INSTITUTE OF READING DEVELOPMENT

INSTITUTE OF READING DEVELOPMENT INJURY AND ILLNESS PREVENTION PROGRAM REVISED: JAN. 2018

IF YOU CALL 911 Give dispatcher the appropriate Street Address: 5 Commercial Blvd (Novato) FIRST AID MINOR For minor cuts, Band-Aids, etc. are in the first aid kit stored in the following locations: Downstairs: Upstairs: IT, Bookkeeping, Facilities Sales FIRE FIRE EXTINGUISHERS Fire extinguishers are located at multiple points in the upstairs and downstairs hallways EMERGENCY CONTACTS: JOSH KIZNER (PROGRAM ADMINISTRATOR, SAFETY TEAM): DOUG EVANS (SAFETY TEAM): MONICA SEVY (SAFETY TEAM): (800) 964-9090 X8130 (800) 964-9090 X8190 (800) 964-9090 X8120

Table of Contents I. Commitment to Safety and Health 1 Safety and Health Policy 1 Responsibility for Safety and Health 1 Program Administrator 1 Safety Team 1 Managers 2 Employees 2 Company Safety Rules 2 Record-Keeping 3 II. Hazard Assessment and Control 4 General Codes of Safe Practices 4 Housekeeping 4 Material Handling 4 Ensuring Employee Compliance with Safe Work Practices 5 Ergonomics & Prevention of Repetitive Motion Injuries 5 Workplace Violence 5 Types of Workplace Violence 6 Domestic Violence 6 Hostile Situations 6 Monitoring and Correcting Potential Safety and Health Concerns 6 Periodic, Scheduled Inspections 6 Unscheduled Inspections 6 Ongoing Workplace Review 7 Responsibility for Accident Investigation 7 Employee Reporting of Hazards 7 Newly Discovered Safety and Health Concerns 7 III. Communicating with Employees on Safety and Health Issues 8 Safety Meetings 8 Anonymous Notification Procedures 8 Postings 8 IV. Safety and Health Training 9 When Training Will Occur 9 Areas of Training for Employees 9

V. Emergencies 10 Emergency Action Plan 10 Emergency Escape Procedures 10 Rescue and Medical Duties 10 Notification of Fires and Emergencies 10 Fire Emergency Plan 11 In the Event of a Fire 11 Potential Fire Hazards 11 Responsibility for Fire Prevention 11 Earthquake Procedures 11 In the Event of an Earthquake 11 After the Earthquake 12 Gas 12 Electricity 12 Medical Emergency 12

IN CASE OF ACCIDENT OR INJURY PLEASE NOTIFY APPROPRIATE SUPERVISOR AND GO IMMEDIATELY TO THE APPROPRIATE HOSPITAL: Novato Community Hospital 180 Rowland Way Novato, CA 94945 (415) 209-1300

I. COMMITMENT TO SAFETY AND HEALTH Institute of Reading Development IIPP Safety and Health Policy The Institute of Reading Development is firmly committed to maintaining a safe and healthful working environment. To achieve this goal, the Institute has implemented this comprehensive Injury and Illness Prevention Program (IIPP). This Program is designed to prevent workplace injuries, accidents and illnesses. A complete copy of the Program is maintained in the Program Administrator s office and is available for your review. A copy of the Program is also provided to each department director. The success of any safety program depends on the safety consciousness and cooperation of everyone at the Institute. Employees at all levels are expected to assist the Institute in the prevention of workplace accidents and injuries and to follow all safety and health rules. Responsibility for Safety and Health Program Administrator The Program Administrator is Josh Kizner and can be reached at (800) 964-9090 ext. 8130. He is responsible for the overall implementation and maintenance of the Injury and Illness Prevention Program. The Program Administrator's duties include, but are not limited to: 1. Ensuring that managers are trained in workplace safety and are familiar with the safety and health hazards to which employees under their immediate direction or control may be exposed, as well as applicable laws, regulations and company safety rules and policies; 2. Ensuring that employees are trained in accordance with this Program; 3. Inspecting, recognizing, and evaluating workplace hazards on a continuing basis; 4. Developing methods for abating workplace hazards; and 5. Ensuring that workplace hazards are abated in a timely and effective manner. The Program Administrator may assign all or some of these tasks to other individuals. Safety Team In emergencies, certain personnel are appointed to be responsible for the evacuation of employees, accounting for all employees, seeking emergency medical treatment and communication with city representatives. The Safety Team members are expected to take a leadership role in maintaining calm and carrying out appropriate procedures. Employees are expected to follow the directives of the Safety Team. The Safety Team consists of: The Program Administrator; and Institute executives and directors 1

Institute of Reading Development IIPP Managers All managers are responsible for the safety and health of the employees who report to them or work under their direction or control, and for the safety and health of individuals who enter their departments or work areas. To fulfill this duty, each manager must: 1. Be familiar with all applicable safety and health laws and regulations, and with company rules and policies relating to workplace safety and health; 2. Be familiar with the proper method of operation in areas under their direction or control; 3. Ensure that his or her employees are properly trained in workplace safety and health. This includes training in general safe work practices, as well as specific instruction with respect to hazards specific to each employee's job assignment; 4. Ensure that all of his or her employees do, in fact, perform their work in a safe and healthful manner that is consistent with company rules and policies; 5. Take all reasonable steps necessary to avoid unsafe working conditions, accidents, injuries and illnesses; 6. Regularly inspect his or her department for workplace hazards and submit a timely and complete Inspection Checklist and Correction Form and report any unsafe workplace condition or hazard to the Program Administrator; and 7. Ensure that unsafe and unhealthful working conditions are corrected promptly. Employees All employees of the Institute are responsible for working safely and maintaining a safe and healthful work environment. All employees are required to conduct themselves in a manner that is consistent with the Company s safety rules and policies. To fulfill this duty, each employee must: 1. Attend all required safety meetings; 2. Comply with all company safety rules, policies and procedures; and 3. Comply with all company operating rules, policies and procedures. Company Safety Rules The Institute has established the following safety rules. This list of rules is, of course, not allinclusive. All employees are to use common sense, work safely and read and follow the terms of the company's Injury and Illness Prevention Program. Violation of the company's Injury and Illness Prevention Program or safety rules, policies or procedures will result in discipline up to and including termination. The disciplinary system for safety violations is the same as that for violation of the company's other Rules and Policies. Please remember that this does not change the fact that your employment at Institute is at-will. This list is intended to protect your safety and health. 1. All accidents and injuries must be reported to the appropriate department director at the time of occurrence. Workers' Compensation insurance is provided according to California law for occupational injuries or diseases. Specific information regarding workers' compensation can be obtained from the Program Administrator. 2

Institute of Reading Development IIPP 2. Employees at all levels must immediately report all unsafe conditions or hazards to the Program Administrator. Employees may report such conditions or hazards anonymously. 3. Employees are expected to use the protective equipment provided to them as appropriate to their job. 4. Horseplay, throwing items or running in any area of the office is forbidden. 5. Any employee known to be under the influence of drugs or intoxicating substances that impair their ability to safely perform their assigned duties shall not be allowed to do the job while in that condition. 6. Work shall be well planned and supervised to prevent injuries. 7. No one shall knowingly be permitted or required to work while the his/her ability or alertness is so impaired by fatigue, illness, or other causes that it might unnecessarily expose him/her or others to injury. 8. To protect employee health and comply with applicable local ordinances, smoking is not permitted on the Institute of Reading Development s premises. 9. All employees are required to be familiar with the company s fire prevention and emergency action plan. Record-Keeping The Program Administrator will keep IIPP-related records for a minimum of one year, and no less than the minimum amount of time required by law. Records kept will include: 1. Hazard Assessment and Control Inspection Records; 2. Injury and Illness Prevention Training Records; and 3. OSHA s Form 300 Log of Work-Related Injuries and Illnesses 4. OSHA s Form 301 Injury and Illness Incident Report 3

II. HAZARD ASSESSMENT AND CONTROL Institute of Reading Development IIPP The Institute has identified and adopted methods for addressing workplace hazards relative to safety and health issues in this section. General Codes of Safe Practices Housekeeping Good housekeeping is an integral part of any effective safety program. Keeping work areas neat and clean reduces the chances of accidents and injuries. Well-organized work areas also increase the ability of employees to perform their jobs efficiently. Housekeeping will be regularly reviewed. 1. Good housekeeping practices must be exercised within each employee's work area. 2. Trash and scrap must be thrown in proper waste containers. 3. Materials and other items must not be stored so as to block or limit access to walkways, doors, exits, or fire extinguishers. A safety hazard is created whenever loose objects (boxes, files, computer logs, etc.) are left where they can be tripped over or run into. Always place loose objects out of the way and in a place they can be readily seen. Avoid placing them in traffic aisles or at points where they cannot be readily seen. All items must be stacked and stored in such a manner as to prevent tipping, toppling, shifting, slipping, or falling. 4. Spills should be wiped up immediately. 5. All restrooms will be kept clean and sanitary. 6. All electrical extension cords should be in good condition without fraying or loose parts. Cords should not be placed across any open area so as to provide a tripping hazard. Cords should be stored when not in use. 7. Step stools should be of solid construction with a firm stable base. Step stools with shells should be constructed so the wheels retract when weight is applied to the stool providing a firm base. Step stools are not ladders and should not be more than one or two steps high. Do not stand on chairs, boxes or furniture. Material Handling 1. One of the leading causes of workplace injuries is improper lifting techniques. Do not lift heavy objects by yourself. Get assistance. Lift with your legs (knees bent, back straight) not your back. Keep your back straight while lifting. Tuck your chin. Place your feet apart, one ahead of the other. Grip load with palm and fingers, not fingers alone. Bring load close to your body by tucking elbows in. Lift with your legs and arms, not your back. 4

Compress your stomach muscles. Institute of Reading Development IIPP When turning, do not twist your back, turn your whole body as a unit. 2. All materials must be safely stacked and stored in proper areas. 3. Material must not be stored in hallways. Hallways must be kept clear at all times. 4. Proper ladders are to be used to access high shelves. Do not stand on chairs, especially chairs with wheels, or on any other furniture. Ensuring Employee Compliance with Safe Work Practices The following systems are used to ensure employee compliance with safe work practices: 1. Frequent inspections of work area. 2. Verbal warning to employees who do not comply. 3. First written warning to those in non-compliance who fail to comply with verbal warning. 4. Second written warning for continuing non-compliance advising of impending suspension or discharge. 5. Suspension or discharge, depending on gravity of non-compliance. 6. Safety awards/recognition for safety compliance. Ergonomics & Prevention of Repetitive Motion Injuries One of the leading causes of repetitive motion injuries (RMIs) is improper posture while working at a computer. Use the following guidelines to prevent RMIs: 1. Sit in an upright position, with your head and body straight. 2. Adjust your chair height so that you are working in as close to an ideal position as possible: feet rested firmly on the ground or a footrest; sufficient clearance space between the top of the thighs and the bottom of the desk; keyboard at elbow-level. 3. While typing, keep your elbows close to your body and hold your fingers relaxed, with your wrists in a neutral position. 4. Sit facing the monitor directly, so that you do not have to twist your head or neck. Workplace Violence Assaults or other violent acts in the workplace can entail a substantial risk of physical or emotional harm. Many of these assaults result in serious injury, which can lead to medical treatment, missed work, lost wages, decreased productivity and even fatality. The Institute recognizes these potential hazards to a safe working environment and takes all reports of workplace violence or threats of violence seriously. It is the duty of each employee to immediately report to their manager, Program Administrator or Safety Team any violent behavior observed in the workplace or any threat of violence, whether it involves a co-worker, a customer or a stranger. 5

Institute of Reading Development IIPP Types of Workplace Violence (Initial Assessment) Many workplaces are at risk for workplace violence, but certain workplaces are recognized to be at significantly greater risk than others. The Institute has performed an initial assessment to identify workplace security factors that have been shown to contribute to the risk of violence in the workplace. The Institute has identified that the company may be at risk for Type III events, as defined by Cal-OSHA. Type III events involve an assailant who has some employment-related involvement with the affected workplace. Usually this involves an assault by a current or former employee, supervisor or manager; by a current/former spouse or lover; a relative or friend; or some other person who has a dispute with an employee of the affected workplace. Domestic Violence Domestic and other types of societal violence can spill over into the workplace. If you are at risk from violence of this type, please report this situation to your manager or Program Administrator so that adequate precautions can be taken to ensure your safety and the safety of other employees. It may be necessary for the Institute to obtain a temporary restraining order against the potentially violent individual. Hostile Situations All co-workers and customers are to be treated with respect and consideration. Due to the nature of our work, hostile situations with customers or co-workers are extremely rare. If, however, you find yourself in a hostile situation, you should immediately seek assistance from the Program Administrator or call 911 if it is safe to do so. Monitoring and Correcting Potential Safety and Health Concerns Periodic, Scheduled Inspections Inspections will occur when this program is first established, whenever new substances, processes, procedures or equipment are introduced into the work place that represent an occupational safety or hazard, whenever management is made aware of a new or previously unrecognized hazard, whenever occupational illnesses or injuries occur, and whenever workplace conditions may warrant an inspection. The purpose of these periodic inspections is to ensure that all identified hazards are corrected or controlled and to identify, correct and control any new hazards that have arisen in the workplace. The following data are used to assist in the process described above: 1. Review of applicable General Industry Safety Orders and Safety Regulations. 2. Investigation of all accidents, injuries and occupational illnesses that have occurred. 3. Evaluation of information, complaints and suggestions provided by employees. Unscheduled Inspections In addition to scheduled inspections and ongoing review, the Program Administrator may arrange for unannounced, unscheduled, surprise inspections. The list of subjects for these inspections will be chosen randomly. 6

Institute of Reading Development IIPP Ongoing Workplace Review Every manager, supervisor and employee must engage in daily, ongoing, safety and health monitoring and inspection of his/her department/work area. Any potential safety or health concerns should be reported to the Program Administrator. Responsibility for Accident Investigation The Program Administrator or his or her designee must investigate all work-related accidents as soon as possible. After investigating an accident, the Program Administrator or his or her designee will prepare an Accident, Incident and Illness Report. Completed reports are maintained in the Program Administrator s office. Employee Reporting of Hazards Employees are required to immediately report any unsafe condition or hazard that they discover in the workplace to the Program Administrator. No employee will be disciplined or discharged for reporting any workplace hazard or unsafe condition. Employees who wish to remain anonymous may report unsafe conditions or hazards without identifying themselves. The Institute of Reading Development takes all reports of unsafe conditions seriously. Prompt attention will be given to all actual and potential hazards that have been reported to the Company. The Institute will inform the employee who reported the hazard (if known to the Company) of the action that was taken to correct the hazard or the reasons why the condition was determined not to be hazardous. There will be no discrimination against any employee who reports unsafe working conditions or workplace hazards. Indeed, employees are encouraged and required to do so. Newly Discovered Safety and Health Concerns The Institute will respond to new workplace safety and health concerns as soon as feasible After the hazard has been corrected or controlled, the Program Administrator will continue to monitor the condition to ensure that the hazard remains under control. If the potential hazard was not of a temporary nature, the Program Administrator will determine if the hazard should be added to the inspection schedule and the list of identified safety and health concerns. The Program Administrator will also determine if specific written procedures should be established to control the potential hazard and prevent recurrences. All employees involved in correcting the hazardous condition will receive appropriate training in how to do so and will be provided with necessary safeguards and personal protective equipment. 7

Institute of Reading Development IIPP III. COMMUNICATING WITH EMPLOYEES ON SAFETY AND HEALTH ISSUES The Institute believes that communicating with employees concerning workplace hazards and the methods used to control them will help create the safest possible work environment. The Institute, therefore, places a great deal of importance on communicating with employees about health and safety issues. The Institute s system for communicating with employees on safety and health issues includes: Safety Meetings Safety meetings will be conducted by the Program Administrator or his designee regularly. During these meetings, discussions will be held on such issues as: 1. New hazards that have been introduced or discovered in the workplace; 2. Causes of any recent accidents or injuries and the methods adopted by the Institute to prevent similar incidents in the future; and 3. Any health or safety issue deemed by the Program Administrator to deserve reinforcement. Anonymous Notification Procedures The Institute has a system of anonymous notification whereby employees who wish to inform the Company of work hazards may do so anonymously by sending a written notification to the Program Administrator. The Program Administrator will investigate all such reports in a prompt and thorough manner. Postings The Institute will post safety or health information as appropriate. 8

IV. SAFETY AND HEALTH TRAINING Institute of Reading Development IIPP Awareness of potential health and safety hazards, as well as knowledge of how to control such hazards, is critical to maintaining a safe and healthful work environment and preventing injuries, illnesses and accidents in the workplace. The Institute is committed to instructing employees in safe and healthful work practices. To achieve this goal, the Institute will provide training to employees on general safety procedures and on any specific safety procedures for each employee s job. When Training Will Occur Training will be provided as follows: 1. Upon hire; 2. Whenever an employee is given a new job assignment for which training has not previously been provided; 3. Whenever new processes or procedures that represent a new hazard are introduced into the workplace; 4. Whenever the Institute is made aware of a new or previously unrecognized hazard; and 5. Whenever the Institute, Program Administrator or any supervisor believes that additional training is necessary. Areas of Training for Employees All employees will receive training on, but not limited to, the following subjects: General Safe Work Practices; Emergency Evacuation Plans; Ergonomics; Workplace Violence; and Proper reporting of hazards and/or accidents. 9

Institute of Reading Development IIPP V. EMERGENCIES Emergency Action Plan The Institute has developed a set of procedures that are designed to help avoid injuries in the event of an emergency. All employees are required to become familiar with these procedures. However, no plan can cover all contingencies or circumstances. In any emergency the overriding policy must be: Remain calm; follow the directives of the building and city safety representatives; and use good judgment. Emergency Escape Procedures When it becomes necessary to evacuate the facilities, the following procedures will be followed: 1. In the event of hearing a fire alarm or when given instructions to evacuate, walk directly to the exit designated for the area you are in at the time or, if blocked, to the nearest clear exit. 2. Do NOT collect personal belongings before exiting, unless otherwise instructed. You will be advised by City Representative and/or members of the Safety Team when it is safe to return to the building to collect your personal belongings. 3. WALK DO NOT RUN! Do not use windows or other undesignated exits unless directed to do so by a City Representative. 4. People in wheelchairs or using crutches should be carried. Wheelchairs or crutches should not be taken into the stairway. 5. DO NOT TALK during the exiting period in order to allow City Representatives and/or members of the Safety Team to issue and receive instructions. 6. Comply with all of the instructions given by City Representatives and/or members of the Safety Team. 7. Clear the exit way IMMEDIATELY and move to the designated relocation area. 8. Once evacuation is complete, stay at the designated relocation area until City Representatives and/or members of the Safety Team let you know if/when it is safe to return to the building. Anyone who does not return after an ALL CLEAR is given, unless excused by management, will NOT be excused with pay. 9. REMAIN CALM DO NOT PANIC. Rescue and Medical Duties The Safety Team or the Fire Department will search the facilities to locate injured persons and will be prepared to administer First Aid if necessary. Notification of Fires and Emergencies In case of fire or other emergency: Call 911 immediately. 10

Institute of Reading Development IIPP Fire Emergency Plan In the Event of a Fire Any person seeing or smelling smoke is to warn all persons nearby. Report the fire to the Novato Fire Department by calling 911. Operate the nearest manual pull station fire alarm. DO NOT ASSUME SOMEONE ELSE HAS OR WILL REPORT THE FIRE. The Program Administrator will first make sure that the fire has been properly reported, and then will supervise the immediate relocation of persons near the fire, then the relocation of the entire floor. Persons familiar and trained in the use of fire extinguishers should attempt to extinguish small, manageable fires only. REMEMBER: Remain Calm. Follow the instructions of the Program Administrator and/or members of the Safety Team. Do not open hot doors. Before opening any door, touch it near the top to see if it is hot. A fire on the other side will blast through the slightest opening with tremendous force and heat. CLOSE ALL DOORS ALONG THE EXIT ROUTE. Potential Fire Hazards 1. Smoking in the Workplace. Smoking is not permitted on the Institute s premises. 2. Coffee Pots, Microwave Ovens, etc. All such appliances must be kept clean and must be turned off when not in use. 3. Poor Housekeeping. All combustible scrap, debris and waste must be stored safely in suitable containers and removed from work areas promptly. 4. Electrical Hazards. All electrical equipment must be properly grounded. All electrical outlets must be adequate and not overloaded. All exposed wiring or cords will be repaired or replaced promptly. Responsibility for Fire Prevention All employees are responsible for eliminating fire hazards, and reporting such hazards to the Program Administrator. Earthquake Procedures In the Event of an Earthquake Most injuries incurred during an earthquake result from falling objects or debris dislodged by the quake. During an earthquake observe the following: 1. Remain calm. 2. Take cover under desks, tables or strong doorways 3. Keep away from windows and glass doors. 11

Institute of Reading Development IIPP 4. Keep clear of file cabinets, shelves and high stacked material. 5. Check for any injured persons and, if trained, administer first aid. 6. The Program Administrator should check damage and injuries and be prepared to expedite evacuation of the seriously injured. 7. In the event of a fire resulting from an earthquake, follow fire emergency procedures. After the Earthquake Remain in the building and be prepared for aftershocks. Generally most are smaller than the main shock, but some may be large enough to cause additional damage. Gas Should a gas smell occur DO NOT smoke, use matches, candles, or use any open flames. If you smell gas call the fire department immediately. Electricity DO NOT touch fallen or damaged electrical wires. DO NOT touch any electrical equipment, fixture, outlet or switch while you are wet or standing in water. DO NOT touch any wet electrical appliance while it is plugged in until you have turned off the main power switch. Unplug the appliance and allow to dry thoroughly before using. If pipes are broken inside the building, notify the Program Administrator. DO NOT flush if sewer lines are broken. Medical Emergency In the event of a medical emergency, the following procedures should be observed to ensure the safety of individuals needing medical attention. If possible, call the Program Administrator. If you must handle the emergency on your own: 1. Remain as calm as possible. This will help the victim to relax. 2. Try to ascertain as much information about the injury as possible. 3. Phone the emergency medical service system (911) for help. Describe the exact location of the injured person, the possible nature of the emergency and condition of the victim. 4. If you are not trained in first aid procedures or CPR, do not move or attempt to aid the victim unless it is obvious that failure to do so would be life threatening to the victim. 5. Keep the victim warm and comfortable and remain with the victim until trained personnel arrive. 12