Occupational Health & Safety Program Table of Contents TABLE OF CONTENTS ELEMENT 1 OCCUPATIONAL HEALTH AND SAFETY POLICY ------------------------------------ 1 1-1 Communications ------------------------------------------------------------------------------------ 1 1-2 Occupational Health and Safety Policy 2 ELEMENT 2 GENERAL SAFE WORK PROCEDURE -------------------------------------------------- 3 2-1 General Rules --------------------------------------------------------------------------------------- 3 2-2 Work Procedures ----------------------------------------------------------------------------------- 4 2-3 Safety Enforcement -------------------------------------------------------------------------------- 4 2-4 Emergency Phone Numbers --------------------------------------------------------------------- 5 2-5 Medical Emergencies ------------------------------------------------------------------------------ 6 2-5-1 First Aid-----------------------------------------------------------------------------------------6 2-5-2 All First Aid calls------------------------------------------------------------------------------6 2-6 Douglas College Emergency Building Evacuation ------------------------------------------ 7 2-7 Role of Key Personnel during Emergency Building Evacuation ------------------------- 8 2-8 Duties of Floor Wardens during an Emergency Evacuation------------------------------ 8 2-8-1 Floor Wardens--------------------------------------------------------------------------------8 2-8-2 Deputy Floor Wardens--------------------------------------------------------------------- 9 2-8-3 Floor Monitors-------------------------------------------------------------------------------- 9 2-9 Use of Fire Extinguishers ------------------------------------------------------------------------- 9 2-10 Fire Prevention - Hazard Reporting ---------------------------------------------------------- 10 2-11 Hazardous Spills and Incidents --------------------------------------------------------------- 10 2-12 Bomb Threat --------------------------------------------------------------------------------------- 11 2-13 Crime in Progress -------------------------------------------------------------------------------- 12 2-13-1 Crime Prevention-------------------------------------------------------------------------12 2-13-2 Violence-------------------------------------------------------------------------------------12 2-14 Working Alone or in Isolation Definition and Procedures ------------------------------- 13 2-14-1 Working Alone or In Isolation:---------------------------------------------------------13 2-14-2 Role of the Supervisor/Manager:-----------------------------------------------------14 2-14-3 Review Process:--------------------------------------------------------------------------14 Page Page i
Occupational Health & Safety Program Table of Contents 2-15 Earthquake Preparedness --------------------------------------------------------------------- 15 2-15-1 Before An Earthquake-------------------------------------------------------------------15 2-15-2 During An Earthquake-------------------------------------------------------------------16 2-15-3 After The Earthquake--------------------------------------------------------------------16 ELEMENT 3 TRAINING OF EMPLOYEES -------------------------------------------------------------- 17 3-1 Guidelines for Training -------------------------------------------------------------------------- 17 ELEMENT 4 SUPERVISION OF WORKERS ----------------------------------------------------------- 18 4-1 Supervision of Students ------------------------------------------------------------------------- 19 ELEMENT 5 REGULAR INSPECTION AND MONITORING ---------------------------------------- 20 5-1 Procedures For Monitoring Of Plant, Equipment And Machinery --------------------- 20 5-2 Checklist Of Safe Work Practices And Procedures -------------------------------------- 20 5-3 Inspection Team Procedures ------------------------------------------------------------------ 21 ELEMENT 6 HAZARDOUS MATERIALS AND SUBSTANCES ------------------------------------ 24 6-1 Place Hazardous Materials Information System Compliance -------------------------- 24 6-2 Storage Of Hazardous Materials -------------------------------------------------------------- 24 6-3 Shipping and Receiving Hazardous Materials --------------------------------------------- 25 6-4 Hazardous Spills and Incidents --------------------------------------------------------------- 25 6-5 Instructions to Occupants on Discovering a Spill ----------------------------------------- 26 6-6 Storage and Disposal of Hazardous Waste ------------------------------------------------ 27 6-7 WHMIS - Employee Training Procedures -------------------------------------------------- 27 6-7-1 Training Information------------------------------------------------------------------------27 6-8 Workplace Hazardous Materials Information System ------------------------------------ 29 6-8-1 Employee Information Sheet (Revised April 2007)---------------------------------29 ELEMENT 7 MONITORING WORKPLACE EXPOSURES ------------------------------------------ 30 ELEMENT 8 7-1 Application of Insecticide Spray, Rodenticide or Other Pesticide to Interior of Douglas College Facilities ---------------------------------------------------------------------- 30 7-1-1 Communication Procedure--------------------------------------------------------------30 MEDICAL EXAMINATIONS AND HEALTH MONITORING--------------------------31 THIS ELEMENT IS NOT APPLICABLE Page ii
Occupational Health & Safety Program Table of Contents ELEMENT 9 ELEMENT 10 FIRST AID SERVICES AND EQUIPMENT----------------------------------------------32 INVESTIGATION OF ACCIDENTS/INJURIES/INCIDENTS 10-1 Instruction to Investigators-----------------------------------------------------------------------34 10-2 Employee Report of Injury to Employer 6A Report----------------------------------------34 10-3 Accident/Injury/Incident/Investigation Reporting Procedures---------------------------35 10-3-1 Procedures for First Aid Attendant/Administrator---------------------------------35 10-3-2 Procedures for Students on Practicum----------------------------------------------35 ELEMENT 11 OCCUPATIONAL HEALTH AND SAFETY COMMITTEE----------------------------36 11-1 Policy & Responsibilities ------------------------------------------------------------------------ 36 11-2 Occupational Health and Safety Committee ----------------------------------------------- 36 11-3 Terms of Reference--------------------------------------------------------------------------------37 11-4 Communications with the Employer and the College Community----------------------37 11-5 Records --------------------------------------------------------------------------------------------- 38 11-6 Amendments -------------------------------------------------------------------------------------- 38 ELEMENT 12 RECORDS AND STATISTICS ------------------------------------------------------------- 39 ELEMENT 13 ELEMENT 14 REVIEW OF OCCUPATIONAL HEALTH AND SAFETY PROGRAM-------------44 THE FOLLOWING COLLEGE POLICIES CAN BE FOUND UNDER EMPLOYEE RELATIONS ON THE DOUGLAS COLLEGE WEBSITE:----------45 APPENDIX 45 1. Working Alone Risk Assessment Checklist & Check-In Procedures -----------------45 2. New/Young Employee Introductory Safety Orientation ----------------------------------46 3. New/Young Employee Job Specific Safety Orientation ----------------------------------48 4. Ergonomics Program ----------------------------------------------------------------------------- 50 4. Occupational Health & Safety Committee Members ------------------------------------- 56 5. Workplace Inspection Checklist --------------------------------------------------------------- 57 6. Locations of Emergency Survival Cabinets -------------------------------------------------60 7. Contents of Emergency Survival Cabinets --------------------------------------------------61 8. Violence Prevention Involving College Employees----------------------------------------62 9. Checklist for Investigating Incidents of Violence Involving Employees ------------- 70 10. Lockout Procedures-------------------------------------------------------------------------------72 11. Fall Protection--------------------------------------------------------------------------------------73 12. Maps and Keep Out sign ----------------------------------------------------------------------76 Page iii
Occupational Health & Safety Program Element 1 Occupational Health & Safety Policy ELEMENT 1 OCCUPATIONAL HEALTH AND SAFETY POLICY 1-1 Communications The workplace Health and Safety policy will be communicated to employees through a number of media including: Douglas College Occupational Health & Safety website Posted on departmental bulletin boards Posted on the Health and Safety bulletin boards Members of the Health and Safety Committees The Occupational Health & Safety Program Manual Page 1
Occupational Health & Safety Program Element 1 Occupational Health & Safety Policy 1-2 Occupational Health and Safety Policy OCCUPATIONAL HEALTH AND SAFETY POLICY A02. 06. 03 New: Revision: X Effective date: April 6, 1993 Replaces: October 15, 1992 Page 1/1 POLICY STATEMENT: The College is committed to providing safe and healthy working conditions and to promoting positive attitudes towards health and safety within the organization. GUIDING PRINCIPLES: 1. The Administration is responsible for providing a safe workplace and for establishing and maintaining adequate standards of maintenance of the site and equipment to ensure that physical and health hazards are guarded against or eliminated. The Administration is also responsible for developing and implementing work procedures conducive to a safe and healthy working environment. 2. Administrative representatives and supervisors are responsible for ensuring that employees are adequately trained in proper work procedures; for enforcing safe work procedures and regulations; and for correcting unsafe work activities. 3. All employees, subcontractors, facility users and students are required to work safely and conduct themselves in a safe manner, and to follow rules and regulations pertaining to safe work procedures and/or activities. 4. All employees are expected to correct or to report unsafe conditions and activities, and to work co-operatively toward the prevention of accidents or injuries, thereby providing safe and healthy working conditions. Scott McAlpine President, Douglas College Date: Page 2
Occupational Health & Safety Program Element 2 General Safe Work Procedure ELEMENT 2 GENERAL SAFE WORK PROCEDURE 2-1 General Rules All rules and procedures will be reviewed and updated annually. Evacuation procedures: Facilities Services will develop and post evacuation procedures. These procedures will be tested not less than two times per year (minimally once per semester). All employees will be made aware of and trained in the use of the following procedures: WHMIS (Workplace Hazardous Materials Information System) personal protective equipment (where appropriate) safe equipment operation (where appropriate) Records of these training sessions must be kept. All work injuries or accidents are to be reported immediately to Security/First Aid and a 6A Worker s Report of Injury form must be completed and sent to the Employee Relations Department,. All employees/students/users must adhere to the "No Smoking" policy. A qualified first aid attendant will be on duty at Security at the Monday to Saturday 0700-2300 hours No person will work if their performance is impaired to the extent that they endanger themselves and/or others. All contractors will be responsible for working within the College rules and procedures and, if requested must provide the College a WCB letter of good standing. Page 3
Occupational Health & Safety Program Element 2 General Safe Work Procedure 2-2 Work Procedures Written work procedures have been made available to all employees for these general areas of concern: Medical Emergencies / First Aid Fire Building Evacuation Chemical Spills / Gas Leaks Building Closure Power Failure Bomb Threats Crime in Progress Crime Prevention Violence in the Workplace Emotional Distress / Crisis Working Alone Procedures Lock-Out Procedures Fall Protection Procedure for Refusing Unsafe Work Active Intruder/Lockdown Procedures Earthquakes - Before / During / After 2-3 Safety Enforcement Safety procedures will be practiced by all employees/students/users. An enforcement system exists to ensure that violation of rules is dealt with fairly and firmly. Offences will be dealt with under the appropriate Policy/Collective Agreement. Safety is every employee s responsibility! Page 4
Occupational Health & Safety Program Element 2 General Safe Work Procedure 2-4 Emergency Phone Numbers DOUGLAS COLLEGE, ROYAL AVENUE SITE, NEW WESTMINSTER ON DOUGLAS COLLEGE INTERNAL PHONES, FOR ALL EMERGENCIES CALL 2400 FIRST AID - POLICE - FIRE - AMBULANCE The 2400 emergency number connects to Security who will dispatch assistance. If External help is required, Security will contact the appropriate service and direct them to the location of the emergency. The location of your call will be displayed on the Security phone. From cell phones call: 604-527-5405 Other internal calls: Facilities Services (BSW assistance) 0 (urgent) 4552 (routine) Security, non-emergency 5405 Chemistry Spill Cart (minor spills) 5240/5239 Chemistry or 2400 MSDS (material safety data sheet) information (master file Room 4800B) and other health and safety-related issues call the Health & Safety Coordinator at local 6337 (leave a message) Some important emergency numbers: Poison Control 604-682-5050 Canutec (Transport of Dangerous Goods 1-(613) 996-6666 24 hour assistance) Emergency Preparedness (major disasters, 1-(800) 663-3456 floods, earthquakes) Page 5
Occupational Health & Safety Program Element 2 General Safe Work Procedure 2-5 Medical Emergencies 2-5-1 First Aid The College will provide and maintain first aid services, supplies and equipment as required by WorkSafe BC Occupational First Aid Regulations. Employees will be instructed in procedures for summoning first aid. All injuries will be reported promptly, within 24 hours and a report must be completed within 72 hours. 6A Worker s Report of Injury forms are available from Security or the health and safety office (4800B). First aid/injury records will be maintained on site. 2-5-2 All First Aid calls 2400 0700-2300 hours Monday - Sunday First aid services are available at the times listed above. Your call to Security from an internal phone will automatically indicate your location in the building. Security will make the decision to call for ambulance services should they be required. If injuries are serious and only if you are unable to contact Security, call an ambulance. AMBULANCE 911 (first dial 9 for an outside line) Be ready to give your exact location, room and telephone number, nature of the emergency and best access for emergency vehicles. There are other personnel trained in first aid at the college and those individuals will be able to assist in an emergency situation. Many employees have received first aid and/or CPR training. N.B. The First Aid room 2202 does not have a resident attendant. Before starting any first aid procedures, always ensure that there is no further danger to you or to the victim. If hazardous chemicals are involved obtain the appropriate MSDS (material safety data sheet) from the area file, on line or master file in Facilities Services 4800B, to assist first aid personnel. For chemical splashes and spills, immediate flushing with water minimizes the risk of injury. If chemicals are splashed in the eyes, they should be flushed immediately with running water for 15 minutes while medical assistance is summoned. Page 6
Occupational Health & Safety Program Element 2 General Safe Work Procedure 2-6 Douglas College Emergency Building Evacuation WHEN THE ALARM BELLS RING LEAVE THE BUILDING IMMEDIATELY Leave by the nearest exit, as indicated on emergency signs. Doors should be closed as you leave. Assist others by directing students, visitors and disabled persons out of the building. Do not use any of the elevators. The concourse and all balconies must be evacuated. Gather at street level, away from the perimeter of the building. Inform Floor Wardens of missing persons or potentially hazardous situations. Floor Wardens can be identified by their orange emergency vests. Do not re-enter the building for any reason until the all clear/building re-entry signal is given. The names of area Floor Wardens are posted at departmental offices and other central locations. The Douglas College Emergency Procedures brochure can also be found at these locations. Any questions regarding emergency building evacuation should be addressed to the Director of Safety, Security and Risk Management. Page 7
Occupational Health & Safety Program Element 2 General Safe Work Procedure 2-7 Role of Key Personnel during Emergency Building Evacuation In the event of an emergency building evacuation, the Director, Facilities Services and /or designate (Incident Commander), will be in command of the building. Should the Fire Department be requested to attend, the New Westminster Fire Chief will have overall authority. The Manager, Facilities Services and/or designate will assist the Incident Commander and perform all necessary duties in his/her absence. Other Management personnel are required to assist in supervisory capacities. Floor Wardens, throughout the building, are required to supervise the orderly evacuation of all occupants from their designated areas. The names of the Floor Wardens are posted at field bases or other convenient locations. Floor Wardens must report to the Emergency Director by radio phone when their areas have been evacuated, and they must not allow anyone back into the building until the all clear signal is given. Deputy Floor Wardens (pre-appointed) will assume the duties of Floor Wardens in their absence. Security personnel have pre-assigned duties with regard to relaying information, identifying problem areas, and monitoring and resetting safety systems. 2-8 Duties of Floor Wardens during an Emergency Evacuation 2-8-1 Floor Wardens At the sound of the fire alarm Floor Wardens will immediately: A. Put on their emergency personnel vest, turn on their radio phone and go to their designated area. B. Supervise the orderly evacuation of his/her floor area to a predestinated assembly area outside, away from the building. i) The two assembly areas are: East of the building along Agnes Street between 7 th and 6 th Street (north and east exits). North of the building along Royal Avenue between 7 th and 8 th Street. C. Check exit stairwells to see that they are clear for evacuation and choose an alternate route should stairwells be blocked by fire or smoke. D. Report to the Incident Commander that his/her floor is evacuated and the disposition of any disabled persons who may need assistance. E. Not allow anyone to go back into the building under any circumstance until the Fire Chief has given permission to do so. F. Know where the emergency survival and rescue cabinet is located in case evacuation is not possible. Page 8
Occupational Health & Safety Program Element 2 General Safe Work Procedure 2-8-2 Deputy Floor Wardens Assist the Floor Warden in fire prevention and the emergency evacuation of the floor or area under his/her jurisdiction. Perform the duties of the Floor Warden in his/her absence. 2-8-3 Floor Monitors Floor Monitors should be appointed randomly by the Floor Warden or Deputy Floor Warden. Floor Monitors will assist the Floor Warden and the Deputy Floor Warden in the execution of duties. NB Please see the Emergency Response Plan manual and the Floor Warden manual for a more detailed description of roles and responsibilities of key personnel during an evacuation. 2-9 Use of Fire Extinguishers Although the building is equipped with a comprehensive sprinkler system, the use of fire extinguishers may help to prevent the spread of fire. Employees are encouraged to become familiar with the locations of fire extinguishers in their areas, and throughout the building. Fire alarm pulls are located near all exits from the building. For the location of fire extinguishers, fire alarm pull stations, eyewash stations and gas shut-off valves, refer to the building floor plans in the Floor Warden manual. If fire extinguishers are removed from your area, inform Facilities Services or Security immediately. A.W. Fireguard provides yearly servicing and ongoing maintenance as required. The location and condition of fire extinguishers are monitored by Security and by members of the Occupational Health and Safety Committee during their building inspections each semester. Page 9
Occupational Health & Safety Program Element 2 General Safe Work Procedure 2-10 Fire Prevention - Hazard Reporting Building Service Workers and Security personnel are instructed to note the following potentially hazardous situations during their work throughout the college on a daily basis: Accumulation of combustible material, rubbish or flammable liquids in excess of quantities allowed or permitted (refer to WorkSafe Occupational Health and Safety Regulations and the BC Fire Code.) Dangerous ignition sources, e.g., worn extension cords, oily rags, overheating equipment Exit lights in good order and adequate lighting in public corridors and stairwells Fire and exit doors with panic hardware in good operating condition (these doors must not be wedged open under any circumstances) Exit routes unobstructed Fire hoses and portable fire extinguishers are not obstructed, in good order and ready to use Fire hazards that are discovered must be reported to the Incident Commander immediately All employees are encouraged to take an active role in hazard reporting and fire/accident/incident prevention. The Occupational Health and Safety Committee should be notified if any hazardous situations remain uncorrected. 2-11 Hazardous Spills and Incidents Hazardous materials are used and stored throughout Douglas College. A college-wide inventory of these products is located in Facilities Services (4800B), together with a complete file of Material Safety Data Sheets (MSDS). All employees required to handle, or work in close proximity to hazardous materials, must be aware of the risks involved, necessary precautions and relevant spill and first aid procedures. WHMIS training is accessible and ongoing throughout the year and the Health and Safety Coordinator will provide any additional information and assistance. MSDS (material safety data sheets) for hazardous materials must be read before products are used. Inert absorbent material (clay Kitty Litter) or xsorb particulate is available in all locations where hazardous materials are stored. More specialized spill kits are available in laboratories for the neutralization of acids and bases and for spills involving mercury. The Chemistry department has a well-equipped chemical spill cart (room 3740) ready to assist with a spill cleanup in all areas of the college. A large spill-kit is also stored in the chemical storage bunker, room 1602. Facilities Services and Health and Safety must be notified of all spills involving hazardous materials. Clean up assistance will be provided and/or, in the case of large spills, the Fire Department may be notified. The decision to evacuate the building will be made and the alarm sounded as in a fire emergency. Page 10
Occupational Health & Safety Program Element 2 General Safe Work Procedure The following emergency numbers should be posted close to your phone for use if spills occur. SECURITY 2400 Facilities Services... Chemistry Spill Cart... Director of Safety, Security & Risk Management Health & Safety Coordinator New Westminster Fire Dept.... Canutec (Transport Canada)... 5361, 5362, 5613, 5798 5240 / 5239 5828 6337 9-911 9-1-(613) 996-666 2-12 Bomb Threat Bomb threats may be received by telephone or by letter. All threats must be taken seriously and handled as though an explosive device was in the building. If the threat is received by telephone, stay calm, try to gather as much information as possible from the caller by asking questions such as: When is the bomb going to explode? Where is the bomb and what does it look like? Did you place the bomb? Why? What will cause it to explode? Who are you and where do you live? Be alert to the caller's voice, his/her age, state of mind, any accent or distinguishing voice characteristics, and listen for any background sounds. If the decision is made to evacuate the building, the fire alarm may be sounded and procedures will follow the building evacuation plan. Call Security at 2400 or go to the Security Desk in the Concourse Wait by the phone for instructions. Warn others and quickly look around your area for suspicious objects, but touch nothing. You will be notified if the decision is made to evacuate the building. The fire alarm may be sounded and procedures will follow the building evacuation plan. If the threat is received by note or letter, take it to Security immediately. If you notice a suspicious object / package in your area, do not touch it, question others about its presence and clear the immediate area of employees and students. Post KEEP OUT notices (located at the back of this manual). Contact Security at 2400 and wait instructions. Page 11
Occupational Health & Safety Program Element 2 General Safe Work Procedure 2-13 Crime in Progress Crimes such as theft, vandalism or assault could occur in the building. Do not approach or interfere with the perpetrator except to protect yourself. Observe as much as you can from a safe distance and call Security immediately at 2400. 2-13-1 Crime Prevention Be prepared! Keep pencil and paper close to the phone. Keep your area tidy and organized and report any suspicious objects or missing items immediately. Report suspicious individuals to Security and be ready to give a detailed description. If you are working alone in your area, keep doors locked, inform Security of your location, local and your check-in times. Lock your car and do not leave your valuables on display. Late at night or on weekends, have someone accompany you to your car and check the back seat before entering. If requested, Security will escort anyone to their vehicle in the Parkade. The non emergency Security number is 5405. 2-13-2 Violence Any person observing, or the victim of Violence requiring immediate intervention must promptly inform Campus Security (or the responsible Administrator at locations where there are no College Security staff). Security or the responsible Administrator will take immediate action (see the policy A10.01.05 Violence Prevention Involving College Employees) in the Appendix. Page 12
Occupational Health & Safety Program Element 2 General Safe Work Procedure 2-14 Working Alone or in Isolation Definition and Procedures Definition of New Regulation 4.20.1: In sections 4.20.2 to 4.23 of the WorkSafe Occupational Health & Safety Regulation, to work alone or in isolation means to work in circumstances where assistance would not be readily available to the worker In case of an emergency or In case the worker is injured or in ill health. To protect these Douglas College employees, they will be monitored to ensure timely and effective response to emergency, injury or ill health. This will be achieved by risk assessment and implementation of a system to check their well-being. PROCEDURES 2-14-1 Working Alone or In Isolation: Any individual who is assigned to work alone or in isolation must have a regular "check-in" procedure established by his/her supervisor/manager in consultation with the worker involved. Appropriate check-in intervals will be established. Check-in must include end of shift contact. As appropriate to the situation, check-ins may be in person, by phone or radio. Check-In contact is provided by Douglas College Security personnel. A written log must be kept of the check-ins by Douglas College Security personnel. A written check-in log is maintained at each of the following: New Westminster Security kiosk & David Lam Security kiosk. The employee working alone or in isolation must initiate the check-in process with the check-in contact (Security) each time the employee is to work alone or in isolation. If no contact is made by the worker within a reasonable interval of the designated time, the check-in contact person will implement steps as outlined in the Check-In Procedures for Employees Working Alone or In Isolation (#1 in Appendix). Unless conditions change, the same risk assessment and check-in procedure may apply routinely for the same worker, over and over. Paperwork does not need to be recreated each time. Page 13
Occupational Health & Safety Program Element 2 General Safe Work Procedure 2-14-2 Role of the Supervisor/Manager: Review the document: Working Alone or In Isolation: Definition & Procedures (2-14) Identify employees that work alone or in isolation. Complete a risk assessment with the identified employee, using the document: Working Alone or In Isolation: Assessment Checklist - Potential Risks or Hazards (see #1 in the Appendix). Implement written procedures for checking on a worker s well-being, using the document: Check-In Procedures for Employees Working Alone or In Isolation (see #1 in the Appendix). Ensure the employee is trained in the written procedure for checking the employee s wellbeing. Forward copies of the completed Assessment Checklist & Check-In Procedure for employees who work alone or in isolation to the Occupational Health & Safety Coordinator. 2-14-3 Review Process: The procedures and system for checking a worker s well-being will be reviewed annually by the Occupational Health and Safety Committees and the Occupational Health and Safety Office in conjunction with the supervisor/manager; or more frequently if there is a change in the work circumstances which could affect the worker s well-being or if the system is not working effectively. Page 14
Occupational Health & Safety Program Element 2 General Safe Work Procedure 2-15 Earthquake Preparedness A major earthquake can occur at any time in British Columbia. There is no way of predicting the actual event, but careful planning and preparation can reduce injuries, prevent panic and assist in rescues and clean up procedures. The structure of Douglas College is reinforced concrete with a brick veneer. The building is designed to be "earthquake resistant" but superficial damage is expected from moderate to severe earthquakes. Light fixtures in high traffic areas such as corridors have been secured with chains to the floor above and metal frame storage shelving throughout the college has been secured to walls. Douglas College is not a designated disaster assembly site. In the event of an earthquake, or other major disaster, follow the direction of the Floor Warden. The following procedures should assist all building occupants: 2-15-1 Before An Earthquake A. Supervisors and employees should identify hazards in their working areas, e.g., heavy, sharp or pointed objects stored on high shelves, all unsecured furniture and shelving units, glass structures. Chemicals should be stored securely and never above eye level. Attempts should be made to reduce risks by eliminating these hazards. B. Occupants should determine safe places under tables or desks, away from glass or potential flying objects. Do not stand in a doorway because you are at an increased risk of a shrapnel injury. C. Practice emergency shutdown and evacuation procedures. Occupants should know where the Emergency Response cabinets and fire extinguishers are located and how to use them (locations listed in the appendix). The area could be isolated for some time after an earthquake. Keep sturdy shoes and a jacket at the workplace. A 72-hour survival kit at work, in your car and at home is advisable. D. Persons with first aid training should be identified and all employees should be encouraged to take basic CPR and First Aid training. E. Employees should prepare their homes and families for emergencies such as earthquakes. Communications may be interrupted for 24 hours or more and employees may have to remain at the workplace. Arrange an out of area contact and point of rendezvous with family members in case you cannot get home. The BC Telephone White Pages provides an outline of procedures for families. The Health and Safety Office and the Health and Safety board (opposite the Library) also have earthquake information available for employees and students. Page 15
Occupational Health & Safety Program Element 2 General Safe Work Procedure 2-15-2 During An Earthquake A. DUCK, COVER and HOLD ON under a desk or table and warn others to do the same. Protect your head and neck from falling glass and debris, holding on to your shelter if necessary. B. If you are in an area with extensive glass structures, e.g., the concourse, cover your head and attempt to shelter against the walls away from glass windows. Do not try to run from the building. Flying debris may hit you. C. If you are in an elevator, stay there. The elevator will not fall down the shaft and you are well protected and help will be dispatched if the doors jam. Wait for assistance. D Stay calm and wait for the shaking to stop. E. Follow instructions from emergency personnel wearing an orange vest. Your Floor Warden will be in touch with Security / Emergency Response Director by radio phone for instructions. 2-15-3 After The Earthquake A. In case of fire, pull the alarm if possible, and warn others. Shut off gas and electrical power if possible. Use a fire extinguisher, remembering to stay between the fire and the exit. If the fire is extensive, everyone should leave the area cautiously, closing doors behind them. B. Injuries should be reported to the Floor Warden or directly to Security at 2400 if telephones are working or by radio phone. First aid should be initiated for serious injuries. Do not move victims unless absolutely necessary. Beware of broken glass, electrical hazards, and gas or chemical leaks. Do not use any sources of flame or spark. Do not smoke. C. Do not act independently of everyone else - wait for instructions or you may risk becoming a casualty. D. The Fire Safety / Emergency Response Director or his or her deputy will assume control of the building. In the event of major damage throughout the municipality, the New Westminster Police Chief will be in charge of operations. E. You will be given directions as soon as the damage is assessed. Stay calm and be prepared for aftershocks. Many areas of the College have Emergency Response cabinets containing enough emergency survival supplies for 72 hours if you are unable to leave the building (contents of cabinets - #7 of the appendix). Page 16
Element 3 Training of Employees ELEMENT 3 TRAINING OF EMPLOYEES 3-1 Guidelines for Training Training is a key element in both developing and maintaining an effective accident prevention and occupational health hazard control program. The College recognizes administrators and supervisors are key employees in communicating and promoting the safety program. The administrators and supervisors responsibilities include implementing College policies, e.g. by providing job specific safety training. To support the administrators and supervisors, the College will ensure that there is appropriate training in due diligence. In addition, the College will provide sufficient training, or access to training, for employees to perform their work in a safe and efficient manner as appropriate to their particular work area. A Supervisor, as defined by WorkSafe BC and referenced in Element 4, is a person, who instructs, directs and controls workers in the performance of their duties (Occupational Health & Safety Regulation Part 1). An employer must ensure that before a young or new worker begins work in a workplace, the young or new worker is given health and safety orientation and training specific to that young or new worker s workplace. Please see the new employee orientation process as mandated by WorkSafe BC: http://www2.worksafebc.com/publications/ohsregulation/part3.asp#sectionnumber:3.22 Page 17
Element 4 Supervision of Workers ELEMENT 4 SUPERVISION OF WORKERS It is the responsibility of supervisors to ensure personnel under their direction have sufficient training to perform their duties in a safe and efficient manner as appropriate to their particular work area. In addition, other supervisory responsibilities within their own areas include but are not limited to: Enforcing safety regulations Instructing workers on safe work procedures Developing, implementing, enforcing, and/or revising safety rules, procedures and policies specific to their area Conducting regular inspections of their own work area for hazards and correcting unsafe acts and/or following up on recommendations Reporting and helping investigate any accidents/incidents in their area Being familiar with available support services offered by Employee Relations, such as the Employee Family Assistance Program (EFAP), etc. Ensuring employees have been given proper training to operate machinery and equipment and that the equipment/machinery is maintained Being aware of all emergency procedures (evacuation plans) and participate in regular exercises taking place during the year Ensuring all employees properly use all personal protective equipment when and where required Ensuring all employees have WHMIS (Workplace Hazardous Materials Information System) training. Retraining may be required in instances when: Recurring accidents or injuries are evident or in other unique situations Supervisors will have Occupational Health & Safety as a standing agenda item at their departmental meetings and forward concerns, issues, or comments to the Occupational Health and Safety Committee for review. Page 18
Element 4 Supervision of Workers 4-1 Supervision of Students Faculty and other employees involved in learning activities will ensure students under their direction have sufficient knowledge or training to perform assignments in a safe and efficient manner, where appropriate to their particular learning areas. In addition, other supervisory responsibilities within their own areas include, but are not limited to: Enforcing safety regulations Instructing students on safe procedures Developing, implementing, enforcing, and/or revising safety rules, procedures and policies specific to their area Conducting regular inspections of their area for hazards and correcting unsafe acts and/or following up on recommendations Reporting and helping investigate any accidents/incidents in their area Being familiar with available support services for students, such as counseling, the Learning Center, etc. Ensuring students have been given proper training to operate machinery and equipment, and that the equipment/machinery is maintained Being aware of all emergency procedures (evacuation plans) and participate in regular exercises taking place during the year Ensuring students properly use all personal protective equipment when and where required WHMIS training (where required) Faculty and other employees involved in learning activities should discuss safety issues at their departmental meetings and forward concerns, issues, or comments to the Occupational Health and Safety Committee for review. Page 19
Element 5 Regular Inspection and Monitoring ELEMENT 5 REGULAR INSPECTION AND MONITORING Inspection of all work locations will be conducted in accordance with WorkSafe BC regulations. At the, the inspection team will consist of the Occupational Health and Safety Coordinator, one Administrative member or designate (where feasible) one BCGEU staff member or designate (where feasible) and one DCFA faculty member or designate (where feasible) from the Occupational Health and Safety Committee. Inspections will be conducted formally on a semester basis by the inspection team and weekly by the Facilities Services Department, with emphasis on safe work procedures, as well as work environment and equipment. The inspection team will wear personal protective equipment, where appropriate, while on the inspection tour. Inspection team observations and recommendations will be forwarded to: Director of Safety, Security and Risk Management (all observations and recommendations) Department Administrators/Supervisors responsible (specific departmental observations and recommendations) Occupational Health and Safety Committee representatives (all observations and recommendations). If it is determined that unsafe practices, procedures or dangerous conditions exist, the appropriate administrator/supervisor will take corrective action without delay. (Workplace inspection checklist is #5 in the appendix). 5-1 Procedures for Monitoring of Plant, Equipment and Machinery Records and documentation regarding physical plant, machinery and equipment testing, inspections and/or alterations will be recorded and re-inspected on a regular basis. These records are to be maintained by the Director, Facilities Services and will be available to WorkSafe BC, the Occupational Health and Safety Committee and other interested parties upon request. These records will be reviewed and updated on an annual basis. 5-2 Checklist of Safe Work Practices and Procedures Personal Protective Equipment: available condition of proper use procedure Proper Use and Condition of Tools and Equipment: maintenance logs Page 20
Element 5 Regular Inspection and Monitoring Lockout Procedure and Practices: Training of policy and procedure Locks, clips and tags available Location of lockout points N.B. Electrical lockout procedures are conducted by a subcontractor. Douglas College employees do not participate in these procedures. Workplace Conditions and Hazards: Identified Corrective measurement Follow-up method 5-3 Inspection Team Procedures A. INTRODUCTION Workplace inspections help prevent injuries and illnesses. Through critical examination of the workplace, inspections identify and record hazards for corrective action. The inspection team will consist of one Administrative member (or designate) where feasible, the Occupational Health and Safety Coordinator, one BCGEU staff member (or designate) where feasible, and one DCFA faculty member (or designate) where feasible from the Occupational Health and Safety Committee. Inspections will be conducted formally on a semester basis by the inspection team at the. B. ROLE OF INSPECTIONS As an essential part of the Occupational Health and Safety Program, the inspection team examines the workplace to: Listen to the concerns of employees and supervisors Gain further understanding of jobs and tasks Identify existing and potential hazards Determine underlying causes of hazards Monitor hazard controls (personal protective equipment, policies, and procedures) Recommend corrective action C. INSPECTION PRINCIPLES 1. Review previous reports to ensure recommendations have been carried out. 2. Discuss the planned inspection route before undertaking the inspection. 3. Wear the proper personal protective equipment before entering an area. 4. On entry to an area, notify the supervisor of the intent to carry out an inspection. Page 21
Element 5 Regular Inspection and Monitoring 5. Draw attention to the presence of any immediate danger and other items requiring action. 6. Clearly describe each hazard and its exact location on the Safety Inspection Checklist form. 7. Ask questions, but do not necessarily disrupt work activities. This may interfere with efficient assessment of the job function and may create a potentially hazardous situation. 8. Question employees on their knowledge of emergency preparedness (i.e., location of fire extinguishers, how to summon first aid, building evacuation routes etc.) 9. Be proactive, give supervisors suggestions on preventive procedures/equipment. D. REPORTING To produce the report: 1. Write down the observed unsafe practices, procedures, or dangerous conditions and recommend corrective action. Record the department/area/room inspected, the date, and the names of the inspection team. 2. Assign a priority level to the hazards observed to indicate the urgency of the corrective action required: A = Major, immediate action B = Serious, short term action C = Minor, long term action 3. After each listed hazard, specify the recommended corrective action and establish a definite correction date. Take immediate action as needed. Where permanent correction may take time, take any temporary measures necessary such as roping off an area, tagging out equipment or posting warning signs. The Director of Safety, Security and Risk Management will send out inspection reports promptly to: The departmental administrator/supervisor responsible Inspection team members. Page 22
Element 5 Regular Inspection and Monitoring E. FOLLOW-UP/MONITORING Review the information obtained from regular inspections to identify where immediate corrective action is needed. Identify non compliance or accident patterns as part of the overall monitoring of the Occupational Health and Safety Program's effectiveness. Analysis of inspection reports may show the following: priorities for corrective action need for improving safe work practices insight as to why accidents are occurring in particular areas need for training in certain areas Page 23
Element 6 Hazardous Materials and Substances ELEMENT 6 HAZARDOUS MATERIALS AND SUBSTANCES 6-1 Workplace Hazardous Materials Information System Compliance The Workplace Hazardous Materials Information System (WHMIS) has been implemented at Douglas College, and procedures for continued compliance have been distributed to all departments using or storing hazardous materials. The Office of Safety, Security and Risk Management will continue to coordinate the WHMIS program and provide assistance when requested. As required by WHMIS, the following procedures have been established: A. A college-wide annual inventory of hazardous materials each May. B. WHMIS labeling of all controlled products with supplier and workplace labels. C. The collection and distribution of Material Safety Data Sheets (MSDS) and maintenance of a central MSDS file in Facilities Services 4800B, as well as departmental MSDS files. D. Ongoing training/education of all employees who handle or work in close proximity to hazardous materials. E. An "in-house" WHMIS video tape and information package is available to all new employees. F. WHMIS compliance by subcontractor, renters and other Douglas College building users. 6-2 Storage of Hazardous Materials All hazardous materials stored or used at the College are listed on a database which describes the product name, amount in stock, supplier and catalog number, room location, hazard classification and MSDS availability. Hazardous material storage areas are indicated on the building floor plans (in the appendix). Employees involved in requisitioning or authorizing purchases of hazardous materials and members of the Purchasing Department are alerted to ongoing WHMIS compliance procedures regarding labeling and acquisition of MSDS. Storage facilities for hazardous materials are in secure areas with limited access. Materials are stored according to their hazard classification wherever possible. Specific incompatibilities have been taken into consideration, e.g., flammable and oxidizing materials are separated to minimize fire hazards. In janitorial areas, chlorine bleach is stored separately from acids and ammonia to avoid accidental mixing and liberation of toxic fumes. A table of incompatible chemicals can be obtained from the Occupational Health and Safety Coordinator. Appropriate fire extinguishers are available for the different classes of hazardous materials on site. Revised August 2011 Page 24
Element 6 Hazardous Materials and Substances 6-3 Shipping and Receiving Hazardous Materials Any hazardous materials covered under the Transport of Dangerous Goods Act (TDG) must have the appropriate TDG signage and accompanying documents when shipped from Douglas College. It is illegal to ship undeclared hazardous materials. Facilities Services should be contacted for assistance. A copy of the TDG regulations is available in the Health & Safety Office B3117 at David Lam, local 6337 and further information can be obtained from Transport Canada, (604) 666-2955. Hazardous goods received at the College will normally be inspected by the Receiver though, on occasion, goods may be received directly by department staff. All WHMIS controlled products must have the correct labeling and a current MSDS. Improperly labeled items must be returned. If an MSDS does not accompany the shipment, the item may be stored, but not used, until the MSDS has been received and read by the user. Purchasers of hazardous materials should indicate on their requisition forms those items which require MSDS. A copy of all MSDS must be sent to the Health & Safety Office 4800B for inclusion in the MSDS master file. 6-4 Hazardous Spills and Incidents Hazardous materials are used and stored throughout the College. A college-wide inventory of these products is located in the Health & Safety Office 4800B together with a complete file of current Material Safety Data Sheets. Those employees required handling or work in close proximity to hazardous materials must be aware of the risks involved, necessary precautions, and relevant spill and first aid procedures. WHMIS training is ongoing and Health and Safety will provide any additional information and assistance. MSDS for hazardous materials must be read before products are used. Absorbent material (xsorb/pads/socks/booms) is available in all locations where hazardous materials are stored. More specialized spill kits for neutralizing acids or bases, and for mercury, are available in laboratories. Detailed spill procedures are posted in appropriate areas. The Chemistry Department has a well-equipped Spill Cart ready to assist with the spill clean-up in all areas of the College. A spill kit is also located in Shipping and Receiving and in the chemical bunker room1602. Facilities Services and Health and Safety must be notified of all spills involving hazardous materials. Clean up assistance will be provided and/or, in the case of large spills, the Fire Department may be notified. The decision to evacuate the building will be made and the alarm sounded as in a fire emergency. The following emergency numbers should be posted close to your phone for use if spills occur. Fire Dept., First Aid 2400 Ambulance, and Security Facilities Services 5361, 5362, 5613, 5798 Switchboard 0 Health & Safety 6337 Chemistry Spill Cart 2400 or 5240 New Westminster Fire Dept. 9-911 Canutec (Transport Canada) 24hr 9-1 - (613) 996-6666 Page 25