safety Log [Appendix IV] to record any deficiencies and subsequent corrective actions. The PI will act in a timely manner to have the Safety Coordinator review the Safety Log after corrective action is taken. The Safety Log should be kept in a binder with the IIPP document. This documentation is very important; it is mandated by law and must be made available upon request by Cal-OSHA. The stated intent of this policy is that any deficiencies be corrected as quickly as possible. The PI will seek advice from the Department Safety Coordinator and Committee if solutions to deficiencies are not readily apparent. The Safety Coordinator will solicit the advice of EH&S if additional assistance is needed. Unsafe deficiencies in the building will be brought to the attention of Facilities Services. 5. New Matters The Safety Coordinator will arrange for an evaluation whenever new substances, processes, procedures or equipment are introduced that present new occupational safety and health hazards, and whenever the employer is made aware of a new, previously unrecognized hazard (see form Appendix II to report new hazards). 6. Reporting Hazards Employees will immediately report any unsafe condition or hazard in the workplace to their supervisor or a Department Safety Coordinator. By law, no employee will be disciplined or discharged for reporting any workplace hazard or unsafe condition. Employees who wish to remain anonymous may report any unsafe conditions or hazards by submitting the form found in Appendix II, without identifying themselves, to the Department Safety Coordinator. Or, employees may identify themselves on the form but may request that their identity be kept confidential. B. Monitoring and Mitigation of Safety Hazards 1. Identified Health and Safety Concerns Inspections are conducted to verify compliance with codes of safe practices and other safety requirements to identify any additional hazards and to investigate accidents, injury and illness cases and unusual occurrences. Inspections are scheduled as set forth in Section II, HAZARD ASSESSMENT CONTROL. 2. Newly Discovered Health and Safety Concerns The inspection process for discovering new health and safety concerns has been set forth in Section II, HAZARD ASSESSMENT CONTROL. The department will 7

8 III. EMERGENCIES respond promptly to employee complaints and suggestions and to newly discovered safety hazards. 3. Hazards That Give Rise to a Risk of Imminent Harm Whenever possible, it is the department's intent to abate immediately any hazard which gives rise to a risk of imminent harm. When such a hazard exists that cannot be abated without risk to department personnel, all exposed personnel will be removed from the area of risk. Proper authorities will be immediately summoned. Department personnel will not be allowed back into the area until the area is safe. A. Emergency Evacuation Plan The Emergency Evacuation Plan is individualized for each room, including teaching laboratories, under the control of the Department of Viticulture and Enology. The plan clearly shows the evacuation route to be taken by the occupants of each room and is posted in each room of the building. A copy of the Evacuation Plan [without the individual room floor plans] is included in Appendix III; also included in Appendix III are floor plans for Wickson Hall, Enology Building and Vineyard Headquarters that can be used to create individualized evacuation maps. In addition, all employees should familiarize themselves with the following information: 1. Know the quickest exit route out of the building using the nearest exit. Be familiar with alternate exits. Use the stairwells; NEVER USE THE ELEVATORS! 2. Know the location of the nearest manual fire alarm pull station in your building and know how to activate it. 3. Know if co-workers, students or visitors require assistance in exiting the building and be prepared to provide whatever help is necessary. Persons with disability-related evacuation needs are encouraged to discuss their needs with the Safety Coordinator in advance. 4. Know where your Building Assembly area is located and the evacuation route you should follow to reach it. Do not stand in roadways or driveways: emergency responders need clear access to buildings. 5. Know how to turn off any machinery and equipment at your worksite, which if left running for an extended period might create additional safety hazards, eg. coffee makers, Bunsen Burners, etc. REMEMBER: The building may become damaged event of a severe fire and you may not be allowed to return to gather your personal effects. Quickly grab your jacket, purse, keys, laptop, etc. before evacuating the building. 8

9 B. Emergency Procedures Employees may face various emergency situations while at work [earthquakes, chemical spills, fires, medical emergencies]. Personnel are instructed to review Appendix III and familiarize themselves with the Emergency Procedures for each of these situations. IN ANY EMERGENCY, CALL TO REQUEST ASSISTANCE. FROM A CELL PHONE CALL AND STATE THIS IS AN EMERGENCY The UC Davis police dispatcher will direct your call. This can save valuable time. IV. UC DAVIS SAFETY RULES Guidelines for UCD's written hazardous substances communication program are contained in Section of the Policy and Procedure Manual [ Laboratories using hazardous chemicals must have Chemical Hygiene Plans that state both generic and specific rules and procedures for safe laboratory conduct. The format for this plan is found in Appendix B of the Chemical & Laboratory Safety Manual, which is published by EH&S as well as at the end of this document. Further guidelines and safety procedures are set forth in various SafetyNet publications that are available through the EH&S Web site. V. DEPARTMENTAL COMMUNICATION WITH EMPLOYEES ON SAFETY ISSUES A. Safety Committees 1. Oversight Committee The Department Safety Committee shall meet regularly, but not less than annually, to discuss departmental safety matters. The Safety Committee s duties include, but are not limited to: 1. Setting and reviewing departmental health and safety policies and procedures. 2. Reviewing investigations of occupational accidents and causes of incidents resulting in occupational injury, occupational illness, or exposure to hazardous substances, and submitting suggestions to management for the prevention of future incidents. 3. Reviewing investigations of alleged hazardous conditions brought to the attention of the Safety Committee. 2. Committee of Safety Contacts 9

10 Each physical area within the department will have a designated person who is in charge of safety in that area. These individuals will make up the Safety Contact group. This group will be headed by the Safety Coordinator and will meet regularly but not less than quarterly. The purpose of this group includes but is not limited to: 1. Reviewing and making available to affected employees, information concerning health and safety issues. 2. Reviewing the results of the periodic, scheduled worksite inspections. 3. Submitting recommendations to assist in the evaluation of employee safety suggestions. B. Laboratory Safety Meetings During their regular lab meetings, Principal Investigators shall discuss with the employees under their direct supervision or control such issues as: 1. New hazards that have been introduced or discovered in the workplace; 2. Causes of recent accidents or injuries and the methods adopted by the department to prevent similar incidents in the future; and 3. Any health or safety issue deemed by the PI to require reinforcement. All safety meetings will be documented using an Update Safety Training Form [Appendix II], which should be kept in a binder with the laboratory's IIPP document. C. Anonymous Notification Procedures The department has a system of anonymous notification whereby concerned employees who wish to inform the department of workplace hazards may do so anonymously by sending a written notification to a Department Safety Coordinator [Appendix IV]. The Safety Coordinator will investigate all such reports in a prompt and thorough manner. D. Postings The bulletin board in the hallway between rooms 1014 and 1020 Wickson Hall will be the departmental safety board. All pertinent University safety communications, departmental memos, safety tips, and important information will be posted on this board. Mandatory postings in all work areas will include: 1. Health and Safety Hazards: A Student s Right to Know [EH&S SafetyNet #40] 2. Emergency Evacuation Plan [includes a map showing the floor plan of the building where your work area is located and the nearest exit(s) from the building]. 10

11 3. Worker s compensation NOTICE TO EMPLOYEES 4. EMERGENCY phone numbers [Police, Fire, Ambulance poster] In addition to the above, all laboratories using hazardous chemicals must also post the following: 5. Guidelines for Chemical Spill Control [EH&S SafetyNet #13]. Laboratories having specialized use permits (e.g., laboratories that use carcinogens and/or radioactive materials) will be required to obtain specialized Safety Manuals and post additional materials. Refer to the specific Safety Manual to determine which postings are required for your work area. E. Training The department has training requirements designed to instruct each employee on general safety procedures as well as on safety procedures specific to the employee's job. These training requirements are discussed in Section VII of this program. VI. ENFORCEMENT OF THE SAFETY PROGRAM Federal and state law and University policy require that employees have the right to a safe work environment. The Viticulture and Enology Department is dedicated to maintaining a safe work environment, providing training on safe practices, and assuring that safe practices are adhered to. Departmental employees are required to follow established safety procedures and practices in the performance of their duties. A. Incentive Program Personnel evaluations at all levels of campus personnel include a safety performance assessment. An individual's strong commitment to and performance of the accident prevention needs of their position will result in favorable safety performance evaluations. B. Disciplinary System Employees have been advised in writing that safe work conditions, practices, and required personal protective equipment are mandatory. Non-compliance will result in discipline in keeping with University personnel policy. VII. HEALTH AND SAFETY TRAINING Awareness of the potential occupational safety and health hazards and knowledge of the Code of Safe Practices for the work area are critical to maintaining a safe and healthful work environment as well as preventing injuries, illnesses, and accidents in the workplace. The Department of Viticulture and Enology is committed to providing training to each employee with regard to general safety procedures and with regard to any hazards or safety procedures 11

12 specific to that employee's work assignment. Appendix I, contains training forms indicating the training plan developed by the Department in accordance with those guidelines. These forms can be used to develop a specific training plan for employees A. When Training Will Occur Training will be provided as follows: 1. New employees are provided initial training upon hiring and prior to assignment. 2. Employees are provided training when assigned to a new task for which training has not been received. 3. Employees are provided training when the department is made aware of a new or previously unrecognized hazard. 4. Refresher training is provided when the Program Administrator believes that additional training is necessary. B. Department Sponsored Training Training will be provided to employees and students in a group session early in Fall Quarter. This will be a general safety training conducted by EH&S to familiarize personnel with UCD policies. PI s are encouraged to attend. This does not replace specific training for personnel in labs, winery and field situations. C. Specific Training Requirements The Department specific training form (Appendix I) will be provided to each employee as part of their orientation. Training will be conducted by their supervisor or other appropriate personnel. Training areas to be covered include: 1. General safety and emergency procedures. 2. Ergonomic awareness training and an ergonomic evaluation of workstations for all employees working 40% or more time at a computer. 3. Laboratory safety including autoclave training if applicable. 4. Winery safety as required. 5. Greenhouse and vineyard safety if applicable. 6. Any EH&S training mandated by the UCD (e.g. Radiation Safety, etc.) 12

13 D. Training Documentation Departmental safety training and receipt of safety materials will be documented on an Initial Training form, specific training will be documented on a departmental Health and Safety Considerations form, and refresher training will be verified on the Update Safety Training Documentation form [Appendix I]. Documentation will be retained for at least three years. VIII. ACCIDENT INVESTIGATION A. University and Departmental Policy 1. Injury or illness due to job related causes should be reported as soon as possible. In the case of a fatal or serious injury or illness (requires immediate medical treatment) OSHA requires notification within 8 hours. 2. Upon notification of an injury or illness by an employee the department must begin an accident investigation. If a form is initiated through Employee Health Services an investigation must be initiated within 72 hours. 3. Employees, supervisors or others will inform the Safety Coordinator of all accidents or illnesses as soon as possible. B. Responsibility for Accident Investigation The Safety Coordinator will conduct investigations after being informed by the employee, supervisor, or EHS that an incident has occurred. If the cause of the accident or illness falls beyond the expertise of the Safety Coordinator help will be enlisted from EH&S, the Police and/or Fire Department or other appropriate University or state authorities. The report of the incident, as well as any recommendations, will be forwarded to the Program Administrator. The investigation of the incident will be reported on the Report of Occupational Injury or Illness [Appendix V]. This documentation will be retained on file for at least three years. IX. CHEMICAL HYGIENE PLANS All laboratories which use hazardous chemicals shall have in their Injury and Illness Prevention Program "a written program developed and implemented by the employer which sets forth procedures, equipment, personal protective equipment and work practices that are capable of protecting employees from the health hazards presented by hazardous chemicals used in that particular workplace." See below for forms and procedures. 13

14 University of California, Davis, Department of Viticulture and Enology, Chemical Hygiene Plan For Room Wickson Hall For Room Enology Building Implemented Prepared by: Prepared for the College of Agriculture and Environmental Sciences 14

15 Statute Chemical Hygiene Plan Source of This Requirement The program will establish a comprehensive standard for the control of occupational exposure to hazardous chemicals in laboratories. (29 CFR ). Standard The program...shall...(7) "a written program developed and implemented by the employer which sets forth procedures, equipment, personal protective equipment and work practices that are capable of protecting employees from the health hazards presented by hazardous chemicals used in that particular workplace." (GISO 5191(b)). Implementation Generic Rules for Laboratory Safety Generic rules for laboratory operations that you can use in the preparation of your Chemical Hygiene Plan will be provided at EH&S scheduled classes (see cover letter). Standard Operating Procedures o This can be your laboratory methods manual or standard procedures from laboratory references. SafetyNets o SafetyNets are documents created by EH&S pertaining to specific safety procedures. Each lab must possess copies of each SafetyNet cited anywhere in the CHP. Chemical and Hazardous Materials Inventory o This is a list of chemicals and hazardous materials that you have or use in your lab. Material Safety Data Sheets (MSDSs) You need to have an MSDS on hand for each item on the chemical and hazardous materials inventory. If you need assistance in obtaining an MSDS, call Environmental Health and Safety at Recordkeeping All training must be documented. Refer to Steps 4, 5, and 6 for suggested formats for documentation. All elements of this Chemical Hygiene Plan must be kept in the lab and available to all employees. Each element of the plan may be kept separately. The location where each element of the plan will be kept in the lab must be identified in a format similar to the following form. Specific guidance on CHP required elements will be provided at EH&S scheduled classes to assist Safety Coordinators in implementing the plan. 15

16 CHEMICAL HYGIENE PLAN Fill in the blanks as directed on the next page. List the locations of all pertinent information and records. Department: Viticulture and Enology Principal Investigator: Insert name of person in charge of the lab. Building and Room Number(s): Insert the name of the building and any rooms covered by this plan. Location in the laboratory of the Laboratory Chemical Hygiene Plan Elements: 1. Generic Rules For Laboratory Safety See the Chemical & Laboratory Safety Manual from the EH&S safety training class. 2. Standard Operating Procedures See the following instructions for preparing standard operating procedures. 3. SafetyNets See the list of SafetyNets on the UCD EH&S website:( SafetyNets are available for many categories of safety related issues. 4. Chemical and Hazardous Materials Inventory A computer inventory of all chemicals is recommended. You must have all hazardous chemicals inventoried in the CIS database at EH&S ( You may keep all of your inventory there or just those that are required by law. 5. Material Safety Data Sheets (MSDSs) for all MSDSs are available from the manufacturer and many can be found at the ChemQuick site on the EH&S website ( Hard copies of MSDSs hazardous chemicals should be kept in the laboratory where the chemical is used or stored. 6. Recordkeeping Training records, inventories, use authorization, safety logs, accident reports, etc. are to be kept in a designated area of the lab for the time period stated in the IIPP (usually 3 years). 16

17 CHEMICAL HYGIENE PLAN Department: Viticulture and Enology Principal Investigator: Building and Room Number(s): Location in the laboratory of the Laboratory Chemical Hygiene Plan Elements: 1. Generic Rules For Laboratory Safety 2. Standard Operating Procedures 3. SafetyNets 4. Chemical and Hazardous Materials Inventory 5. Material Safety Data Sheets (MSDSs) 6. Recordkeeping 17

18 A. STANDARD OPERATING PROCEDURES STANDARD OPERATING PROCEDURES Standard Operating Procedures (SOP) are written safety and health guidelines for laboratory work with hazardous chemicals and are required as a part of a laboratory-specific Chemical Hygiene Plan. EH&S recommends that Standard Operating Procedures be written for hazardous chemicals when the chemical is used routinely in the laboratory and when its use poses a potential hazard to laboratory workers. It is up to the Principal Investigator or laboratory supervisor to decide which laboratory activities need an SOP. B. GUIDELINES Standard Operating Procedures can be written in one or more of the following ways: 1. By process (e.g. distillation, peptide synthesis, or glove box use). 2. By hazardous chemical (e.g. benzene, perchloric acid, chloroform). 3. By class of hazardous chemicals (e.g. organic solvents or peroxidizable chemicals). For laboratories that already have written Standard Operating Procedures for equipment, chemical processes, or a mixture preparation, attach the procedures to this portion of the Chemical Hygiene Plan. You may organize or format this information in any way that makes it useful to the laboratory personnel. C. RECOMMENDED ELEMENTS OF STANDARD OPERATING PROCEDURES Cal/OSHA does not have specific guidelines or requirements for content of Standard Operating Procedures. For Principal Investigators and laboratory supervisors desiring guidance, EH&S recommends that the following elements be included in Standard operating Procedures. Elements 1 through 7 should be completed for each process, class of chemicals, or individual chemical. For "particularly hazardous substances" three additional elements, 8 through 10, should be completed. The following are guidelines for filling out the form titled "Standard Operating Procedures for Hazardous Chemicals", which is attached at the end of this Appendix. 1. Element 1: Process List the process or type of process that involves the use of hazardous chemicals in this laboratory. This process may be described in general terms, such as "extraction" and "distillation" or in more detailed terms, such as "spectrophotometer analysis of cholesterol extraction." If process does not apply to your laboratory, then proceed to element 2b. 2. Element 2: Hazardous Chemicals/Class of Hazardous Chemicals a. For each process, list the hazardous chemicals and the expected by-products produced; or b. List the chemical or class of chemicals. 3. Element 3: Personal Protective Equipment Discuss the personal protective equipment and hygiene practices used with each process, class of chemicals or individual chemical. a. Personal protective equipment includes gloves, laboratory coats/coveralls or aprons, safety spectacles, goggles or face-shields, and air-purifying respirators. Include the type of gloves needed for each phase of the process (see Chapter V). If laboratory coats, eye protection, or respirators are required indicate when and why. 18

19 b. If you think that your process may require respirator use, contact EH&S for assistance. Chapter X in the EHS Safety Manual provides additional information on respiratory protection. 4. Element 4: Engineering/Ventilation Controls Describe engineering controls designed to reduce employee exposures to hazardous chemicals, such as fume hoods, snorkels, aerosol suppression devices, or safety features on equipment. 5. Element 5: Special Handling Procedures and Storage Requirements a. Describe storage requirements for hazardous chemicals in your laboratory. b. Include restricted access plans, ventilation systems used, and special containment devices, etc. c. Describe safe methods of transporting chemicals, such as double containment and using a University vehicle to transport chemicals. 6. Element 6: Spill and Accident Procedures Indicate how spills or accidental releases should be handled and by whom (See Chapter I and SafetyNet 13). 7. Element 7: Waste Disposal Describe waste disposal procedures for these chemicals (See Chapter VIII.) 8. Element 8: Prior Approval Required Discuss the circumstances under which a particular laboratory operation, procedure, or activity will require prior approval from the PI or laboratory supervisor. 9. Element 9: Decontamination Discuss decontamination procedures for equipment and glassware. Include controlled areas (e.g., glove boxes, restricted access hoods, perchloric acid fume hoods, or designated portions of the laboratory) in your discussion. 10. Element 10: Designated Area Indicate the designated area for your laboratory. A designated area must be considered for work with "particularly hazardous substances" or chemical carcinogens. The entire laboratory, fume hood, or a portion of the laboratory may be considered as a designated area. 19

20 Standard Operating Procedure Form For Hazardous Chemicals OFFICE OF ENVIRONMENTAL HEALTH AND SAFETY UNIVERSITY OF CALIFORNIA, DAVIS * Please see instructions in Appendix A of the Chemical and Laboratory Safety Manual to complete this form. #1 PROCESS: #2 -HAZARDOUS CHEMICALS/CLASS OF HAZARDOUSCHEMICALS: #3 -PERSONAL PROTECTIVE EQUIPMENT: #4 -ENGINEERING /VENTILATION CONTROLS: #5 -SPECIAL HANDLING PROCEDURES & STORAGE REQUIREMENTS: #6 -SPILL & ACCIDENT PROCEDURES: #7 -WASTE DISPOSAL: For Particularly Hazardous Substances #8 -PRIOR APPROVAL REQUIRED: #9 DECONTAMINATION: #10 -DESIGNATED AREA: 20

21 Laboratory-Specific Chemical Hygiene Plan The Laboratory Standard requires laboratory-specific Chemical Hygiene Plans. At UC Davis, this can be accomplished by having the person responsible for the laboratory (i.e., Principal Investigator, Director, Supervisor) fill out the following forms with laboratory specific information. The following checklist provides further guidance for filling out each form ( the forms follow) and thus creating a laboratory-specific Chemical Hygiene Plan. For additional assistance, contact EH&S. A. SITE-SPECIFIC RESPONSIBILITY FOR CHEMICAL HYGIENE AND SAFETY Identify responsible persons and rooms covered by the plan. There must be at least one plan for each laboratory site (if procedures are uniquely different). Principal Investigators with multiple laboratories may wish to develop more than one laboratory-specific Chemical Hygiene Plan. In any case, the plan must be accessible to all laboratory staff at any time, day or night. The laboratory-specific plans must be reviewed at least annually and updated as necessary. B. CHEMICAL INVENTORY A chemical inventory must be completed and updated annually by each Principal Investigator or supervisor. The chemical inventory must contain the following elements: chemical name, average amount stored, maximum stored on hand, storage method, and physical state of chemical. Inventories should be submitted on-line using the Chemical Inventory System (CIS), accessible on the EH&S website at C. SITE-SPECIFIC INFORMATION ON CHEMICAL RECEIVING, STORING, AND DISPENSING If applicable, give the location of your laboratory's chemical receiving, storage, dispensing, and disposal area. Describe any ordering policies, procedures for hazardous chemicals, and hazardous waste. List any chemicals that require prior Principal Investigator approval for purchase. D. MATERIAL SAFETY DATA SHEETS AND OTHER REFERENCE MATERIALS AVAILABLE IN THE LABORATORY Describe how and where MSDS and other references are available in the laboratory. See the Bibliography for recommended laboratory references. E. EMERGENCY RESPONSE INSTRUCTIONS This form contains general instructions for emergency response. Add laboratory-specific information, such as special precautions or unique hazards. Chapter I contains more information on Emergency Procedures. F. SITE-SPECIFIC HAZARDOUS MATERIALS CONTROL SYSTEMS (ENGINEERING CONTROLS) List special systems intended to contain hazardous materials. Most laboratories have fume hoods; others may have biological safety cabinets, glove boxes, flammable liquid storage cabinets, or 21

22 special ventilation systems for specific equipment or operations. Include information on restrictions, special precautions or procedures, preventative maintenance schedules (fume hoods are evaluated annually by Facilities Services; contact Facilities Services for annual evaluation of other exhaust systems), and any other information relevant to safe operation in the laboratory. For additional information on laboratory safety equipment, see Chapter IV. G. PERSONAL PROTECTIVE EQUIPMENT AVAILABLE IN THE LABORATORY List the personal protective equipment that is available in the laboratory. Discuss specific uses, if appropriate. See Chapters V and X for additional information. H. PRIOR APPROVALS REQUIRED List prior approvals required for particular laboratory functions. The Principal Investigator will determine which laboratory operations, if any, will require prior approval. I. STANDARD OPERATING PROCEDURES Some laboratory procedures involving hazardous chemicals should have specific Standard Operating Procedures that address health and safety issues. Appendix A provides EH&S guidance for the development of specific Standard Operating Procedures and a form with recommended elements. J. CAMPUS-REGULATED CARCINOGENS Campus-regulated carcinogens are discussed in Chapter VII. If campus-regulated carcinogens are used in the laboratory, the campus-regulated Carcinogen Use Authorization form (found in Chapter VII) must be filled out and sent to EH&S. Keep a copy of the form as part of the laboratory-specific Chemical Hygiene Plan. Cal/OSHA-regulated carcinogen use must be reported by EH&S semi-annually. See Chapter VII for other requirements. K. LABORATORY TRAINING CHECKLIST Each laboratory should conduct initial training on lab policies and procedures for new lab workers. Training for all lab workers should be updated at least annually. All training must be documented and a sample training form is included in Appendix B. Each laboratory should also conduct periodic safety audits. A Laboratory Safety Survey and Laboratory Safety Survey Guidelines have been developed and are included in Appendix B. ch-labch.doc, 3/98 22

23 REVIEW AND APPROVAL: This Injury and Illness Prevention Program is hereby approved. Signature Date Title: Department Chairperson Department Safety Coordinator Signature indicates that a copy of the program has been provided and responsibility to implement the program is understood. DSC Signature Date Title DSC / Alternate Signature Date Title 23

24 DEPARTMENT OF VITICULTURE AND ENOLOGY INJURY AND ILLNESS PREVENTION PROGRAM [IIPP] APPENDICES [Updated 3/2006] Appendix I. Safety Training Forms and Procedures Appendix II. Workplace Hazard Evaluation Form and Facilities Inspection Report Appendix III. Building Evacuation Plan and Emergency Procedures A. Building Evacuation Plan B. Emergency Procedures Appendix IV. Anonymous Report of Workplace Hazard and Safety Log Appendix V. Accident Investigation Form 24

25 APPENDIX I SAFETY TRAINING FORMS AND PROCEDURES One copy of the following forms is to be kept in the work area and another copy sent to the Departmental Safety Coordinator. Forms should be kept on file a minimum of 3 years. 25

26 DEPARTMENT OF VITICULTURE AND ENOLOGY INDIVIDUAL TRAINING DOCUMENTATION Name of Trainee: Initial Training PI of Trainee: Staff ( ) Faculty ( ) Other Employee ( ) Student ( U G ) Visitor ( ) Name of Trainer: Lab Address: Training Subjects(s): Training Materials Used: I, hereby certify I have received general and site-specific safety training as described above and in the following areas: The potential occupational hazards in general in the work area and associated with my job assignment. The Codes of Safe Practices that indicate the safe work conditions and safe work practices required for my job. The hazards of any chemicals to which I may be exposed and my right to information contained on material Safety Data Sheets for those chemicals, and how to understand this information. My right to ask questions, or provide any information to the employer on safety either directly or anonymously without any fear of reprisal. Disciplinary procedures the employer will use to enforce compliance with Code of Safe Practices. Emergency evacuation routes and department/faculty meeting place. Annual refresher training is required by University policy (P&PM ) Other: I understand this training and agree to comply with the Code of Safe Practices. Trainee signature Date Trainer signature Date 26

27 DEPARTMENT OF VITICULTURE & ENOLOGY HEALTH AND SAFETY CONSIDERATIONS Employee Name : Job Title: Date: The supervisor and employee should review this form together at least annually. Use additional paper if necessary. Please call EH&S at for more information. This employee has been trained in the handling of the following materials. Material Safety Data Sheets have been referenced where required. a. Compressed gases f. Toxic materials k. Plant hormones p. Irritants/sensitizers b. Cryogenic material g. Strong acids l. Carcinogens/autagens/teratogens q. Strong oxidizers c. Heavy metals h. Caustics m. Infectious/biohazardous materials r. Biological waste d. Organic solvents i. Fertilizers n. Flammables/explosives s. Radioactive waste e. Asbestos j. Radioistopes o. Pesticides/herbicides t. Chemical waste u. Other Sepecial precautions, instructions for special operations, and emergency procedures: The employee has been instructed in the proper performance of the following operations/reduction of exposures: 1. Climbing ladders 7. Use of autoclave equipment 13. Solar exposure/sun stroke 2. Continuous standing 8. Use of specialized electrical equipment 14. Use of pressurized sprayers 3. Lifting heavy objects 9. Electrophoresis safety 15. Use of pruning tools 4. Bending 10. Use of shop/industrial equipment 16. Use of motorized field equipment 5. Pushing/Pulling 11. Use of radiation-producing machinery 17. Pesticide safety in the field/greenhouse 6. High noise levels 12. Use of vehicle ( ) 18. Other: Special precautions, instructions for special operations, and emergency procedures: The employee has been instructed in the proper use and/or care of the following protective equipment and/or procedures: a. Apron/lab coat e. Goggles/face shield i. Machine/equipment guards m. Radiation monitoring meters b. Hair/shoe covers f. Hearing protection j. Fire escape procedures n. Other c. Field clothing g. Respiratory protection k. Medical surveillance d. Hardhat h. Spill clean up l.. Gloves (type): Operations, which may require the above equipment/procedures: If this employee supervises other employees, indicate safety training this employee is responsible for providing: Comments on employee s safety record from to (if this employee supervises others, the safety record of the unit supervised should be discussed as well). Employee: Under California law, you are entitled to receive certain safety information from your employer. This includes access to Material Safety Data Sheets and information or training on any hazardous substances to which you may be exposed at work and copies of any medical or exposure records kept by your employer. Your personal physician and/or recognized collective bargaining agent also have a right to this you and your supervisor agree that the health and safety aspects of your job are reasonably represented above and that you have had an opportunity to discuss them. Should you and your supervisor not agree about any safety aspect of your job, please cal EH&S at You may also comment on this information in the space provided below or on a separate sheet of paper. Employee comments: Supervisor s Signature Date Employee s Signature Date Print Name: Lab Room Number: Print Name: Supervisor Employee 27

28 UPDATE SAFETY TRAINING DOCUMENTATION EMPLOYEE TRAINING SIGN-UP SHEET Name of Trainer Subject(s) Covered Date Training Aids Used Work Location/Job Safety Class(es) Included Attenders (Please print and sign your name legibly.) (Use additional sheets if necessary.) Print Signature 28

29 Appendix II: WORKPLACE HAZARD EVALUATION AND FACILITIES INSPECTION REPORT 29

30 Principle Investigator Workplace Hazard Evaluation Form Job Type: Description of specific hazards: For each job type or specific individual noted, supply a narrative description of the specific hazards associated with the job. See Facilities Inspection Form below for assistance in identifying hazards. Other documentation (Safety Net, MSDS, etc.): Maintained at the following location 30

31 Employee Workplace Hazard Evaluation Form Job Type: Individual Name: Description of specific hazards: For each job type or specific individual noted, supply a narrative description of the specific hazards associated with the job. See Facilities Inspection Form below for assistance in identifying hazards. Other documentation (Safety Net, MSDS, SOP, etc.): Maintained at the following location 31

32 FACILITIES INSPECTION REPORT Building: Room No: Department: Contact Person: Telephone: I. Office Safety Yes No N/A (1) All wiring (electrical, telephone, computers, etc.) is either located ( ) ( ) ( ) overhead or covered to eliminate the possibility of trips and falls. (2) Floors, carpets, and other walkways are in good repair and free of ( ) ( ) ( ) tripping hazards. (3) The office fire alarm is adequate and in good working condition. ( ) ( ) ( ) (4) Fire extinguishers are available and easy to locate. ( ) ( ) ( ) (5) Trash containers are available and are emptied regularly. ( ) ( ) ( ) (6) File cabinets are placed so that drawers do not open into high ( ) ( ) ( ) traffic areas. (7) Cabinets are secured to prevent them from tipping over when ( ) ( ) ( ) heavy top drawers are opened. (8) Free space is left in file drawers so that employees do not ( ) ( ) ( ) have to struggle to insert or extract files. (9) Proper first aid supplies are available and easy to locate. ( ) ( ) ( ) (10) Proper floor cleaners and waxes are used to eliminate ( ) ( ) ( ) slippery surfaces. (11) Traffic areas are clear and unobstructed by boxes, cartons, ( ) ( ) ( ) or other materials. (12) Potentially hazardous office chemicals are properly ( ) ( ) ( ) handled and stored. (13) Material Safety Data Sheets (MSDS) are posted or available ( ) ( ) ( ) for all potentially hazardous office chemicals. (14) Employees receive periodic training in office safety. ( ) ( ) ( ) (15) Ergonomic considerations to fixed position and repetitive ( ) ( ) ( ) motion work have been considered in workplace design. 32

33 II. General Laboratory Safety Yes No N/A Yes No N/A (1) Chemical Hygiene Plan ( ) ( ) ( ) Smoking, Eating, Drinking (19) Clean Areas Identified ( ) ( ) ( ) Housekeeping (20) Storage of Food/Drink ( ) ( ) ( ) (2) Cluttered/Messy ( ) ( ) ( ) (21) Mouth Pipetting ( ) ( ) ( ) (3) 28" Exit Width ( ) ( ) ( ) (22) Equip/Material in Clean Area ( ) ( ) ( ) (4) 24" Walkway/Aisle ( ) ( ) ( ) Protective Clothing and Equipment Postings (23) Lab coats ( ) ( ) ( ) (5) Notice to Employees ( ) ( ) ( ) (24) Gloves ( ) ( ) ( ) (6) Right to Know ( ) ( ) ( ) (25) Eye Protection ( ) ( ) ( ) (7) MSDS Locations ( ) ( ) ( ) (26) Respirators ( ) ( ) ( ) (8) RAM Handling Guidelines ( ) ( ) ( ) (27) Footwear ( ) ( ) ( ) (9) Rooms/Doors ( ) ( ) ( ) (28) Hearing Protection ( ) ( ) ( ) (10) Industrial Water ( ) ( ) ( ) (29) Prot. Equip./Cloth in Public Areas( ) ( ) ( ) (11) Acc. Prev. Signs & Tags ( ) ( ) ( ) Work Areas Safety Equipment and Supplies (30) Defined ( ) ( ) ( ) (12) Emergency Shower ( ) ( ) ( ) (31) Use of Absorbent Paper ( ) ( ) ( ) (13) Emergency Eyewash ( ) ( ) ( ) (32) Container Labeling ( ) ( ) ( ) (14) Emg Shr&E.W. Accessibility ( ) ( ) ( ) (33) Shielding ( ) ( ) ( ) (15) Emg Shr&E.W. Tested/Usable ( ) ( ) ( ) (34) Illumination ( ) ( ) ( ) (16) First Aid Kit ( ) ( ) ( ) (17) Absorbent Material Available ( ) ( ) ( ) (18) Injury/Illness Prev. Plan ( ) ( ) ( ) III. Engineering Controls and Ventilation Glove Box Fume Hoods (42) Charcoal/HEPA/Combo ( ) ( ) ( ) (35) Annual Check ( ) ( ) ( ) (43) Flow Indicator ( ) ( ) ( ) (36) Adequate Face Velocity ( ) ( ) ( ) (44) Annual Check ( ) ( ) ( ) (37) Flow Indicator ( ) ( ) ( ) (45) Filtration Exchange Freq. ( ) ( ) ( ) (38) Sash Missing/Damaged ( ) ( ) ( ) (39) Hood Overloaded ( ) ( ) ( ) Biological Safety Cabinet (40) Charcoal/HEPA/Combo ( ) ( ) ( ) (41) Filtration Exchange Freq. ( ) ( ) ( ) (46) Charcoal/HEPA/Combo ( ) ( ) ( ) (47) Flow Indicator ( ) ( ) ( ) (48) Annual Check ( ) ( ) ( ) (49) Filtration Exchange Freq. ( ) ( ) ( ) 33

34 Location Date Last Inspected Flow Rate (lfm) Fume Hood Information: Radionuclide Used or Stored Primary Chemical Used or Stored Frequency Used Volatile/ NonVolatile Type of Hood IV. Electrical Safety Yes No N/A Yes No N/A (50) Ungrounded 2-wire ( ) ( ) ( ) (57) Multiple Outlets ( ) ( ) ( ) (51) Extension Cords/Waber Strips ( ) ( ) ( ) (58) Panels Clear & Identified ( ) ( ) ( ) (52) Damaged/Worn Cords/Plugs ( ) ( ) ( ) (59) Damaged/Worn Switches/ ( ) ( ) ( ) Receptacles (53) Grounding Bypass Devices ( ) ( ) ( ) (60) UL Approved Equipment ( ) ( ) ( ) (54) Exposure to Chem or Hi Temp ( ) ( ) ( ) (61) Broken Cover Plate ( ) ( ) ( ) (55) Frig/Freez/Equip Grounding ( ) ( ) ( ) (62) Free-Lance Repairs ( ) ( ) ( ) (56) Electrophoresis Interlocks ( ) ( ) ( ) V. Compressed Gas Cylinders (63) Physical Appearance ( ) ( ) ( ) (67) Away from Heat Sources ( ) ( ) ( ) (64) Identification Label ( ) ( ) ( ) (68) Protection Cap in Place ( ) ( ) ( ) (65) Secured Properly & Upright ( ) ( ) ( ) (69) Incompatibles Separated ( ) ( ) ( ) (66) Wrench Available ( ) ( ) ( ) VI. Fire Safety (70) Extinguisher Charged ( ) ( ) ( ) (74) Door Closure Modified ( ) ( ) ( ) (71) Extinguisher Tagged ( ) ( ) ( ) (75) Ext. Visible & Accessible ( ) ( ) ( ) (72) Extinguisher Mounted ( ) ( ) ( ) (76) Wall Damaged ( ) ( ) ( ) (73) Extinguisher Checked ( ) ( ) ( ) VII. Biohazards (77) Autoclave Facility ( ) ( ) ( ) (81) Insect/Rodent Control Prg. ( ) ( ) ( ) (78) Control of Aerosols ( ) ( ) ( ) (82) Disinfectant Usage ( ) ( ) ( ) 34

35 Yes No N/A Yes No N/A (79) Controlled Access during Exp. ( ) ( ) ( ) (83) Decontam. Proc. Followed ( ) ( ) ( ) (80) Handwashing Facilities ( ) ( ) ( ) (84) SOP's Available ( ) ( ) ( ) VIII. Facility Monitoring for Radioactive Materials (85) Storage Areas ( ) ( ) ( ) (90) Appropriate Instrumentation ( ) ( ) ( ) (86) Work Areas ( ) ( ) ( ) (91) Calibrated Instrumentation ( ) ( ) ( ) (87) Equipment Used ( ) ( ) ( ) (92) RAM in Cold Waste Container ( ) ( ) ( ) (88) Frequency ( ) ( ) ( ) (93) Contamination Found ( ) ( ) ( ) (89) Decontamination Doc. ( ) ( ) ( ) (94) Excess Radiation Field Present ( ) ( ) ( ) IX. Inventories (95) Radioactive Materials ( ) ( ) ( ) (98) Chemicals ( ) ( ) ( ) (96) Chemical Carcinogens ( ) ( ) ( ) (99) MSDSs ( ) ( ) ( ) (97) Biological Agents ( ) ( ) ( ) (100) Alcohol (Tax Free) ( ) ( ) ( ) (101) Controlled Substances ( ) ( ) ( ) X. Transportation of Materials (102) Proper Containment ( ) ( ) ( ) (105) Transfer Records ( ) ( ) ( ) (103) Proper Handling ( ) ( ) ( ) (106) Infectious Materials ( ) ( ) ( ) (104) Proper Labeling ( ) ( ) ( ) 35